Within Teamwork, you can create template task lists that can be used to create new task lists in your projects or populate existing task lists.

To access the Templates area, click your profile icon in the top right corner of your site and select Settings from the dropdown menu.

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Note: Only site administrators in the owner company can access the site settings.

In the Settings area, go to the Templates tab.

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You will see a section for Task Templates where you can click Edit to view any existing templates, or add new ones.

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In the main Task Templates screen, you can add a new task list template via the Add Template option in the top right.

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In the New Template modal, you can give the template a name, add some notes, and set privacy for the template.

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Once you click Add Template, the task list template will be created. Within the task list, click the Add the First Task option to create a task for the template.

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You won't see the template listed as an available template in your projects until it contains at least one task.

Note: Setting privacy does not affect the privacy of the tasks or task lists created from the template.

Adding tasks to a template

Once you have created a new template, you can add tasks just like you add them to a task list in a project. In a template though, some of the options are slightly different:

  • Start date/due date: Within the task list templates you cannot set a specific date for the task start and due date. Instead, choose a day number, and when the template is used, the dates will be set counting from the day that you're using the template
    • For example, if you set the start date for the template to Day 1 (Today), when you use the template the actual date set for the task will be the current date.
    • If you set a template task start date to Day 5, when you use the template, the actual date for the task will be the current date + 4 days.
  • Who should do this
    • Leave the selection as Anyone to show the task unassigned when the template is used.
    • Select a specific person for the task to be assigned to when the template is used.
    • Select multiple people for the tasks to be assigned to when the template is used.
    • Use the Choose Later option to add a note of who should do the task, and the actual assignee(s) can be chosen when the template is used.
      • Reminders cannot be set on template tasks that have the Choose later option selected as the assignee.
To access the task list options, hover over the task list template name and click the three dots on the right.

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Setting reminders in a template

With task list templates, you can set reminders on the tasks in the task list.

While adding or editing a task in the template, go to the Reminders tab and select Add Reminder.

A due date is required on the task before reminders can be set.

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Note: Reminders cannot be set on template tasks that have the Choose later option selected as the assignee.

In the reminder modal, you can select users to send the reminder to, pick a date and time for the reminder, choose a reminder type, and add a custom message.

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When choosing how to set the reminder, you can select a predefined day range or set it to be relative to the task's due date.

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Once selected, you can set a custom number of days and set whether it should be sent before or after the task's due date.

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Setting custom fields in a template

On certain subscription plans, you can also set custom field values for tasks in your task list template.

Note: The custom fields feature is available on the per-user Premium subscription plan and above.

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