Project Templates are a quick way to automatically populate a number of the settings in the New Project dialogue box. Having Project Templates provides a shortcut to create a Project with pre-populated information such as a project naming convention, a description, tags so the Project is easily found, and a Project Owner - the person to be responsible for initiating the project, contracting it out and tracking its’ outputs.
Use Project Templates to create Projects quickly without having to enter repetitive data every time.
Creating a Project Template
To create a Project Template, click on the Cog in the top right of the screen, followed by Project Templates.
Clicking the Plus button will open the New Project Template dialogue box.
New Project Templates can also be created from the Project Screen by clicking the Plus button and selecting Create Template.
At its most basic level, the only information ConceptShare needs to be able to create a new Project Template is a Name.
You will want to enter information that will be common, or repetitive across numerous Projects as you set up your new Project Template. Clicking More Options in the New Project Template dialogue box will allow you to enter more detail for your template.
Depending on your screen size, you may have to scroll to see all of the fields you can complete.
Name: This is the name you wish ConceptShare to use for your Project Template. You should ensure that the name is unique, so you can easily identify your project, and it can also contain information such as Job Number or Job ID. (required)
Description: Entering a description for your Project Template allows everyone to see clearly and quickly what your project is about. This field can contain whatever information you need to communicate the purpose of your project.
Tags: Tags are a quick way to classify your Project and help you to search for them. Examples might be tagging all of your video projects with “Video” or all of your projects for a specific client with their name. To enter a Tag, simply click in the Tags field, type the name of the tag and hit the “Enter” key. Tags can also be deleted by clicking the small “x” next to the tag name.
Owner: The Owner is most often the person with responsibility for ensuring the Project gets completed on time. By default, the Owner will be set to the person creating the Project, but you can change this by clicking the small “x” to the right of the name and entering the name of the new Owner. (required) This person will be automatically added as a resource on the project with the role of Project Administrator.
Phase Group: Is the collection of Phases that are applicable to this Project. For more information on creating Phases and Phase Groups please review Job Aid: Phases and Statuses.
Phase: Phases are provided to allow you to track the progress of your Project in greater detail. This drop down will display the available Phases in the Phase Group.
Custom Forms: This option is only available in the Enterprise Edition of ConceptShare. This will provide a listing of all currently created Custom Forms for the various object types and allow you to place a checkmark beside the ones you wish to have applied to Projects created from this Template.
Workflow: Again, this option is only available in the Enterprise Edition of ConceptShare and it allows you to apply automated processes to your Project. Workflows are triggered by the Status of a Project being set to In Progress. Workflows will be covered in detail in a later Job Aid: Workflow Templates
After you have set the options you need you can click the Save button to create your Project Template.
Viewing and Editing Project Templates
The Project Templates dashboard allows you to see a list of all Project Templates that have been created. It also allows you to perform some basic administrative tasks to your templates.
Selecting the check box to the left of a single Project Template and then clicking the Actions button allows you to Editor Delete the template.
Edit: Takes you to the Edit Project Dialogue Box where you can change all of the same information you did in the New Project Template Dialogue Box. The only exception is that you cannot change the automated Workflow setting once a Project Template has been created.
Delete: Selecting this will remove the template and all of its contents from ConceptShare. This can not be undone, so make sure you are confident that you no longer require the template before selecting Delete.
You have now created a Project Template in ConceptShare and you can begin to quickly create Projects with standardized, pre-populated information.
Frequently Asked Questions
Why can I not pre-populate the values of a Custom Form in a Project Template?
A template is not meant to pre-populate forms for you. It is designed to auto-add the form for you. Nothing will be filled out until you actually create the project using the template.