Using task templates

Templates are useful for tasks that are repeated regularly, or have many sub-tasks. You can use templates to:

• pre-set task fields to default settings that suit your organisation
• ensure a particular task is always sent to a specific staff member
• ensure a complex task is completed fully
• create small templates of common sub-tasks that can be combined with other tasks.

Using task templates

You can:

• Create new templates. See Creating a new task template.
• Create tasks from templates. See Creating a task from a template.
• Create task templates from workflows. See Creating a task template from a workflow.
• Add templates to existing tasks. See Adding a template to an existing task.
• Duplicate existing task templates. See Duplicating an existing task template.
• Edit task templates. See Editing a task template.
• Change the originator of an existing task to the current user. See Changing the originator of an existing task.

Last modified: 8/04/2015 11:56:30 AM

Creating a new task template

To create a new task template:

1. Select Window > Show Task List.

   The Task List is displayed.

   

2. Click .

   The Select a Template to Edit window is displayed.

   

3. Click .

   The New Template window is displayed.

   

4. Edit the Template Name, if required.

   Note: This description identifies the task template.

5. Select Link to Module to link a maintenance module to the task template, if required.
6. Clear the Always Allocate To field if this task template is not always allocated to you.

   Note: The Allocate To ID field can be changed when the template is used. If many different people will have this task allocated to them, keep this field selected.

7. Click to allocate a community member to the task template.
8. Edit the Estimated Duration.
9. Select a Template Availability field.

   Either:

   • Private - only viewed by the originator
   • Public - all users can see the template.
10. If required, type a description of the template in the Description field.
11. Click .

    The Information window is displayed.

    

12. Click .

    The task template is displayed in the User Task window.

    

    Note: Task templates have tree structures with yellow backgrounds.

13. Click the Advanced tab to add information relating to:
    • schedule dates
    • reminders
    • task status.
14. Click to create sub-tasks, if required. Either:
    • select the parent task to create a regular template task.

    

    • select a task to convert the task to a parent task with a sub-task.

    

    Tip: You can also add tasks and sub-tasks from templates. See Adding a template to an existing task.

15. Click .

Last modified: 8/04/2015 11:56:31 AM

© 2015 Synergetic Management Systems. Published 6 May 2015.