Creating and configuring the template

Manual — Task templates and checklists · chapter 3 of 10

A new template is created in two stages: first the header (name, type, duration, periodicity, technician, non-conformity rules); then the checklist items, on the record (chapter 4). For a ready-made draft, use the AI assistant (chapter 5) and adjust it here afterwards.

New Template

1. Choose in the header the site where the template will live — it is saved in that site.
2. In Knowledge › Templates, click New Template.
3. Fill in at least the Name ∗. Recursive already comes on — uncheck it if the template should apply only to this site. The other fields are in the table below.
4. Click Create Template. Template created successfully appears and the template record opens — now it is time for the items (chapter 4).

Figure 4. New Template filled in for a monthly inspection: the name, the header site with Recursive on (the default), the category Preventive maintenance — Data Center, 2 hours, the technician Emily Carter, the periodicity Monthly and, in Options, the type Task with Generates Non-Conformity = Yes.

1. 1Template Data: Name ∗, Content and Comments.
2. 2Site (the header one) and the Recursive button, which already comes on.
3. 3State (Active) and Private.
4. 4Classification: Task Category (with the +), Duration, Technician and Periodicity.
5. 5Options: Template type, Generates Non-Conformity, Section Inspection and Group NC.
6. 6Create Template.

What each field does

Field	What it is for	Where it takes effect
Name ∗	the name everybody will search for. Start with what sets it apart: “Monthly infrastructure inspection — Data Center”, “L3 — UPS start-up and energization”	list, selectors, title of the checklist and of the PDF
Content	the description of the job: scope, standard, precautions	becomes the task description when the template is chosen; in Automatic Scheduling, the description of the generated ticket
Comments	internal note for whoever maintains the template	only on the record
Site and Recursive	the template’s site (the header one at creation). Recursive = the template also appears in the sites below. It comes on in every new template; uncheck it for the template to stay only in its own site	list and selectors (chapter 2)
State (Active) / State	Active or Inactive	see the note below
Private	Yes = the task created with the template is private	task
Task Category	groups the templates	Category column; goes to the task created with the template — when the ticket is opened, in the ticket’s Tasks tab and in Automatic Scheduling
Duration	the expected task time (from 15 min to 8 hours). A duration outside the list — for example, the AI assistant’s — appears in minutes	task (expected time and end); planned hours of Automatic Scheduling
Technician (when editing, By (Technician))	the suggested technician	task technician; owner of the NCR generated by the checklist (chapter 8)
Periodicity	from Daily to Annual, or Custom with Every how many days? (1 to 365). The screen shows it in the viewer’s language; the stored value is the same in any language	only templates with a periodicity enter Automatic Scheduling (chapter 6)
Template type	Task, Audit, Equipment, APR, PT (Work Permit) or Safety inspection	decides on which screen the template is offered (chapter 6)
Generates Non-Conformity	Yes = non-compliant items become NCRs when the task is finished	chapter 8
Group NC (when editing, Group Non-Conformities)	Yes = one NCR per task, with all the items; No = one NCR per item	chapter 8
Section Inspection	Yes = whoever executes can repeat each item (Add section) — one stretch, one floor, one circuit at a time	execution on the web (chapter 7)

Warning

There is no way to delete a template. To take a template out of circulation, change its State to Inactive. Today Inactive marks the template in the list and removes it from the AI assistant’s suggestions, but the task, audit, APR, PT, inspection and Automatic Scheduling selectors still offer the template — warn the team or change the name (for example, “DO NOT USE — …”).

System rule

Periodicity and Template type can be changed at any time in Edit. The change applies to what is created afterwards; what already exists (scheduled tickets, audits, APRs) does not change type.

The template record

Figure 5. The record of Monthly infrastructure inspection — Data Center: the header with the number, the state, the site, the technician, the category, the periodicity, the items and the executions; the cards, the Type Distribution and the tabs.

1. 1Name, #id, Active, type badge (here Task has no badge), 📍 site, 👤 technician, 📂 category, 🔁 periodicity, N items, N runs.
2. 2PDF preview and Edit.
3. 3The Items, Sections, Executions and Types cards.
4. 4Type Distribution — how many items of each type.
5. 5The Checklist Items, Preview, Materials and History tabs.

• Executions counts the ticket tasks that use the template (deleted tickets do not count). Audits, APR, PT, inspections and equipment checklists are not included in this count.
• Sections counts the items of the Grouping type (the titles that split the checklist).
• Edit only appears for those with Edit in Task Templates in the template’s site; without that right, a template from another site shows Read-only (inherited). The tab buttons follow the same rule (chapter 4).

Editing the header

Figure 6. Edit Template: the same fields as New Template, except the site. Save stores the changes and records each changed field in the History.

1. 1Name, Comments and Content.
2. 2Task Category, Duration and By (Technician).
3. 3Periodicity, Recursive, Private, State and Template type.
4. 4Generates Non-Conformity, Section Inspection and Group Non-Conformities.
5. 5Cancel / Save.

The site does not change after creation — there is no way to change the site, not even on the record. To have the template in another site, clone it with the header on the destination site (chapter 2).