Projects → User Actions → Manage Templates

Manage Templates

A work item template helps you to quickly create a new work item by applying default values, copying associated documents and logs, and using predefined task plans that are already defined for an existing work item. Template settings can include: work item attributes, documents, task plans, and log types. Templates do not include resource information, such as assignments or allocations.

Templates can also be used in conjunction with workflows as a method for applying business processes. When a template is associated with a workflow transition and that transition is finished, the template settings are copied to the work item. Applying a template as part of a workflow transition will not overwrite or delete anything that is already in the work item.

Adding a work item template

A work item template can help save users in your organization time, by allowing them to quickly create a new work item that is pre-loaded with default values, associated documents and log types, and predefined task plans.

To add a work item template
  1. Open the Projects module.
  2. Right-click and select Manage Templates to open the Manage Templates dialog box.
  3. In the Manage Templates dialog box, click New from Template.
  4. In the New Investment dialog box, select the work item type.
  5. On the Summary tab, name and describe the work item. If your organization has added custom tabs, complete the information required for each of them (if required).
  6. Click Save.

Copying a work item template

You can copy a work item template and use it to create a new work item template, applying default values, associating documents and log types, and using predefined task plans.

To copy a work item type
  1. Open the Projects module.
  2. In the work item tree, right-click and select Templates.
  3. In the Manage Templates dialog box, select the template you want to copy and click Copy. A new template is added to the list as a copy of the original template.

Deleting a work item template

If your organization is not using a work item template, you can delete it.

To delete a work item template
  1. Open the Projects module.
  2. In the work item tree, select a work item, right-click, and then click Manage Templates.
  3. In the Manage Templates dialog box, click Delete.
  4. Click OK.

Editing a work item template

You can modify any work item template.

To edit a work item template
  1. Open the Projects module.
  2. In the work item tree, right-click and select Manage Templates.
  3. In the Manage Templates dialog box, select the template you want to modify, right-click and select the view you want to modify.
  4. Make your changes.
  5. Click Save.

Editing work item template global properties

You can define the security settings for all templates from the Global Template Properties dialog. You can determine who has access to the templates and what they can do with the templates. The security settings for templates, security groups, or users are assigned to specific security roles. The security roles determine the permissions the members of a security group or individual users have for the templates. The Global Template Properties dialog has two views, the simple view and the advanced view. When you open the Global Template Properties dialog, the page defaults to the simple view. To open the advanced view, click the Advanced link on the page. To return to the simple view, click the Simple link in the advanced view. There are two ways you can assign security groups and/or users to security roles. You can assign security groups and/or users to security roles by individual group or user, or by security role. In the simple view, you can only assign security groups and/or users to security roles by group or user. In the advanced view you can assign by group, user, or security role. It is best practice to assign most of your users to security roles using security groups, instead of individually assigning each of your users to security roles. Using groups simplifies the tracking and managing of security role permissions for users.

To edit work item template global properties
  1. Open the Projects module.
  2. In the work item tree, right-click and select Manage Templates.
  3. In the Manage Templates dialog box, select Global Properties.
  4. Make your changes.
  5. Click Save.

Saving a work item as a template

If your organization prefers a particular type of work item, you can save its values, associated documents and log types, and predefined tasks as a template.

To save a work item as a template
  1. Open the Projects module.
  2. In the work item tree, choose the work item you want to save as a template, right-click and select Save as Template.

Viewing a work item template

You can view all of the work item templates that are available in your organization from the Manage Templates dialog box.

To view a work item template
  1. Open the Projects module.
  2. In the work item tree, right-click and select Manage Templates.
  3. A work item template can be viewed from the Manage Templates dialog box.

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