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Manage UTM Templates

Learn how to edit, organize, duplicate, and delete your UTM templates in linkutm.

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Overview

Effective template management ensures your team has access to the right templates at the right time. This guide covers all aspects of managing your template library.

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Viewing Templates

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Templates List

Access Your Templates:
  1. Navigate to Templates in the sidebar
  2. View all templates in your project
  3. See template details at a glance
Displayed Information:
  • Template name
  • UTM parameters preview
  • Created by
  • Last modified date
  • Usage count (if available)
  • Actions (Edit, Duplicate, Delete)

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Template Details

View Full Template:
  1. Click on a template name
  2. See complete parameter configuration
  3. View description and notes
  4. Check usage statistics
  5. See links created from this template

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Search and Filter

Find Templates Quickly: Search:
  • Enter template name
  • Search by parameter values
  • Find by creator
Filter:
  • By channel (email, social, paid)
  • By date created
  • By usage frequency
  • By creator
Sort:
  • Alphabetically (A-Z or Z-A)
  • By creation date (newest/oldest)
  • By last modified
  • By usage count (most/least used)

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Editing Templates

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When to Edit

Good Reasons to Edit:
  • Campaign naming convention changed
  • Need to add/remove parameters
  • Update description or notes
  • Correct errors
  • Improve clarity
Consider Instead:
  • If major changes needed, consider creating new template
  • Editing doesn’t affect existing links
  • Team may be familiar with current version

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How to Edit a Template

  1. Find the Template:
    • Navigate to Templates page
    • Locate template to edit
    • Click Edit button or pencil icon
  2. Make Changes:
    • Update template name
    • Modify UTM parameters
    • Change default values
    • Update description
    • Adjust folder/tag defaults
    • Modify notes
  3. Save Changes:
    • Click Save or Update
    • Changes take effect immediately
    • Only affects future link creation
  4. Notify Team:
    • If significant changes, inform team
    • Update documentation
    • Provide migration guidance if needed
Important: Editing a template does NOT change existing links.
  • Links created before edit remain unchanged
  • Only new links use updated template
  • Existing links maintain original parameters
If You Need to Update Existing Links:
  • Edit links individually
  • Use bulk edit (if available)
  • Create new links with updated template

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Duplicating Templates

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Why Duplicate?

Perfect For:
  • Creating similar templates for different channels
  • Testing template variations
  • Client-specific versions (for agencies)
  • Seasonal campaign variations
Benefits:
  • Faster than creating from scratch
  • Maintains consistency
  • Easy A/B testing
  • Reduces errors

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How to Duplicate

  1. Find Template to Duplicate:
    • Navigate to Templates page
    • Find base template
  2. Duplicate:
    • Click Duplicate button or icon
    • Template copy is created instantly
  3. Modify Copy:
    • Change template name (important!)
    • Update parameters as needed
    • Adjust description
    • Save as new template

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Naming Duplicates

Best Practices: 
Original: Facebook Ads - Lead Gen
Duplicate: Instagram Ads - Lead Gen

Original: Email Newsletter - Weekly
Duplicate: Email Newsletter - Monthly

Original: Q1 Product Launch
Duplicate: Q2 Product Launch
Avoid:
  • “Copy of Template Name” (rename immediately)
  • Same name as original (causes confusion)

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Organizing Templates

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Folder Organization (If Available)

Create Structure: 
📁 Email Marketing
  - Newsletter - Weekly
  - Newsletter - Monthly
  - Promotional - Sales
  - Promotional - Events

📁 Social Media
  - Facebook Ads
  - Instagram Ads
  - LinkedIn Ads
  - Twitter/X Posts

📁 Paid Search
  - Google Ads - Brand
  - Google Ads - Generic
  - Bing Ads

📁 Client Templates (for agencies)
  - Client A - Email
  - Client A - Social
  - Client B - Email
Benefits:
  • Easier navigation
  • Logical grouping
  • Scales with growth
  • Team clarity

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Naming Strategy

Consistent Format: Option 1: Channel - Purpose 
Email - Newsletter
Email - Promotional
Facebook - Lead Gen
Facebook - Brand Awareness
Option 2: Campaign Type - Channel 
Newsletter - Email
Webinar - Multi-Channel
Product Launch - Email
Product Launch - Social
Option 3: Client - Channel - Purpose (Agencies) 
Acme Corp - Email - Newsletter
Acme Corp - Facebook - Ads
TechCo - Google - Brand Search

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Archiving Old Templates

When to Archive:
  • Campaign ended
  • Template no longer relevant
  • Replaced by better version
  • Outdated naming convention
How to Archive:
  1. Create “Archive” folder (if available)
  2. Move old templates to Archive
  3. Or delete if no longer needed
  4. Document why archived
Don’t Delete If:
  • Links still reference it (for historical tracking)
  • May be needed for future reference
  • Annual/recurring campaigns

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Deleting Templates

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When to Delete

Good Reasons:
  • Template created by mistake
  • Duplicate template exists
  • Never used or needed
  • Outdated and no historical value
Think Twice:
  • Template has been used extensively
  • May need for historical reference
  • Recurring campaigns might use again

