Overview
A template is a workflow that you can build out so that when it is time to create a project you can get up and running really quickly.
Templates allow onboarders to repeat their workflow for each implementation, standardizing their process and maintaining best practices.
To learn the in-depth best practices of template building you can reference the Cartographer Course found in GUIDEu. Here's how to access it!
User Access
Admin users can Access, Create, Edit, and Delete Templates
Manager users can Access, Create, Edit, and Delete Templates
Guide users can Access templates but can NOT create, edit, or delete templates.
How to Create A Template
Navigate to the templates tab on the left-hand menu
Click on the black "+Add Template" button next to the search bar on the right side of the screen. A pop-up menu will appear and guide you through completing the following steps:
Name the template*
Name the template*
Remember that templates are building blocks for your projects. You might create different templates based on different processes, different departments, different types of onboarding, etc. *(required)
Publish the template
Publish the template
If this is selected, the template will become available for selection when creating a project as soon as it has been created.
Hard Dependencies
Hard Dependencies
Select Hard Dependencies to disable task assignees from completing a task before its dependency is met. Choosing this at the template level will act as a default when the project is created. You are able to turn off hard dependencies at the individual project level.
Experience Overview
Experience Overview
Add a video link and/or image to the experience overview and write an experience overview (summary) of the project. Read more about the experience overview here.
Upload Attachments/Links
Upload Attachments/Links
Upload any Attachments or links desired.
Once you click on "Save Template", you will be launched into the template overview. At this point, you can create milestones and tasks. You can return to your template at any time to make adjustments or revisions based on internal and/or customer feedback.
Adding Milestones to a Template
Milestones are large progress indicators for your project. These are usually for major steps, phases, deliverables, or processes in your plan that house associated tasks.
You can create milestones under the “Plan” tab of your template. Add milestones by clicking the grey "Add a Milestone..." button that’s to the right of your last milestone (shown below). Give the milestone a name and hit “save”.
Adding Tasks to a Template
Tasks are the steps that must be completed for the project to be completed. Tasks are housed under their associated milestone.
Add a task by clicking the grey "Add a Task" button at the bottom of its respective milestone. For a step-by-step guide on how to create a task, click here.
Adding Task Groups to a Template
Task Groups are used for when you have a series of tasks that must be completed before the start of a subsequent task! (i.e. Tasks A + B must be completed before Task C starts)
Add a task group by either clicking the task group icon at the bottom of a milestone or using the "Group tasks together" toggle within the task details.
Reordering Template Items
To change the order of your tasks, task groups, and milestones, simply grab the name of the template item and drag it to the desired location.
The below screenshot shows you how it would look to move the task "First Contact" from the first milestone to the second milestone.
As you can see, the tasks in the desired location will split, allowing you ample space to drop the task into the new location.
Best Practices
The experience overview will be used in customer-facing email templates, so they should be written with the customer in mind.
Be sure to set up your dependencies and durations within your templates so projects can run on autopilot!
Assign task tags at the template level so that they will automatically be part of the project.
If the task assignment will always be the same user and/or function you can assign them at the template level.
All users who are part of the template (assignees, participants, watchers) will be automatically added to the project team upon project creation.
FAQs
Will changes made at the template level impact already-created projects?
Will changes made at the template level impact already-created projects?
No. Changes made in the template will only impact projects created after the change is implemented. Likewise, changes at the project level will not impact your master template.
Will the files in the attachments tab of the template be added to projects created with that template?
Will the files in the attachments tab of the template be added to projects created with that template?
Yes. File attached to a particular task at the template level will stay with that task at the project level. Files attached to the overall template will be added to the project attachments.
Can I create a template from an existing project?
Can I create a template from an existing project?
Yes! Read more about that HERE
Can I add more than one template to a project?
Can I add more than one template to a project?
Yes! Read more about that HERE
Can I edit the templates on a live project?
Can I edit the templates on a live project?
Yes! Read more about that HERE
Where can I learn more about template building?
Where can I learn more about template building?
You can learn more by taking the Cartographer Course in GUIDEu!