Task templates

Task templates define the structure and default settings of recurring tasks. This means you do not have to recreate the same main task and subtasks each time.

When you manually add a task to the Task board, you can select a task template in the Task name field. AdminPulse also uses these templates when automating task scheduling. In both cases, AdminPulse adds the task to the Task board using the settings defined in the template.

This article explains how to manage, create, duplicate, delete, and export task templates.

Manage task templates

Go to Settings > Task templates. AdminPulse includes several predefined task templates that you can use and adjust.

What do you see in the overview?

The overview displays the main properties of each template’s main task.

Expand a task template to view its subtasks. The properties of the main task then appear in the panel on the left. The subtasks and their settings appear on the right.

You can modify, duplicate, or delete predefined task templates. You can also change the settings of the main task and the individual subtasks.

Which settings can you change?

Depending on whether you are editing the main task or a subtask, you can change settings such as:

• Task name: the name of the main task or subtask.
• Price list item*: the price list item used when registering time for the task. The default value is Fees, but you can select another price list item.
• Assign to (default)*: the user to whom the task is assigned when it is scheduled. You can also select Assistant or Responsible. AdminPulse then assigns the task to the user configured for that profile in the relation file. For more information, see Assigning employees per relation.
• Applies to person, Sole proprietor, and Company: the relation types for which AdminPulse automatically suggests the task. You can still link the task to a relation of a different type.
• Subtask type: the type of subtask. The different subtask types behave differently on the Task board.
• Deadline offset (days): determines the deadline of a subtask in relation to the deadline of the main task.
• Default time registration (minutes): the number of minutes that AdminPulse suggests in the registration form or registers automatically when you set the subtask to Done from the Task board.
• Default planned duration (min): the planned duration that AdminPulse uses by default for the main task or subtask.
• Register cost: the cost that AdminPulse automatically registers when the task receives the status Done.
• Tags: for more information, see the article about task tags.
• Required authorization: for more information, see the article about required authorizations.

💡 The Price list item and Assign to (default) settings are available for both the main task and its subtasks. If a setting is not completed for a subtask, AdminPulse uses the value from the main task and displays it in italics.

Select Open task schedules to access the task schedules linked to the task template.

Apply changes to existing tasks

When you change a task template setting that is also used in scheduled tasks, AdminPulse may ask whether you want to apply the change to the existing tasks. If you choose to do so, AdminPulse updates the affected tasks on the Task board in the same way.

Create a task template

1. Go to Settings > Task templates.
2. Select + Add in the upper-right corner.
3. Enter the properties of the main task in the dialog box.
4. Select Add.

The new task template appears in the overview.

Expand the template and select + Add below the list of subtasks to add a subtask.

Duplicate a task template

1. Select the three dots next to the task template.
2. Select Duplicate.

A copy appears below the original task template. You can then change all the settings of the main task and its subtasks.

💡 When you duplicate a task template, AdminPulse also copies the task documentation of the main task and all its subtasks.

Delete a task template

Select the three dots next to the task template and then select Delete. When you delete a task template, its subtasks are also removed from the template.

What happens next depends on how the task template is being used:

• The task template is used in a taskflow: you cannot delete it. AdminPulse displays an error message.
• The task template is used for scheduled tasks or in task schedules: you can delete it. A pop-up asks whether you also want to delete the related tasks on the Task board that have the status To do or In progress. If you select Yes, AdminPulse also deletes these tasks. If you select No, AdminPulse only deletes the task template. Tasks with the status Done are retained.
• The task template is not used anywhere: AdminPulse permanently deletes it from the system.

Export task templates

You can export task templates to review them outside AdminPulse or transfer one template to another AdminPulse environment.

Export all task templates or task documentation

To review your task templates outside AdminPulse, for example during a team meeting, as a reference for new colleagues, or for compliance purposes such as an ITAA inspection or an upload to BeExcellent, select Export task templates in the upper-right corner.

You have three options:

• Export task documentation (PDF)
• Export task documentation (Word)
• Export task templates (Excel)

Every export started using this button contains all task templates in your office. The main tasks appear in alphabetical order. Their subtasks appear below them in the same order as in the task template. AdminPulse generates the file in the language you use in the application.

👉 The Export task templates button is only available if you have permission to create task templates. If you do not see the button, ask your administrator to grant you this permission.

What do the exported files contain?

The PDF and Word files can be used as procedure manuals. They begin with a table of contents and show the following for each main task and subtask:

• the name;
• the default assignee;
• the complete task documentation.

If a main task or subtask does not contain any documentation, the file only shows its name and default assignee.

The Excel file provides a concise overview with one row for each main task and subtask. It contains the columns Tasks and Assigned to.

👉 The Excel file does not contain task documentation. To include the documentation in the export, select PDF or Word.

💡 For more information about adding and viewing task documentation, see Task documentation: add and view standard work instructions.

When is your export ready?

After you select one of the options, AdminPulse confirms that the export has started. AdminPulse creates the file in the background, so you can continue working in the meantime.

The download starts automatically when the file is ready. You also receive a notification through the bell icon in the upper-right corner. You can use this notification to download the file again for two days.

💡 The file is saved in your browser’s downloads folder. For more information, see FAQ - Where can you find downloaded files and exports?.

Transfer one task template to another AdminPulse environment

To use one task template in another AdminPulse environment, export it as a JSON file:

1. Select the three dots next to the task template. You can do this while the template is either collapsed or expanded.
2. Select Export task template.

AdminPulse downloads a JSON file containing the selected task template.

In the other AdminPulse environment, go to Settings > Task templates and select Import task template to import the JSON file.