Template Management

The template management system allows administrators and users to upload, configure, and manage Microsoft Word templates used for external report editing.

Overview

Templates are .docx files that contain placeholders for dynamic data replacement. The system provides a comprehensive interface for template lifecycle management.

Key Components

UploadWordTemplate Component

Location: ...TemplateAndSnippetManagement/components/CreateOrUpdateTemplateAndSnippet/UploadWordTemplate.tsx

Purpose: Handles DOCX file upload and validation

Features:

• Drag-and-drop file upload
• File type validation (.docx only)
• Size limit enforcement (50MB)
• Progress indication

UI Elements:

<FileInput
  id="allow-microsoft-integration"
  label={t("Upload Microsoft Word Template (.docx)")}
  accept=".docx,application/vnd.openxmlformats-officedocument.wordprocessingml.document"
  onChange={handleFileChange}
  value={selectedFile}
/>

Template Configuration

Form Fields:

• Template name
• Description
• Category/Department
• Access permissions
• Version information

Validation Rules:

• Required fields: name, file
• File format: DOCX only
• Size limits: Configurable per lab

Template Storage

S3 Organization

Path Structure:

templates/
├── radiology/
│   ├── chest_xray_v1.docx
│   ├── mri_brain_v2.docx
│   └── ultrasound_abdomen_v1.docx
├── cardiology/
│   ├── echo_report.docx
│   └── stress_test.docx
└── laboratory/
    ├── chemistry_panel.docx
    └── hematology_report.docx

Metadata Storage

Database Fields:

• template_id: Unique identifier
• name: Display name
• description: Optional description
• s3_path: Full S3 path to file
• file_size: Size in bytes
• uploaded_by: User ID of uploader
• upload_date: Timestamp
• version: Version number
• is_active: Enable/disable flag

Template Selection

In Report Modal

UI Component: Template dropdown in report editing interface

Selection Logic:

1. Filter by department/test type
2. Show recently used templates first
3. Display template preview (optional)
4. Validate user permissions

Default Templates:

• Lab-specific default templates
• Department-specific templates
• Fallback to generic templates

Template Versioning

Version Control

Features:

• Automatic version increment on upload
• Version history tracking
• Rollback to previous versions
• Version comparison

Implementation:

interface TemplateVersion {
  version: number;
  s3_path: string;
  uploaded_by: number;
  upload_date: string;
  changes: string;
}

Version Management UI

• Version dropdown in template editor
• Diff view between versions
• Restore previous version
• Archive old versions

Access Control

Permission Levels

Roles:

• Admin: Full CRUD operations
• Lab Manager: Create, edit own templates
• Technician: Use templates, limited editing
• Doctor: Read-only access

Permission Matrix:

Lab-Specific Templates

• Templates scoped to specific labs
• Inheritance from parent organizations
• Override capabilities for customization

Template Validation

Pre-Upload Validation

Checks:

• File format verification (OOXML signature)
• Size limits (configurable)
• Malware scanning
• Placeholder syntax validation

Error Messages:

• "Invalid file format. Please upload a .docx file."
• "File size exceeds maximum limit of 50MB."
• "File contains malware. Upload rejected."

Post-Upload Processing

Operations:

• Extract placeholder variables
• Generate preview thumbnail
• Index for search
• Cache metadata

Search and Discovery

Template Search

Search Criteria:

• Name (partial match)
• Department
• Tags/keywords
• Upload date range
• Uploader

Advanced Filters:

• File size range
• Usage frequency
• Rating/reviews
• Lab-specific

Template Gallery

UI Features:

• Grid/list view toggle
• Sort by popularity, date, name
• Preview thumbnails
• Usage statistics
• Favorite/bookmark functionality

Usage Analytics

Tracking Metrics

Collected Data:

• Template usage count
• User adoption rates
• Edit session duration
• Success/failure rates
• Popular placeholders

Reporting:

• Usage dashboards
• Template performance metrics
• User behavior analytics
• Optimization recommendations

Template Maintenance

Cleanup Operations

Automated Tasks:

• Remove unused templates (after grace period)
• Compress old versions
• Update search indexes
• Validate file integrity

Manual Operations:

• Bulk template operations
• Permission updates
• Category reorganization
• Archive management

Backup and Recovery

Backup Strategy:

• Daily S3 backups
• Database snapshots
• Version history preservation
• Disaster recovery procedures

Integration with External Systems

Document Management Systems

• Integration with SharePoint/OneDrive
• Google Drive synchronization
• Version control systems (Git)
• Document collaboration platforms

API Integrations

Endpoints:

• GET /api/templates: List available templates
• POST /api/templates: Upload new template
• PUT /api/templates/{id}: Update template
• DELETE /api/templates/{id}: Delete template

Webhook Support:

• Template upload notifications
• Usage tracking events
• Validation failure alerts

Best Practices

Template Creation Guidelines

Recommendations:

• Use consistent placeholder naming
• Include all relevant data fields
• Test with sample data
• Document placeholder usage
• Version control templates

Performance Optimization

Tips:

• Minimize template file sizes
• Use efficient placeholder patterns
• Cache frequently used templates
• Optimize search indexes
• Monitor usage patterns

Troubleshooting

Common Issues

Upload Failures:

• Check file format and size
• Verify network connectivity
• Review permission settings

Template Not Found:

• Check S3 bucket permissions
• Verify file path correctness
• Review access control settings

Placeholder Issues:

• Validate placeholder syntax
• Check data availability
• Review template formatting

Code Repository

The template management components are implemented in the livehealth-frontend repository.