Edit template tasks
After creating a template, you can edit the information of the template tasks. The information you update on a template task is associated with project tasks after you use the template to create a project or you attach the template to a project.
For information about creating a template, see Create a project template.
You can edit one template task at a time, or you can edit template tasks in bulk.
Access requirements
| table 0-row-2 1-row-2 2-row-2 3-row-2 layout-auto html-authored no-header | |
|---|---|
| Adobe Workfront package | Any |
| Adobe Workfront license |
Standard Plan |
| Access level configuration | Edit access to Templates |
| Object permissions |
Manage permissions for a template. You cannot share a template task. |
For more information, see Access requirements in Workfront documentation.
Prerequisites
Before you begin, you must
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Create a template.
For information about creating a template, see Create a project template.
Edit template tasks
You can edit a template task using the Edit Template Task or Template Task Details areas.
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Click the Main Menu icon
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Click the name of a template to open it.
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Click Template Tasks in the left panel.
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Click the name of a template task in the list to open the template task.
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To edit limited information about the template task, do the following:
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(Optional) Click Updates in the left panel to add updates to the template task. Template task updates do not transfer to project tasks when the template is used to create a project.
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(Optional) Click Documents in the left panel to add documents to the template task. The documents will transfer to the project tasks when you use the template to create the project.
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(Conditional) To edit limited information about a template task, click Template Task Details in the left panel, then go to the areas of the Details section to edit information for each area.
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(Optional) Do any of the following:
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Click the Collapse all icon
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Click the Edit icon
- Overview
- Custom Forms
Names of customs forms display only if there are custom forms attached to the template task. - Finance
note tip TIP For information about all fields that display in the Details area, continue with editing all fields using the Edit Template Task box, as described below.
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(Optional) Click the Subtasks section in the left panel to add children for the template task. Adding subtasks for template tasks is similar to adding project task subtasks. For information, see the section “Create subtasks from the task Subtasks section” in the article Create subtasks.
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(Optional) Click Expenses in the left panel, and add expenses to the template tasks. Template task expenses transfer to future project tasks, when the template is used to create a project.
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(Optional) Click Approvals in the left panel to create approvals or attach global or group-level approvals to the template tasks. The approvals transfer to future project tasks.
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(Optional) Click the Predecessors section in the left panel to add predecessors for the template tasks. Adding template task predecessors is similar to adding project task predecessors. For information, see Create a predecessor relationship using the Predecessors area.
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(Optional) To edit several template tasks in bulk, select multiple template tasks, then click Edit at the top of the template list.
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(Conditional) To edit all information about the template task or about several tasks at the same time, click to select them from a list, then click the Edit icon
The Edit Template Task box displays in the new experience.
note tip TIP You can also select a template task in a list, then click Edit to the right of the template task name in the header, to open the Edit Template Task box. Continue editing the template task as described in the Edit a template task using the new experience section in this article.
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(Optional) Click Switch back to old experience at the bottom of the Edit Template Task box to open the Edit Template Task box in the old experience.
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Consider specifying information in any of the following sections:
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Continue editing the template task as described in the Edit a template task using the old experience section in this article.
Edit a template task using the old experience
Overview overview
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Begin editing a template task as described above.
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Click Overview.
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Update any of the following:
table 0-row-2 1-row-2 2-row-2 3-row-2 4-row-2 5-row-2 6-row-2 7-row-2 8-row-2 9-row-2 layout-auto html-authored no-header Name Specify a name for the template task. This field does not display when editing template tasks in bulk. Description Add additional information about the template task. URL Specify a web link that relates to the information about the template task. Priority This is a visual flag for you which allows you to prioritize your template tasks.
Select from the following options:
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None
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Low
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Normal
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High
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Urgent
Depending on the Project Preferences selected by your Workfront administrator, the names of priorities might be different for you. For more information about editing priorities, see Create and customize priorities.
Duration Type The future task created from this template will have this Duration Type.
Duration Type identifies the relationship between the following:- number of resources assigned to a task
- the total effort required to complete the task
- the total duration of the task.
Duration Types enable you to set consistent resource assignments based on the needs of the task. For more information about the Duration Type of a task, see Overview of Task Duration and Duration Type.
Select from the following options:
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Calculated Assignment
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Calculated Work
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Effort Driven
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Simple
Duration Specify the Duration of the future tasks, in minutes, hours, days, weeks, or months. The future task created from this template will have the Duration specified here.
