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Templates, and asking to share one

A template is a task you've already shaped, saved so you can start from it again. This article shows you how to use a template, make your own, and ask for one to be shared with your team.

If you don't see templates anywhere, your workspace has turned them off. An admin or manager can turn them back on: in the sidebar, click Workspace and tick Task Templates on the General tab.

Start a task from a template​

  1. Start a new task. See Request or create a task.
  2. At the top of the form, under Start from a template, pick a template.
  3. The form fills in for you. Check it and change anything you need.
  4. Submit the task as usual.

Nothing is locked. The template only fills in the form, and the task follows your workspace's normal approval rules.

You can also pick a template in Quick Add. See Quick Add.

Screenshot

The top of the New Task Request form, with the Start from a template list open showing Shared, Space templates and Just me groups.

Who can see a template​

Templates come in three kinds:

  • Whole workspace: everyone in the workspace can use it. Listed under Shared.
  • A space: meant for one space. Listed under Space templates. Picking one also selects that space.
  • Just me: only you can see and use it.

Anyone can make a Just me template. Only owners, admins and managers can create Whole workspace or A space templates.

Make a template​

  1. On the new task form, click Manage templates.
  2. Click New template.
  3. Fill in:
    • Template name: what you'll see in the list, such as "Weekly client report".
    • Who can use this: Just me, A space or Whole workspace.
    • Task title and Description for the tasks it creates.
    • Priority and Est. hours.
    • Deadline: the number of days after the task is created. Leave it blank for no deadline, or enter 0 for the same day.
    • Location (optional): tick Remember a space / project / list to fill in where tasks go.
    • Subtasks: click Add subtask for each one, with its hours.
  4. Click Create template.

About the hours: Est. hours is the time for the main task itself, not the total. Each subtask carries its own hours, which come on top. Don't put the whole task's total in Est. hours, or the hours will be counted twice.

Managers can also save an existing task as a template. Open the task and click Save as Template. Give it a name, and it's shared with the whole workspace.

Ask for your template to be shared​

If you're a member, you can't share a template directly, but you can ask for it to be shared. You don't make a copy or fill in a form. The template you already have is the request.

  1. Click Manage templates.
  2. Find your template under Just me and click Ask to share.
  3. Choose Whole workspace or A space. For a space, pick which one.
  4. Click Send request.

While your request is open, the template shows "Waiting on a manager to share this with the workspace." The managers who review it can see the template. You can keep using it, and you can click Withdraw to cancel the request.

If the request is turned down, nothing changes. The template stays yours and you can still use it. Any reason the manager gave is shown under the template.

Review share requests (managers)​

Share requests go to the people who approve new spaces, projects and lists.

  1. In the sidebar, click Spaces.
  2. Click the Approvals tab.
  3. Under Template share requests, check the template's title, priority, hours and subtasks.
  4. Click Share it to share it, or Keep it private to turn it down. You can add a reason, which the person who asked will see.

The person who asked gets a notification either way.

Edit or delete a template​

In Manage templates, use the pencil button to edit a template and the bin button to delete it. You can edit and delete your own Just me templates. Shared templates can only be changed by owners, admins and managers.

Tip: to set up a repeating task from a template, click the repeat icon next to it in Manage templates. See Repeating tasks.