# Project Template

A Project Template defines the overall structure and configuration of a project. It serves as a reusable blueprint that lets users create projects with predefined settings.

Instead of configuring each project manually, users can select a Project Template to automatically apply project details, workflows, teams, and task structure.

A Project Template includes:

* Project details such as name, code, description, owner, and dates
* Default view and project method
* Associated Task Template
* Workflow selection
* Team configuration (Default Team and roles)
* Field configuration based on roles
* Preview of the complete setup before saving

It helps in:

* Standardizing project creation
* Reducing manual configuration
* Ensuring consistent workflow and team setup
* Reusing predefined configurations across multiple projects

{% hint style="info" %}
A Project Template can be used while creating a project. When selected, all configured details are automatically populated across respective tabs.
{% endhint %}

## **What you see on the screen**

* List of project templates with:
  * Project Template Name
  * Number of tasks
  * Fields configured
  * Associated workflow
  * Actions (Edit, Clone, Delete)

## **Add Project Template**

To create a project template, click the **+ Add** option available at the top-right corner of the Project Settings page and select **Add Project Template.**

The project template is created in multiple stages. The first step is **Project Details,** where core project-level configurations are defined.

### **Add Project Details**

In this step, users define the project template's basic and operational details. These details are used when a project is created using this template.

Project Details **| Basic Configuration**

![](https://content.gitbook.com/content/E4mkwSP8a1BSD9BFNFav/blobs/l2U4IxM7bq8OS6wWX9r9/Unknown%20image)

<table><thead><tr><th width="155.4000244140625">Label</th><th width="222.4000244140625">Action</th><th>Description / Example</th></tr></thead><tbody><tr><td><strong>Project Name</strong></td><td>Enter value</td><td>Defines the project template's name.<br><br><strong>Example:</strong> Network Deployment Project</td></tr><tr><td><strong>Project Code</strong></td><td>Enter value</td><td>Unique identifier for the project. Used for tracking and referencing.<br><br><strong>Example:</strong> 155601</td></tr><tr><td><strong>Version</strong></td><td>Enter value</td><td>Defines the project template version. Helps in maintaining revisions.<br><br><strong>Example:</strong> 1.0</td></tr><tr><td><strong>Owner</strong></td><td>Select from the dropdown</td><td>Defines the owner responsible for the project.</td></tr><tr><td><strong>Sponsor</strong></td><td>Select from the dropdown</td><td>Defines the project's stakeholder or sponsor.</td></tr><tr><td><strong>Project Manager</strong></td><td>Select from the dropdown</td><td>Assigns the user responsible for managing the project execution.</td></tr><tr><td><strong>State</strong></td><td>Select from the dropdown</td><td>Defines the project's lifecycle stage at the time of template configuration. This helps set the initial context and readiness for the project when it is created using this template. <br><br>The selected state determines how the project is categorized (e.g., whether it is ready for execution or still under preparation).<br><br><strong>Available options:</strong> Draft, Active, In Progress, On Hold, Completed, Closed</td></tr><tr><td><strong>Method</strong></td><td>Select from the dropdown</td><td>Defines the execution methodology that will be followed for managing the project. This influences how tasks are structured, tracked, and progressed throughout the lifecycle. <br><br>Selecting a method ensures consistency in execution and aligns the project with organizational delivery practices.<br><br><strong>Available options:</strong> Agile, Waterfall, Hybrid<br><br><strong>Example:</strong> Agile (iterative execution with continuous updates), Waterfall (sequential execution with defined phases)</td></tr><tr><td><strong>View</strong></td><td>Select from the dropdown</td><td>Defines the available views for monitoring project tasks and progress. Multiple views can be selected to provide flexibility in how users visualize and manage project data.<br><br>These views support different tracking needs such as timeline planning, status tracking, or detailed task management.<br><br><strong>Available options:</strong> Gantt Chart, Table, List, Calendar, Meeting View<br><br><strong>Example:</strong> Gantt Chart (for timeline and dependencies), Board (for status-based tracking), Table (for structured task data)</td></tr><tr><td><strong>Default View</strong></td><td>Select from the dropdown</td><td>Sets the default view when the project is opened.</td></tr><tr><td><a href="../..#project-workflow-lifecycle"><strong>Project Workflow</strong></a></td><td>Select from the dropdown</td><td>Defines the workflow controlling project status transitions.</td></tr><tr><td><strong>Status</strong></td><td>Select from the dropdown</td><td>Defines the project's initial status.<br><br><strong>Example:</strong> Not Started</td></tr><tr><td><strong>Project Description</strong></td><td>Enter details using the editor</td><td>Provides a detailed description of the project. Supports rich text formatting.<br><br><strong>Example:</strong> Deployment of network infrastructure across locations</td></tr><tr><td><strong>Project Scope</strong></td><td>Enter details using the editor</td><td>Defines the scope and boundaries of the project.<br><br><strong>Example:</strong> Includes installation and testing of network devices</td></tr><tr><td><strong>Actual Start Date</strong></td><td>Select date</td><td>Defines the project's planned or actual start date.</td></tr><tr><td><strong>Project Type</strong></td><td>Select from the dropdown</td><td>Categorizes the project.<br><br><strong>Example:</strong> Client/ Self</td></tr><tr><td><strong>Customer</strong></td><td>Select from the dropdown</td><td>Defines the customer associated with the project.</td></tr><tr><td><strong>Risk</strong></td><td>Select from the dropdown</td><td>Defines the project's risk level.<br><br><strong>Example:</strong> Low / Medium / High</td></tr><tr><td><strong>Business Hours</strong></td><td>Select from the dropdown</td><td>Defines the working hours applicable to the project.</td></tr><tr><td><strong>Tags</strong></td><td>Select from the dropdown</td><td>Adds tags for categorization and search.<br><br><strong>Example:</strong> Network, Deployment</td></tr><tr><td><strong>Space</strong></td><td>Select from the dropdown</td><td>Defines the workspace or environment under which the project is created.</td></tr></tbody></table>

