With task templates, users can create templates and duplicate them as often as required within a room. These templates are particularly suitable for recurring tasks and processes, for example for customer inquiries, invoice verification or the onboarding of new employees. Who can see, use and edit these templates is regulated by the rights group.
How do I create a task template?
A new task template can be created in the "Tasks" module by clicking on the blue plus button at the top right and selecting the option "New task". A new task card will then open, which can be filled in with the information you want to include in the template.
Alternatively, a new task template can also be created by selecting the "Use a template" option. In the window that then opens, a new task card can also be opened and filled in by selecting the "Empty task" option.
As soon as all the information has been entered, the task card can be saved as a template. This is possible by clicking on the more button (symbol: three dots) at the top right of the task card, followed by the options "Template" and then "Save as new template".
Create a task template
Following this selection, a description must be added to the task template. Finally, click on "Save template" to create the template in the room.
What content is transferred to the template?
All content stored in task templates, such as descriptions, assigned users and dates, is saved and transferred from a template when a new task is created. This also includes subtask lists as well as open and completed subtasks, the processing status of the task as well as attached files.
Comments and labels are not saved in templates. If a task is created from a template, comments and / or labels can be added.
Task templates also adopt all existing user-defined fields in a room. This applies both to those fields that were created before a new template was generated and those that were created afterwards.
Where can I find an overview of the task templates?
Saved task templates can be viewed in the room in which they were created. The overview of existing templates can be found by clicking on the blue plus button at the top right of the task card, followed by selecting the option "Use a template" option. This opens a window in which the task templates can be selected and edited.
Open the overview of task templates
How do I use a task template?
To generate a new task from a task template, first select the blue plus button at the top right followed by the option "Use a template". In the following overview, the desired task template can be selected with a click.
This opens a task card with all the information stored in the template. The task can now be expanded further if required. Click on "Save changes" to finish creating the task.
Generate a new task from a task template
Editing and deleting task templates
Editing a task template
The content of any existing task template can be modified. This is possible in the overview of task templates in a room. When hovering over a template with the mouse, the "Edit" button (symbol: pencil) appears in the top right-hand corner, which can be activated with a click.
The task template then opens and can be customized as desired. The changes are saved by clicking on "Save changes".
Edit an existing task template
Alternatively, you can also adjust a task first before overwriting a task template with the new content. To do this, first edit the task card that is to replace the template. The "Template" and "Overwrite existing template" options are then selected via the more button (three dots) at the top right. Lastly, the desired template can be selected and replaced in the following menu.
Deleting a task template
Users can delete a task template under the overview accessible via the "Edit" button. This is possible by clicking on the more button (symbol: three dots) and selecting the "Delete" option. Confirming the deletion process removes the template.
Deleting a task template
Note: Deleted templates are permanently removed and not placed in the recycle bin.
Further articles
Options for admins
Define rights groups
Generally, all permission groups which can create tasks in a room can also create new task templates as well as use existing task templates. Admins can extend or restrict this functionality globally under the permissions in the organization settings.
By default, users with the roles "Admin", "Member" and "Guest" have access to the task templates and can also create templates themselves. "External" users do not have access to the task templates and cannot create their own templates. If an external user is to be granted access, they can be upgraded from an admin to the "Guest" role.