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 is 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 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 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, Client, or an individual Staff Member. In the event a Staff Member is no longer available, the assignment will automatically set to the Project Leader.

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.

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 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 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 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.

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