PROJECTS: Task Templates
What is a Task Template?
A Task Template allows you to pre-create the Tasks and Phases in a Project and then have the option to apply that Template to a new or existing Project. When a Template is applied to a Project the predefined Tasks and Phases are automatically generated, assigned to the appropriate user, and due dates are dynamically generated based on your settings.
To get started, navigate to Projects > Projects.
Click the Templates tab in the top navigation bar.
Click the +Add Task Template button to create a new Template. To edit an existing Template, either click on the Template directly from the list, or select Manage from the Options menu button.
Task Template: Tasks
When creating a new Task inside of a Template the fields to fill out are very similar to creating a standard Task.
CLICK HERE to learn about creating Tasks
However, there are the following notable exceptions:
Relative Due Date
Instead of the standard Date Picker, this field is a numeric value field along with an Interval Unit dropdown menu for selecting either days or weeks. This is used for setting a conditional due date for the Task, which will reference the Based on Date that was specified while applying a Task Template.
For example, if you set the due date to 10 days and create a new Project using this Template, then this Task will automatically be given a due date that is 10 days after the Based on Date of the Project.
TIP: You can input negative numbers into this field so that the generated Task will have a due date before the Based on Date of the Project.
Assigned To
When creating Tasks inside Templates you can assign the Project Leader, Coordinator, Salesperson, Client, or an individual Staff Member. In the event a Staff Member is no longer available, the assignment will automatically be set to the Project Leader.
Check the Prevent editing or reassigning box so the assignee will only be able to Add Comments, Upload & Manage Task Files, and Mark the Task as Complete.
The Task can also be assigned a Priority, ranging from Normal, Low, High and Urgent. Any additional priorities you add within Flyout>Categories>Task Priorities, will also be available as an option.
Followers can be added to a Task to keep up to date on progress and receive notifications.
Followers can also be added on the Task Information page.
Adding Subtasks
Just as in a Task, you can create Subtasks in the View screen of the Task Template.
You can do this by clicking on the Task Template in the List View, or clicking the Options menu button on a Task Template and choosing View.
Scroll to the bottom of the page and you will see a Subtasks section. Simply enter text into the field and press Enter to add a new Subtask.
Hover your cursor over a created Subtask to show an "x" icon in which you can click to delete the Subtask from the list.
You can click and drag the Subtask to re-arrange the order.
When the Task is generated the Subtasks will be generated as a list that can be "checked off" by the assigned user.
Task Template: Phases
When creating a new Phase inside of a Template the fields to fill out will be very similar to creating a standard Phase.
CLICK HERE to learn about creating Phases
However, there are two notable exceptions:
Start/End Interval
Instead of the standard Date Picker, this field is a numeric value field along with an Interval Unit dropdown menu for selecting either days or weeks. This is used for setting a conditional due date for the Task, which will reference the Based on Date that was specified while applying a Task Template.
For example, let's say you set the start date to 10 days and the end date to 20 days and create a new Project using this Template. This Phase will automatically be given a start date that is 10 days after the Based on Date of the Project, and an end date that is 20 days after the Based on Date.
TIP: You can input negative numbers for the Start and End Intervals too so that they are generated as before the Based on Date instead of after.
How do I use a Task Template?
Once you have one or more Templates created and populated you will have the option to use them when creating a new Project and Project Generator.
By default, the due dates for the Tasks and Phases generated from a Task Template will be based on the creation date of the Project. You can instead use the Date Picker to select a different Based on Date.
To merge a Task Template to an existing Project, navigate to Projects > Projects and locate the Project you wish to merge. Click the Options menu button and select Apply Task Template.
Then, choose the Apply Task Template from the dropdown menu.
If you do not choose a Based on Date any Tasks or Phases generated will be based on the Project's Creation Date.
Task Templates are also available as an Automation.
Task Template: Select your Task Template from the dropdown.
Based on Date: This is the date to which the relative due date will be applied. If the relative due date is in two days you can set the Based on Date two days in the past to make this Task due on the current date. If the relative due date is in two days you can set the Based on Date for the current date and the Task will be due in two days.
Apply to: You have two options. You can apply it to the Contact's most recent Project or find the Project based on the title.
IMPORTANT: When finding a Project based on the title search by the first few letters of the first word of the Project. If there are multiple Projects that start with the same name or the same few letters it will select the most recent one. If you have a Project that has multiple words in the name, for example: Web Development Build you will only be able to find this Project by searching for WEB. Searching Development or Build will not bring this Project up as that is not the first word in the title.
Project Status: The status that you set here will be the updated status of the Project after the Task Template has been applied. If you have custom Project statuses they will be listed in this dropdown.
CLICK HERE to learn about Automations
You can assign a Task Template to a specific Contact by going to CRM > Contacts > Options > Task Template.
It works the same as the Task Template Automation except that you can only apply it to a Project that Contact is already assigned to.