By default, Workfront measures Duration in days. This is the amount of time that you allow for the task to remain incomplete, before it must be completed. You cannot specify the Duration of a task when the Duration Type of the task is Simple, or when the Task Constraint is Fixed Dates.
IMPORTANT
Duration is typically the amount of time between the Planned Start and the Planned Completion Dates of a template task, and for this reason, it affects the timeline of the template. This determines the timeline of the future project created from the template.
Planned Hours Specify the number of Planned Hours for the future task on the project created with this template. This is the amount of actual time it would take the assignees of the task to complete it. You can only specify the number of Planned Hours for a task when the Duration Type is set to Calculated Assignment. Task Constraint The task on the project created from this template will have this constraint. Task Constraints identify when a task must be completed.
Select from the following options:
- Fixed Dates. Specify a Planned Start and a Planned Completion Date.
- Must Start On. Specify a Planned Start Date.
- Must Finish On. Specify a Planned Completion Date.
- As Soon as Possible
- As Late as Possible
- Earliest Available Time
- Latest Available Time
- Start No Later Than. Specify a Planned Start Date.
- Start No Earlier Than. Specify a Planned Start Date.
- Finish No Later Than. Specify a Planned Completion Date.
- Finish No Earlier Than. Specify a Planned Completion Date.
For more information on Task Constraint, see Task Constraint overview.
Start Day (Optional and conditional) You can specify the Start Day of a template task only when the Task Constraint is one of the following:
- Must Start On
- Start No Earlier Than
- Start No Later Than
- Fixed Dates
This will correspond to the date within the timeline of the future project when the task will start. For all other constraints, Workfront calculates the Start Day based on predecessor dependency between the tasks.
Completion Day (Optional and conditional) You can specify the Completion Day of a template task only when the Task Constraint is one of the following:
- Must Finish On
- Finish No Earlier Than
- Finish No Later Than
- Fixed Dates
This will correspond to the date within the timeline of the future project when the task will complete. For all other constraints, Workfront calculates the Completion Day based on Duration and predecessor dependency.
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(Optional) Continue editing the following sections, depending on the information you want to modify.
Or
Click Save Changes.
Finance finance
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Begin editing a template task as described above.
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Click Finance.
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Update any of the following:
table 0-row-2 1-row-2 layout-auto html-authored no-header Cost Type Specify the Cost Type for the future task. This is going to determine how the Cost on the task is calculated, based on the number of hours on the tasks.
Select from the following options:
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No Cost
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Fixed Hourly
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User Hourly
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Role Hourly
For more information about tracking costs, see Track costs.
Revenue Type Specify the Revenue Type for the future task. This is going to determine how the Revenue on the task is calculated, based on the number of hours on the tasks.
Select from the following options:
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Not Billable
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User Hourly
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Role Hourly
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Fixed Hourly
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User Hourly w/Cap
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Role Hourly w/Cap
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User Hourly Plus Fixed
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Role Hourly Plus Fixed
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Fixed Revenue
For more information about tracking revenue, see Overview of Billing and Revenue.
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(Optional) Continue editing the following sections, depending on the information you want to modify.
Or
Click Save Changes.
Settings settings
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Begin editing a template task as described above.
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Click Settings.
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Update any of the following:
table 0-row-2 1-row-2 2-row-2 3-row-2 layout-auto html-authored no-header Milestone Choose a milestone to associate with the selected template task.
IMPORTANT
You must associate a milestone path with a template for this field to display. For more information, see Edit project templates.
Tracking Mode Specify how the progress status of the future task will be tracked.
Select from the following options:
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User Must Update
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Assume on Time
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Ignore Late Warnings
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Autocomplete
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Predecessor
For more information about the Tracking Mode on tasks, see Task Tracking Mode overview.
Approval Process Select the approval process you want to associate with the template task. Your Workfront administrator must define system-level task Approval Processes before you can associate them with template tasks. A user with administrative access to Approval processes can also create group-specific approval processes. For more information about creating approval processes, see Create an approval process for work items.
Consider the following when adding approval processes:
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Only active approval processes display in the list.
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System-wide and group-specific approval processes display in the list. Approval processes associated with a group other than that of the template do not display in the list.
