Create a task template

Save a reusable task with its subtasks, default status, assignee rule and date offsets, publish it, and create new tasks from it in one press.

In the sidebar, open Settings, then choose Task Templates under Templates. The page address is /settings/org/templates/tasks.

A task template is a task, with its subtasks, that you create again and again, such as a seasonal tune-up with its five steps. Each template keeps numbered versions; a draft is editable and a published version is frozen, so a task created last month still matches what it was made from.

Before you start

• Your role needs permission to read task templates to see the page and permission to create them to add one. Publishing needs its own permission.
• Already have a task that looks right? Open it and choose Save as template from its ⋯ menu (under See more on a long menu) instead of starting here.

Steps

1. Press New template. The New task template drawer opens.
2. Under Metadata, type a Name, pick a Category, and add Tags and a Description.
3. Under Edit template structure, type the Root task title, and set its Status, Priority, Estimate minutes and Description.
4. Choose an Assignment mode: Clear assignments (whoever creates the task picks), Role slot (a role filled at creation), or Exact users (always the same people).
5. Choose a Date mode: Clear dates, Offsets (so many days after the task is created, set with Start offset days and Due offset days), or Exact dates.
6. Press Add subtask for each step under the task and fill it in the same way. Subtasks can have their own subtasks.
7. To go live right away, turn on Publish now and type Publish release notes. Otherwise leave it off and write Draft release notes.
8. Press Create template.

To change a template later, open it, edit, and press Save draft version. To publish a draft, press Publish draft, type the Release notes, then press Publish version. To create a task from a published template, press Create task from template at the top of the drawer, or Create task in the row's menu; the new task form opens with it picked.

What you see

• The list shows each template's status, version and usage. Above it, Templates and Apply jobs show how many of each your plan allows.
• Under Metadata, a saved template shows its status, active version, source, usage, tasks created and failed applies.
• Every version is listed with its status. New draft starts the next version from a published one. Deprecate retires an old published version.
• Version diff compares two versions: pick a Base version and a Target version.
• The row menu offers Open, Create task, Publish draft, Duplicate, Archive and Restore. Export package downloads the template so another organization can import it.

If something looks different

• New template is off with a note about the limit: your plan's template limit is reached. Archive templates you no longer use.
• Publish draft disappeared after you pressed Submit on a version: a submitted version waits for review in the Approval Queue (Approve a template change). To publish without a review, press New draft on it, then Publish draft.
• Create task from template is missing: the template has no published version, or your role cannot create tasks.
• Applying a template that has many subtasks takes a moment; the task opens when it is done. Runs started in the background by a connected app show under Apply Jobs. See Follow a template being applied in the background.

Open Task Templates