What it does
Case log templates define what a learner sees when logging a case: which standard fields appear, whether diagnosis and procedure pickers show, what custom questions are asked, and the program's own rules on approval, deadlines, and who can use the template.
Who it's for
Program administrators and program directors with cases.templates.manage create templates and set their program's rules and fields; learners only see the resulting form.
How it works
Template content. A template has a name, a description, an active flag, and custom question sections. This base record is shared platform-wide; each program that adopts the template layers its own behavior — required fields, approval rules, restrictions — on top. Supported question types include short text, paragraph, number, dropdown, multi-select, checkbox, date, rating scales, instruction text, multiple choice, document upload, and competency questions.
Standard fields. Eight standard fields can each be turned on or off, marked required, and reordered: patient age, patient gender, ethnicity, medical record reference, case duration, complications, clinical setting, and supervisor feedback. By default, patient age, patient gender, clinical setting, and supervisor feedback are on; the rest are off, and nothing is required until you say so.
Diagnoses and procedures. The primary diagnosis picker and the procedure picker are on by default; a secondary diagnosis picker is optional. Either picker can be limited to a curated list instead of the full program catalog.
Program rules. Per program, a template carries its own behavior. This covers whether submitted logs need supervisor approval, a submission window in days after a rotation ends, whether retroactive logging is allowed, and restrictions limiting the template to specific roles or rotations.
Managing templates. From the template list you can search, sort, and select New Template to build one from scratch. Row actions let you duplicate a template (copying its sections, fields, and program rules under a new name), activate or deactivate it, or delete it.
Before you start
You need cases.templates.manage for your program to create a template or change its rules and fields.
Decide your standard fields and diagnosis/procedure scope up front — you can change them later, but that only affects new logs, not ones already submitted.
Custom questions are added on the Form Builder tab, which unlocks only after you save the template once and it has an id.
Do this
Open Templates (
/cases/templates) → you should see the list with Active and Inactive tabs.Select the New Template button → the New Case Template page opens on the General tab.
Enter a Template Name, then in the Logic & Behavior section set Supervisor Approval, Retroactive Logging, and Grace Period as your program needs → these carry over as you move between tabs.
Select the Standard Fields tab to turn on the fields your log needs, then select the Clinical Scope tab to enable diagnosis and procedure pickers → the preview panel on Standard Fields updates with each change.
Select the Save button → you should return to the Templates page and see your new template in the list.
To add custom questions, open the template again and select the Form Builder tab → you should see Add from Bank and Create New controls for building sections and questions.
You're done when
✓ Your template appears on Templates with the sections and questions you added.
✓ Learners in the roles or rotations you allowed see it as a choice when they log a case.
✓ Its behavior (approval requirement, grace period, restrictions) matches what you set on General.
Boundaries and limits
A template's base record (name, description, active status) is a platform-level table. Any program admin with cases.templates.manage can create one. Renaming, deactivating, or deleting an existing template needs platform administrator access instead. Program teams keep full control of the per-program layer on any template they use.
Per-program settings — approval requirement, grace period, retroactive policy, field requirements, and restrictions — need the program's template-management permission.
If a program has no configuration for a template, submitting a log through the personal portal defaults to the safest behavior: supervisor approval is required.
When a learner belongs to multiple programs that configure the same template, the strictest rules win. Approval is required if any program requires it. The shortest submission window applies.
Deactivating a template hides it from new logging but doesn't affect existing logs. Deleting is a soft removal; historical logs keep their template reference.
Importing templates from other programs isn't available. Duplication within your own list is the supported copy path.
Common questions
Q: Can I make a field mandatory only for my program? A: Yes. Standard-field requirements live in the per-program configuration, so the same template can require a field in one program and leave it optional in another.
Q: Can I limit a template to certain rotations or roles? A: Yes. Learners outside a template's rotation or role restrictions won't see it for new logs.
Q: What happens to old logs if I change a template? A: Existing logs aren't rewritten. Template changes affect only new logging and submission-time validation.
Q: I can't rename or deactivate an existing template — why? A: Its base name, description, and active status live on a shared, platform-level record, so changing them needs a platform administrator. Your program's own settings — fields, approval, restrictions — are yours to change any time.
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