Content:
1. What is a card template?
2. How to create a card template?
3. How to configure a card template?
4. How to edit, copy or delete a template?
5. How to apply a template to your card?
6. How to set up a default template for a board?
1. What is a card template?
You have to be an Account Owner or a Workspace Manager to be able to create and manage card templates in your Workspaces and boards.
Templates are applied to the Kanban cards.
Users apply them to quickly create complex card structures with predefined properties (card fields) and subtasks. This facilitates everyday work with the system and streamlines teams' processes.
2. How to create a card template?
Card Templates are created and managed from the Workspace and Boards Settings panel.
Create a template via the Workspace or Board Settings:
Step 1:
Go to the Dashboard of your account and select:
- Workspace settings to display the settings menu and then select "Manage boards". You can use a shortcut and select the "Create Template" option.
OR - Board Settings to display the respective settings menu. Then select "Board settings" and go to Templates.
Step 2: In the "Workspace and Boards Settings" panel, select the Templates tab. The dedicated panel provides a convenient overview of all existing templates (see the arrows) and the respective boards that they belong to.
Step 3: Click the ADD NEW TEMPLATE plus button to create a New Template.
Step 4: Enter the template name (1) and provide a description (2) (This is optional).
The system automatically adds the template to all boards in the respective Workspace (3).
Tip: You can also add the template to boards that belong to a different workspace.
If the template is not applicable to some of the boards, you can easily deselect them. Just click 'x' on the board you want to remove.
Important: If you create a new board in the respective Workspace, it will automatically obtain the existing templates. Now you're ready and can Continue.
Step 5: The system brings up a standard Kanban card. Select and save the properties that will be constant for the cards for which the template will be applied. This will cut the time it takes to set up all the properties every time when a new card is created.
Step 6: The template you create will be added to the Templates dedicated panel. It instantly becomes available in the Templates field of all cards in the selected Boards.
Create a template from an already existing card:
Step 1:
Create the desired card that you want to make into a template. After you create it, you can save it as a template from here:
Step 2:
The details of the template can be adjusted from the menu:
Important:
- When a card is created from the template, subtasks will be populated as unfinished and will be assigned to "None"
- When a card that has a multi-level hierarchy is saved as a template, only first-level parent and child card links will be populated when generating a card from this template.
- When a card is created from the template, all standard and custom fields will be included. If a custom field is not available on a board where the card is generated, the custom field will be ignored and will not be applied to the newly created card.
3. How to configure a card template?
When the system brings up the blank Kanban card, select, fill and save the properties that will be constant for the cards for which the template will be applied. This will cut the time it takes to set up all the properties every time when a new card is created of the same type.
Here are the different types of configurations you can apply to a template:
- set up the title and description of the card
- decide on the priority of the card
- customize the color of the card
- add an external link
- select custom fields, relevant to the card
- add subtasks
- put in tags
- create and link a parent/child/relative/successor/predecessor card*
- and add any other field that you consider appropriate
*Only applies for newly created cards - card links cannot be transferred when applying the card to an already existing card.
After finishing your configuration, click the "Save Template" button on the card and the Template will be created.
4. How to edit, copy or delete a template?
In order to modify an already existing template, use the three dots icon to the right of each template, and choose the respective desired action:
Select the Edit option in order to edit the name, description, and boards on which the template is applied.
If you want to edit any of the template properties (card fields), you have to select Settings or click the template name to open the actual template and modify it.
If you would like to copy a template from one workspace to another, select the Copy option and choose in which workspace should the template be copied to. Templates are usually stored on workspace level but can be copied between workspaces, regardless if the template is available on a team workspace or a management workspace.
After a template has been copied to another workspace, you would need to manually select the boards (from the new workspace) on which the template would be available.
To remove a specific template from a workspace, simply choose the Delete option.
Note: If custom fields in the copied template are not present on the new board, the first time a card with this template is created on the new board, you will be prompted to enable the custom fields for the board or to use the template without them.
5. How to apply a template to your card?
For the everyday work in the system, the templates you create become available as a selection in every card. To apply a template, use the template-icon of a new or an existing card and select the template you want to apply from the dropdown list.
Every time, when you create a card and select the template -> the newly created card will get the properties that are selected during the initial template configuration.
When you apply the template to the card you have the choice to either apply all predefined properties or remove some of them. Subtasks and custom fields will be merged with the existing ones.
If you want to preserve the current value of any of the card fields, unselect it from the fields list.
Click "Apply" to load the template and the card will convert to the desired complex structure.
6. How to set up a default template for a board?
Users with the 'Edit Board' permission can set up a default template for a board if the board is designed for processing a specific group of cards. As a result, every new card, created on the board/workflow/lane automatically gets the template's predefined design and structure.
Important: This configuration is a board-level setting and will affect all cards created on the board, by anyone with permission to create cards.
The user can set up a default template from the Board sidebar to the right side of the respective board interface. Select the "Board Policies" icon and click on the default template option for the board/workflow/lane.
Use the "Default template" dropdown menu and select the template that you want to make the default one for the board. It will now show up in the board policies window, as the default template and will be the template every new card on the board/workflow/lane is created from unless it is specifically changed by the user that is creating the card.
Alternatively, the user can set up a default template from the Board editor from the top of the board interface. From there you have to select the Default templates from the left menu and then further narrow down the location where the cards with this template are to be created using the Lane and Workflow pills.
