PROJECTS: Task Templates
Create reusable task and phase structures to automatically populate new or existing projects.
What is a Task Template?
A Task Template lets you build a predefined set of Tasks and Phases that can be instantly applied to any Project—whether brand new or already in progress. When you apply a Template, Unificus automatically generates all Tasks and Phases, assigns them to the right people, and calculates due dates based on your configuration.
To begin, go to Projects > Projects.
Select the Templates tab from the top menu.
Click + Add Task Template to create a fresh Template. To modify an existing one, select it directly from the list or choose Manage from the Options menu.
Task Template: Tasks
Building a Task within a Template follows the same process as creating a standard Task.
CLICK HERE to learn about creating Tasks
These key differences apply:
Relative Due Date
Instead of picking a fixed date, you enter a number paired with an Interval Unit (days or weeks). This creates a conditional due date tied to the Based on Date you set when applying the Template.
Example: Set a Task due date to 10 days. When you create a Project from this Template, that Task automatically gets a due date 10 days after the Project’s Based on Date.
TIP: Use negative numbers to schedule Tasks before the Based on Date.
Assigned To
You can assign Tasks to the Project Leader, Coordinator, Salesperson, Client, or a specific Staff Member. If a Staff Member becomes unavailable, the system automatically reassigns to the Project Leader.
Enable Prevent editing or reassigning to restrict the assignee to adding Comments, uploading/managing Task files, and marking Tasks complete.
Set a Priority level—Normal, Low, High, or Urgent. Custom priorities you create in Flyout > Categories > Task Priorities also appear here.
Add Followers to keep team members informed and send them notifications.
You can also add Followers from the Task Information page.
Adding Subtasks
Create Subtasks using the Task Template’s View screen—either click the Template in List View or select View from its Options menu.
Scroll to the Subtasks section at the bottom and type text into the field, then press Enter.
Hover over a Subtask to reveal an “x” icon for deletion.
Drag and drop Subtasks to reorder them.
When the Task generates, Subtasks appear as a checklist the assignee can mark off.
Task Template: Phases
Creating a Phase in a Template mirrors the standard Phase creation process.
CLICK HERE to learn about creating Phases
These two exceptions apply:
Start/End Interval
Like Task due dates, these fields accept numbers with an Interval Unit (days or weeks). They calculate conditional dates based on the Based on Date from your Template application.
Example: Set start date to 10 days and end date to 20 days. Projects generated from this Template will start 10 days after the Based on Date and end 20 days after.
TIP: Negative numbers work here too, positioning Phases before the Based on Date.
How do I use a Task Template?
Once you’ve created and configured one or more Templates, you can use them when launching a new Project or Project Generator.
By default, generated Task and Phase due dates are based on the Project creation date. Use the Date Picker to select a different Based on Date instead.
To add a Template to an existing Project, navigate to Projects > Projects, find your Project, click its Options menu, and select Apply Task Template.
Choose the Apply Task Template option from the dropdown.
If you skip Based on Date, Unificus defaults to the Project’s Creation Date.
Task Templates can also be triggered through Automations.
Task Template: Select your desired Template from the dropdown.
Based on Date: The anchor date for calculating relative due dates. Set it in the past or future to fine-tune when Tasks become due.
Apply to: Choose to apply it to the Contact’s most recent Project or search for a Project by title.
IMPORTANT: When searching by title, enter the first few letters of the first word only. If multiple Projects share the same starting letters, Unificus selects the most recent. For multi-word titles like Web Development Build, search only “WEB”—searching “Development” or “Build” won’t find it since those aren’t the first word.
Project Status: The status Unificus will set the Project to after applying the Template. Custom Project statuses appear in this dropdown.
CLICK HERE to learn about Automations
Assign a Task Template directly to a Contact by going to CRM > Contacts > Options > Task Template.
It works like the Automation option, except you can only apply it to a Project already linked to that Contact.