Jobs (Basic): Create & Apply Templates
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Creating templates will ultimately save you loads of time and is a must for working efficiently. You’ll need them for all your frequently used procedures as well as for adding jobs to pipelines.
- Creating Job Templates
- Customizing Job Names With Shortcodes
- Applying Job Templates
- Default Job Template
- Editing Job Templates
- Duplicating Job Templates
- Deleting Job Templates
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Creating Job Templates
A job template is created by a firm owner, an admin or any team member who has access rights to manage templates.
To create a job template, go to Settings from the left sidebar, select Templates in the menu bar, open the Jobs tab, then click Create Template.
See below for the details about each numbered field in the Create Job Template window:
1. Template name: Give the job template a name; what you’ll see when you select it. For example: 1040 Return.
2. Job name: This is the name that is displayed on the job cards in a pipeline. The shortcodes add dynamic data—such as the specific account name and due date—to make jobs easily identifiable (see section below).
3. Assignees: Select the team member for the job. For more on assigning jobs, go here.
4. Priority: Choose the priority level for the job: LOW, HIGH, MEDIUM or URGENT.
5. Description: Use different text formatting, emojis, bullets, numbered lists and even links here.
6. Start Date. This is the date when the assigned team member should start working on a job. It's not the same as the job creation date. The job is visible inside a pipeline once it is created, but it is not visible in the calendar view unless you set the Start and/or Due dates.
7. Due date: This is the date when the job has to be finished. When you have it set, you can easily tweak your Calendar view to see all your due dates inside the Calendar. This also influences the color of the counters on the job card.
Start and Due Dates are considered either relative or absolute (approximate or firm):
- Relative (default): Set a period of time that is relative to the date the job was created (e.g., start one day after the job was created; finish two weeks after it was created). Note, that you cannot set more than 10 000 units (days/months/years).
- Absolute: Toggle on Absolute dates to set start and due dates from the calendar instead (for example, April 15).
8. Add comment: Leave any useful notes here; for example, something your team members might need to know in order to do the job.
9. Add a wiki page: If you have internal instructions for this kind of job, link them to the template for your team members. For more details, go here.
10. Save & Exit, Save and Cancel: Click Save & Exit to save the template and go back to the templates list, Save to keep your changes and continue editing the template or Cancel to exit without saving.
Customizing Job Names With Shortcodes
While creating a job template, include dynamic data—such as the account name or due date—in the job name. This way, you can easily tell jobs apart by the specific details in their names once they are inside a pipeline and displayed on job cards.
By selecting these shortcodes, you can include any of these details in a job’s name:
- Account Name: the account the job is for
- Account Custom Field: any custom account field
- Creation Date: the date the job is created
- Creation Day: the day the job is created
- Creation Month: the month the job is created
- Creation Year: the year the job is created
- Due Date: the due date set in the job template
- Pipeline Periodicity: the job’s schedule settings in the selected pipeline
- Priority: the priory set in the job template
Here, find some examples of job names with shortcodes and how they would appear in a pipeline:
|Job Name With Shortcodes||What You’ll See in the Pipeline|
|Payroll for [ACCOUNT_NAME], due [DUE_DATE]||Payroll for Otto Mann, due May-12-2021|
|1040, [ACCOUNT_NAME], [PRIORITY]||1040, ACME Corp., High|
|Monthly payroll, [CREATION_MONTH][CREATION_YEAR]||Monthly payroll, May 2021|
Applying Job Templates
Once you have some job templates, you can speed up the process of creating jobs. Job templates are applied either manually or automatically by selecting a default (see below).
To apply a job template manually:
1. Create a new job, described here.
2. Add accounts and indicate the pipeline.
3. Click the Template list to expand it, then select the template you want. Check the template details; edit them if needed.
4. Continue creating the job by clicking Add on the bottom left.
Default Job Template
The default job template is the one that is automatically applied to all jobs that are created inside a pipeline. To set the default job template, click on the pipeline name inside the Pipelines section either from Settings or Workflow.
Once the default job template is chosen, it’s automatically applied...
- ...when a job is manually added to the pipeline.
- ...when a recurring job is automatically added to the pipeline according to the schedule settings. For more details, go here.
- ...when a job is automatically added to the pipeline according to the settings of the client sign-up form. For more details, go here.
Editing Job Templates
To make changes to a job template:
1. Go to Settings from the left sidebar menu, select Templates in the menu bar, go to Jobs, then click either on the job template name in the list or select Edit in the pull-down.
2. Make changes to the job template, then click the Save & Exit button.
Duplicating Job Templates
Create new job templates from existing ones: Click the three dots to the far right of the job template, then select Duplicate from the pull-down. The job template copy will be saved with the appropriate suffix (e.g., Form 940 (2)).
Deleting Job Templates
To remove a job template completely, go to Settings from the left sidebar menu, select Templates in the menu bar, go to Jobs, click the three dots to the far right of the job template, select Delete in the pull-down, then click the Delete button to confirm.