When should I create a reusable process template?

Reusable processes templates are ideal for any process that repeats. For example: occasional onboarding, inspections, and content approvals, or regularly scheduled processes like monthly accounting, quarterly reviews, and daily operations checklists.

The Template Library is home to the reusable process templates for which you are an author as well as those created and shared by others in the organization.

With Templates it's best to assign tasks to Roles, and set due dates as variables and relative due dates. That way each time you need to kickoff a new process, you can assign people to roles and set the key dates for the process. 

To create a new process from a template, open the template, then click CREATE NEW PROCESS FROM TEMPLATE. Next, configure the roles and key dates, then press START. As soon as you do anyone who has new pending tasks in the process gets notified and can discover the work that needs to get done in their My Assignments view within TeamworkIQ.

When should I create a one-time use process or checklist?

Sometimes the work that needs to get done is not part of a standard process. For example, a client asks for a special project to be done. When that happens simply choose "Blank checklist" from the New... menu in TeamworkIQ, then outline who needs to do what. It's the same process as creating a template, but you're creating a one-time use process instead. That also means you can assign tasks directly to people and set specific due dates simply by typing a date.

Can I turn a one-time use process or checklist into a reusable template?

Yes. While viewing the one-time use process or checklist click the ... menu and select "New template from checklist". You may want to change replace the assignees with roles, and the static due dates with dynamic ones to get the most flexibility and reuse out of your new template.

Best Practices: reusable templates vs. single-use checklists

Whether you are creating a reusable process template, or a one-time use checklist, the steps are mostly the same. However, there are several important differences.

When creating reusable process templates:

  • A template can be used to create many checklists with slightly different details. You should probably use variables like {customer-id} that can be set to different values each time you create a checklist from the template.  
  • In a template, assign tasks to Roles like @New Hire. Each time you create a checklist from the template, you can assign these roles to different people.
  • Most due dates in a template should be relative, e.g. 7 days after {hire-date}. Each time you create a checklist from the template, you can set variables like {hire-date} to different dates and times.

When creating a single-use checklist or process:

  • A single-use checklist or process is intended to be used only once. You might simply include the details in the task text. You can still use {variables}, however, to make it easier to edit key details later.
  • In a checklist, you could assign tasks directly to individual users. You could also assign tasks to @Roles to improve readability and facilitate later reassignment of tasks. 
  • In a checklist, you may set due dates directly to specific dates and times. You could also set due dates relative to {variables} to improve readability and to simplify schedule changes. 

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