{% hint style="info" %}

* Mandatory fields must be filled before proceeding to the next step.
* The selected workflow determines available project statuses and transitions.
* The assigned Project Manager and Owner define accountability within the project.
* Default View controls how the project is displayed when accessed.
* Project details defined here are inherited when projects are created using this template.
  {% endhint %}

{% hint style="success" %}
Once the project details are configured, click **Next** to proceed to the next stage.
{% endhint %}

### **Task Template**

In this step, users select a [task template](https://docs.infraon.io/infraon-help/infinity-user-guide/workspace/project-management/project-settings/task-template) and configure the input fields to use when creating and managing tasks in the project. These fields define what information needs to be captured for each task.

Task Template **| Configuration**

<figure><img src="https://content.gitbook.com/content/E4mkwSP8a1BSD9BFNFav/blobs/V2LzCrBQY1J1aBaOxiJ0/Unknown%20image" alt=""><figcaption></figcaption></figure>

<table><thead><tr><th width="138.5999755859375">Label</th><th width="164.79998779296875">Action</th><th>Description / Example</th></tr></thead><tbody><tr><td><strong>Task Template</strong></td><td>Select from the dropdown</td><td>Select an existing task template to associate with the project template. The selected template defines the structure of tasks, including predefined fields and task configuration.<br><br><strong>Example:</strong> Network Deployment Task</td></tr><tr><td><strong>Add New Field</strong></td><td>Click to add</td><td>Allows users to add additional custom input fields specific to this project template. This is useful when the selected task template does not fully meet the project's specific requirements.</td></tr><tr><td><strong>Task Template Input Fields</strong></td><td>Auto-populated / configurable</td><td>Displays the list of input fields associated with the selected task template. These fields define what data will be captured when tasks are created (e.g., title, description, priority, dates).</td></tr></tbody></table>

