How do I create a new template for a project, process, standard processes?

Many are excited about the template function in Klartboard. A template is a standard project or a standard process with given milestones, tasks, deadlines, phases etc. - and templates can to that extent help to maintain your uniform processes and standards as well as facilitate your work.

 

You can see here how to build a new template, which you can use when you create new processes/projects.

You open the template function like this: left menu/templates/create a new template

Then the template function opens with three tabs:

  1. Basis
  2. Closing days
  3. Contents

Completing the Basic tab

1. Give the template a title

2. Choose who will use the template (Personal/Team/Global)

    • Select Personal if you, as an admin/superuser, just want to wait to release the template
    • Select Team (one or more) if only selected teams should be able to use the template
    • Select Global if everyone in the organization should be able to use the template

3. Select the project/process type the template must be associated with

    • You can have several types of projects/processes in the organization; e.g. development projects, customer projects and the HR process

4. Select date types

    • The template only works if a date type has been selected as start date and a date type as end date
    • Start date and end date are selected for you by default. ONLY if you have other date types to choose from, you can change these. 

5. Select estimate type

    • Hours are selected for you by default. ONLY relevant to change if you specifically want something different.

6. Select task type

    • "Task" is selected for you by default. ONLY relevant to change if you specifically want something different.

7. Automatically assign a permanent person responsible for milestones and tasks

    • Relevant if you want the person who creates a specific project/process in the future to automatically be responsible for all milestones and tasks.

8. Add notes

    • Relevant if the processes are to be automatically generated with a note - For example, we have a customer who writes in the note: "Remember to journal..."

Completing the Closed days tab

You can set the template to calculate deadlines so that all new projects/processes are automatically born with deadlines for milestones and tasks. Therefore, in this tab, you must specify how closing days are to be included in the calculation.

1. Select the days on which a deadline must not fall

    • If, for example, you want to avoid a deadline coinciding with Easter, click on the Easter days - then they have become closed days, and the deadline is brought forward to the Wednesday before Easter
    • For example, if you want to avoid a deadline coinciding with a weekend, click on Weekends, and the deadline will be brought forward to Friday
    • For example, if you want to avoid a deadline coinciding with the autumn holiday, define a Period

Completing the Contents tab

At the top you see a timeline. It is empty, but as you define phases, milestones and tasks – and deadlines for these – these are displayed on the timeline. By default, the duration of the course – and thus the timeline – is set to 30 days. You can change that yourself.

1. Create first milestone

    • Add title
    • Press Add deadline rules
      • Assign a deadline to the milestone – e.g. 10 days
      • Choose the deadline logic – for example, days after the start date
      • Add the milestone to a phase – possible if you have already defined phases (admin/superuser can do this in the admin panel)

We recommend that you immediately create several milestones before you start assigning tasks.

2. Create first task

    • Mark Tasks in the box on the far left
    • Press + next to the milestone the task must be associated with
    • Add title
    • Select deadline + deadline logic
    • Add estimated time – i.e. what is the standard time for the task, if applicable
    • Associate employee(s) – if it is always the same person(s) who performs the task
    • Add note - e.g. "Remember to ..."
    • Add Link

You can then add more milestones and tasks

3. Define status rules for milestones

    • Mark Status rules in the box on the far left
    • Choose whether you want to create the status rules across all milestones or per milestone

4. Adjust the order of the milestones and tasks

    • Once you have built the template, it may be relevant to change the order of milestones and associated tasks. You do this by clicking in the box on the far left. You can then move milestones and tasks up and down. 

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