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How to Delete

  1. Navigate to Templates Page:
    • Find template to delete
    • Click Delete button or trash icon
  2. Confirm Deletion:
    • System may ask for confirmation
    • Verify you’re deleting correct template
    • Confirm deletion
  3. Result:
    • Template removed from list
    • Cannot be undone (usually)
    • Existing links unchanged
Existing Links:
  • Remain completely unchanged
  • All parameters intact
  • Full functionality maintained
Future Links:
  • Template no longer available for selection
  • Cannot create new links from deleted template

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Bulk Delete (If Available)

Delete multiple templates at once:
  1. Select multiple templates (checkboxes)
  2. Click Bulk Actions > Delete
  3. Confirm deletion
  4. All selected templates removed

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Template Analytics

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Usage Statistics

Track Template Performance:
  • Times Used: How many links created from template
  • Last Used: Most recent usage date
  • Most Active User: Who uses it most
  • Average Performance: How links from this template perform
Insights:
  • Which templates are most valuable
  • Which templates are obsolete
  • Team adoption patterns
  • Template effectiveness

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Performance Metrics

Compare Templates:
  • Click-through rates by template
  • Conversion rates
  • Engagement metrics
  • ROI by template type
Optimization:
  • Promote best-performing templates
  • Update or remove underperforming templates
  • Share insights with team
  • Refine template library

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Usage Reports

Generate Reports:
  1. Select date range
  2. Filter by template or category
  3. Export usage data
  4. Analyze trends
Use Cases:
  • Team performance reviews
  • Process optimization
  • Budget allocation
  • Strategic planning

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Best Practices

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Regular Maintenance

Monthly Review:
  • ✅ Check for unused templates
  • ✅ Update outdated parameters
  • ✅ Consolidate similar templates
  • ✅ Review naming consistency
Quarterly Audit:
  • ✅ Major cleanup of template library
  • ✅ Archive old campaign templates
  • ✅ Gather team feedback
  • ✅ Optimize most-used templates
  • ✅ Update documentation
Annual Review:
  • ✅ Complete template strategy review
  • ✅ Align with new business goals
  • ✅ Implement new naming conventions
  • ✅ Team training on templates

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Version Control

Document Changes: 
Template: Email Newsletter - Weekly
Version History:
- v1 (Jan 2024): Initial creation
- v2 (Mar 2024): Added utm_content field
- v3 (May 2024): Updated campaign naming to include week number

Current: v3
When Making Major Changes:
  1. Document in template notes
  2. Notify team
  3. Consider creating new template instead
  4. Preserve old version if needed

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Team Collaboration

Shared Ownership:
  • Assign template owners
  • Document who to contact
  • Regular team syncs on templates
  • Collaborative improvement
Access Control:
  • Appropriate permissions
  • Prevent accidental deletion
  • Allow team input
  • Admin oversight
Training:
  • Onboard new team members
  • Regular refreshers
  • Share best practices
  • Document usage guidelines

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Template Library Optimization

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Start Small, Grow Strategically

Phase 1: Core Templates (3-5)
  • Most-used channels
  • Simplest configurations
  • Team adoption
Phase 2: Expand (10-15)
  • Add variations
  • Channel-specific templates
  • Campaign types
Phase 3: Specialized (15-25)
  • Client-specific (agencies)
  • Advanced use cases
  • Niche campaigns
Phase 4: Maintenance
  • Regular pruning
  • Consolidation
  • Optimization

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Quality Over Quantity

Better:
  • 10 well-documented, frequently-used templates
  • Clear naming and organization
  • Team understands when to use each
Worse:
  • 50 templates with unclear purposes
  • Duplicate or similar templates
  • Team confusion

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Template Naming Standards

Create a Naming Guide: 
Template Naming Convention:

Format: [Channel] - [Campaign Type] - [Optional: Specifics]

Examples:
- Email - Newsletter - Weekly
- Facebook - Ads - Lead Gen
- Google - Search - Brand
- LinkedIn - Organic - Company Updates

Rules:
- Capitalize each word
- Use hyphens to separate sections
- Keep under 50 characters
- Be specific but concise

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Troubleshooting

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Can’t Find Template

Solutions:
  • Clear any active filters
  • Check search spelling
  • Verify correct workspace/project
  • Ask team if moved or deleted
  • Check Archive folder if exists

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Template Won’t Delete

Possible Reasons:
  • Insufficient permissions
  • Protected template
  • System default template
Solutions:
  • Check user permissions
  • Contact admin
  • Archive instead of delete

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Template Changes Not Saving

Solutions:
  • Check internet connection
  • Verify all required fields filled
  • Try different browser
  • Clear browser cache
  • Contact support

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Team Member Can’t See Template

Solutions:
  • Verify team member’s workspace/project
  • Check sharing settings
  • Confirm permissions
  • Refresh their browser

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Exporting and Importing Templates

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Export Templates (If Available)

Use Cases:
  • Backup template library
  • Move between workspaces
  • Share with other teams
  • Document for records
How to Export:
  1. Navigate to Templates
  2. Select templates to export
  3. Click Export or Download
  4. Choose format (CSV, JSON)
  5. Save file

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Import Templates (If Available)

Use Cases:
  • Restore from backup
  • Copy from another workspace
  • Bulk template creation
  • Migrate from other tools
How to Import:
  1. Prepare template file (CSV or JSON)
  2. Navigate to Templates
  3. Click Import
  4. Upload file
  5. Map fields
  6. Confirm import

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Need Help?

For questions about managing UTM templates, contact our support team or explore our comprehensive guides.