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How to Change a Report's Template

See which template a report uses and switch it before approval.

Every report follows a donor template (the donor's sections and rules) or, if there is none, a ready-made structure for its type. DonorDesk now picks the right template for you and lets you change it later.

Who can: Admin, Project Manager and Grants Officer (template changes), and anyone who edits reports.

Which template does a new report use?

For each report type DonorDesk chooses, in this order:

  1. An approved template written for exactly that type (for example your approved Final report template for a Final report). If there are several, your project's default wins, otherwise the newest.
  2. Otherwise your project's default template, if it can structure that type.
  3. Otherwise the built-in structure.

You see the choice before you create the report. On New reporting period, the Donor template field is already filled in and says · default for this type. Change it or pick Built-in structure (no template) if you prefer; your choice is never overridden.

The closing report page names the template it will use, for example The approved template "GWHF Final Project Report" will structure the closing report.

Change the template of an existing report

  1. Open the report's Report inputs page (Edit data & story in the editor's ⋯ menu).
  2. In the Template card at the top, choose another template, or Built-in structure, and click Change template.

Only approved templates are offered as usable; one that is "not approved yet" is greyed out. Approve it first (see How to upload a donor template).

What happens to text already written?

Nothing changes by itself. If the report already has a draft you are told: The report was already drafted. Open the report and regenerate it to use the new template. Regenerating is always your choice. Earlier versions are kept in the history.

When you cannot change it

  • The report is approved: ask a reviewer to send it back with Request changes first.
  • The template is for another kind of report. Activity and Situation reports only accept a template of their own type.

Set a project default

On the template page use Use this template as the project default. See How to upload a donor template.

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