Summary: This document provides detailed instructions for creating task templates in the Onahiri platform. Templates standardize task creation, ensure consistency, and streamline workflows within your organization.

Getting Started

Accessing the Template Creator

To create a new template:

1. Navigate to Side Menu Templates in the main navigation
2. Click the “Create Template” button in the upper right corner
3. Alternatively, click the “Create Template” tab in the navigation

Creation Paths

The system offers two approaches for template creation:

1. Start from Scratch: Begin with a blank template for maximum customization
2. Use Sample Template: Start with a pre-configured template as a foundation

Starting from Scratch

When starting from scratch:

1. Select “Start from Scratch” on the creation type screen
2. You’ll be presented with an empty template configuration form
3. Default workflow steps and roles will be pre-populated
4. No fields will be pre-configured

Using a Sample Template

When using a sample template:

1. Select “Use a Sample Template” on the creation type screen
2. Browse through available sample templates
3. Click on a template to select it
4. The configuration form will be pre-populated with fields, workflow steps, and roles
5. You can modify any pre-configured elements to suit your needs

Template Configuration

Template Details

Start by defining the basic information:

1. Template Name: Provide a descriptive name (required)
   • Example: “Change Request” or “Bug Report”
   • Best practice: Use concise, clear names that indicate purpose
2. Description: Add context about when and how to use the template
   • Example: “For requesting system configuration changes”
   • Best practice: Include enough detail to help users select the right template

Custom Fields

Custom fields define what information will be collected when a task is created:

1. Click “Add Field” to create a new field
2. Configure field properties:
   • Field Name: API name for the field (camelCase recommended)
   • Display Label: User-facing field name
   • Field Type: Type of data to be collected
   • Required: Whether the field must be completed
   • Type-specific settings: Additional options based on field type

Available Field Types

The system supports these field types:

Field Type	Purpose	Special Properties
Text Input	Short text entries	Character limits
Text Area	Longer text entries	Multi-line support
Number	Numeric values	Min/max constraints
Currency	Monetary values	Currency symbol
Date	Calendar dates	Date formatting
Single Select	Choose one option	Option list
Multiple Users	Assign multiple people	User picker
Multiple Organization Units	Associate with units	Organization unit picker
Yes/No	Boolean options	Default value
Checklist	Multiple completion items	Default checklist items

Configuring Type-Specific Properties

Different field types have unique configuration options:

For Select Fields:

1. Add options by clicking “Add Option”
2. Enter each option value
3. You can remove options using the “×” button

For Checklist Fields:

1. Add default items by clicking “Add Item”
2. Enter each checklist item text
3. You can remove items using the “×” button

For Currency Fields:

1. Specify the currency symbol (defaults to $)

Workflow Steps

Workflow steps define the progression a task follows from creation to completion:

1. The system pre-populates default steps:
   • Not Started
   • In Progress
   • Under Review
   • Completed
2. To add a custom step:
   • Enter the step name in the “Add step…” field
   • Press Enter to add the step
   • New steps are added to the end of the workflow
3. To remove a step:
   • Click the “×” button next to any step
4. Best practice:
   • Keep workflows as simple as possible
   • Ensure steps follow a logical progression
   • Use clear, action-oriented names for steps

Team Roles

Roles define the different participants who can be assigned to tasks:

1. The system pre-populates default roles:
   • Owner
   • Assignee
   • Reviewer
   • Observer
2. To add a custom role:
   • Enter the role name in the “Add role…” field
   • Press Enter to add the role
3. To remove a role:
   • Click the “×” button next to any role
4. Best practice:
   • Define clear responsibilities for each role
   • Avoid creating too many roles
   • Use role names that align with your organization’s terminology

Saving and Publishing

When your template configuration is complete:

1. Review all fields, workflow steps, and roles
2. Check for any validation errors or warnings
3. Click “Create Template” to save and publish

Upon successful creation:

• You’ll receive a confirmation message
• The new template will appear in the Template Gallery
• The template will be available for task creation

Editing Existing Templates

To modify an existing template:

1. Find the template in the Gallery
2. Click the edit (pencil) icon
3. Make your changes following the same process as creation
4. Save changes to create a new version

Important Notes on Versioning:

• Editing creates a new version of the template
• Existing tasks based on previous versions remain unchanged
• New tasks will use the latest active version

Testing Templates

Before wide usage, it’s recommended to test your template:

1. Create a test task using the new template
2. Verify all fields display correctly
3. Check workflow step transitions
4. Confirm role assignments work as expected
5. Make any necessary adjustments through the edit process