Manage and Use Templates in the Template Center
Overview
How do I create, organize, and use checklist templates in the CxPlanner Template Center?
The Template Center in CxPlanner allows you to create, manage, and import checklist templates - including Commissioning tests, Quality Assurance, Quality Control, and Site inspection templates - by accessing a central library outside any individual project, which is used to standardize testing procedures across projects and reuse verified templates company-wide.
This guide covers all template types available in the Template Center, template settings, line item field structure, and the AI-assisted import options.
When and why to use this
Use the Template Center when you need to build or manage reusable commissioning test procedures that can be assigned to assets across one or many projects. Templates created here are independent of any specific project, which means changes to a company template propagate wherever the template is used - unless a project-specific copy has been created.
- When this action is needed - you are standardizing a new equipment type across your company's projects and need a single editable source for that test procedure
- What the system does - templates saved as Published become available for import into projects immediately; templates in Draft state are not available for import until published
- Limitations - templates locked to a specific project cannot be used on other projects; changes to a company template do not retroactively update checklists that have already been assigned to assets
How to
Access the Template Center
- Click Template center in the main sidebar. This is a top-level navigation item, not inside any project.
- Select a template type from the left sidebar: Commissioning tests, Quality Assurance, Quality Control, Site inspection, Advanced import, Folder structure, Project templates, Report templates, Flowchart templates, or AI Prompts.
Browse template sources (Commissioning tests)
- Use the source tabs at the top of the template list to filter by library:
- Your templates - templates you created, visible only to you
- Company templates - shared with all users in your company
- Project specific - locked to a specific project, not available in other projects
- CxPlanner templates - official library of 171 pre-built templates organized by equipment category (AHU, Cooling, Datacenter, Electrical Installations, Elevator, and more)
Create a new template
- Click Add template (or use the AI Import dropdown - see the AI import section below) to start a new template.
- Fill in the Information section:
- Name - the template name as it will appear in project assignment
- Category and Subcategory - used for filtering and organization
- Info - free text field for internal notes or descriptions
- Language - the language the template is written in
- Configure Visibility settings:
- Who can see the template: Only me or Whole company
- Who can edit the template: Only me or Company
- Configure Availability:
- Choose whether the template is available on All projects or Selected projects only
- Toggle Allow external users to import if subcontractors or external parties need access
Add line items to the template
- Add line items to the template body. Each line item has the following fields:
- Test item - description of what to test or check
- Scope - what is in or out of scope for this item
- Acceptance criteria - the condition that must be met to pass
- Method - how to perform the test
- Tool - equipment or software required
- Require if - controls when this line item is active: Use always, Only if PASS, or Only if FAIL
- Required items - attachments the technician must provide to mark the item: Photo, Number, Decimal, Percentage, Text, or Floorplan
Attach reference PDFs to templates
- In the Template PDF files section, attach reference PDFs (such as manufacturer spec sheets or procedure documents) to the template. These PDFs are accessible to technicians when using the template on-site.
Lock a template to a project
- To prevent a template from being modified and used elsewhere, click Lock to project to lock the current template to a specific project. To create a separate project-specific copy without affecting the original, click Duplicate and lock to a project.
AI Import options (Commissioning tests only)
The AI Import dropdown on the Commissioning tests list provides six options for creating templates using AI or external sources:
Option | What it does |
|---|---|
CxAI Checklist-generator | Describe the equipment in plain text and CxAI generates a complete checklist from scratch |
Import CxPlanner Excel | Import a template from CxPlanner's own Excel template format |
Import Word checklist | AI reads a Word (.docx) file and converts the content to a CxPlanner template |
Import PDF checklist | AI reads a PDF and converts the content to a CxPlanner template |
Import CxAlloy templates | Migrate templates from CxAlloy |
Import Facility-Grid templates | Migrate templates from Facility-Grid |
Behavior and results
Template library sources
Source | Visible to | Editable by | Available in |
|---|---|---|---|
Your templates | Only you | Only you | All projects (unless restricted) |
Company templates | All company users | Company Admin | All projects (unless restricted) |
Project specific | Project users | Project Manager or higher | That project only |
CxPlanner templates | All users | CxPlanner only | All projects (read-only) |
Visibility and availability settings
Setting | Options | Effect |
|---|---|---|
Who can see | Only me / Whole company | Controls who sees the template in the library |
Who can edit | Only me / Company | Controls who can modify the template |
Availability | All projects / Selected projects | Restricts which projects can import the template |
External users | Toggle on/off | Allows or blocks external users from importing |
Versioning states
State | Available for import | Editable |
|---|---|---|
Draft | No | Yes (unless versioning required) |
Published | Yes | Yes (unless versioning required) |
Published + Require versioning | Yes | No - must create a new version first |
Require if - line item behavior
Value | Line item is active when |
|---|---|
Use always | Always shown and required |
Only if PASS | Only required if the preceding item result is PASS |
Only if FAIL | Only required if the preceding item result is FAIL |
Troubleshooting
Problem | Cause | Solution |
|---|---|---|
Template does not appear when assigning to an asset in a project | Template is in Draft state | Open the template in the Template Center and click Publish |
Cannot edit a published template | Require versioning is enabled | Click Create version to start a new editable version |
Template is not visible to other company users | Visibility is set to Only me | Change the Who can see setting to Whole company |
Template appears in one project but not another | Availability is set to Selected projects only | Add the missing project under Availability settings |
AI import produced incorrect line items | Source document formatting was inconsistent | Review and manually edit the generated items; re-import with a cleaner source document if needed |
Cannot create or edit company templates | User does not have Company Admin role | Ask your company administrator to update your role |
Quick facts
- Requires: Any user to view CxPlanner templates; Company Admin to create or edit company templates
- Location: Template center - main sidebar (outside any project)
- Affects: Template availability across all projects in your company; checklist assignment options on all assets
Updated on: 07/09/2026
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