Important: If the group associated with the template changes, the group-specific approval process becomes a single-use approval process. For more information about how changes to the group of the project or changes in the approval process affect approval settings, see How group and approval process changes affect assigned approval processes.
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If you added a single-use approval process, it displays as "<Custom>" in this field. For information, see Associate a new or existing approval process with work.
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When bulk-editing template tasks, the following scenarios exist:
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When you select template tasks from the same template group, both system-level and group-level approval processes display in this field.
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When you select template tasks from different template groups, only system-level approval processes display in this field.
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When any of the template tasks has a single-use approval process attached, it is replaced by the system-level or group-level approval process you select.
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Reminder Notifications Select which Reminder Notifications you would like to attach to the template task. They will be attached to the future tasks on the project created from this template. Your system administrator must configure Reminder Notifications before you can select them on a task. For more information about configuring Reminder Notifications, see Set up reminder notifications. -
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(Optional) Continue editing the following sections, depending on the information you want to modify.
Or
Click Save Changes.
Assignments assignments
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Begin editing a template task as described above.
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Click Assignments.
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Click Add Assignee to add a new assignee to the template task. You can assign users, roles, or teams to a task. You can have multiple assignees on a task. The future tasks will have the same resources assigned to it when created from this template task.
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(Optional) If you have multiple assignees, select the Owner radio button to indicate which user or role is considered the Task Owner or the Primary Assignee. Workfront marks the first user or job role that you assign to a template task as the Owner or Primary Assignee.
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(Conditional and optional) If your Duration Type is Calculated Work or Effort Driven, specify the Allocation % (allocation percentage) for each assignee. This is the amount of time from the schedule of the assignee that they can spend on this task. Changing the allocation percentage for an assignee will change the Planned Hours of a task.
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(Conditional and optional) If your Duration Type is Simple, specify the Hours of each assignee
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Specify the total number of Planned Hours for the template task. This distributes the total hours equally between all the assignees.
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(Conditional and optional) If your Duration Type is Simple, specify the Duration of the template task in days. This will become the duration of the task created from this template.
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(Optional) Select a role from the Assignee’s Role drop-down menu. This is the role that the assignee can fulfill on this future task. Only the job roles associated with each assignee in their profile appear in the drop-down menu.
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(Optional) Continue editing the following sections, depending on the information you want to modify.
Or
Click Save Changes.
Custom Forms custom-forms
You can define custom forms to be automatically attached by default to tasks when the tasks are added to a project. For information about setting up the project to include default task custom forms, see the “Tasks” section in the article Edit projects.
You can also add custom forms to the future tasks of a project when the project is created from a template, by adding the custom forms to the template tasks.
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Begin editing a template task as described above.
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Click Custom Forms.
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Select the custom form or forms that you want to associate with the template task.
You must build the custom forms before they are available to select in this field.
Only active custom forms display in the list.
For more information about building custom forms, see Create a custom form.
You can add up to ten custom forms to a template task.
The forms are automatically added to the tasks created from the template. -
(Conditional and optional) If you attached a custom form to the template task, edit any fields on the form. You must specify all required fields before you can save the template task.
note note NOTE Depending on how your Workfront administrator set the permissions for the sections in your custom form, not everyone can view or edit the same fields on a given custom form. The permissions to edit fields within a section of a custom form depend on the permissions you have on the template task or the future task.
For information about setting permissions on sections of a custom form, see Share a custom form.
For information about setting task permissions, see Share a task.
For information about setting template permissions, see Share a template. -
(Optional) Continue editing the following section, depending on the information you want to modify.
Or
Click Save Changes.
Comment comment
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Begin editing a template task as described above.
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Click Comment.
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Specify a comment that you want to display in the updates stream of the template task in the available field. This comment is visible for everyone with View access to the template and the template task and with access to view Notes.
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Click Save Changes.
When you or another user creates a project from this template, all settings you applied to template tasks become the settings for the project tasks.
Edit a template task using the new experience
After opening the Edit Template Task box in the new experience, consider specifying information in any of the following sections:
Template Task Name
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Begin editing a template task as described above.
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In the Edit Template Task box, click Template Task Name and add a name for the template task.
This view is not available when editing template tasks in bulk.
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(Optional) Continue editing the following sections, depending on the information you want to modify.
Or
Click Save.
Overview overview-1
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Begin editing a template task as described above.
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In the Edit Template Task box, click Overview in the left panel.
