Project templates help you kick off projects easily with little effort, saving you time and reducing the potential for human error. Use project templates to pre-populate tasks, proofs, tags, assigned team members, and so much more!
Project templates can also be incorporated into your team's request forms, making it incredibly simple to map the correct template to each request. Want to discuss adding project templates into your request forms? Contact our Customer Success team at firstname.lastname@example.org!
This guide covers some best practices to help you make the most of this feature and get your projects up and running faster. We'll be using a sample project template for print ads, but you can use templates for any type of work.
Getting Started with Project Templates
Users with the "Manage Templates" permission can create, edit, and publish project templates. Navigate to the Templates page from the left sidebar, then Projects, to manage project templates for your team.
To create a new project template, click Add Template, name it, then click Create Template.
Once you've built out your project template, click Publish Template to make it available in your team's account. New projects created from the template will pre-populate everything you've incorporated.
If there's a project you've already built that you'd like to use as a framework for future projects, you can easily turn it into a project template! Open the action menu on the project details view and click Publish as Template to copy the project information, assignments, tasks, and proofs.
One of the most powerful things you can build into project templates is dependencies. Dependencies let you add blockers to work items, so team members are notified when all blockers are completed and work is ready to begin.
In this example, we've added dependencies for several tasks, starting with the third item in our "Concepting & Design" workgroup, which will now be automatically created whenever a new project is built from this template.
Assigning Team Members
We can assign team members at the project template level if we know we'll always have the same people working on a certain type of task.
In our example, we have one print designer, so we already know we'll want to route all print design tasks to her. We've added her as a member to all related tasks. And if we also want to assign additional members who won't necessarily be involved with individual tasks, we can add them at the project level.
Adding members from the project template also ensures that your teammates get notified when proofs are returned.
Tags are system-wide fields that can help categorize and filter project, task, and proof data by things like brand, department, or client name. By adding tags into your project templates, you'll have them automatically applied to tasks, proofs and the project, streamlining the setup process.
In this example, it's important to our team to be able to report on how much time is spent on creative work vs. administrative work, so you can see we've added "CREATIVE" and "ADMIN" tags to our tasks. We also want to be able to track how many print projects we're working on, so we've added "PRINT" as a tag at the project level.
By adding tags up front in the project template, it saves our project manager quite a bit of time from having to manually add them every time a new project is created.
Changing Default Custom Fields
Custom fields enable you to add unique fields to projects in order to search for and report on valuable project details that are unique to your process and business.
In our example, we have a custom field dropdown to choose which department is involved with the project. This type of project will always be assigned to our Creative team, so we're setting it to pre-populate as "Creative" in the template.
Another way you could use default custom fields is to set a project owner, if the same person will always be responsible for certain type of project.
Adding Level of Effort
You can add an estimated level of effort to each work item in the project, which in turn helps streamline scheduling for your team. The aggregate level of effort will be shown on the right sidebar.
Changing Default Work Status
By default, new projects have the status of "To Do", but you can change the default to another work status, including a custom work status.
In our example, if we want to immediately kick off all print ad projects into our custom status called "Concepting", we can set that as the default in this project template.