Overview
Task Templates let you build reusable, prebuilt tasks—complete with descriptions, stage-change automation, and checklists—so your team doesn't have to retype the same task details every time. Templates are managed in Company Settings and can be used manually or pulled into a workflow.
How to Access
Navigate to Company Settings.
Select Tasks from the left-hand navigation menu.
Scroll to the Task Templates section.
This is where you can create and manage all your templates.
Mention Tasks Settings
At the top of the Tasks settings page, you'll find the Mention Tasks section:
Create a single task when multiple users are mentioned – When checked, mentioning multiple users in a note creates one shared task instead of a separate task for each mentioned user.
Creating a Task Template
You can add as many task templates as needed. Each template can include:
A custom name to identify the task.
An optional description for clarity.
Variables for dynamic content, within a workflow.
Note: Variables will only work when the task template is used within a workflow. If used manually to create a task, variables will not populate dynamically.
Key Features of Task Templates
1. Stage Advancement on Task Completion
Each task template includes an Automation: Stage Change On Completion field, which lets you automatically advance the project to a stage once a task is completed. By default, this is set to Don't Move Stage.
Example:
Task Template: New Inspection Checklist
Automation set to: Creating Quote
Once completed: Project automatically moves from Inspection Scheduled to Creating Quote.
This saves time and ensures consistency in project progression.
Warning: Changing the project's stage can trigger other automations. Only use this setting for specific tasks where you definitely want the project's stage to change on completion.
Please Note:
If the task is associated with a project, marking the task complete will change the project's stage to the one selected here.
This applies to any tasks created from this template.
If you change the stage setting after tasks have already been created but not yet marked complete, those tasks will use the updated stage once they are marked complete.
2. Built-In Checklists
Each task template can include a custom checklist. To add an item, type its name into the Enter Item Name field and press Enter or click Create. This checklist helps ensure that all necessary steps are completed before the task itself is marked as done, making it easier to manage quality control and accountability.
Best Practices
Use templates to standardize common tasks like inspections, follow-ups, or quotes.
Leverage variables in workflow settings for personalization.
Make full use of checklists to ensure thorough task completion.
Combine task templates with automated stage movement to streamline project workflows.
See step-by-step guide here.
Need Help?
If you encounter difficulties or have further questions, contact our support team at support@proline.app or through the chat in the lower corner of your screen. We're here to help you with any issues or concerns.