Template Details Tab - Manage Schedule Templates
The Template Details tab of the Manage Schedule Templates page is where you add tasks to your schedule.
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You can apply multiple templates to a schedule.
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If two tasks from different templates have the same name, they are treated as the same task.
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Tasks and groups are displayed in chronological order and are not grouped by template.
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If there is a predecessor-successor relationship between tasks in two separate templates, the template with the predecessor task must be applied first.
To navigate to the Template Details tab:
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Click Admin in the toolbar in the upper-right corner of the window.
The System Administrator Dashboard page opens.
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Click Manage Schedule Templates link in the Company Administration column.
The Schedule Templates page opens.
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Select the Template Details tab.
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Follow a procedure below.
Add a Root Group
Before you can add tasks to a schedule template, you must have at least one Root Group. A Root Group is a top-level group that can contain tasks and other groups. A Root Group cannot belong to a group or another Root Group, but a Group can belong to another Group.
Our best practice recommendation is to contain all your tasks within one overarching root group.
If you modify a schedule template, you will need to apply your changes to entities where the schedule template may have already been applied. See the Update Portfolio page to learn how.
To add a root group to a schedule template:
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Select the schedule template you want work with from the Schedule Template at the top of the page.
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Click Add Root Group link.
This link is to the left of the Days After Start column.
The Activity Group window opens.
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Enter the name of the group in the Name field.
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If you want to auto-assign tasks in this group, follow the procedures below:
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Do one of the following:
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If you want to assign by Job Title:
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Select the by Job Title option.
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Select the job title you want this task to be assigned to from the Job Title field.
Press and hold CTRL on your keyboard to select multiple values.
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Click > > to move the job title from the Job Title to the Auto-Assign by Job Titles field.
To remove job titles from the list, repeat step b and click < <.
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If you want to assign by Job Title at the Org Chart Level:
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Select the Job Title at Org Chart Level option.
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Select the org chart you want to use from the Job Title at Org Chart Level field.
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Select the job title you want this task to be assigned to from the Job Title field.
Press and hold CTRL on your keyboard to select multiple values.
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Click > > to move the job title from the Job Title to the Auto-Assign by Job Titles field.
To remove job titles from the list, repeat step b and click < <.
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Enter any comments in the Comments field.
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Click Update.
The window closes. The group appears in your schedule template.
Add a Group to Another Group
You can create nested groups. Our best practice recommendation is to contain all your tasks within one overarching root group.
A Root Group cannot belong to a Group or another Root Group.
To add a group to a schedule template:
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Select the schedule template you want work with from the Schedule Template at the top of the page.
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Click Add Group link next to the appropriate root group or group.
This link is to the left of the Days After Start column.
The Activity Group window opens.
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Follow steps 3 - 6 of the Add a Root Group procedures above.
Edit Group
If you modify a schedule template, you will need to apply your changes to entities where the schedule template may have already been applied. See the Update Portfolio page to learn how.
To edit a group:
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Select the schedule template you want work with from the Schedule Template at the top of the page.
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Click the hyper linked name of the group you want to edit.
The Activity Group window opens.
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Make your changes.
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Click Update.
The window closes. The group is updated.
Delete Group
If you modify a schedule template, you will need to apply your changes to entities where the schedule template may have already been applied. See the Update Portfolio page to learn how.
To delete a group:
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Select the schedule template you want work with from the Schedule Template at the top of the page.
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Click the hyper linked name of the group you want to delete.
The Activity Group window opens.
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Click Delete Activity Group.
A dialog opens, asking you to confirm your choice.
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Click Yes.
The dialog box closes. The group is deleted.
Add Task
Keep the following in mind when creating tasks:
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We recommend that you start by creating your critical date tasks and then slowly layer in new tasks.
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You cannot have tasks outside of a group.
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You cannot move tasks between groups.
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If you modify a schedule template, you will need to apply your changes to entities where the schedule template may have already been applied. See the Update Portfolio page to learn how.
