Organizing Your Template Library

As your Hoicko signature template library grows past a handful of profiles, use consistent naming conventions, the built-in search bar, and regular audits of "Created By" ownership to keep the library manageable and prevent duplicate or orphaned templates.

The Problem: Template Sprawl

A real Hoicko Signatures list can easily include 10, 20, or more profiles — mixing manually created templates (e.g., "Testing-main," "Testing-api-ai," "Testing-api-ai-new") with system-generated ones attributed to integrated tools like "HOICKO LMS." Without organization, teams end up unsure which template is current, which is deprecated, and who owns each one.

Step-by-Step: Auditing Your Template Library

1. Open the Signatures list and use Type to search... to review all profiles alphabetically or by keyword.
2. Check the Created By field on each card — profiles created by systems (e.g., "HOICKO LMS") versus individual admins should be reviewed differently, since system-generated ones may be tied to automated workflows you shouldn't delete without checking dependencies.
3. Flag near-duplicate names (like "Testing-api-ai" and "Testing-api-ai-new") for consolidation — confirm with the team which is production-ready before deleting the older version using the trash/delete icon.
4. Standardize going forward: agree on a naming convention (Client_Purpose, Dept_DocType, etc.) and apply it to all new profiles.

Governance Recommendations

• Quarterly review: Set a recurring reminder to audit the Signatures list for unused or duplicate templates.
• Ownership tagging: Even though Hoicko shows "Created By" automatically, keep an internal record of which team owns each template for handoffs.
• Retire, don't delete, cautiously: Before deleting any profile, confirm no active integration (API token) is still referencing it — check the Analytic table's recent Activity Time to see if it's still in use.

Frequently Asked Questions

What happens if I delete a signature profile that's still referenced by an API integration? 

Any system calling that profile's token will fail future signing requests — always verify recent activity in the Analytic table before deleting.

Can I rename a template without breaking its existing token? 

Editing the Title field typically does not change the underlying TOKEN, but always verify in a test environment first, since behavior can depend on your specific Hoicko configuration.

Is there a limit to how many templates a workspace can hold? A

Hoicko does not impose a hard visible limit in the standard list view — organizations commonly manage dozens of active profiles — but for performance and manageability, regular audits are still recommended.