Summary: This document addresses frequently asked questions about the Task Templates system in Onahiri.

General Questions

What are task templates?

Task templates are pre-configured task definitions that standardize the information collected and workflow used when creating new tasks. They ensure consistency, save time, and help enforce organizational standards for different types of work.

Why should I use templates instead of creating tasks from scratch?

Templates offer several advantages:

• Consistency: Ensure all necessary information is collected
• Efficiency: Save time by pre-configuring common fields and workflows
• Standards: Enforce organizational processes
• Quality: Reduce errors and omissions
• Reporting: Enable consistent data for analysis

Who can create templates?

By default, template creation is restricted to users with administrative privileges. However, this permission can be granted to additional users based on your organization’s settings. Contact your system administrator if you need template creation access.

How many templates can I create?

There is no hard limit on the number of templates you can create. However, for usability, we recommend keeping your template library focused on genuinely different types of tasks. Too many similar templates can create confusion for users.

Template Management

How do I find the right template to use?

You can find templates in two ways:

1. When creating a new task, you’ll be prompted to select a template
2. Browse the Template Gallery to preview available templates before starting task creation

The template selection interface shows template names, descriptions, and field counts to help you choose the appropriate one.

Can I modify an existing template?

Yes, templates can be modified by users with appropriate permissions:

1. Navigate to the Template Gallery
2. Find the template you want to modify
3. Click the edit (pencil) icon
4. Make your changes
5. Save to create a new version

Note that editing creates a new version rather than overwriting the existing template.

What happens to existing tasks when I edit a template?

When you edit a template:

• A new version of the template is created
• Existing tasks based on the previous version remain unchanged
• New tasks will use the latest active version

This versioning system ensures that historical tasks maintain their integrity while allowing templates to evolve.

Can I delete a template?

Templates can be archived rather than permanently deleted. This ensures that historical tasks created from the template maintain their integrity. To archive a template:

1. Navigate to the Template Gallery
2. Find the template you want to archive
3. Use the template options menu to select “Archive”

Archived templates won’t appear in the task creation workflow but remain available for reference.

Template Creation

What’s the difference between starting from scratch and using a sample template?

• Starting from scratch: Gives you a blank canvas with only default workflow steps and roles
• Using a sample template: Pre-populates fields, workflow steps, and roles based on common use cases

If you’re creating your first template or designing something unique, using a sample template can give you a helpful starting point.

How many fields should I include in a template?

While there’s no technical limit, best practices suggest:

• Include only fields that are genuinely necessary
• Focus on information that will be used for execution or reporting
• Consider user experience during task creation
• Start with fewer fields and add more as needed

Most effective templates have between 5-15 fields.

What are the default workflow steps, and can I change them?

The default workflow steps are:

1. Not Started
2. In Progress
3. Under Review
4. Completed

You can:

• Keep these defaults
• Remove steps you don’t need
• Add additional steps
• Completely replace them with your own workflow

Configure workflow steps to match your actual process for the type of task.

What are the default roles, and can I change them?

The default roles are:

1. Owner
2. Assignee
3. Reviewer
4. Observer

You can:

• Keep these defaults
• Remove roles you don’t need
• Add additional roles
• Replace them with your own role definitions

Configure roles to match your organization’s terminology and responsibilities.

Field Configuration

What’s the difference between “Field Name” and “Display Label”?

• Field Name: The internal API name used by the system (should be camelCase, no spaces)
• Display Label: The user-visible name shown in forms and views

For example, a field might have the name “projectManager” with the display label “Project Manager”.

Which field types should I use for different kinds of information?

Common field type selections:

• Names, titles, short answers: Text Input
• Descriptions, notes, explanations: Text Area
• Quantities, ratings, measurements: Number
• Financial values: Currency
• Dates: Date
• Fixed list of options: Single Select
• Team members: Multiple Users
• Departments/teams: Multiple Organization Units
• Yes/No questions: Boolean
• Multi-step processes: Checklist

Can I make a field conditionally required?

The current template system does not support conditional logic for field requirements. All fields are either always required or always optional. For workflows with conditional requirements, consider:

• Creating separate templates for different scenarios
• Using clear field labels to indicate when fields should be completed
• Adding instructions in the template description

What happens if I remove a field from a template?

When you remove a field from a template:

• The field is removed from the template’s new version
• Existing tasks will still display the field and its data
• New tasks will not include the removed field

Template Usage

How do I create a task from a template?

To create a task from a template:

1. Navigate to the Work management section
2. Click “Create Task” or “+” button
3. Select the appropriate template
4. Complete the template-specific fields
5. Assign team members to roles
6. Save to create the task

Can I change a task’s template after creation?

No, once a task is created with a specific template, it cannot be changed to use a different template. This ensures data integrity and reporting consistency. If you need to use a different template, you’ll need to create a new task.

Can I export task data from templates for reporting?

Yes, data from templated tasks can be exported for reporting purposes:

1. Use the Work Dashboard’s export functionality
2. Apply filters to select the desired template or task types
3. Choose your export format (CSV, Excel, etc.)
4. Select which fields to include in the export

Template-based tasks are particularly valuable for reporting because they ensure consistent data structure.

Troubleshooting

Why can’t I see a template I created?

If you can’t see a template you created:

• Check if you’re looking in the correct organization context
• Verify the template wasn’t archived
• Confirm you have permission to view templates
• Try refreshing the Template Gallery

Why can’t I edit a template?

You might be unable to edit a template for these reasons:

• You don’t have template editing permissions
• The template is in a locked state
• Another user is currently editing the template
• The template has been archived

Contact your system administrator if you need to modify a template but can’t access editing functionality.

What if I need to collect information that doesn’t fit any field type?

For complex information collection:

• Use a Text Area field with clear instructions
• Consider breaking down complex information into multiple simpler fields
• For structured data with unique requirements, suggest a custom field type to your administrator
• Use a checklist field for items that need to be verified or completed

Can I import templates from another system?

Currently, there is no direct import functionality for templates from external systems. However:

• You can manually recreate templates based on your existing processes
• System administrators can work with Effimetic Solutions support for bulk template creation
• The API supports programmatic template creation for advanced integration scenarios