HaloITSM

HaloITSM Guides

Documentation to assist with the setup and configuration of the HaloITSM platform

Guides > Project Templates

Project Templates

In this lesson we will cover:

- How to create a new Project Template

- How to add To-Do Lists and Tasks to a Project Template

- How to add Child Tickets (Project Tasks) to a Project Template

- Adding Creation Rules to Child Templates

- Setting The Child Template to a Read Only State Before Creation

- How to apply a Project Template to an existing Project

- How to apply a Project Template to a new Project

- How to create a Project Template from the new Project creation screen

- Linking Articles to a Project Template


Associated Admin Guides:

You can create Project Templates that will apply a list of defaults, values, a To-Do List and Child Tickets (Project Tasks) that will be applied to the project when selected.


Creating a new Project Template


You can create these templates by going to Configuration > Tickets > Templates > New


Fig 1. Creating a new Ticket Template

 

The 'Group' presented in Fig 1 is used as a means of grouping different Ticket templates - over time the list of templates will grow to be rather large & will compose of various types of work (Projects, Requests etc.) so it is advised that you group these templates accordingly.


Note: New template groups can be created via Configuration > Advanced Settings > Lookup Codes, then adding to the entity 'Auto Request Groups', all that is required is the name of the new group when adding to the list.


Fig 2. Creating new Ticket Template Groups


You will need to set the Ticket Type under Values to be the same as your Project Ticket Type. It is important to make sure it is a Ticket Type that is ITIL Type: Project and Project Hierarchy: Project, or else this will not be a project template. You can further configure all the defaults for this Project Template under the values tab. 


Adding To-do Lists and tasks


Under the To-Do List tabs, you can create a new To-Do list by selecting the “Add an Ad-Hoc To-Do Item” and typing in the name of the new Task & clicking save. You can also create To-Do List Groups which are better explained in Creating Projects. To-Do Items can also be restricted to certain customers if you add them to the customers table on the below modal window.


Fig 3. Add/Edit To-Do Item


Alternatively, you can copy another Templates' To-Do List by selecting the “Add a To-Do List from a template” and selecting the template you would like to copy.


Add Child Tickets (Project Tasks) to a Project Template


The last tab is to create Child Tickets (Project Tasks) that will automatically be created upon raising a Project with this template applied. You can do this by clicking on the add button and adding an existing Child Template or creating a new Child Template.


Fig 4. Add Child Template Screen


After creating the child template it will populate in the table, from here we can click in to edit the child template, or we can add creation rules (rules to decide what will make the child template create):

Fig 5. Child Template Added to The Table


Adding Creation Rules to Child Templates


Clicking into the "Rules" add button, we can configure the rule which will allow this child template to create. When "Create after closing another child" is selected, there will be an option to select the task that needs to be completed for the next one to open. You can also have a read only option, which is explained further down this lesson.


Fig 6. Creation Rules


The other option is clicking edit on the child template, this will give the options for configuring the child template (the same options as the parent template).


Fig 7. Child Template Configuration


Setting The Child Template to a Read Only State Before Creation


After clicking edit on a child template, there will be a option for "Create in a read-only state" under the values tab, when this is enabled, no actions will be available until all Unlock rules have been met. Unlock rules are configured in the rules section of the table. The idea is that you can make future tasks read only until they have been unlocked, the unlock having to a meet the condition of the current task being completed.


Fig 8. Adding a Child Template and Setting it to a Read Only State


Fig 9. Setting the Unlock Rule


I have now added the unlock rule. So to recap I created two child templates "Assess Existing Hardware and Software" and "Deploy New Hardware". The Deploy template was set to read only and then I made sure to SAVE the table so that it updates. After saving it, I can then add the unlock rule to the deployment template which states that the hardware must be assessed before the deployment task is unlocked. You could set multiple rules such as having a specific custom field populated, i.e. if the custom field on the project has a single select field that can be populated with "New Hardware Required" then we could set this dropdown being selected as a creation rule of type unlock rule.


Alternatively, you can change the Ticket Template entity to 'Child Template' from the template list screen:


Fig 10. Ticket Template Entity Selection


How to apply a Project Template to an existing Project


To apply the new template to an existing Project, you can go to the three dots in the top RHS and click on Apply a Template.


Fig 11. Apply a Template


How to apply a Project Template to a new Project/How to create a Project Template from the new Project creation screen


To apply a Project Template to a new Project, you can click 'Apply Template' on the new Project screen.


Fig 12. Applying a Ticket Template via the new Ticket Screen


Fig 13. Creating a Template From The New Creation Screen


Then applying the template I created by saving the template from this above new ticket screen it will inherit things like the target date, the priority, the agent (Distributing Tickets: Intelligent Routing).


Note: The Budget Table and the emails were not carried through, these would likely be different for other projects anyways.


Fig 14. Option Appears To Clear The Template If One Is Applied


Linking Articles to a Project Template


Another valid point to make about creating child tasks is that we may want to add an article.

Fig 15. Linking a Knowledge Base Article To The Template


A Knowledge Base Article can be added to the template, for example an article called "Generic Hardware Assessment Procedures" could be linked to this project task for engineers to use.


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