Creating a Resource Template
To save time, you can save tasks under a resource template. Once a resource template has been saved, you can then load that same template against other projects in the future. You can create a task template from any existing project. First, head to your Project Resources.
Locate your project from either the Recent Projects or Projects menu, then click Project Resources in the top right hand corner of that screen.
Adding Tasks for Your Template
Click + New Task to create tasks for your template. Start by filling in the task name. By default, your task will be linked to the project.
If your project has more than one task added, you'll see another section for dependencies.
Dependencies suggest that the commencement of one task depends on the completion of another. To create a task that's dependent on another one, click the pen icon . You can mark this new task as dependent on another existing task by clicking the checkbox so that it turns blue . Click Done to continue creating your task.
Click the next section Task Details & Attachments to reveal more details. If you'd like you can determine in this section:
- the task's brief (instructions),
- whether it takes place out of office,
- whether it's related to any deliverables in this project,
- whether it requires any documents to be linked to it
Click the next section labelled Assignee & Execution. This section is important because it determines the who, what and when for this task. Start by selecting the Task Type dropdown. You'll see a list of all existing task types in the system. If you don't see what you're after, here's a guide detailing how to add new task types here. Once you've selected your task type, the assignee list will show any user who can complete that task. If you can't see the assignee you're after, you may need to allocate that user to the specific task type.
Then you'll need to determine whether your task is:
- Fixed – required to be worked on at specific, rigid start and end times
- Flexible – able to be worked on at any time between two set dates, as long as it's complete by the deadline
Then determine when your task starts and ends and whether you require any deadline reminders for your task assignee as the deadline approaches. Determine whether you'd like to send a notification to the user to notify them of their new task when it's created. Then click Save Changes once you're done!
Generating Your Template
Continue adding tasks until you're happy with your inputs. Once you have your tasks complete, you have the option to then save these tasks as a template for future use. To save these tasks as a resource template, click the Template dropdown, then Save as Template.
Give your template a name, then click Save Template. You'll have the option to load this as a template to another project, from a customised start date. If the template you just saved has tasks starting on different days, the loaded template will offset the dates, based on the new start date you provide in the other project – basically it's less work for you to do for your next project!
You might also be interested in creating task type presets for your job to reduce manual data entry when assigning tasks to team members.