Practice Opportunities — Apply Template Changes

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Easily update opportunities with changes made to workflow template activities & stages.

Permissions & Restrictions

Permissions

Admins & Full Users: Access to update templates and apply those updates to the corresponding practice opportunities.

Restrictions or Pre-Requisites

Activity changes will only apply to non-contracted candidates and new candidates added in the future. Contracted candidates’ activities will remain the same as when they completed them.

Activity changes will apply to incomplete activities on candidates.

When applying an update, users can opt to not apply assignee updates in the case that changes were made directly to the practice opportunity activity assignments.

Updating the practice opportunity from a template is only available when the template has been edited. If recent changes on a template were applied to the existing opportunities, the option to update from the template becomes disabled.

Note: If changes are made within stages on an opportunity — these will be overwritten by a template change. If activities are added to the candidate itself, these will not be removed from the candidate on pulling changes down.

How do template changes work?

Practice opportunities (POs) are a copy of a template. When a template is pushed down to an practice opportunity, the PO’s automated activities and candidate activities get overwritten and updated to the latest copy of the template. Only modified activities from the template will be pushed down to the opportunities. To prevent edited candidate activities from being overwritten, any activity with a modified date will be bypassed during the template update.

Template Representation for Practice Opportunities

When a practice opportunity is created from a template, a copy of the template is associated with the opportunity. This representation can be visualized by clicking into each stage on the PO. The automated activities in each stage will give an idea of what activities the new candidates coming into the opportunity will receive. When applying template changes, these stage activities will be overwritten to represent the latest version of the template.

Take Note of Modifications in a Template

As a template activity is updated, a modified date will be registered in the activity list. Only modified activities will be updated on the stages. Updates will be tracked between an opportunities last updated date and the latest modified activities, so only the latest edits will be applied when pushing changes down to POs.

Template Updates on a Practice Opportunity

Two areas of the opportunity will be updated when updating a PO from a template.

The Stages automated activities, which houses the copy of the template, will be completely updated to match the latest changes from the template. This will ensure that candidates added to the template will receive the latest updated activities.
For active candidates, unmodified activities will be updated to match the edits being pushed down from the template. You can compare activities that have been updated by a template change vs. those manually edited by looking at the modified date (manual edit) and template updated date (updated from template).

If an activity was updated from the template, a new line item will be inserted into the activity history feed to indicate the date the activity was updated from the template.

Note: Our system cannot track the exact edit that was made from the template; it is simply replaced by the updated activity from the template.

Important Considerations

With the utilization of modified dates on both templates – to apply only recent changes & candidate activities — to ignore recently edited activities on the candidates within the opportunities, the hope is to minimize important changes from being overwritten when a template change is applied while ensuring POs get necessary updates for incoming candidates. There are some considerations to be aware of with the way our template update logic works:

Any customizations made on the Stages automated activities will be overwritten when a template change is pulled down. Depending on specific needs, pay attention to whether you need practice opportunity-specific changes or if a PO should match the template when making editing decisions.
If part of an internal process is to bulk reassign activities after an opportunity has been created, these newly assigned activities will track that modification date and will by bypassed when template changes are pulled down. Be aware that in this case, these activities may be out of sync or differ from new candidate activities that will pick up the latest template changes as applied to the PO.
If part of a template update is to delete a stage and the related activities, when changes are pushed down to the POs, the stage will only be removed if there are no candidates in the stage. To have the practice opportunity reflect the change of a deleted stage, ensure the candidates are moved to another stage prior to pulling changes down. If no candidates are in the stage, the stage and any incomplete activities tied to candidates from this stage, will be deleted.

Working with your client success executive for unique use case training is encouraged to ensure your practice opportunity needs are met.

Update Opportunity from Template

After a template’s activity details have been changed, a notification will appear in the header of practice opportunities created from the template indicating that an updated template is available.

Restriction to Note! Updating a practice opportunity from the template is only available if a recent edit has been made on the template and has not already been applied to the opportunity. Our smart system can detect when the opportunity does not have the latest template changes. Suppose the opportunity you are working on needs a template update; in that case, a workaround for this is to edit the template by adding a small change to one of the activities in the template — such as a period to a summary or capitalizing a letter.

From the header drop-down, the ‘Update Opportunity from Template’ option will be available.

Once selected you will receive a warning message that you will need to confirm to apply the changes from the template.

Before this step, it is recommended that you check the template and familiarize yourself with any changes made to be sure that you would like those changes applied to the project.

Once you confirm the popup, the changes will be applied, and the screen will refresh. Your opportunity will now reflect the same details as the updated template!

Update Multiple Opportunities from a Template

If you have many practice opportunities created from a single template that you would like to update all at once, we’ve added a couple of options to achieve this from the template itself.

After a template’s activity details have been changed, 2 of the following options will be available from the template header drop-down:

1. Apply Changes to Existing Opportunities

This option works similarly to how applying template changes within an opportunity does, but this will apply the changes to all existing opportunities created from the template in one action.

From the template header, click on the ellipses button and select ‘Apply Changes to Existing Opportunities’. This will prompt an override warning which the user must confirm before changes will be made to the opportunities.

Restriction to Note! Updating an opportunity from the template is only available if a recent edit has been made on the template and has not already been applied to the opportunity. Our smart system detects when the practice opportunity tied to a template does not have the latest template changes. The action to apply changes to existing opportunities is only enabled once an edit has been made in the template and no recent changes have been applied to opportunities.

2. View Opportunities Using This Template

For situations where you would like to update some but not all opportunities created from the template, we’ve included an option that allows you to pick in bulk which opportunities you would like to apply updates.

By selecting ‘View Opportunities Using This Template’ a list will open of all the opportunities created from the template.

You’ll then be able to select opportunities via checkboxes and from the ‘Actions’ drop-down you’ll have the ‘Apply Template Updates’ option that will push the updates to all the selections.

Notification After Changes Have Been Applied

Once changes have been applied to an opportunity through any of the options above, the system administrators (users with the role of Admin) will receive an email notifying them of the changes that were applied as well as who applied them.