Creating and Using Task Templates

Overview

Task templates auto-populate information when creating a task that helps streamline user workflows by cutting down on repetitive entries. This article outlines the steps to create custom task templates and how to launch a task using a template within your Practifi organization.

• Creating Task Templates
• Creating Task Templates From the Process Tasks Page
• Task Templates and Active Forms
• Using Task Templates
  • Global Action
  • Page Actions
  • Processes and Tasks

  • Table Mass and Row Actions

Creating Task Templates

To create a new task template, do the following:

1. If not already in the Settings app, select the App Launcher in the upper left-hand corner of Practifi. 
2. Select the Settings app from the drop-down menu.
3. In the Settings app, use the Navigation menu and select Task Templates.
   
   Please note: The Task Templates page appears at the bottom of the list. To change the order in which pages appear, click Edit to rearrange, then click Save. If you are unable to access the Task Templates page, follow the steps outlined in the next section.
4. On the Task Templates page, select the New Task Template button on the right-hand side. 
5. Selecting the New button will open a New Process Task subtab. The following fields are displayed to create a task template:
   1. Subject - This is the task's name and how it will be displayed in shorthand within your Practifi organization. Enter a short subject in this field.
   2. Status - This field determines what status the task will have when it is launched. This is typically set to Not Started.
   3. Due Date Interval - Enter a whole number in this field to specify the number of business days after the task's creation that the task should be due.
   4. Priority - Set the priority of the task to determine the importance to the assignee. 
   5. Description - Enter the information that you would like to auto-fill within the Description field during task creation.
6. Once the task template information is entered, select Save to finalize the task template creation. Save & New may be selected if creating multiple task templates at one time. 

Creating Task Templates From the Process Tasks Page

If you are unable to access the Task Templates page in Settings, do the following:

1. From the Settings app, use the Navigation menu and select Process Tasks.
2. Select the caret next to Recently Viewed on the Process Tasks list view and select All Task Templates from the list view options. 
3. On the All Task Templates list view, select the New button located on the right-hand side. 
4. Selecting the New button will open a New Process Task menu. This menu displays the following fields to create a task template:
   1. Subject - This is the task's name and how it will be displayed in shorthand within your Practifi organization. Enter a short subject in this field.
   2. Status - This field determines what status the task will have when it is launched. This is typically set to Not Started.
   3. Due Date Interval - Enter a whole number in this field to specify the number of business days after the task's creation that the task should be due.
   4. Priority - Set the priority of the task to determine the importance to the assignee. 
   5. Description - Enter the information that you would like to auto-fill within the Description field during task creation.
5. Once the task template information is entered, select Save to finalize the task template creation. Save & New may be selected if creating multiple task templates at one time. 

Task Templates and Active Forms

As of the Albariño release, task templates within Practifi support the addition of Active Forms. When completing a workflow step, there's often information encountered that needs to find a home in your organization. With Active Forms in your Practifi instance, you can enter that information directly on the workflow step's record page. Using Active Forms avoids additional navigation and ensures that team members capture what's needed before marking an item as complete. Once captured, that information gets used as inputs by the workflow step's actions, sending it to exactly where it needs to go in your organization.

Active Form configuration will occur after the task template's structure is initially created using the steps above. For information about Active Form configuration and considerations, please consult our Configuring Active Forms article.

Using Task Templates

Task templates are available through Global Actions, page actions, the Processes & Tasks section and through table mass and row actions on specific records within your Practifi Organization. The creation process will ask you which task template to use, displays the fields in an editable form for any final adjustments and then creates the task record with the values as specified. Depending on the context the action is launched from, the task will be automatically related to the relevant records.

Global Action

1. In the upper right-hand corner of your Practifi organization, select the Global Actions menu button.
                  
2. Select New Task (from template) from the Global Action drop-down menu. 
3. Select the template name from the picklist options and then select Next to continue.
4. Ensure that all pre-filled from the template information is correct and make any changes if necessary. Select Next to create the task.
5. The pop-up will display a message when the task is created successfully. Select Finish to close the task creation pop-up.

Page Actions

The task template functionality is available through page actions on the following record types:

• Assets
• Client Entities
• Contacts
• Deals
• Liabilities
• Processes
• Services

To launch a task from a template through page actions:

1. Navigate to the record and select the caret button on page actions located in the right-hand corner of the record.
2. Select New Task (from template) from the drop-down menu.
3. Select the template name from the picklist options and then select Next to continue.
4. Ensure that all pre-filled from the template information is correct and make any changes if necessary. Select Next to create the task.
5. The pop-up will display a message when the task is created successfully. Select Finish to close the task creation pop-up.

Processes and Tasks

The task template functionality is available through the Processes & Tasks section menu on the following record types:

• Households, Organizations and Individuals
• Divisions

To launch a task from a template through the Processes & Tasks section menu:

1. Navigate to the record you would like to launch and select Processes & Tasks from the navigation sidebar.
   
2. Select the caret button located on the right-hand side of the Processes & Tasks table.
3. Click New Task (from template) from the drop-down menu.
4. Select the template name from the picklist options and then select Next to continue.
5. Ensure that all pre-filled from the template information is correct and make any changes if necessary. Select Next to create the task.
6. The pop-up will display a message when the task is created successfully. Select Finish to close the task creation pop-up.

Table Mass and Row Actions

The task template functionality is available through the table mass and row actions on specific record tables based on the app. 

• In the Advisor & Management apps, all record tables on the following pages:
  • Directory
  • Clients
  • Pipeline
  • Influence
  • Services
  • Processes
• In the Client Service & Compliance apps, all record tables on the following pages:
  • Directory
  • Clients
  • Services
  • Processes
• In the Marketing app, all record tables on the following page:
  • Pipeline

To launch a task from a template through table mass and row actions:

1. Use the Navigation menu to locate the record table from the above options. For example, selecting the Clients option from the Navigation menu.
2. Once on the record table, select the Name checkbox located next to the record or records you would like to create a related task.
   
3. Select the New Task (from template) button located at the top of the record table. 
4. Select the template name from the picklist options and then select Next to continue.
5. Ensure that all pre-filled from the template information is correct and make any changes if necessary. Select Next to create the task.
6. The pop-up will display a message when the task is created successfully. Select Finish to close the task creation pop-up.