Task Templates

Task templates allow you to add the same type tasks either manually in two clicks with an already filled description, checklist, members, and deadlines, or automatically at a specified time interval. The same type of tasks can include tasks such as reports’ preparation, advertising launch, installing a template on the website, processing requests from a client, etc.

Creating task templates is available to all users of the system. You can give access to your template to everyone or to the specified employees so that they can use them in their work.

How to Create a Task Template?

Go to the Task list and open the menu next to the Create Task button.  

In the task template, you can set the following parameters:

  • Mark as Favorite (1). Use this function if you do not want to display in the menu all the task templates you have created. Then, when clicking on the arrow next to the Create a task button, only selected templates will be displayed. Other templates will be stored on the all task templates page.
  • Give access to the template to everyone or to specific users (2). They will be able to create tasks for this template.
  • Add a title, description, checklist, files, assign the priority.
  • Assign the assignee (1) and collaborators (2). You can immediately assign the task assignee and add collaborators. As a result, next time, when creating a task for this template, the task participants will be assigned automatically.
  • Assign the owner (3) on behalf of whom the tasks for this template are to be created every time. If you want the initial creator to be assigned to the task when creating it, do not specify the owner.
    Please note: When the user creates a task and assigns as the owner another person, the owner receives a notification that the task was created on his behalf. The notification displays information about who created the task and to whom the task is assigned.

  • Indicate the deadlines (4). In order to automatically set the start and end dates when creating a template task, specify the dates in the appropriate fields.

If you enter “0” in the Start Task field, the start date for the task execution will be equal to the actual date of the task creation.

If you usually create the tasks in the evening, then enter “1” in the Start Task field. As a result, when creating a task, the task start date will be automatically set for the next day.

If you leave the field blank, then the start date will not be set up.

In the column Deadline, specify how many days are required to complete this task. If you enter “1”, Flowlu automatically calculates and sets the deadline on the next day from the date the task has started. If the start date is not specified in the template—then on the next day from the actual date of the task creation.

If you enter “0”, then the task end date will be the same as the task creation date.

In the template, you can also set up the recurrence parameters for the task to be automatically created at the specified time with a certain recurrence interval. Read more about this: How to create a recurring task.

  • Link to the Related project, CRM account, Task list (5). Fill these fields if you want the task to be automatically linked to them.
  • Fill in custom fields (6). If you use custom fields, then you can also fill them in the task template.
    • Add tag if needed.

    How to Create a Template Task?

    Method #1. From the Task List

    If you add a task template to your favourites, then you can create a template task from the task list: 

    Method #2. Through the task creation form

    When adding a task anywhere in the system (via "+" in the upper sidebar menu, in the opportunity, project, account card, work area), you can select the necessary template. If the task is added within the opportunity, project, work area, account card, then the link to them will be automatically added.

    Method #3. From the Task Templates List

    Creating a template task is also available from the task templates list. To do this, click on the All Templates button:

    And click on "+" to create a template task:

    Method #4. From the Task Template Window

    All tasks created by the template will be displayed in the template itself on the Tasks tab. Next to the tasks created automatically by template you will see the icon (1). Tasks created manually are not marked (2).

    Editing the Template

    Task templates can be edited at any time. At the same time, previously created template tasks will not be affected.

    The main parameters can be edited inline. For example deadlines, description, checklist.

    You can change the task assignee or the task owner through editing the template.

    Edit button in the task templates list

    Edit button in the task templates list

    If you delete the template, all previously created by that template tasks will be saved.

    Template Access Rights

    Your task template will only be visible to those users whom you give access to. At the same time, users with an Employee access level to the Tasks application will not be able to edit your template. Modifying a template is available to the creator and administrators of the Tasks application.