UPDATE: Since this post was originally shared, our Teamwork Projects team has created some top notch improvements to our Task Templates feature, so check out this video sharing current tips and little known features.

 
New Feature: Introducing Enhanced Task List Templates | Teamwork Projects
Task Lists Templates is a feature that allows you to define lists of tasks which can help you keep your company highly organized and running smoothly. With the recent release of sub-tasks, our existing Task List Templates feature found itself outdated. Today we are delighted to announce that the Task List Templates feature has been completely rewritten and the new version is now available on all accounts! You’ll find the templates in the usual place (see Settings->Templates).

New Interface

For consistency, the Task List Templates page now uses an interface which is similar to the Project Tasks page. So that you don’t get confused we’ve added a blueprint style bar to the header to make it obvious at a glance that you are working with templates and not in a project. Because of this new, yet familiar layout, setting up templates has become more intuitive and powerful: previously unavailable or complicated operations, such as specifying sort order, are now simply performed exactly as they would be with a normal task list.

Templates use relative dates

As you setup your new template, you can now specify the start date and due date of a task. These dates are relative, so instead of picking a specific date you can select from options like “Day 1”, “Day 2” etc. Then, when you add the template to your product, you will be able to pick the start date and all tasks will be offset correctly. You can even choose to keep new tasks off weekends.

Templates now support Roles!

One of the biggest changes is that you can now define Roles when setting up your template tasks. These roles allow you to choose the people who will perform certain tasks later when you are adding the template to the project. Imagine, for example, that you often have projects where there are typically five tasks that need to be performed: two tasks for a graphic designer and three tasks for a developer. When you set-up these five tasks in the template, you can assign two of them to a role called Graphic Designer and three to a role called Developer. Later when you use the template, it will ask you to choose who the Graphic Designer and Developer are going to be. See the step by step tutorial at the bottom of this post.

Support for most task features

Over the years the templates feature fell behind the standard tasks as we added features. Not anymore. Template tasks now support:

  • Assignment Assign templates tasks to an individual user or to multiple people.
  • Priority levels You can now set the priority level of every task in the template.
  • Fine-grained privacy control (templates & tasks) Task lists that you mark as private to your company or selected users will only show to those people. Ditto with tasks.
  • Dependencies You can set up dependencies between your template tasks and these will be recreated when you use the templates. This is useful if certain tasks need to get done before others can begin.

 

Step by step tutorial

Part 1 – Setting up the template

Imagine your company sends out a monthly newsletter and every month you must design the new newsletter before sending it out – we might have three tasks in total: two for a Manager and one for a Graphic Designer – “Decide on content”, “Design newsletter”, “Send Newsletter”. Here is how we might set this up:

Click the button to add a task list in the tasks area of your project then choose the advanced tab of the task list options. Here, you will see the option to add from a task list template. Select the template you want to use and you will see the tasks within that task list template.
Options:
Select the start date: The start date selected will affect the due dates of all the tasks in the list, tasks assigned ‘day one’ will be applied on the date selected as the start date.
Choose to skip weekends: This will move the task due dates forward to the following week, so no due dates will land on Saturday and Sunday.
Notify everyone by email: This sends an email notification for the tasks to all the people they have been assigned to.

Adding tasks to an existing task list from a template

In the dropdown for existing tasks lists, there is a templates option. From here, you can choose (permission dependent) to add from a task list template. The templates available to the user are displayed and you can add them in the same way as above.

Creating a template from an existing task list

If you have the appropriate permissions to create task list templates, you can create a template from an existing task list. This option is available from the dropdown menu next to the task list name:

  1. Navigate to the Task List Templates page under Settings > Templates. Click “Add Template”.
  2. Add the new template and give it the name: Monthly Newsletter
  3. Click the “Add the first task” button and then fill in the task name as: Decide on content. Choose start date as “Day 1” and due date as “Day 5”
  4. From the “Who should do this?”  menu, select “Choose later…”
  5. A prompt will appear: type “Manager” and click “OK”. Add the task.
  6. Add the task “Design newsletter”, starting on “Day 5” and due on “Day 20”. Set the role to “Graphic Designer”. (Note: If there is a role already selected, you can just click “rename this role” instead).
  7. Optional – make this task dependent on the “Design Newsletter” task.
  8. Add the task “Send newsletter”, set the role to “Manager”, set the start date to “No date” and the due date to “Day 28”. Optional – make this task dependent on the “Design Newsletter” task.name:

Part 2 – using the template

1. 2. 3.
Go to the tasks page of any project. Click the “Add Task List” button and then click to show the new “templates” tab (this only appears when you have some templates ready). Choose the “Design Newsletter” template. A preview of the tasks in the template should appear.You can now pick the start date for the tasks within the template (note that the date option will not show if none of the template tasks use relative dates like “Day 1”). Set the start date to the 1st of next month. Now, click the “Create this task list” button…Teamwork Projects recognizes that there are roles on this task templates and provides you with an intuitive interface to assign the roles to people on the project. Select people for each role and click “Finished” — your new task list is ready.

 
That’s it! You now know how to create and use task list templates.

We hope you love it

We hope that you are going to love the new improvements! Thanks so much for using Teamwork Projects.
Do you like learning how to be more productive or collaborate better? Subscribe to the Teamwork.com High Performance Blog.