What are Task Templates?
The Templates section in Task Management allows admins to create task templates that can be used again and again. Creating Task Templates saves time when having to assign the same task to multiple employees, either at the same or different times.
Accessing Templates in Task Management
You need the permission FoundationTenant_TaskRequest to access Templates and FoundationTenant_TaskTemplate to create task templates. These are given to admin users by default.
There are three more permissions related to Task Templates, related to a specific scenario: a user with access only to their assigned company needs specific access to templates across the whole tenant.
HR_TaskTemplate_ApplicableToAllEmployees: assign this permission to a user who needs to create task templates applicable to the whole tenant, but who doesn't need or shouldn't have full access in Task Management to each company on your tenant.
HR_TaskTemplate_EditMultipleCompanyTasks: this lets a user edit tenant-wide templates, even if the user doesn't have full access in Task Management to each company on your tenant.
HR_TaskTemplate_ShowAllTemplates: this permission works in two ways.
It activates the 'Show all companies' switch in the Templates grid, allowing users who can see templates from multiple companies to switch their grid view between only their assigned company's templates and the templates of every company in the tenant.
If a user, who normally has access to only their assigned company, needs to see the templates of every company in the tenant, even those that aren't tenant-wide, this permission gives them viewing rights to every template in the tenant—whether the template is a company-specific one or a tenant-wide one.
The Task Templates Screen
The Templates screen contains a header bar with tools and a grid showing a list of saved templates. Here you can view, create, copy, edit or delete templates.
On the right of each grid entry are the Actions available to you: Copy, Edit and Delete. ⚠️ You can only delete a template if there are no tasks—pending or completed—that have been created from it.
The header contains the following tools to help you interact with the grid: the Show inactive and Show All Companies switches, the Task Type dropdown, Refresh, Filter, Search, and the Column Selector.
💡 Tip: use the Column Selector ⚙️ to add the Tied-to Date column in the Templates grid and quickly see which templates match the required timeframe for an upcoming task (based on the specified Task Type), without having to open each template individually. This helps speed up decision-making and reduces manual effort.
Task Type: this filters the view by All task types, or by a specific one listed in the dropdown.
Refresh: refresh the information in the grid.
Filter: apply filters to the grid to help you narrow down your search.
Search: click the 🔍 icon to open the text box, then type in keywords to find what you need quickly.
Column selector: choose what data to show in the grid by selecting or deselecting columns as needed.
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