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
A Project Template can be used while creating a project. When selected, all configured details are automatically populated across respective tabs.
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
Project Name
Enter value
Defines the project template's name. Example: Network Deployment Project
Project Code
Enter value
Unique identifier for the project. Used for tracking and referencing. Example: 155601
Version
Enter value
Defines the project template version. Helps in maintaining revisions. Example: 1.0
Owner
Select from the dropdown
Defines the owner responsible for the project.
Sponsor
Select from the dropdown
Defines the project's stakeholder or sponsor.
Project Manager
Select from the dropdown
Assigns the user responsible for managing the project execution.
State
Select from the dropdown
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. The selected state determines how the project is categorized (e.g., whether it is ready for execution or still under preparation). Available options: Draft, Active, In Progress, On Hold, Completed, Closed
Method
Select from the dropdown
Defines the execution methodology that will be followed for managing the project. This influences how tasks are structured, tracked, and progressed throughout the lifecycle. Selecting a method ensures consistency in execution and aligns the project with organizational delivery practices. Available options: Agile, Waterfall, Hybrid Example: Agile (iterative execution with continuous updates), Waterfall (sequential execution with defined phases)
View
Select from the dropdown
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. These views support different tracking needs such as timeline planning, status tracking, or detailed task management. Available options: Gantt Chart, Table, List, Calendar, Meeting View Example: Gantt Chart (for timeline and dependencies), Board (for status-based tracking), Table (for structured task data)
Default View
Select from the dropdown
Sets the default view when the project is opened.
Select from the dropdown
Defines the workflow controlling project status transitions.
Status
Select from the dropdown
Defines the project's initial status. Example: Not Started
Project Description
Enter details using the editor
Provides a detailed description of the project. Supports rich text formatting. Example: Deployment of network infrastructure across locations
Project Scope
Enter details using the editor
Defines the scope and boundaries of the project. Example: Includes installation and testing of network devices
Actual Start Date
Select date
Defines the project's planned or actual start date.
Project Type
Select from the dropdown
Categorizes the project. Example: Client/ Self
Customer
Select from the dropdown
Defines the customer associated with the project.
Risk
Select from the dropdown
Defines the project's risk level. Example: Low / Medium / High
Business Hours
Select from the dropdown
Defines the working hours applicable to the project.
Tags
Select from the dropdown
Adds tags for categorization and search. Example: Network, Deployment
Space
Select from the dropdown
Defines the workspace or environment under which the project is created.
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.
Once the project details are configured, click Next to proceed to the next stage.
Task Template
In this step, users select a 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
Task Template
Select from the dropdown
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. Example: Network Deployment Task
Add New Field
Click to add
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.
Task Template Input Fields
Auto-populated / configurable
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).
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.
Once the task template and fields are configured, click Next to proceed.
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
For detailed steps on adding tasks manually and via CSV import, refer to the Task Template section.
Once the tasks are configured, click Next to proceed.
Task Workflow
In this step, users configure the workflow 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
Select Workflow
Select from the dropdown
Select a predefined task workflow to associate with the project template. The workflow defines task statuses, transitions, and approval stages. Example: Default Project Task Workflow (standard lifecycle with basic status transitions)
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.
Once the workflows are configured, click Next to proceed.
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
Select Team
Select from the dropdown
Select a predefined team to associate with the project template. The selected team includes members and their mapped roles. Example: Default Team
Role (e.g., Project Manager)
Auto-populated / Select members
Displays roles associated with the selected team. Users must assign members to roles based on responsibilities. Example: Project Manager → Naveen
Add
Click to add role
Allows adding additional roles (from configured roles) and assigning members to those roles within the team.
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.
Once configured, click Next to proceed.
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
Add Field Configuration
Click to add
Create a new rule to control field behavior.
Name
Enter text
Define a name for the configuration rule to make it easy to identify. Example: “Engineer Task Field Control”
Type
Select from the dropdown
Defines where the configuration will be applied. Available options: Project / Task Example: Task (to control task-level fields)
Role Name
Select from the dropdown
Select the role for which this configuration will apply. Field behavior will be controlled for the selected role. Example: Field Engineer
Status
Select from the dropdown
Select the status at which the configuration should be applied. The available options are based on the selected workflow. Common options include: To Do, Ongoing, Blocked, Done, Closed Example: Ongoing
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.
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
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.
Preview| Basic Details
Project Summary
Displays project name, description, and key details configured in the Project Details step.
Fields Section
Shows all configured fields such as Task ID, Title, Description, Priority, and other custom fields.
Workflow Section
Displays the selected workflow, including its stages and statuses.
Team Members and People
Lists the assigned team and members mapped to roles.
Views
Displays the selected project views (if configured).
Actions
Edit
Allows modification of specific sections directly from the preview.
Show More
Expands the section to display complete details.
Back
Navigates to previous steps to make changes.
Submit
Finalizes and creates the Project Template.
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