How to create and use task templates in Vaiz

Task templates help you create tasks faster by reusing predefined details and structures. Instead of setting up every task from scratch, you can create a template with the properties, custom fields, checklist, and subtasks you need, then use it whenever you create a similar task.

In this guide, you'll learn how to create and manage Task templates, save an existing task as a template, and create new tasks from templates.

Step 1. Create a task template

Create a template when you want to reuse the same task structure for recurring work.

1. Open the Task Templates section in your Space.
2. Click Create template.
3. Enter a template name and configure the task details you want to reuse.

You can configure the following properties:

• Title and description — define the task's name and instructions.
• Priority and status — set the default priority and status.
• Task type and types — specify the task category and applicable types.
• Assignee — assign the task to yourself, select a specific team member, or leave it unassigned.
• Custom fields — set default values for the custom fields available in your Space.
• Checklist — add checklist items to guide users through the work.
• Subtasks — define the subtasks that should be created with the main task.
• Dates — set relative dates, such as three days or one week after the task is created.

After filling in all the required fields, click Create template. Your template is now available to reuse when creating tasks in the same Space.

Once created, the template will be available in the Task Templates section.

Step 2. Save an existing task as a template

If you've already configured a task with the properties and structure you need, you can use it as the starting point for a template.

1. Open the task you want to reuse.
2. Click the three-dot menu in the upper-right corner.
3. Select Save as template.
4. Review the template details and make any necessary changes.
5. Save the template.

This is useful when you've already created a task with the right description, custom field values, checklist, or subtasks and want to reuse that setup for future work.

Step 3. Create a task from a template

Once a template is available, you can use it to create a new task.

1. Open the board where you want the new task to appear.
2. Start creating a task and select the option to create it from a template.
3. Choose the template you want to use.
4. Review the task details populated from the template.

You can make changes to the task before creating it, including the title, description, assignee, dates, and other fields, then click Create task.

Step 4. Set relative dates

Relative dates let you define deadlines based on when a task is created, rather than using a fixed calendar date.

For example, you can configure a template with:

• Start date: the day the task is created.
• Due date: three days after the task is created.
• Due date: one week after the task is created.

When you create a task from the template, Vaiz calculates the dates relative to the task's creation date. This makes the same template useful for work that starts on different days.

Step 5. Reuse checklists and subtasks

Templates can include both checklist items and subtasks, so you can reuse a complete task structure rather than just its basic properties.

Checklists are useful for tracking individual steps within a task. For example, a content review checklist might include proofreading, checking links, and verifying formatting.

Subtasks are useful when the work needs to be divided into separate, trackable tasks with their own properties and progress.

When you create a task from a template, the configured checklist items and subtasks are included in the new task. You can then manage them as part of your normal workflow.

Step 6. Edit or delete a template

You can update templates as your team's processes change.

1. Open the Task Templates section in your Space.
2. Find the template you want to manage.
3. Open its menu or select the template to access its settings.
4. Choose Edit to update its details, or Delete to remove it.
5. Save your changes if you're editing the template.

Note: Changes to a template affect future tasks created from it. Tasks that have already been created remain independent and are not updated when the template changes or is deleted.

Tips for using Task Templates

• Create templates for recurring workflows. Use them for tasks such as content reviews, feature development, onboarding, or release preparation.
• Include only reusable information. Keep task-specific details out of templates unless they should be used as defaults.
• Use relative dates for recurring deadlines. This avoids having to update fixed dates every time you create a task.
• Add checklists and subtasks when they help standardize the process. This makes it easier for team members to follow the same steps.
• Review defaults before creating a task. Update the assignee, dates, custom fields, and destination to match the current work.

Conclusion

Task Templates make recurring work easier to organize by letting you reuse task details, custom fields, checklists, subtasks, and relative dates. Create a template once, then use it to create regular tasks whenever you need it.

Each task created from a template is independent, so you can update and manage it without changing the template or other tasks created from it.