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Project templates

Build project templates to standardize settings or workflows, and save a lot of time when creating new projects.

Lucas Bauche avatar
Written by Lucas Bauche
Updated over a week ago

You're working with frequently recurring types of projects? Then project templates will save you a lot of time when creating new projects.

With project templates in awork, you can preconfigure projects so that they represent certain workflows or already contain a standardized set of tasks.

In this article, you will learn:

  • what a project template contains,

  • how to create a project template from scratch

  • how to create a template from an existing project

  • how to manage project templates.

What does a template contain?

A template itself has a name and can have an image. The image is displayed when a template is selected during project creation and is used for recognition purposes.

Description

Here you can define a default description for the project. When you create a new project, the description text from the template will always be added to the text from the project window.

Tags

Here you can add tags to your projects that will be created using this template.

Project settings

You can already define in the template whether a project created with a template is billable by default for the recorded times. The option Auto will make the value dependent on if a client is selected during project creation or not. For example, selecting a client will set the project to Billable.

Furthermore, you can define in which task list (which must also be defined in the template) your tasks, which got created by email, should be added to.

These projects settings can be customized in the Settings tab.

Project status

The project statuses define the workflow of your project.

The different status types have an effect on the visibility of the project in awork. Therefore, it is necessary to always have at least one yellow (running project) and one green status (completed project).

You can easily adjust the display order of the statuses by drag & drop.

Task status

The task statuses define the workflow of the tasks within the project. They also represent the columns in the board view of the project.

You can easily adjust the display order of the statuses by drag & drop.

Automations

Create automations for your project workflow here.

If projects have already been created with this template, you will be asked if the current projects should adopt the changes. However, you may also skip this step.

☝️ Hint: You can also create a deactivated automation in the template, and then the project owners themselves can decide for each project whether they want to use the automation or not.

Task lists & tasks

Predefined task lists and tasks will appear in the project from the beginning when you create a project with this template.

You can drag and drop the tasks and lists to customize the order.

The tasks templates contain a few relative fields, such as the due date. Read more about this in the article on task templates.

Create a new template

To create a new template, navigate to Settings > Templates. The upper section is the Templates for Projects section. Use the blue + Add project template button to create a new template.

Give the template a name and a recognizable image (optional). You will be redirected to the template details. The template already contains a minimal set of settings that are necessary to create useful projects with it.

You can now fill the template according to your needs. If you have created task templates, it is also possible to import task bundles to your project template.

☝️ Good to know: Template and project are not linked

When creating a project with a template, all data preconfigured in the template are only copied into the project. In the project, all data can be edited or deleted afterwards without affecting the template.

The same applies to changes in the template. If the template is changed, this has no effect on the projects that have already been created from the template. The only exception is automations. If a change is made to it, awork will then ask whether it should be applied to existing projects.

Create a template from an existing project

It is also possible to create a template from an existing project by clicking on the three-point menu and selecting "Create template".

You can give the template a name and an image and select which items should be copied to your template. All items are selected per default.

Create a project with a template

To create a project with a template, you only have to select the corresponding template when creating a new project.

If templates are configured in your awork, the template selection window will appear after the window for entering all project information.

Here, you can click on a template to use it to create the project or click the 'Skip' button to use an empty project without using a template.

☝️ Very handy: Project template preview

Not sure if a project template is the right fit? By clicking on the eye icon when selecting project templates, you can preview the template. Here you can see what settings and content the template will apply to your new project.

Marking a project template as a favorite

If you want to select a project template when creating a project, you can mark project templates as a favorite in the top right-hand corner of the template. This template will then be displayed at the top of this overview.

Manage templates

At the top of the Settings > Templates section, you will find Templates for projects. All templates stored in your awork are displayed here.

Using the action button, you can duplicate a template, delete it or change the name and the image.

To edit the content of the template, click on a template in the list to get to the template details. Here you can change all the details of the template.

It is not necessary to save the entire template separately. Changes are applied immediately upon confirmation.

Pre-built templates

The awork team provides a set of pre-built project templates for an easy start in awork. Try them out, they are really great! Here you'll find more information about the templates.

Frequently asked questions

How is the due date set dynamically for a task when a project template is used?

If a project template is used, the dynamic due date for a task is set according to the creation date, i.e. the day on which the project template was used. For example, if you load a project template on 03/05/2023 and the task is set to set the due date in 5 days after creation, then the due date of the task is 03/10/2023.

If you want the due date of the task to be changed when the status changes (e.g. from To Do to In Progress), you can set this accordingly using an automation per project. You can find more information about the automations here.

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