Overview
Task templates are crucial for streamlining and automating your workflow. They allow you to create a predefined set of tasks that can be automatically applied to loans, ensuring that nothing is overlooked. Templates help maintain consistency across different loans or products, reduce manual work, and ensure that the right tasks are assigned to the right people based on their roles.
Using task templates in automations saves time, minimizes errors, and allows you to focus on more critical aspects of your work, improving overall efficiency and productivity.
1. Create New Template
To create a new task template:
Navigate to Templates: Go to the Tasks section on the left menu and select Templates.
Create Template: Click on the Create Template button.
Set a Name: Enter a name for the template (e.g., “Underwriting Checklist”).
2. Change the Name
After clicking on Edit Template, you'll be prompted to name your template.
Enter Name: Provide a descriptive name that reflects the tasks within this template (e.g., “Processing Tasks”).
Save: Click Save to confirm.
3. Edit a Template
To edit an existing template:
Access Template: Select the template from the list that you wish to edit.
Modify Content: You can change the template’s name or the tasks it includes by clicking on the respective fields.
Save Changes: Once edits are made, click Save.
4. Adding Tasks to a Template
Open Template: Select the desired template.
Add New Task: Click on Add Task.
Enter Task Details: Specify the task name and description.
Save: After entering all necessary tasks, save the template.
5. Task Details
For each task in the template:
Name: Enter a descriptive task name.
Description: Provide a detailed description if needed.
Subtasks: Add any subtasks that break down the main task into smaller, actionable steps.
📖 Detailed information on task attributes like setting due dates, assigning roles, and managing subtasks, is available in Task Attributes article.
6. Assigning Task
Tasks can be assigned in several places within the system.
During Task Creation in a template:
When creating a new task, you can assign it directly to a specific team member or role.
Task List in a template:
When creating a new task, you can assign it directly to a specific team member or role.
a. Assigning Tasks Based on Roles
Select Role: When creating or editing a task, assign it to a specific role (e.g., Loan Admin, Processor).
Role Assignment: This ensures the task is dynamically assigned to whoever holds that role for the specific loan when the template is applied to a loan.
📖 For more information on creating and assigning roles go to the Roles and Permissions article.
b. Assigning Tasks Based to Team Members
You can manually assign a task to a specific team member.
or, Assign a task to multiple members if needed.
7. Due Date
Set Due Date: You can assign a due date relative to the task’s creation (e.g., 2 days after creation).
When the Template is assigned to a loan the date is automatically set.
When I have a task that is due 2 days after creation and the template added to a loan on Jan 01, 2023. The task is due on Jan 03, 2023
8. After Creation
a. Delete Tasks from a Template
Access Task List: Open the template containing the task.
Delete Task: Click on the task and select Delete.
Confirm: Confirm the deletion to remove the task from the template.
b. Edit a Task in a Template
Edit Task: Click on the task within the template.
Modify Fields: Change the name, description, or assignee as required.
Save: Ensure to save the changes.
c. Delete a Template
Select Template: Open the template list and choose the one you want to delete.
Delete: Click the Delete Template button.
Confirm: Confirm the deletion to permanently remove the template.
FAQ
How do I apply a Template to a Loan:
Manually:
To apply a template to a loan, follow these steps:
Open the Loan: Navigate to the specific loan where you want to apply the task template.
Add Task from Template: In the loan's task section, click on the option to Add Task from a template.
Select Template: Choose the relevant template from the list of available templates.
Assign Tasks: The tasks from the template will be automatically assigned to the appropriate roles or team members based on the template configuration.
Confirm: Ensure the tasks are added correctly and adjust any details if needed.
Automated
Applying a task template to a loan can be done automatically through automation. Here’s how:
Set Up Automation: Go to the Automation section under Company Settings.
Create a New Automation: Click on Create Automation and set the conditions (triggers) for when the template should be applied, such as when a loan reaches a specific stage (e.g., processing or underwriting).
Choose Task Template: Select the task template that should be applied when the trigger condition is met.
Save Automation: Save the automation settings.
Once set up, the template will be automatically applied to loans when the specified conditions are met, eliminating the need for manual task assignment and ensuring consistency across all loans.