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Create, Edit or Delete Task Templates

Check these detailed instructions to help you create new templates in Task Management, as well as edit or delete them.

Written by Marie Claire Saliba

Table of Contents

Creating a Task Template

  1. Click on the blue ➕ button in the bottom right of the grid to go to the 'Create Template' screen.
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  2. The 'Create Template' screen is split into several sections of settings. Configure each one to match your needs.

  3. When you finish configuring your new task template, click Save in the bottom right of the screen.

The Templates grid will load and you will see your new template has been added to the list.

Configuring Templates

Templates have a variety of settings that can be configured, split into the following different sections:

  • Template Settings

  • Applicable To

  • Assign To

  • Due Date and Task Documentation

  • Email Notification Settings

  • Documents Upload and Destination

  • Notes

Keep reading below 👇 to learn how to fill in each section.

Template Settings

Here you can choose the Task Type and Task Category via their respective dropdown menus, give the template a Task Name and toggle whether it is Active or not. You can also decide to make it visible only for certain companies in your tenant, by selecting them in the Company in Use field.
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Applicable To

This section controls to which employee the task will be applied (i.e. who it will be about). Update the Field and Value. You can add more than one of this particular setting to the same template from the blue ➕ button on the far right of the grey box.

Choose whether to tick:

  • Either Applicable to all employees in your tenant: tick this to make the template available to all employees across all companies of your tenant.

  • Or Applicable to all employees in selected companies: once you select a list of companies in the Templates Settings, this checkbox becomes available.
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📋 Note: ticking one of these checkboxes will automatically exclude the other. You can leave both checkboxes unticked.

Assign To

Choose who to assign the task to from the Employee Type dropdown, and whether to Always assign to the applicable employee or not. This will determine who will see the template in the list of Available Templates when creating a task via import.

Use the Employee type field and it's possible combinations to target specific employees or group of employees.
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Depending on the selected option in Employee type, additional fields become available to identify the assignee.
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Below is a table with the possible combinations and actions required.

Employee type

Related Field

Values

Action Required

Manager

Level

1st Level Manager, 2nd Level Manager

Pick a value from the dropdown

Group of Employees

Group

Occupation, Cost Centre, Department, Section or Unit

  1. Click ✏️ to open the Select value(s) for pop-up.

  2. Tick as many values as needed, then click Select.

Specific Employees

Employee(s)

Your company's employee list.

  1. Click the ✏️ pencil icon.

  2. Highlight an employee in the Select specific employee drawer, and Save.

⚠️ Important

  • Onboarding tasks: An employee can only be assigned tasks when they have an employment date.

  • Offboarding tasks: You can only create an Offboarding task applicable to an employee when they have a termination date.

Due Date and Task Documentation

To configure when the task is due, select one of the following options:

  • None, for no due date

  • On the employment or termination date

  • Days. Specify the number of days before or after the employment date

Select Upload of a document is required for this task to be completed to make a document upload mandatory before the task can be completed.
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Email Notification Settings

Choose which details should be in the notification email sent to the assigned employee.

Available options include Name and surname, Occupation, Department, Section, Unit, Cost Centre, 1st Line Manager, and Employment/Termination Date.

Documents Upload and Destination

Drag and drop a file into the dotted area, or click to browse your device to upload files that should be available to employees assigned tasks generated from the template.


The default destination folder path under the upload area is determined by the selected Task Type. To store uploaded files in a different location, click Change Folder Destination and select your preferred folder.

Notes

Use the textbox and its various formatting options to add instructions or information related to the task.
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Select Include in email notification to include the notes in the notification email sent to the assigned employee.

Edit or Delete a Task Template

To edit or delete a task template, use the buttons under the Actions column in the far right of the template's grid entry.

  • To edit an existing template, select the ✏️ pencil icon, update the required settings, and click Save. Confirm the action when prompted.

  • To delete a template, select the 🗑️ trashcan icon and confirm the action. The template will be removed from the Task Templates grid.
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