💡 Why and when use task templates

Asana recently introduced the concept of task templates: you can now create, in a project, a list of « task examples » and when creating a task in that project, you can pick from your list of templates.

At first, my reactions was: I don’t really need task templates. And when looking at the feature more closely, I realized there actually were many possible use cases for them!

Here is a list of ideas:

  • :bulb: have a template with a specific set of collaborators, e.g. the entire marketing team

  • :bulb: have a template with a complex description, e.g. list of questions to ask a lead

  • :bulb: have a template with many subtasks that you usually create manually, e.g. steps to write a blog post

  • :bulb: have a template that pre-defined values for custom fields, e.g. pipeline stage for a lead and most common origin and country

  • :bulb: have a template that defines a specific due date based on the creation date, e.g. a bug always has to be fixed within 2 days

  • :bulb: standardize a task for repeated use (thanks @lpb) because sometimes you just want to ensure consistency

  • :bulb: of course the template can mix all those ideas!

Any other ideas?

Side note from @lpb:

assignment in the template task, or subtasks of it, will not result in the appearance of the task/subtask in the assignee’s My Tasks. That won’t happen until instantiaion of the task template into an actual task.

:fr: Version française

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@Julien_RENAUD @Chloe_TEMPLIER_HOPAL @Solene_Verhaeghe @Phil_Seeman @lpb @Jerod_Hillard I’d love your insights! Let’s build a list of all task templates use cases!

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Those are all good uses. I think the main general use case is standardizing a task for repeated use.

It’s worth pointing out that assignment in the template task, or subtasks of it, will not result in the appearance of the task/subtask in the assignee’s My Tasks. That won’t happen until instantiaion of the task template into an actual task. It’s a true template, unlike project templates which cause the assignment immediately.

Larry

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Thanks @lpb , can you double check my edit of the post?

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You’re good @Bastien_Siebman, I’m trying to think of other ideas, but it seems you’ve already identified them all :grinning:

You can also create milestone template, though.

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Hi @Bastien_Siebman this must be done inside a project? I manage all my personal tasks with no project attached so I couldn’t use tasks templates is it ?

This is excellent! For the past few months I’ve been trying to figure out the best way to quickly create tasks for standardized requests, and this fits the bill to a T.

THAT is very interest. I threw in the towel on Project templates becasue it creates a disaster of double counted tasks. So no such issue with Task Templates??? I’ll have to give it a try.

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Great read @Bastien_Siebman. I think you covered everything.

Yes at the moment task templates live within projects. In your case, the trick would be to adapt my concept of task factories and have a project only dedicated to holding those templates.

I am hoping project templates would soon hide tasks from My Tasks, but I don’t have any inside intel. In the mean time, look at F4 on 🔥 Hottest feature requests and their workarounds

Thanks @Marquis_Murray

@Bastien_Siebman - Love your insights. The reason why task templates work beautifully is that not everything in your business is BRAND NEW, so creating task templates is perfect for repeatable processes.

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Here is my list of task templates

  • Blog Post
  • Press Release
  • White Paper
  • Data Sheet
  • New web page
  • DG Email

Here is what would make task templates perfect

  • ability to preset dependencies and pick a targeted start or end date
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Do you know if there’s a way to use task templates in a project other than the project that you created the templates in? My use case is I have template projects for different types of projects, but some tasks are common throughout all those projects (i.e., Project Management tasks). I’d like to easily bring over just the PM task templates into the other project templates.

Hi @Michele_Giorgianni,

Not currently. You can vote for that feature here:

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@Michele_Giorgianni,

This is a bit of a hack, but I tested it and it works. It will be useful if you have Asana Business or Enterprise until there is a more direct native feature in Asana, I feel.

One time only:

  1. Make a project called Task Templates and add sections corresponding to each destination project where you’d like to use these common PM and other task templates
  2. Add one rule for each section with Trigger: Task added to section (this section) and Action: Move to another project (the destination project, and optionally section there)

Add all your common task templates to this project, and continue to add one whenever you think of it.

To instantiate any one of these common task templates in any destination project, just add a task from the chosen task template in this project and in the corresponding destination project’s section. Upon addition, the rule “attached” to that section will re-home the task to the destination project.

Hope that works for you,

Larry

That’s a great Solution/Workaround Larry…

Just to confirm you would need a Business Subscription for that to work wouldn’t you?

Regards

Jason…

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Great catch, @Jason_Woods; I updated my post–thanks!!

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Great one indeed!

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