Manage Activity Templates

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Index

Introduction

Activity Templates can be set up to provide users with selectable, pre-defined templates the are used for common activities. This ensures that all users that perform a particular activity are using the same configuration. Templates are only available to use when manually creating an activity.

Templates allow you to set up the following:

• Title
• Description
• Category
• Priority
• Assign to
• Outcomes
• Show Time Spent
• Show Start On
• Add a Checklist

In This Article

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• Access
• Add a New Template
• Outcomes
• Checklists

Related Articles

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• Activities
• My Activities
• Roles
• Manage Activity Categories

Access

Roles

A user must have one of the following roles in order to access the option for managing templates.

• Admin Role

Any user with the Admin Role will have access to manage the Activity Templates

• Activities Template Manager

This roles allows you to provide access to non-administrative users

Manage Templates

The Manage Templates option can be accessed from the main toolbar located in the Activities view. This option will only be visible if one of the above roles have been assigned to the user.

1. Select the Home icon in the left hand Application Bar
2. Select My Activities
3. In the Activities Tool Bar select the drop down option on the far right
4. Select Manage Templates

Watch Me Access Templates

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Add a New Template

Key Fields

Click on the Add New button to create a new template. A blank for will be displayed on the righthand side.

• Template Name

This is the only mandatory field. This will be displayed within a list of available templates on an Activity form. This is only used to identify the template and is not used within the activity itself.

• Title

This will populate title field of the activity which is visible within the Activity list and in any component where activities are displayed

• Description

This will populate the description field of the activity. Here you will provide details of the activity that needs to be carried out.

• Category

This will populate the category field. Information on creating and managing the available categories can be found here

• Priority

• Assign to

• Outcomes

• Show Time Spent

Checking this option will expose the Time Spent field when completing an activity that uses this template. This is useful if you want to track the amount of time that the activity took.

• Show Start On

Checking this option will expose the Starts On field on the activity

• Add a Checklist

Add a list of things that need to be done as part of this activity. See Checklists

Use the icon to add a new template, give the template a name

• Add in the Activity Template Title and Description which will be added to the activity when this template is used
• Once a Template has been created it will be available to use when creating manual activities (these templates do not apply to business process created activities)

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Outcomes

Each Template will have a default outcome of Done

• Click on the Done button to edit it's display name, code or to change the colour of the button and to select if a reason is mandatory when the user selects this outcome when completing the activity.

Add additional outcomes to a template by clicking on + icon and giving each outcome a name, code, colour and choose if they require a reason to be given if the outcome is chosen.

Once a new outcome has been created click on the outcome name to be able to configure it's attributes

• Label: The display name for the outcome which will be seen by the user when completing the activity
• Code: The code which will be attributed to the outcome and could be used for reporting purposes
• Colour: Choose a colour which will be used for the outcome when the user is completing the activity
• Require Reason: Tick if you want to make it mandatory for the user completing the activity to have to provide a note when choosing this outcome for the activity.

Remove an outcome, including the default Done outcome by clicking on the outcome and using the remove option (Top of Page)

Checklists

Optionally add one or multiple checklists to the activity template.

• Each checklist can have multiple items added to it

Select the Add Checklist option and give the checklist a name

• Add one or multiple checklist items to the checklist by using the + Add Item icon and giving each item a name - repeat for as many items as needed in the each checklist

Remove checklist items or checklists by selecting the Trash Can next to each checklist or checklist item

• Enforce Completion - Mark if the checklist must be complete before the activity can be completed

Use the Create option to create the Activity Template

Managing Existing Template

A list of all existing Activity Templates is displayed under the Activity Templates view, select a template to do the following:

• Use the Remove button to remove the activity template - this will delete the activity template and mean it is not available to use when creating new activities, it will not effect existing activities which are already using the template
• Edit the content of an existing activity template and then use the Update button to apply the changes. The Changes will only apply to new activities which use the template from that point forward
• Copy an existing activity template by using the Save as New button and giving the new template a different name