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Templates for Tasks & Topics


Selecting & Editing Templates

Templates for tasks and topics allow you to automatically apply recurring content—such as titles, descriptions, categories, or checklists—when creating a task. This saves time during creation and ensures a consistent structure. When creating a task or topic, you can select a template by clicking the "Use Template" icon.



When a template is selected, all the information contained in the template is copied into the new task. The due date and the assignment to meetings and agenda items cannot be copied and must be added manually. The template overview displays all project templates that have been shared across projects or with the user’s team. In addition, all personal templates are displayed. Using the options, you can edit, pin, copy, or delete templates. Pinned templates appear at the top of the list, making it easier to find frequently used templates. You can also search for specific templates using the search function.



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Creating Templates for Tasks & Topics

You can use the "plus icon" to create new templates for tasks and topics. When you use the template, the filled-in fields are carried over to the new entry. Fields that have not been filled in remain blank in the new item and are not carried over.



The following fields can be included in a task/topic template:

  • Template title and optional description
  • Visibility (Project, teams, or Personal) (*)
  • Assignment Titles and Categories
  • Description and Attachments
  • Checklist (for tasks only)
  • Responsible persons and other individuals involved in collaboration (for topics: the person in charge; for information and decisions: the recipient)


(*) Visibility determines who can see the template in the template overview: If set to "Project," the template is visible to all users in the project; if set to "Teams," it is visible to the selected teams; and if set to "Personal," it is visible only to the person who created it.


You can also create templates for model tasks; to do so, first create a new Model task. All users can create personal assignment templates. Project and team templates can only be created by project administrators and project coordinators. For more information, see the following article: Visibility & Permissions for Tasks & Topics.



You can also create a template directly from the options for an existing task or topic. For more information, see the following articles: Editing Tasks, Creating & Editing Topics / Conversations, Creating & Editing Information, Creating & Editing Decisions.



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Creating Templates for Assessment Tasks

Inspection task templates allow you to define recurring inspection procedures in a standardized way and automatically apply them when creating an inspection task. You can create them directly while creating an inspection task. For more information on creating test tasks, see the following article: Reviewing and Approving Documents.


The following fields can be defined in an exam question template:

  • Template title and optional description
  • Visibility (Project, teams, or Personal) (*)
  • Assignment Titles and Categories
  • Description and Attachments
  • Audit procedure: List of audit items, including titles, responsible persons, and due dates
  • Responsible person for the test task

When you select the template, the filled-in fields are carried over to the new inspection task. Fields that have not been filled in remain blank and are not carried over.


(*) Visibility determines who can see the template in the template overview: If set to "Project," the template is visible to all users in the project; if set to "Teams," it is visible to the selected teams; and if set to "Personal," it is visible only to the person who created it.



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Cross-Project Templates

In addition to project templates, it is possible to create cross-project templates for tasks, model tasks, and test tasks. These templates are available to all employees of a company across all projects. The template tasks for companies can be accessed and edited using "Use Template."


Cross-project templates are available only to companies with a Team Package.



Using and editing company templates works the same way as with project templates. For more information on creating templates for tasks and review tasks, see the following sections: Creating Templates for Tasks & Topics, Creating Templates for Assessment Tasks. When creating company templates, you can choose between “Company” and “Personal” for visibility. Company templates can be created by any employee of the company. If “Company” is selected, the template appears in the list for all employees of the company. If “Personal” is selected, the template is available only to the person who created it. Templates can be edited by all employees in the company. For cross-project templates, only the fields that are identical across all projects are available. For example, categories cannot be set because they vary from project to project.



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Updated on: 16/07/2026