How to create and use a Task Template

A Task Template can be useful when a series of tasks are regularly performed. Multiple tasks can be saved in a single record that can be attached (and modified) whenever required.

To use a Task Template to add tasks to a Conservation record, for instance:

  1. Add a New Record in the Conservation module.
  2. On the Tasks tab, click Add Task TemplateAdd Task Template beside the Tasks table to display the Task Templates List box:

    Task Templates List

    Note: If a Task Template already existed for the required task, you'd select it from the list.

  3. Click New to open the Task Templates module:

    New task

    Note: The Module: (Identification) field is automatically populated with econservation. This indicates the module that this Task Template attaches to.

  4. In the Name: (Identification) field, type a descriptive name for the Task Template.
  5. In the Description: (Task Information) field, enter a description of the first task.
  6. In the Assigned To: (Task Information) field, attach the record for the Party who will undertake the Conservation tasks.

    Note: Given that this is to be an on-going regular task, it might make sense to attach this to a Position Parties record (e.g. the institution's conservator) rather than a Person Parties record. People come and go. The Position (typically) remains.

  7. In the Assigned By: (Task Information) field, attach the record for the Party who assigned the Conservation tasks.
  8. In the Duration: (Commencement) field, enter the number of days that the first task is expected to take.
  9. In the Notification Offset: (Commencement) field, enter the number of days in advance that a Party is to be notified by email that the task is to start.

    Note: Use a negative to be notified in advance. If no sign is used, the Party will be notified after a task has commenced.

  10. In the Notify: (Commencement) field, attach the records of all Parties who should be sent notification of the task commencement.

    To add another person, click the asterisk (*) before clicking AttachAttach.

  11. In the Notification Offset: (Completion) field, enter the number of days in advance that a Party is to be notified by email that the task is to finish.

    Note: Use a negative to be notified in advance. If no sign is used, the Party will be notified after a task has finished.

  12. In the Notify: (Completion) field, attach the records of all parties who should be sent notification of the task completion.

    To add another person, click the asterisk (*) before clicking AttachAttach.

  13. To add another task in the Task Template, click the asterisk (*) in the next line in the Tasks List.

    This will clear the details specific to the first task.

  14. In the Description: (Task Information) field, enter a description of the second task.
  15. With the exception of the Depends On Task: (Commencement) field, the fields can be completed in the same manner as above.
  16. If task 2 is dependent on the completion of task 1, enter 1 in the Depends On Task: (Commencement) field.
  17. Click the Finish radio button if task 2 is dependent on the completion of task 1.

    If task 2 was dependent only on the commencement of Task 1, you'd select the Start radio button.

  18. In the Offset: (Commencement) field, enter the number of days after the Start/Finish of task 1 that task 2 should commence.

    If the Finish radio button was selected, this is the number of days after task 1 has completed that task 2 should commence.

    If the Start radio button was selected, this would be the number of days after task 1 has commenced that task 2 should commence.

  19. Continue adding tasks as required.
  20. Save the record and close the Task Templates module.

    The new Task Template is added to the Task Templates List.

  21. To add the Task Template to the Conservation record, select it and click OK.

    The tasks are added to the Tasks tab in the Conservation module.

  22. Select the first task in the Tasks list and type a commencement date in the Date: (Commencement) field.

    Note: It is important to do this step in order to determine the time line for the tasks.

  23. If you make changes to any of the dates, click RecalculateRecalculate to recalculate the dates for the tasks.
  24. Save the record.
  1. Open a module that has a Tasks tab.
  2. On the Tasks tab, click Add Task Template Add Task Template beside the Tasks table to display the Task Templates List box:

    Task Templates List

  3. Select the appropriate task template from the list and click OK.

    The tasks are added to the Tasks tab.

  4. If these tasks are the first tasks added to the record, select the first task and type a commencement date in the Date: (Commencement) field.
  5. If necessary, click Recalculate to recalculate the dates for the tasks.
  6. Save the record.