Account Permissions Needed: Project Creator (or higher)
Project Permissions Needed: Edit Tasks, Edit Time and Expenses, Edit Financials, or Project Administrator
Overview
With Kantata OX, you can apply a template that contains commonly repeated tasks, assignments, and other information to an existing project. This saves you from having to manually add identical information to your projects repeatedly.
When you apply a template to an existing project, you also have the following resource mapping options:
- Add a new unnamed resource to the project
- Map a resource to a current project team member
- Invite other account members to the project
- Change a resource's project role
How to Apply a Template to an Existing Project
- In the left navigation, click Projects and then select the desired project on the Projects page.
- In the project workspace, click the Task Tracker tab.
- In the Task Tracker toolbar on the right side of the screen, select the Template icon.
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In the Apply Template modal, click the Select a template to use field and then select a template from the list. The Resource section appears below.
Note: Only templates you have access to see will appear in the Template drop-down. If the selected template contains circular dependencies, you will be unable to apply the template. -
Select the Start Date that tasks in this template will be based on. By default, today's date is selected.
Note: When creating a template, you can indicate the number of days into a project that a task will start, based on the selected Start Date. For example, aJune 1, 2025start date and a task with1dentered will set the task's start date as June 1, 2025. - To include weekend days in a task’s duration, click the Treat weekends as work days checkbox.
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To convert any template checklist items to To Do cards, click the Convert checklist items to To Dos checkbox.
Note: If needed, you can still add checklist items to tasks after the template is applied. - To distribute scheduled hours to each assigned task based on the estimated hours in the template, click the Distribute Scheduled Hours checkbox.
- In the Resource section, use the Map To column to map to a brand-new unnamed resource, a current unnamed resource on the project, a current project team member (named resource), an External Member, or an account member who is not currently on the project.
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In the Project Role column, you have the option to select a new role for a team member or unnamed resource on the project.
Note: You are unable to change the role of someone who is already participating in the project from this modal. You can reassign a current team member's role on the project’s Rates & Roles page. -
Click Apply Template. The template is applied to the project and the template's tasks appear in the Task Tracker.
NOTE
Task settings behave in the following ways when a template is applied to an existing project:
- When applying a non-budgeted template, the newly created tasks will be billable or non-billable based on the Task Default in the project settings.
- When applying a budgeted template, the newly created tasks will be billable or non-billable based on the template settings.
- Task privacy settings in templates are respected, even if Set all new tasks to private is selected in the project settings.
Comments
3 comments
This article has been updated to include a video.
This article has been updated to include additional permissions information.
This article has been updated to include information on expected behavior for applying templates with Private Tasks.
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