How to create a task template
A task template is a pre-filled task you can create new tasks from. It's the tool for work that recurs: periodic inspections, filter changes, annual servicing.
Templates are set up at organization level, so the same template can be used across all your buildings.
How to create a task template
- Click Task templates in the sidebar at portfolio level.
- Click New template.
- Fill in the New task template with what should be the same every time:
- Title and Description
- Type and Subtype
- Priority
- Checklists — the items to be inspected
- Save.
How to use the template
- Create a new task.
- Click Select a template.
- Choose the template.
The fields are filled in from the template. You then set what's specific to this occasion — Assignee, Due date, Building and any Component.
Note: A template is a copying template, not a link. If you change the template afterwards, tasks already created from it don't change. Those have to be updated individually.
What belongs in the template — and what doesn't
Put in the template | Set per task |
|---|---|
Title and description | Assignee |
Type and subtype | Due date |
Priority | Building |
Checklists | Component |
The checklist is the main reason to use templates at all. Title and due date are quick to type; fifteen precisely worded inspection points aren't — and they never come out the same twice if they're rewritten each time. See How to add a checklist to a task.
Frequently asked questions
Do templates apply to all buildings?
Templates under Organization task templates belong to the organization, so the same template can be used whichever building the task is created in.
Can I delete a template?
Yes, with the confirmation Delete this task template? Tasks already created from it are unaffected.
Properate can't find the template?
The message Couldn't find task template. Try again. means the template wasn't fetched. Use Go to task templates to check it exists.
Do templates create tasks automatically?
No. The template is a starting point you create from — it doesn't schedule tasks on its own.
Tip!
Create the template the first time the work is done, not the second. The details are fresh then, and the checklist becomes what you actually did — not what you remember doing six months later.