Use snippets

Creating and using snippets

Snippets are reusable blocks of text. You create them once and then insert them into multiple places like template steps, task descriptions, or comments. This saves you from typing the same thing over and over and keeps your information consistent.

Who can create/manage snippets?

• Only Administrators can create, edit, and delete the main list of shared snippets for the whole organization.
• Any member can insert existing snippets into places they can edit (like task descriptions or comments).

Creating snippets (Admins only)

1. Go to Settings > Organization > Snippets (Note: This path might vary slightly; look for Snippets under Organization settings).
2. Click Create Snippet.
3. Give the snippet a clear, descriptive Title so you can find it easily later.
4. Type or paste the text Content you want to reuse into the main box.
5. Use the formatting tools (bold, lists, etc.) if needed.
6. Click Save.

Managing existing snippets (Admins only)

From the main Snippets settings page, Admins can:

• See all the snippets created for the organization.
• Edit a snippet (click on it). Changes automatically update everywhere the snippet is used.
• Delete snippets that are no longer needed.
• Organize snippets into categories (like “HR Policies” or “Sales Emails”).

Inserting snippets into text

Anyone editing text (like a task description or comment) can insert a snippet:

1. Click where you want the snippet text to appear.
2. Click the Snippets icon (looks like scissors ✂️) in the editor toolbar.
3. Choose the snippet you want from the list that appears.
4. The snippet’s content will be inserted right where your cursor was.

Where can you use snippets?

You can insert snippets almost anywhere you see the text editor toolbar, including:

• Template descriptions and step descriptions.
• Guidance text for form fields.
• Special instructions shown before launching a process.
• Comments on running tasks.
• Notes added to processes.
• Document template content.

Embedding Templates (Advanced Snippet Use)

You can also insert a link to an entire other template using the snippet tool. This is less common but can be used to reference related processes.

1. Click where you want the template link.
2. Click the Snippets icon (✂️).
3. Choose the Templates option.
4. Select the template you want to link to.
5. A link to that template will be inserted.

Tips for using snippets well

• Use clear names: Give snippets titles that make it obvious what they contain.
• Keep them focused: Make snippets for specific pieces of information, not huge paragraphs.
• Update in one place: If information changes (like a phone number or policy), just edit the snippet once, and it updates everywhere.
• Organize with categories: Use categories in the Snippets settings to group related snippets.
• Review regularly: Check your snippets sometimes to make sure they are still accurate.

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