How template task sets work
Template task sets provide a quick and efficient way to add recurring tasks e.g. monthly finance tasks.
You can have multiple template task sets.
This help guide article covers how to set up and manage template task sets, and how to then use them to generate a set of tasks at the click of a button.
For an overview of the task management module, click here.
To find out how to add/edit/delete individual tasks, click here.
To find out about how to view and action outstanding tasks, click here.
Managing Template Task Sets
To view/add/edit template task sets, click the 'Manage Template Task Sets' button at the top of the page.
Any task sets already created will be displayed on the Manage Template Task Sets screen.
Note: users who don't have the role of 'Finance Team' are only able to view and manage task sets they have created (private task sets).
- To add a new task set, click the 'Add Template Task Set' button at the top of the screen. Task sets can be set to 'private'. If this option is selected the task set will only be visible to you.
Note: Only users with the role of 'Finance Team' will have the option to set template task sets as being visible to others. It is not possible to change whether a task set is private or not once it has been created.
- To edit the task set e.g. update the name or the default start date, click the 'edit' button to the right of the task set.
Note: the 'default start date' enables you to specify a default start date e.g. if the first task in the task set is your 'weekly receipt check', which you always do the first Tuesday of a month, then you should set the default start date as the 'first Tuesday of the month'.
- To deactivate a task set, click the 'x' button to the right of the task set. Click the 'Manage Deactivated' button at the top of this screen to view deactivated task sets. Task sets can only be deleted if there are no tasks associated with the task set.
- To view/edit tasks associated with a task set click on that task set. To add tasks, click the 'Add Template Task Button', or click the 'copy' button to the right of an existing task that is part of the template task set. You can also edit and delete template tasks.
Generating next set of tasks
To generate your next set of tasks (e.g. next month's finance tasks) select the 'Generate Next Set of Tasks' button.
Note: users who don't have the role of 'Finance Team' are only able to generate tasks from task sets they have created (private task sets).
Select the task set you wish to generate tasks from, and if a default start date hasn't been specified, you will also need to select a start date.
The tasks that are part of the template task set will then display in the popup, enabling you to alter the start date if it isn't correct and deselect any tasks that you don't wish to be added.
Once you are happy, click 'Submit' to add these tasks.