Task Template fields

The fields of the task template form are listed below and recommendations on how to use each of them are provided.

Theme

A short description is entered in the Theme field, which is copied to the Theme field of the new task when it is created based on the template.

Disabled

The Disabled checkbox is set if the template no longer needs to be added to any workflow template.

Instructions

The information is entered in the Instructions field, which is copied to the "Instructions" field of the new task when it is created based on the template. It is possible to use basic text formatting in this field.

Comment

The information is entered in the Comment field, which is copied to the Comment field of the new task when it is created based on the template. It is possible to use basic text formatting in this field.

Copy comments to workflow

The Copy comments to workflow checkbox has a slightly different name in the task template editing mode - "Copy default comments to workflow". This checkbox is enabled if the "Copy comment to workflow" checkbox should be enabled by default for tasks created based on a template.

Comments field

The Comments field specifies whether the comment field should be present and mandatory or optional. Depending on the value of the Category field in the task, the following options are possible: Empty - the comment field is missing if this is a matching task; for other tasks, the comment field is optional. Hidden - the comment field is unavailable if this is a reconciliation task. You cannot add attachments on the self-service portal. Optional for approval - For approval tasks, the comment field is optional. Required for approval - For approval tasks, the comment field is mandatory. Optional at completion - when completing tasks of the categories "Risk and Impact" or "Implementation", the comment field is optional. Required at completion - when completing tasks of the categories "Risk and Impact" or "Implementation", the comment field is mandatory. Required, except for "Registered" and "Assigned" - for automation tasks, the comment field is mandatory, except when the task status is "Registered" or "Assigned".

UI Extension

In the UI Extension field, select UI extension, which is added to the task when the template is applied to it.

Category

In the Category field, a category is selected, which is copied to the Category field in the new task when it is created based on the template.

The supplier is not responsible

The Supplier is not responsible checkbox is set if the SLA clock should be stopped for requests related to the workflow of this task, while the space is not responsible for the period of activity of this task.

Influence

The Influence field selects the influence level, which is copied to the Influence field in the new task when it is created based on the template. Please note: the level of influence is specified for service instance. Degradation of a service instance means that some of its non-core functions are not working, the response time of the service instance is slow, or the backup capabilities of the service are unavailable (for example, in case of server failure), even if the use of the service instance is not affected. An instance of the service is down or unavailable if any part of its core functionality is down.

Purpose

Team

In the field The Team is selected by team, which is copied to the field The Team in a new task when it is created based on a template.

Member

In the field Member selects persons, which are copied to the field Member in a new task when it is created based on a template.

Skill Pool

If the value “Matching” is set in the "Category" field, then Skill pool is selected in the Skill Pool field, which is copied to the "Skill Pool" field in the new matching task when it is created based on the template.

Matching

In the Matching field, select the persons who become matching persons in the new matching task when it is created based on the template. The Matching field is only available for task templates with the Matching category.

Required approvals

The Required Approvals field specifies the number that is copied to the Required Approvals field in the new approval task when it is created based on the template. The Required Approvals field is only available for task templates with the Approval category.

Workflow Manager

The Workflow Manager checkbox is set if a new task created based on a template is assigned to the person selected in the Manager field in the workflow to which the task belongs.

Service owner

The Service Owner checkbox is set if a new task created based on the template is assigned to the person selected in the Owner field in service related to the workflow of which the new task is a part.

Initiator (Requester)

The Initiator checkbox is set if a new task created based on the template is assigned to the person selected in the "Requested for" field in the request for which the workflow is being created. The Initiator checkbox is only available for task templates with the Approval category.

Initiator's Manager

The Initiator Manager checkbox is set if you need to select the initiator manager in the Matching field in a new task created based on a template. The initiator is the person for whom the request is registered (requested for) and a workflow is being created, of which the task is a part. The initiator's manager is the person selected in the Manager field in the person record. If this field is not filled in or a person who does not have the appropriate rights is indicated in it, then the person selected in the "Manager" field in the initiator's organization record becomes the initiator's manager. The Initiator Manager checkbox is only available for task templates with the Approval category.

Manager of the initiator's business unit

The Initiator's Business Unit Manager checkbox is set if a new task created based on the template is assigned to the person selected in the Manager field in the business unit to which the organization belongs, associated with the person selected in the Requested For field in the request for which the workflow is being created. The Initiator's Business Unit Manager checkbox is only available for task templates with the Approval category.

Supplier

In the Supplier field, the supplier organization is selected, which is copied to the Supplier field in the new task when it is created based on the template. This field is used if an external organization will participate in the tasks created based on this template.

Planned duration

The Planned Duration field specifies the time that is copied to the Scheduled Duration field in the new task when it is created based on this template.

Planned efforts

The Planned efforts field indicates the time spent by the participant on completing the task created based on the template. For the approval task template, this field is available for each approving person and each role (for example, workflow manager and service owner).

Round-the-clock work

The Round-the-clock operation checkbox is set if the same checkbox should be set by default for tasks created based on this template.

Default effort class

In the Default Effort Class field, select one of the effort classes associated with the timesheet settings of the organization to which the person who selects the value in this field belongs. If you select the default effort class in the template, then in the task created based on this template, after entering the value in the Time Spent field, this effort class will be set by default in the Effort Class field. This is true provided that the person registering or updating the task belongs to an organization that uses timesheet settings that include this class of effort.

Mark as urgent

The Mark as urgent checkbox is set if a new task created based on the template should be marked as urgent.

Relationships

Service Instances

Using the Service Instances field, you can select service instances, which are copied to the Service Instances field of the new task when it is created based on the template. The Service Instances field is only available for task templates with the Implementation category.

Configuration items (CI)

In the Configuration items (CI) field configuration items (CI) are selected, which are copied to the Configuration items (CI) field in a new task when it is created based on a template. The Configuration items (CI) field available only for task templates with the “Implementation” category. The field remains hidden if you haven't registered it yet.

Request generation

Request template

In the Request Template field, select request template, which is used to create a new request when starting a task based on the template.

Service instance

In the Service Instance field, an instance of the service is selected, which is applied to a new request created when starting a task based on the template.

Workflow templates

Workflow templates

The Workflow Templates field lists all the workflow templates that include the task template.