Guests within an organization cannot edit or create task templates.
Task templates make it easy to standardize tasks in your project so you can use those templates to quickly set up the same tasks over and over again. This enables you to create repeatable workflows and saves time, as you don’t have to start from scratch every time you create the same task.
Task templates are only available within projects. However, it is possible to duplicate tasks that are not part of a project.
You can use task templates to set the following details:
- Task type (task, milestone or approval)
- Task title
- Relative due date
- Task dependencies
- All custom fields
- Task description
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You can set the task type on task templates, such that any task created from the template will also be of that task type.
Assignees can be set task templates to help in streamlining repeat workflows.
Relative due dates
Task templates allow for you to set relative due dates. This means that instead of creating tasks that are always due on absolute dates (e.g. Jan 21st), task templates can be created in a a way that their associated resulting tasks have due dates set to any number of days in the future, relative to when the template is created.
Linking task templates to projects can streamline workflows by efficiently organizing templates related to specific initiatives and goals into either lists or boards.
Adding dependencies to task templates will allow for you to mark a task as waiting on another task. This will help teams with collaborative workflows to easily see which tasks they’re waiting on from others so that they know when to get started on their portion of work.
Asana Tip: Subtasks must be added to task templates in order for dependencies to be enabled.
Tags give task templates additional context and also help to group and categorize similar tasks for easy viewing.
Adding attachments to task templates allows for you to attach creative briefs, images, documents, PDFs and more.
How to create a task template
Convert an existing task into a template
To convert a task into a template:
- Click on the three dot icon
- Choose convert task to template
Via the Customize button in your project toolbar
To add a template:
- Click on the Customize button
- Scroll down and select Add template
Editing an existing template
When editing an existing template you will have the option to:
- Mark the template as a task, milestone or approval
- Add a title
- Set an assignee
- Add a relative due date or date range
- Add a project
- Add dependencies
- Edit or set custom fields
- Write a task description
- Add collaborators
- Add subtasks and attachments
- Delete your template
Once you have edited your template details, click Done to save it.
Creating tasks from existing templates
Templates can be used to create tasks using any of the add task entry points within your project. Task templates within a project can be viewed and accessed by clicking on the Add new dropdown or on the + button next to your section headers. This will display an additional dropdown menu with all project relevant task templates.
From the Add new drop-down menu
Using the + icon
Task template tips
- Use "template" or "duplicate me" in the task name, so it’s easy to find using search and so nobody accidentally modifies it.
- Duplicate the task by clicking the ... button in the top right corner of the task, then selecting Duplicate task....
- Make a template task library by creating a "template" tag. Tag all of your template tasks, then favorite the tag, so the list is accessible from your sidebar later.
- Task templates are unavailable on mobile.
- Converting a task to a template closes the original task.