{% hint style="info" %}

* Users can extend the template by adding custom fields using the Add New Field option.
* The configured fields will be used across all tasks created under projects using this template.
* Field configuration here directly impacts task creation, tracking, and reporting.
* Changes made at this stage apply only to the current project template and do not modify the original task template.
  {% endhint %}

{% hint style="success" %}
Once the task template and fields are configured, click **Next** to proceed.
{% endhint %}

### **Define Task**

In this step, tasks required for the project are defined. Tasks can be added individually or imported in bulk using a CSV file. The task structure configured here will be used when projects are created from this template.

You can:

* Add tasks manually
* Import tasks using a CSV file
* Export configured tasks for reuse or backup

{% hint style="info" %}
For detailed steps on adding tasks manually and via CSV import, refer to the [Task Template](https://docs.infraon.io/infraon-help/infinity-user-guide/workspace/project-management/project-settings/task-template) section.
{% endhint %}

{% hint style="success" %}
Once the tasks are configured, click **Next** to proceed.
{% endhint %}

### **Task Workflow**

In this step, users configure the [workflow](https://docs.infraon.io/infraon-help/infinity-user-guide/workspace/project-management/..#project-workflow-lifecycle) that will control task lifecycle and status transitions within the project. The selected workflow defines how tasks move through stages such as creation, execution, review, and completion.

Task Workflow **| Configuration**

<table><thead><tr><th width="157">Label</th><th width="224.5999755859375">Action</th><th>Description / Example</th></tr></thead><tbody><tr><td><strong>Select Workflow</strong></td><td>Select from the dropdown</td><td>Select a predefined task workflow to associate with the project template. The workflow defines task statuses, transitions, and approval stages.<br><br><strong>Example:</strong> Default Project Task Workflow (standard lifecycle with basic status transitions)</td></tr></tbody></table>

{% hint style="info" %}

* All tasks created under this project template will follow the selected workflow.
* Selecting a workflow is mandatory. Without a configured workflow, the project template cannot be completed, as task status transitions and lifecycle management depend on it.
  {% endhint %}

![](https://content.gitbook.com/content/E4mkwSP8a1BSD9BFNFav/blobs/qb8ukEuf7qWP9PDQ3y98/Unknown%20image)

{% hint style="success" %}
Once the workflows are configured, click **Next** to proceed.
{% endhint %}

### **Define Team**

In this step, users assign teams and map roles to members for the project template. This ensures that responsibilities are clearly defined and tasks can be assigned to the appropriate users when a project is created using this template.

**Define Team | Configuration**

<figure><img src="https://content.gitbook.com/content/E4mkwSP8a1BSD9BFNFav/blobs/Y5AQnCphGjEYKGJfQp9g/Unknown%20image" alt=""><figcaption></figcaption></figure>

<table><thead><tr><th width="159.39996337890625">Label</th><th width="162.00006103515625">Action</th><th>Description / Example</th></tr></thead><tbody><tr><td><strong>Select Team</strong></td><td>Select from the dropdown</td><td>Select a predefined team to associate with the project template. The selected team includes members and their mapped roles.<br><br><strong>Example:</strong> Default Team</td></tr><tr><td><strong>Role (e.g., Project Manager)</strong></td><td>Auto-populated / Select members</td><td>Displays roles associated with the selected team. Users must assign members to roles based on responsibilities.<br><br><strong>Example:</strong> Project Manager → Naveen</td></tr><tr><td><strong>Add</strong></td><td>Click to add role</td><td>Allows adding additional roles (from configured roles) and assigning members to those roles within the team.</td></tr></tbody></table>

{% hint style="info" %}

* Selecting a team automatically loads associated roles.
* Users must assign at least one member to mandatory roles (e.g., Project Manager).
* Roles marked as Workflow Required Role are mandatory and must have assigned members.
* A member can be assigned to multiple roles if required.
* Team and role mapping defined here is applied when the project is created from this template.
  {% endhint %}

{% hint style="success" %}
Once configured, click **Next** to proceed.
{% endhint %}

### **Field Configuration**

Field Configuration allows you to control the visibility and behavior of fields based on specific conditions, such as role and task/project status. It ensures that users interact only with relevant fields depending on their role and the current stage in the workflow.

