Task Templates

Learn about creating, managing, and applying Task Templates

Michael Stephenson avatar
Written by Michael Stephenson
Updated over a week ago

Overview

Task Templates streamline your workflow by allowing you to apply predefined settings to new tasks quickly. Whether you're manually adding a task or automating task creation through Rules + Workflows, these templates ensure consistency and save time. Not just limited to main tasks, Task Templates also support subtask templates, maintaining structure even in complex projects.

In this guide, we'll navigate through the steps of creating, managing, and applying your Task Templates.

Important Notes about Task Templates

  • In order to create and manage Task Templates, you must have Administer Tasks permission.

  • Templates fill in the task fields for you, but you can still modify any field after applying a template.

  • Updating a template you've already applied in a Workflow won't affect the Workflow. It's like copying and pasting task settings–once pasted, changes to the original don't affect the copy.

Accessing Task Templates

Task Templates can be configured in Tasks Settings. To access Tasks Settings, navigate to Contacts > Tasks > > Templates.


Adding a New Template

  1. Navigate to Contacts > Tasks > > Templates

  2. Click the + Add Tasks Template button.

  3. Replace "Name" at the top with a name for your Template

  4. Complete the fields for your Task Template

    • Assigned To

    • Due Date Type

    • Type

    • Status

    • Priority

    • Description (optional)

    • Subscribers (optional)

  5. Click Save

Adding Subtask Templates

After you have created a Task Template, you can edit the template to add subtasks.

  1. Click the(more settings icon) on the right of the row of the Template to which you wish to add subtasks

  2. Click edit

  3. With the Task Template open, under the Subtasks Templates section, click the + Add Subtasks Template button

  4. Replace "Name" at the top with a name for your Subtask Template

  5. Complete the fields for the Subtask Template and click Save when you're done.

  6. After saving, you will see your new Subtask Template on the parent Task Template.

  7. You can repeat steps 3-5 if you need to add additional subtasks.

  8. When you are finished, click Save in the top right corner.


Editing, Duplicating, or Deleting Templates

  1. Click the(more settings icon) on the right of the row of a Template

  2. Select edit, duplicate, or delete

  3. If you select delete, you'll be prompted to confirm the action


Applying a Template

When Creating a Task Manually

  1. When creating a new task, use the Create from Template field at the top of the task configuration screen to select and apply the template of your choice.

  2. Once a template has been selected, the task configuration fields will be auto-filled based on the template.

When Creating a Task via Rules + Workflows

  1. When creating a workflow or rule, and using the Create Task action, click on Select Task Template to select and apply the template of your choice.

  2. Once a template has been selected, the task configuration fields will be auto-filled based on the template.

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