Sharing templates externally

This capability provides a way to share templates with other Heropa tenants, and is available on some Heropa subscription tiers. To learn more, contact Heropa.

Sharing templates externally means sharing templates outside of a Heropa tenancy, with other Heropa tenants, on different domains.

External companies is the concept used to help manage the sharing of templates outside of a Heropa tenancy. First, an external company needs to be created. Then templates can be shared with that company.

Creating an external company

From the left navigation menu, select Administration / Companies.
Select the External companies tab, then select Add.
In the Create new external company modal, complete the following information:
- Name: Add the External company's name
- Company ID: Enter the external company's Heropa Company ID. Each Heropa tenant has a unique Company ID, and an Admin will be able to supply you with is on request.
- Optionally, tick the Share shared templates with this external company box to share all currently shared templates with the new external company. This is useful if you have a set of templates you share with all your distributors or partners.
- Once the above information has been completed, select Create.

Sharing a template with an external company

From the left navigation menu, select Templates.
Select the template to be shared with an external company.
In the template's Sharing tab, view the External companies section.
Select which external companies to share the template with by moving them from the Available external companies box on the left hand side, to the Selected external companies box on the right hand side.

Sharing multiple templates with an external company

It's also possible to share multiple templates with a company by using the Share template bulk action on the Templates List screen.

Viewing shared templates

To see the list of templates shared with an external company:

From the left navigation menu, select Administration / Companies and then click on the External companies tab.
Select the external company from the list
In the External companies Templates tab, you can view the list of templates shared with that external company.

Unsharing a template

An External company can not be deleted while templates are shared with it. Templates need to be unshared first, after which the external company can be deleted.

There are two ways to unshare a template with an external company:

In the template's Sharing tab, view the External companies section. Move the external company from the Selected external companies box on the right hand side, to the Available external companies box on the left hand side.
In the External company's Templates tab, select the Unshare template row action for the template.

Please note that if the external company has already imported a local copy of the template, they can continue to use their local copy.

Shared template versions

When a template is shared with an external company for the first time, a 'Published version' is created. This increments each time a template is updated. The Published version is used to determine the version of the template shared with an external company. The Published version number is visible to the company sharing the template, as well as the company the template has been shared with.

Publishing updates to shared templates

When you update a shared template, you can publish these changes to notify your partners and distributors:

From the left navigation menu, select Templates.
Select the template to be shared with an external company.
Modify the template as needed.
Once changes are made, a Publish button will appear in the top right corner.
Click the Publish button and provide a detailed change description. This description will be used to notify external companies of the updates, helping them understand the changes and decide if they want to update their existing templates or import it as a new template.

Articles in this section

In this article