Article published on the 1st of February 2021.
This article describes how to create items such as tasks and risks on entities, based on templates from custom template libraries.
From WorkPoint 365 version 3.9. it is possible for organizations to create multiple custom template libraries in addition to the standard template library provided by WorkPoint upon provisioning of a solution.
These custom template libraries can be used to contain templates for tasks, risks, and even folder structures, etc.
These items are created using a My Tools button, which starts a wizard, letting the user select which items from the template library to create on the entity.
This process will be described in the following section.
2. End User Guide
2.1. Creating items from templates
In the following use case, an organization is using a Project Management solution in WorkPoint 365. They have custom template list which contains templates for tasks, from which users can create tasks on projects they work on. On a specific project, a user wants to create a set of tasks from the template list. The user wants to create all items which are related to preparing the project they are working on.
We will start by navigating to the relevant project:
- We start by going to our list of projects. Note that accessing a specific project can be done in various ways, e.g. from a webpart, if one displays the project.
- In the list of Projects, we click the site icon of the project on which we want to create tasks.
In this case, the administrators of the solution have created a My Tools button called "Create tasks" which we can use to create tasks from templates:
- We click the My Tools button "Create tasks".
From here, as per the case, we want to create all tasks related to preparing the project. We can use the Template Groups to find these tasks:
- We use the Template Groups to select the template term "Preparation tasks". This will display all template tasks in out template library which are assigned to the "Preparation tasks" group in the list in pt. 5.
- In the list of templates in the selected template group, we can see that there are three tasks which are assigned to this group. We can select or deselect all of them by clicking the uppermost checkmark, or we can select or deselect each one by clicking the individual checkmarks. In this case, we want to create all of them, so we make sure all of them are checkmarked.
- We note that there is one task in the list which cannot be selected and has a warning symbol. This is because this particular task already exists in our Task List, and the task is configured in such a way that two of that task may not exist on a project at any given time.
Tip: Templates are checked or unchecked by default depending on how the wizard is configured.
- To proceed, we click the "Finalize" button.
- In the "List" selector, we can select in which list to store the items being created. In this case, we want them to be created in the list called "Task List".
- We can rename the tasks by clicking their titles and typing in a new one.
- Clicking the edit buttons will bring up a form, allowing the user to edit the properties of each item before creating them (in this case properties such as task status, the assigned person, and due date can be edited here).
- To finish and create the items, we click the "Save documents" button.
Once the tasks are created, we can see them in the list we specified they should be created in:
Note that creating items from templates may include time displacing items and/or various types of mappings. If you have questions related to this, please contact your solution administrator(s).
2.2. Creating folder structures from templates
In the following case, our organization has a Project Management solution, and on a specific project, we wish to create a set of folder structures for containing documents for the Planning- and Design phases of the project. These folder structures are predefined, and exists as templates in a template library for folder structures.
For creating folder structures on projects, the administrators of the solution have set up a button in the My Tools panel.
In this case, we begin from the entity site on which we would like to add the folder structures to:
- In the My Tools panel of the entity site, we click the "Create Folder Structure" button.
This opens a wizard, which allows us to select which folders to create:
- In the Template language drop down menu, we can select to only see templates in specific languages. In this case, we are interested in templates in all language.
- In the Template groups section, we can narrow the selection of templates we are presented with by terms. In this example, we have a term structure which allows us to select to see folder templates related to projects.
- With the "Project folders" group selected in pt. 13, we can select which folder structures to create on the project. As per the case description, we select the "Design documents"- and "Planning documents" structures. We deselect all other folder structures.
- We note that there is one folder in the list which cannot be selected and has a warning symbol. This is because this particular folder already exists in our Documents library, and the folder is configured in such a way that two of that folder may not exist on a project at any given time.
- To proceed, we click the "Finalize" button.
- In the Document library drop down menu, we can select in which document library the folder structures should be created. In this case, we select the "Documents" library.
- In the Folders section, we can rename the top-level folders by clicking the titles and typing in new titles.
- To create the folders, we now click the "Save" button.
The wizard now creates the folder structures in the selected library:
Once the folders are created, the structures are accessible in the library we specified:
Eventual sub-folders in the structure are also created:
Please note that mail merging is not supported for custom template list and libraries - only for the default template library.