Creating a Task Template

A task template lets you group a set of recurring tasks into a single, reusable form, so you can launch them all at once whenever needed, such as for onboarding and offboarding flows, or any other recurring set of tasks. This article explains the steps to create a new task template.

Before You Begin

• You must have the “Manage Task Templates” permission to access this screen.
• It’s recommended to define the required task types in advance from Task Settings, if you’ll be using custom types within the template.

Accessing the Screen

1. From the main menu, click “Task Management.”
2. Click “Settings.”
3. Click the “Task Templates” card.
4. Click “Add Template.”

Steps to Create a Task Template

Part 1: Basic Template Details

• Template Name: Enter the required name for the template (required).
• Template Code: Automatically generated by the system upon saving.
• Description: Enter a brief explanation of the template’s purpose.
• Status: Set the task template’s status to either Active or Inactive.

Part 2: Adding Template Tasks

1. Click “Add Task” to add a new task row within the template.
2. For each task row, specify:
   • Task Title
   • Description
   • Task Type
   • Priority
   • Assignee (can be left blank to be determined later when the template is actually launched)
   • Due Date (Number of Days): The actual due date is calculated by adding this number of days to the date the flow is launched
   • Target Module: Select the target module to assign the task to, e.g., Invoice, Client, etc.
3. Repeat the previous step to add all the required template tasks.
4. Tasks can be reordered by dragging and dropping, or removed via the delete icon on any row.

Click “Save” to complete creating the template.

How the System Behaves Upon Saving

• The template is saved with all its tasks as a single, reusable unit.
• When the template is launched later (manually or via a task flow), all the tasks defined within it are created at once, with due dates calculated automatically based on the number of days specified for each task.
• The template can be edited or deleted later, as long as it isn’t currently in use by an active flow.

Important Notes

• A template cannot be saved without adding at least one task.
• A template currently in use by active flows cannot be edited until those flows are complete.
• Leaving the “Assignee” field blank for a task allows it to be specified later when the template is actually launched for a specific employee.