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Update any of the following:
table 0-row-2 1-row-2 2-row-2 3-row-2 4-row-2 5-row-2 6-row-2 layout-auto html-authored no-header Description Add additional information about the template task. Priority This is a visual flag for you which allows you to prioritize your template tasks.
Select from the following options:
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None
-
Low
-
Normal
-
High
-
Urgent
Depending on the Project Preferences selected by your Workfront administrator, the names of priorities might be different for you. For more information about editing priorities, see Create and customize priorities.
Task Constraint The task on the project created from this template will have this constraint. Task Constraints identify when a task must be completed.
Select from the following options:
- Fixed Dates. Specify a Planned Start and a Planned Completion Date.
- Must Start On. Specify a Planned Start Date.
- Must Finish On. Specify a Planned Completion Date.
- As Soon as Possible
- As Late as Possible
- Earliest Available Time
- Latest Available Time
- Start No Later Than. Specify a Planned Start Date.
- Start No Earlier Than. Specify a Planned Start Date.
- Finish No Later Than. Specify a Planned Completion Date.
- Finish No Earlier Than. Specify a Planned Completion Date.
For more information on Task Constraint, see Task Constraint overview.
Start Day (Optional and conditional) You can specify the Start Day of a template task only when the Task Constraint is one of the following:
- Must Start On
- Start No Earlier Than
- Start No Later Than
- Fixed Dates
This will correspond to the date within the timeline of the future project when the task will start. For all other constraints, Workfront calculates the Start Day based on predecessor dependency between the tasks.
Completion Day (Optional and conditional) You can specify the Completion Day of a template task only when the Task Constraint is one of the following:
- Must Finish On
- Finish No Earlier Than
- Finish No Later Than
- Fixed Dates
This will correspond to the date within the timeline of the future project when the task will complete. For all other constraints, Workfront calculates the Completion Day based on Duration and predecessor dependency.
URL Specify a web link that relates to the information about the template task. Work Effort Choose from the following options:
- Small
- Medium
- Large
IMPORTANT
The Work Effort field displays when editing a template task only when you select the Use Work Effort to automatically calculate task Planned Hours setting when editing the template.
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(Optional) Continue editing the following sections, depending on the information you want to modify.
Or
Click Save.
Assignments assignments-1
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Begin editing a template task as described above.
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In the Edit Template Task box, click Assignments in the left panel.
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In the Search people, role, or teams field, start typing the name of an assignee, then select it when it displays in the list
Or
Click Assign to me to assign the template task to yourself.
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Consider updating the following information:
table 0-row-2 1-row-2 2-row-2 layout-auto html-authored no-header Duration Type The future task created from this template will have this Duration Type.
The Duration Type identifies the relationship between the following:-
Number of resources assigned to a task
-
The total effort required to complete the task
-
The total duration of the task
Using Duration Types, you can set consistent resource assignments based on the needs of the task. For more information about the Duration Type of a task, see Overview of Task Duration and Duration Type.
Select from the following options:
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Calculated Assignment
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Calculated Work
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Effort Driven
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Simple
Duration Specify the Duration of the future tasks, in minutes, hours, days, weeks, or months. The future task created from this template will have the Duration specified here.
By default, Workfront measures Duration in days. This is the amount of time that you allow for the task to remain incomplete, before it must be completed. You cannot specify the Duration of a task when the Duration Type of the task is Simple, or when the Task Constraint is Fixed Dates.
IMPORTANT
Duration is typically the amount of time between the Planned Start and the Planned Completion Dates of a template task, and for this reason, it affects the timeline of the template. This determines the timeline of the future project created from the template.
Planned Hours Specify the number of Planned Hours for the future task on the project created with this template. This is the amount of actual time it would take the assignees of the task to complete it. You can only specify the number of Planned Hours for a task when the Duration Type is set to Calculated Assignment. -
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(Optional) Continue editing the following sections, depending on the information you want to modify.
Or
Click Save.
Finance finance-1
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Begin editing a template task as described above.
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In the Edit Template Task box, click Finance in the left panel.
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Update any of the following:
table 0-row-2 1-row-2 layout-auto html-authored no-header Cost Type Specify the Cost Type for the future task. This is going to determine how the Cost on the task is calculated, based on the number of hours on the tasks.
Select from the following options:
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No Cost
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Fixed Hourly
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User Hourly
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Role Hourly
For more information about tracking costs, see Track costs.
