Templates are an integral part of effective work with tasks. There is no need to fill out the same data every time. It is enough just to select the appropriate template and fill it out with details.
This tool speeds up the creation of new tasks, as it requires minimal effort and time.
In addition, templates standardize the process. Templates help you to follow the same design of, for example, specific types of tasks in your Space.
You can work with two types of templates at Uspacy. The first is one-time templates , and the second - recurring.
The difference between them is that the recurring templates allow you to automate the process of creating the same type of tasks by configuring the recurrence.
🔍 You can read more about recurrence in tasks in the following article.
Where to find?
To start working with templates, you need to click on the gear in the list or on the task board (Kanban) and select the Task templates item.
The page will open and here you can create new templates or view, edit, and delete existing ones. And also switch between recurring and one-time templates.
🔍 You can read more on how to work with recurring templates in the following article.
How to create?
To do this, click on the button of the same name.
The form for creating a template will open. Here you need to fill out all the required fields.
They are almost identical to those in the recurring tasks, except for two:
Template availability (1) – here you need to specify who will be able to view the created template in the saved list and use it.
The possibility to manage deadlines (2) - here you need to specify the days and time of the task template to expire.
🔍 You can read more on how to fill out other fields in the following article.
If you want to make the template recurring, then go to these settings in the form of creating tasks. They are the same as those that can be configured when creating a task.
Otherwise, the template you save will be of the one-time type. Tasks will not be automatically created on the basis of it. You will need to do it manually.
So, when all the required fields in the template are filled and the parameters are configured, click on the Create a template button.
As a result, it will be saved in the system and will be available for viewing at once.
You can find it on the Templates page in the One-Time tab.
How to create a task from a template?
This can be done in two ways. The first is when viewing the template. Just click on the corresponding button in the lower right corner of the form.
The second is on the task page via the Create - Create from a template.
In the pop-up window, you need to select the desired template. Then confirm your actions by clicking Create from a template.
Regardless of which method you use, the form for creating a task will open. It will include all filled fields from the template and all parameters specified in it (whether you need to track time or control it after completion).
Of course, if necessary, you can make changes to the details and add missing data. And then just Create a task.
Done! Now it takes less time, doesn't it 😉
How to interact with One-Time templates?
As it was mentioned earlier, all manually generated templates can be found on the Templates page in the One-Time tab.
They are stored in a list. It has the form of a table consisting of rows and columns. A row is a separate template. The column is a component that characterizes the template, for example, the name, person responsible and priority for the tasks that will be created from it, etc.
You can configure the display of these characteristics in the list. To do this, you need to click on the gear and activate or deactivate the desired ones.
Only the Template name is required, it is not possible to disable the display of the name. All other characteristics can be either hidden or, on the contrary, configured so that they are visible.
When you hover the cursor over the template row, you can see the button for calling the interaction menu (three dots). It contains such items as Edit and Delete.
The interaction menu can also be called when viewing the template itself.
❗️Please note that only the task creator has access to these actions (as well as Space users with administrator and super administrator roles). Other members cannot influence the template in any way. That is, they will NOT be able to edit or delete.
In addition, as in the usual task, there is a possibility to leave comments. All members can do this.
💡Comments are added to the template and are not transferred to tasks that will be created from it.
Edit a template
This action involves making changes to all template fields and parameters.
That is, you can add some information to the description, select a new person responsible, add or remove other members, track time, etc.
After making all the necessary changes, click on the button that will save them.
Delete a template
This action completely removes the template from the system without the possibility to restore it.
But those tasks that you created from it earlier will not be deleted. They will be available for work.
Features of One-Time templates
🌟 Work with task templates is available only on commercial plans. You can learn more about the possibilities of all plans HERE.
🟣Using Standard, you can create 10 one-time task templates, Professional one has no restrictions on the number.
🟣If you switch the Commercial plan to Free, all templates will be unavailable for viewing and it will not be possible to create tasks from them. But after switching to the Commercial plan, all interaction possibilities will be activated again.
🟣 If you switch from Professional to Standard plan, only the first 10 templates remain available for work, others cannot be viewed and tasks cannot be created from them. It will be impossible to add new ones either. After switching to the Professional plan, those templates that were unavailable for work will be activated.
🟣 If you switch from Professional plan to Free (all templates are not available for work), and after switching to Standard one, only the first of 10 templates in the list will be activated. It will be impossible to create new ones.
If you have additional questions or you need to contact the support, send a request to this email [email protected]
Created: February 9, 2024 / Updated: February 29, 2024