You can create and save task templates from your Account Settings. Please note any user can access previously created Task templates, but only the creator or admin users can edit existing templates.
Create Task Templates
To get started, click Templates on the global navigation bar.
1. Click Create New on the Task Templates screen.
2. Complete the Basic information.
To put off assigning any users or roles until the task template is utilized, make sure Set a default team member to receive notifications is set to green.
To select an assignee, toggle the switch to gray.
Click the Add Assignee field to select users or roles to assign.
Click Done to add the selection.
When a template is applied, users with roles for the selected client will also be added as an assignee on the task. Roles in Workflow are only available on the Pro Tier of Canopy. Learn more about Teams & Roles here.
Dynamic Placeholders: Many firms, especially with a bookkeeping emphasis, like to use monthly tasks with the same name, which can get confusing. You can use Dynamic Placeholders, which add unique details to task names for easy organization.
An example of this is ##{{clientname}} ##{{currentmonthandyearnum}}. When the task is created, the task name is replaced with the client name from the client record and the current month and year, in numerical form.
3. If needed, click Add Date.
Select a Date type.
You can choose to add a Fixed Date or a Relative Date.
Canopy Tip: Step up your Task Template game! Use the “Add automation” option to create events that trigger an action such as recording dates, creating tasks, or changing task statuses without lifting a finger. To learn more about the ins and outs of task automation, click here!
4. Select Add an automation if needed.
Tips For Adding Automation Rules:
Before applying automation to send a client request when a condition is met, make sure that all contacts that will receive the client request have been invited to the client portal.
Prior to setting up automation to send an email when a condition is met, ensure the contacts have a default email set up in Canopy.
Ahead of creating automation to assign a specific team member to a task when a condition is met, verify that the team member is assigned to the contacts.
5. If needed, click Reminder under Add a tool.
You can only add a reminder if a Date has already been set up.
Toggle the Select assignee(s) switch to gray to add team members to the reminder.
Click the When field.
Specify when you would like the assignee to receive the reminder by selecting relevant options from the drop-down menus.
Click Done.
Select Add.
6. If needed, link a file from Existing files or a new file from your computer.
7. Change the Recurring toggle to green.
8. Click the Recreate on dropdown and select Completion or Due date schedule.
Under the Completion option, set a cadence for the recurring task. Daily, Weekly, Monthly, and Yearly are the available options.
Under the Due date schedule option, set a cadence for the recurring task and set a creation date for future tasks. You do not need to enter a fixed due date when creating the task template. You will enter the fixed due date once you apply the task template in the Create Task window.
Tip: You may notice that Quarterly is not a repeat option. Set a quarterly recurrence by selecting Monthly, and specifying that you want the task to Repeat every 3 months. Enter any number in the repeat box, allowing you to specify a semi-yearly repeating task as well.
9. If needed, add a subtask or add a client request.
Canopy Tip: To make the template creation smoother, opt to click the different steps in the Template workflow area. When you select a step, it will automatically scroll to that area of the template. This is especially helpful when there is a long list of steps. No need to unnecessarily scroll manually!
10. Click Save to finish your task template.
If you want to finish the task template later, click Save draft.
Don't forget to choose visibility for team members!
Add a Subtask
1. Click Add subtask.
2. To select a default team member, toggle the switch to show green.
Click the Add Assignee field to select team members to assign.
To save time on assigning team members when the task template is utilized, make sure Set a default team member to receive notifications is set to green.
3. Type in a Subtask Name and Subtask Description.
4. Add a Date, Reminder, or File as needed.
Finding Recurring Tasks: You can't see all scheduled recurring tasks, even the ones not created yet. But we've added a new column called "Recurring" in the task list. It helps you sort and filter the recurring tasks that are already created.