How to create and manage workflow templates
Updated
by
Chris Storms
Create a workflow template
Step 1 — Open the Templates view
You have a dedicated Templates view, in the dropdown under Tasks view and Workflow view
Step 2 — Create a new template
- Click New template
- Enter:
- Template title
- Category (optional)
- Details (optional)
- Files (optional)
Important
You cannot define:
- Employee (“About”)
- Due date
These are defined later when creating the real workflow.
You cannot define:
- Employee (“About”)
- Due date
These are defined later when creating the real workflow.
Step 3 — Save your template
- Click Save
- Or Save and add task
Your template is saved with status: 👉 Template
Add tasks to your template
Step 1 — Click the + next to your template
Step 2 — Add tasks
For each task, define:
- Title (mandatory)
- Owner (optional)
For some tasks the task owner is always the same, and you can define them in the template.
For other tasks the task owner is variable (e.g. dependent on the employee) and you'll define them at the moment you actually roll out the template.
An example :
Take an onboarding workflow.
The task "Prepare access badge" might always have the same owner as it is always the same person doing it, so you might want to define the owner within the template.
The task "30 day checkup meeting" needs to be done by the line manager , which can be different for, every new hire, so you want to define it when rolling out this specific workflow.
For other tasks the task owner is variable (e.g. dependent on the employee) and you'll define them at the moment you actually roll out the template.
An example :
Take an onboarding workflow.
The task "Prepare access badge" might always have the same owner as it is always the same person doing it, so you might want to define the owner within the template.
The task "30 day checkup meeting" needs to be done by the line manager , which can be different for, every new hire, so you want to define it when rolling out this specific workflow.
⚠️ Differences vs normal tasks:
- Owner is optional
- No due date
- No status
Step 3 — Save the task
- Click Save
Manage your template
You can:
- Edit the template (name, description...)
- Add, edit or remove tasks
- Reuse the template as often as needed
👉 Changes to a template do not affect existing workflows
Best practice
- Keep templates simple and clear
- Always define task owners where possible
- Use templates only for recurring processes