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 end 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 navigate the grid: the Template 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.
Template Type dropdown: filter the view by All, Onboarding, or Offboarding.
Refresh: refresh the information in the grid.
Filter: apply filters to the grid to help you narrow down your search.
Search: type in keywords to find what you need quickly.
Column selector: select what data to show in the grid by selecting or deselecting columns as needed.
Creating a Task Template
Click on the blue + button on the bottom right of the grid to go to the 'Create Template' screen.
The 'Create Template' screen is split into 6 sections of settings. Go ahead and configure each one to match what you need. (See the next section for more.)
When you finish configuring the settings of your new task template, click Save on the bottom right of the screen.
The screen will take you back to the Templates grid where you will see your new template has been added to the list.
Template Settings
Templates have a variety of settings that can be configured, split into 6 sections.
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.
Applicable To
This section controls to which employee the task will be applied. Update the Field and Value, and choose whether to tick the Applicable to all employees in your tenant checkbox or not. Note: tick this checkbox if the template is to be available to all employees across all companies of your tenant. You can also add more than one of these rules at a time by clicking the blue ➕ button on the far right of each rule.
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.
Employee Types in Assign To
You can choose from the following Employee Types: Manager, Group of Employees, Specific Employee. The other fields in the Assign To section change according to your chosen Employee Type.
Manager
Manager
After selecting 'Manager' from the Employee type dropdown, the field to the right will show as 'Level'. This is another dropdown, offering a choice between 1st Level Manager and 2nd Level Manager.
Group of Employees
Group of Employees
When selecting 'Group of Employees' in the Employee type, the field immediately to the right updates to another dropdown labelled 'Group'. The final field's label changes depending on what you choose from the Group dropdown.
Your choices in the Group dropdown are: Occupation, Cost Centre, Department, Section and Unit.
After making your Group choice, click on the ✏️ pencil icon in the next field to open the Select value(s) for pop-up. Tick as many values as needed, then click Select.
Specific Employee
Specific Employee
If you choose Specific Employee from Employee Type, you'll then need to designate an employee in the next field. Click on the ✏️ Edit icon in the Employee(s) field to open the Select specific employee drawer, highlight the required employee, then click Select.
If you need to, you can use the Search and Filter tools in the top right of the drawer to help you find the right employee.
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 & Task Documentation
You can set the task's Due Date as:
None: the task will have no due date and can never expire.
On employment/termination date: the task will be due on the respective date (employment date for Onboarding tasks, termination date for Offboarding tasks).
Number of Days before/after employment: if you tick the 'Days' checkbox, you will then choose from the before/after dropdown, and enter the number of days in the textbox after 'employment:'.
You can also choose if an 'Upload of a document is required for this task to be completed' or not, by ticking the checkbox.
Email Notification Settings
Configure the information to be sent to the employee assigned the task from here. You can tick any, several, all, one, or none of the fields, depending on what information you want to be included in the notification email: Name and surname, Occupation, Department, Section, Unit, Cost Centre, 1st Line Manager, Employment/Termination date.
Documents Upload and Destination
Drag and drop a file into the dotted area, or click to browse your device. The uploaded file will be visible to the employees assigned to the task generated from the template.
A default destination folder path is shown under the upload area. The path is determined by the previously selected Task Type.
The Change Folder Destination button allows you to change the folder path so that all the uploaded files will be stored in your preferred folder.
Notes
This section has a textbox with various formatting options. Ticking the setting below the textbox, 'Include in email notification', will make sure the notes are added into the email notification sent to the assigned employee.
Editing a Task Template
Click on the Edit button for the template entry you wish to edit.
In the Edit Task Template screen, update the settings as needed.
When you have finished editing, click Save on the bottom right.
Click Save in the confirmation message.
The screen will return to the Templates grid and notify you that the template was saved successfully.
Deleting a Task Template
Click on the Delete button for the template entry you wish to delete.
Indigo will prompt you with a confirmation pop-up. Press Delete if you're sure you want to delete the task template, or cancel to go back to the Task Template grid.
After clicking Delete, the pop-up will close and return you to the Task Template grid. You will see the deleted task template will no longer show in the list.
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