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Create Project Templates and Frameworks

Create reusable project templates that pre-configure new projects with custom fields, default roles, work packages structure, and organizational defaults. Templates accelerate project setup and ensure consistency across projects.

Audience

This guide is designed for system-admin.

Steps​

Step 1: Navigate to Project Templates​

From Organization Settings, click Project Templates in the left menu. This shows all templates available for creating new projects. Templates are frameworks that pre-configure projects with your organization's standards.

Navigate to Project Templates

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Templates save time when creating new projects by pre-configuring common settings.

Step 2: Understand template components​

Project templates can include: custom fields (which fields are used), default roles (which roles are available), work package structure (predefined phases or packages), document templates (reports to generate), team structure (predefined team members/roles), and default settings (naming conventions, etc.).

Understand template components

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Not all components are required - templates can include just the parts you need.

Step 3: Create a new template​

Click Create Template. Enter the template name (e.g., "Standard Building Project", "Highway Project", "Refurbishment Project") and description. Select the project type this template is for (Building, Infrastructure, etc.). Templates can be for specific industries.

Create a new template

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Create templates for your most common project types to save setup time.

Step 4: Select custom fields for template​

In the template editor, check which custom fields should be included in projects using this template. Select fields relevant to this project type. Unselected fields won't appear in projects using this template, but can be added later by project admins.

Select custom fields for template

tip

Including too many fields clutters the UI; include only relevant ones.

Step 5: Assign default roles​

Select which custom roles are available in projects using this template. All selected roles can be assigned to people in the project. You can also set a default role that's suggested when adding people.

Assign default roles

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Projects can add roles not in the template if needed, but defaults save configuration.

Step 6: Create work package structure​

Optionally define a standard work package structure: Design Phase, Tender Phase, Construction Phase, etc. This creates a predefined hierarchy when the project is created. Projects can modify this structure later.

Create work package structure

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Predefined structures are especially useful for standardized project types.

Step 7: Add document templates​

Select which document templates should be available in projects using this template. These are templates for generating reports (organizational charts, stakeholder reports, etc.). Projects can add more templates later.

Add document templates

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Include templates for documents commonly generated on this project type.

Step 8: Define default team structure​

Optionally pre-define the default team for this project type: Project Manager, Site Manager, Safety Officer, etc. When creating a new project, these roles can be auto-filled, and project admins just need to assign people.

Define default team structure

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Default team saves configuration time but can be modified per-project.

Step 9: Configure naming conventions​

Define naming conventions for this project type: How task codes are formatted, how documents are numbered, how folders are organized. These defaults appear in new projects and guide users on naming standards.

Configure naming conventions

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Consistent naming makes projects easier to navigate and organize.

Step 10: Set organization defaults​

Configure other project defaults: Default currency, default language, default timezone, default access levels, default notification settings. These apply to all projects using this template.

Set organization defaults

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Defaults can be overridden per-project if needed.

Step 11: Create project from template​

When creating a new project, users select a template. The project is auto-configured with all the template settings: fields, roles, structure, documents, and defaults. Users then only need to add project-specific information.

Create project from template

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Using templates reduces project setup time from hours to minutes.

Step 12: Update templates over time​

As your organization evolves, update templates to reflect new standards. Changes apply to new projects created from the template; existing projects keep their original configuration but can manually adopt template changes.

Update templates over time

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Maintain templates regularly to keep them aligned with organization practices.

Video Tutorial​

Last updated: 2025-12-08