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Apply a Template to a Project

By Jennifer Goodsell | Updated

 
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
Note: Anyone with an Account Permission of Collaborator (or higher) who has an Edit Project Permission can apply a template to an existing project. To apply a budgeted template to an existing project, however, you must have at least Project Creator Account Permissions and Edit Financials (or higher) Project Permissions.

How to Apply a Template to an Existing Project

    1. In the left navigation, click Projects and then select the desired project on the Projects page.
    2. In the project workspace, click the Task Tracker tab.
    3. In the Task Tracker toolbar on the right side of the screen, select the Template icon.
      Apply_Template_button.png
    4. 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.
      Apply template.png
    5. 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, a June 1, 2025 start date and a task with 1d entered will set the task's start date as June 1, 2025.
      Date_picker.png
    6. To include weekend days in a task’s duration, click the Treat weekends as work days checkbox.
    7. 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.
    8. To distribute scheduled hours to each assigned task based on the estimated hours in the template, click the Distribute Scheduled Hours checkbox.
    9. 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.
      Map_To_section.png
    10. In the Project Role column, you have the option to select a new role for a team member or unnamed resource on the project.
      Project_Role_dropdown.png
      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.
    11. Click Apply Template. The template is applied to the project and the template's tasks appear in the Task Tracker.
Note: If your template contains circular dependencies, you will be unable to apply the template. For more information, see Task Dependencies in Task Tracker.

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By Jennifer Goodsell
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