Templates are configured and made available by administrators of an organization.
Task templates allow you to set up custom fields on tasks. You can set up single or multiline fields, date fields, filepath, checkboxes, or selector entries.
The grouping and label fields help to format the task, and guide the task creator.
You can also chose who can see these fields and if they are mandatory based on certain conditions.
Furthermore, you can chose which project the task will be created in, who can edit the task after it’s created and the default assignees.
This gives you powerful ways to structure the information required for a particular type of task and control who will work on a task.
As task template usually define the type of task, you can also define Custom Statuses for any task created from this template.
This allows you to set up custom workflows for your team.
Let’s look at an example to learn how to create a task template.
In this example, we will be creating a template for development requests for our new website project using the Cirkus for Mac application…
From the Organization task template tab, type the name of the template and press enter.
Next, double click on the template to access the details.
Set up Task Defaults
From the Info tab, default settings can be specified such as the project and/or subproject to which the tasks should be added, the role to which the tasks belong, and who can edit the tasks.
Create Custom Fields
You can now create custom fields for task templates. Any task created using this template will have these fields.
In our example this can include details of the pages affected, a link to a design file, and the developer estimate.
Click on the fields tab, type the name of the field and press enter.
Now select how you want the field to be set up. The following settings are available:
Type: Choose between seven custom field types.
The Checkbox Field lets you create a field displaying choices in a single box that toggles between Yes and No.
The Date Field provides the ability to chose a date from the calendar. Enable this option to include time if you also want to be able to select the time.
Entry field: Allows you to enter one line of information or text, or multiple if “allow multiple lines” is enabled.
File Path: allows you to select the path to a file or to a directory.
The Grouping field is a section heading that groups all the custom fields below it together.
The Label field allows you to add text to the template for information purposes. If you select a warning label, a red “Warning" will show next to the text.
The Selector Field allows you to create a list of options for people to select. You can allow for multiple selections from this list by enabling the “Allow multiple” button.
The number field allows you to enter a number value. If the value entered is not a number, you will not be able to create the task and a "Not valid number" warning message will be displayed under the field name.
The Email field allows you to enter an e-mail address value. If the value entered doesn't match the "firstname.lastname@example.org format, you will not be able to create the task and a "Not valid email address" warning message will be displayed under the field name.
“Show” allows you decide if the fields are always available or only when certain conditions are met. In this example, the custom field will only show when the priority is set to important. Select “never” if the field should never be visible.
Mandatory: Select mandatory if the field must be filled in order to create a task, or only mandatory in certain conditions. If you want the custom field to never be mandatory select “Never”.
Let’s quickly go to Requests and see what the task looks like for the requestor.
Here we can see our default assignee and project, and the appearance of the field we defined if the task is marked as important.
This task template can also be selected when creating a task using the “Add Task” in any Project where the template is available.
Create Custom Statuses
Check this related article for how to set up custom statuses for your Task Templates.
Templates as Requests
Templates can be offered as Requests. This means that they will be made available in the Requests menu.
This is a handy way to allow other Cirkus members to submit tasks to a team or project.
You can consider the "Requests" view to be a portal to your team, where requestors can submit tasks and see the status of tasks they have recently submitted.
If you have many Requests to offer, you can group them by Category. This is also set up at the Organization level.
Templates only show in this menu if they have the setting "Offer as Request" set to ON, and they are starred here if you select "Starred by Default" to ON in the Template Info tab.
Applying Task templates from your iPhone and iPad (iOS App)
Task templates can be created from the Mac App and Web platform. However, you can apply existing templates from your iOS App.
From the "New Task" screen, select the project in which the task belongs to, and then if there are task templates available for the project selected, the "Add Task Template" option will be shown for you to choose one of the existing templates.