Jobs (Basic): Create & Apply Templates
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Create templates to use for specific types of jobs—they’re especially helpful for all your frequently used procedures and when adding jobs to pipelines.
- Creating Job Templates
- Customizing Job Names With Shortcodes
- Applying Job Templates
- Default Job Template
- Editing Job Templates
- Duplicating Job Templates
- Deleting Job Templates
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Creating Job Templates
A job template can be created by a firm owner, an admin or any employee who has access rights to manage templates.
To create a job template, go to Settings from the sidebar, select Templates in the menu bar, open the Jobs tab, then click Create Template.
See below for the details about each numbered section.
1. Template name: Give the job template a name; what you’ll see when you select it. For example: 1040 Return.
2. Job name: This is the name that is displayed on the job cards in a pipeline. The shortcodes add dynamic data— such as the specific account name and due date—to make jobs easily identifiable (see the next section to find out how it work ).
3. Assignees: Select the team member for the job. To learn more about assigning jobs, go here.
4. Priority: Choose the priority level for the job: LOW, HIGH, MEDIUM or URGENT.
5. Description: You can use different text formatting, emojis, bullets, numbered lists and even links here.
6. Due date: Choose whether you want the date to be relative (approximate) or absolute (firm). To select a specific due date from the calendar, toggle on Absolute dates.
7. Add comment: Leave whatever job-specific notes that might be useful here; for example, something your team members might need to know to perform the job.
8. Add wiki page. If you have internal instructions on how to complete jobs of this type, link them to a template.
9. Save: Once you have saved a job template, it is ready to be used in a pipeline.
Customizing Job Names With Shortcodes
While creating a job template, include dynamic data—such as the account name or due date—in the job name. This way, you can easily tell jobs apart by the specific details in their names once they are inside a pipeline and displayed on job cards.
By selecting the following shortcodes, you can include any of these details inside a job’s name:
- Account Name: the account the job is for
- Account Custom Field: any custom account field
- Creation Date: the date the job is created
- Creation Day: the day the job is created
- Creation Month: the month the job is created
- Creation Year: the year the job is created
- Due Date: the due date set in the job template
- Pipeline Periodicity: the job’s schedule settings in the selected pipeline
- Priority: the priory set in the job template
Below, examples of job names with shortcodes and how they will appear in a pipeline:
|Job Name + Shortcodes||What You’ll See in the Pipeline|
|Payroll for [ACCOUNT_NAME], due [DUE_DATE]||Payroll for Otto Mann, due May-12-2021|
|1040, [ACCOUNT_NAME], [PRIORITY]||1040, ACME Corp., High|
|Monthly payroll, [CREATION_MONTH][CREATION_YEAR]||Monthly payroll, May 2021|
Applying Job Templates
Once you have a job template, use it to speed up the job-creation process. Job templates are applied either manually or automatically by selecting a default (see below).
To apply a job template manually:
1. Create a new job as described here.
2. Click the Template list to expand it, then select the template you want. Check the template details.
3. Continue by creating the job. Add accounts and indicate the pipeline.
Default Job Template
The default job template is the one that is automatically applied to all jobs that are created in a pipeline. To set the default job template, click on the Create Pipeline button inside the Pipelines section either from Settings or Workflow. You can also edit an existing pipeline to select the default job template for it.
Once the default job template is set, it’s automatically applied...
- ...when a job is manually added to the pipeline.
- ...when a recurring job is automatically added to the pipeline according to the schedule settings. For more details, go here.
- ...when a job is automatically added to the pipeline according to the settings of the custom client signup form. For more details, go here.
Editing Job Templates
To make changes to a job template:
1. Go to Settings from the left sidebar menu, select Templates in the menu bar, go to Jobs, then click on the job template name in the list.
2. Make changes to the job template, then click the Save button.
Duplicating Job Templates
Create new job templates from existing ones: Click the three dots to the far right of the job template’s name, then select Duplicate from the pull-down menu. The job template’s copy will be saved with the appropriate suffix (e.g., Form 940 (2)).
Deleting Job Templates
To remove a job template completely, go to Settings from the left sidebar menu, select Templates in the menu bar, go to Jobs, click the three dots to the far right of the job’s template name, select Delete in the pull-down menu, then click the Delete button to confirm.