Field Configuration **| Configuration**

<figure><img src="https://content.gitbook.com/content/E4mkwSP8a1BSD9BFNFav/blobs/6bj74YsKAmG69FvtqjBe/Unknown%20image" alt=""><figcaption></figcaption></figure>

<table><thead><tr><th width="142.59991455078125">Label</th><th width="145.60003662109375">Action</th><th>Description / Example</th></tr></thead><tbody><tr><td><strong>Add Field Configuration</strong></td><td>Click to add</td><td>Create a new rule to control field behavior.</td></tr><tr><td><strong>Name</strong></td><td>Enter text</td><td>Define a name for the configuration rule to make it easy to identify.<br><br><strong>Example:</strong> “Engineer Task Field Control”</td></tr><tr><td><strong>Type</strong></td><td>Select from the dropdown</td><td>Defines where the configuration will be applied.<br><br><strong>Available options:</strong> Project / Task<br><br><strong>Example:</strong> Task (to control task-level fields)</td></tr><tr><td><strong>Role Name</strong></td><td>Select from the dropdown</td><td>Select the role for which this configuration will apply. Field behavior will be controlled for the selected role.<br><br><strong>Example:</strong> Field Engineer</td></tr><tr><td><strong>Status</strong></td><td>Select from the dropdown</td><td>Select the status at which the configuration should be applied. The available options are based on the selected workflow.<br><br><strong>Common options include:</strong> To Do, Ongoing, Blocked, Done, Closed<br><br><strong>Example:</strong> Ongoing</td></tr></tbody></table>

{% hint style="info" %}

* Field configuration is applied based on Type (Project/Task) + Role + Status.
* Status options dynamically depend on the selected workflow.
* Multiple configurations can be created for different combinations.
  {% endhint %}

{% hint style="success" %}
**Example Scenario**

* For **Type:** Task, Role: **Field Engineer,** Status: **Ongoing**
  * Only execution-related fields are shown
* For **Type:** Project, **Role:** Project Manager, **Status:** Done
  * All summary and closure-related fields are visible
    {% endhint %}

### **Preview**

The Preview tab provides a consolidated view of the configured Project Template before final submission. It allows you to review all configurations, including project details, fields, workflows, team assignments, and views on a single screen.

This step helps ensure that all configurations are correctly defined and aligned with the project requirements before creating the template.

Previe&#x77;**| Basic Details**

<table><thead><tr><th width="233.20001220703125">Section</th><th>Description</th></tr></thead><tbody><tr><td><strong>Project Summary</strong></td><td>Displays project name, description, and key details configured in the Project Details step.</td></tr><tr><td><strong>Fields Section</strong></td><td>Shows all configured fields such as Task ID, Title, Description, Priority, and other custom fields.</td></tr><tr><td><strong>Workflow Section</strong></td><td>Displays the selected workflow, including its stages and statuses.</td></tr><tr><td><strong>Team Members and People</strong></td><td>Lists the assigned team and members mapped to roles.</td></tr><tr><td><strong>Views</strong></td><td>Displays the selected project views (if configured).</td></tr><tr><td><strong>Actions</strong></td><td></td></tr><tr><td><strong>Edit</strong></td><td>Allows modification of specific sections directly from the preview.</td></tr><tr><td><strong>Show More</strong></td><td>Expands the section to display complete details.</td></tr><tr><td><strong>Back</strong></td><td>Navigates to previous steps to make changes.</td></tr><tr><td><strong>Submit</strong></td><td>Finalizes and creates the Project Template.</td></tr></tbody></table>