Revenue Type Specify the Revenue Type for the future task. This is going to determine how the Revenue on the task is calculated, based on the number of hours on the tasks.
Select from the following options:
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Not Billable
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User Hourly
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Role Hourly
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Fixed Hourly
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User Hourly w/Cap
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Role Hourly w/Cap
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User Hourly Plus Fixed
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Role Hourly Plus Fixed
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Fixed Revenue
For more information about tracking revenue, see Overview of Billing and Revenue.
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(Optional) Continue editing the following sections, depending on the information you want to modify.
Or
Click Save.
Custom Forms custom-forms-1
You can define custom forms to be automatically attached by default to tasks when the tasks are added to a project. For information about setting up the project to include default task custom forms, see the “Tasks” section in the article Edit projects.
You can also add custom forms to the future tasks of a project when the project is created from a template, by adding the custom forms to the template tasks.
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Begin editing a template task as described above.
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In the Edit Template Task box, click Custom Forms in the left panel.
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Select the custom form or forms that you want to associate with the template task.
You must build the custom forms before they are available to select in this field.
Only active custom forms display in the list.For more information about building custom forms, see Create a custom form.
You can add up to ten custom forms to a template task.
The forms are automatically added to the tasks created from the template. -
(Conditional and optional) If you attached a custom form to the template task, edit any fields on the form. You must specify all required fields before you can save the template task.
note note NOTE Depending on how your Workfront administrator set the permissions for the sections in your custom form, not everyone can view or edit the same fields on a given custom form. The permissions to edit fields within a section of a custom form depend on the permissions you have on the template task or the future task.
For information about setting permissions on sections of a custom form, see Share a custom form.
For information about setting task permissions, see Share a task.
For information about setting template permissions, see Share a template. -
(Optional) Continue editing the following section, depending on the information you want to modify.
Or
Click Save.
Settings settings-1
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Begin editing a template task as described above.
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In the Edit Template Task Box, click Settings in the left panel.
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Update any of the following:
table 0-row-2 1-row-2 2-row-2 3-row-2 layout-auto html-authored no-header Milestone Choose a milestone to associate with the selected template task.
IMPORTANT
You must associate a milestone path with a template for this field to display. For more information, see Edit project templates.
Tracking Mode Specify how the progress status of the future task will be tracked.
Select from the following options:
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User Must Update
-
Assume on Time
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Ignore Late Warnings
-
Autocomplete
-
Predecessor
For more information about the Tracking Mode on tasks, see Task Tracking Mode overview.
Reminder Notifications Select which Reminder Notifications you would like to attach to the template task. They will be attached to the future tasks on the project created from this template. Your system administrator must configure Reminder Notifications before you can select them on a task. For more information about configuring Reminder Notifications, see Set up reminder notifications. Approval Process Select the approval process you want to associate with the template task. Your Workfront administrator must define system-level task Approval Processes before you can associate them with template tasks. A user with administrative access to Approval processes can also create group-specific approval processes. For more information about creating approval processes, see Create an approval process for work items.
Consider the following when adding approval processes:
-
Only active approval processes display in the list.
-
System-wide and group-specific approval processes display in the list. Approval processes associated with a group other than that of the template do not display in the list.
Important: If the group associated with the template changes, the group-specific approval process becomes a single-use approval process. For more information about how changes to the group of the project or changes in the approval process affect approval settings, see How group and approval process changes affect assigned approval processes.
-
If you added a single-use approval process, it displays as "<Custom>" in this field. For information, see Associate a new or existing approval process with work.
-
When bulk-editing template tasks, the following scenarios exist:
-
When you select template tasks from the same template group, both system-level and group-level approval processes display in this field.
-
When you select template tasks from different template groups, only system-level approval processes display in this field.
-
When any of the template tasks has a single-use approval process attached, it is replaced by the system-level or group-level approval process you select.
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-
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(Optional) Continue editing the following sections, depending on the information you want to modify.
Or
Click Save.
Comment comment-1
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Begin editing a template task as described above.
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In the Edit Template Task box, click Comment in the left panel.
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In the Add an update to the template task area, specify a comment that you want to display in the updates stream of the template task in the available field. This comment is visible for everyone with View access to the template and the template task and with access to view Notes.
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Click Save.
When you or another user creates a project from this template, all settings you applied to template tasks become the settings for the project tasks.