To add a task to a group:
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Select the schedule template you want work with from the Schedule Template at the top of the page.
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Click Add Task link next to the appropriate root group or group.
This link is to the left of the Days After Start column.
The Task Detail window opens.
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Enter the name of the task in the Name field.
To learn our best practice recommendations for naming tasks, see our Naming Conventions in Lucernex walkthrough.
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Enter the duration of the task in days in the Duration (days) field.
If the task takes less than one day, enter 1 in this field.
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Select the initial task status from the Initial Status field.
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If the task should end on a specific day of the week, select the day from the End Weekday field.
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Do one of the following:
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If you want the task to start a certain number of days after the start of the schedule:
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Select the Task starts ___ days after schedule start option.
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Enter the number of days after the start of the schedule the task should start in the provided field.
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If you want the task to start after the completion of another task—including tasks in other schedules—follow the steps below:
Important!Do not create a predecessor / successor relationship between tasks if the completion of one task does not drive the start of another task.
Hard dates should never be dependent tasks.
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Select the Task is dependent upon option.
The Predecessor table appears.
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Select the predecessor task from the Predecessor field.
Predecessors can also belong to other schedules.
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Select the type of relationship the two tasks should have.
The relationship types are:
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Start-to-Start: The start date of the successor task is dependent upon the start date of the predecessor task.
For example, if two tasks had a start-to-start relationship and a lag time of 2 days, the predecessor's start date would be 2 days before the successor's scheduled start date.
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Finish-to-Start: The start date of the successor task is dependent upon the finish date of the predecessor task.
For example, if two tasks had a finish-to-start relationship and a lag time of 2 days, the predecessor's finish date would be 2 days before the successor's scheduled start date.
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Finish-to-Finish: The finish date of the successor task is dependent upon the finish date of the predecessor task.
For example, if two tasks had a finish-to-finish relationship and a lag time of 2 days, the predecessor's finish date would be 2 days before the successor's scheduled finish date.
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Enter the number of lead or lag days there should be between the two tasks in the Lead / Lag Days field.
Lead time is an overlap between two tasks that are linked by a dependency. For example, if a task can start when its predecessor is not finished, you can specify a lead time in terms of days for the successor task.
Lag time is a delay between two tasks that are linked by a dependency. Adding lag time—also known as float or a buffer—is a way to add time to a task, and specifies that the successor task cannot begin until that number of days after predecessor completion. It can then be adjusted by the user to remove the slack when the schedule needs to be crashed.
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Click Update.
The predecessor is added.
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If you need to make changes to an existing predecessor, double-click the predecessor in the Predecessor table.
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If you would like to add another predecessor, click Add in the bottom-right corner of the Predecessor table.
A new line is added. Repeat steps b - e.
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If you would like to remove a predecessor, click Delete
next to the predecessor you want to remove.
The predecessor is removed. It no longer appears in the Predecessor table.
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If you want to auto-assign this task, follow the procedures below:
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Do one of the following:
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If you want to assign by Job Title:
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Select the by Job Title option.
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Select the job title you want this task to be assigned to from the Job Title field.
Press and hold CTRL on your keyboard to select multiple values.
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Click > > to move the job title from the Job Title to the Auto-Assign by Job Titles field.
To remove job titles from the list, repeat step b and click < <.
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If you want to assign by Job Title at the Org Chart Level:
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Select the Job Title at Org Chart Level option.
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Select the org chart you want to use from the Job Title at Org Chart Level field.
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Select the job title you want this task to be assigned to from the Job Title field.
Press and hold CTRL on your keyboard to select multiple values.
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Click > > to move the job title from the Job Title to the Auto-Assign by Job Titles field.
To remove job titles from the list, repeat step b and click < <.
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Enter any comments in the Comments field.
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To configure the system to send a notification about this task:
Note:If you enter 0 in the Notification Days field, the notification will be sent out the same day that the alert conditions are met. Notification emails do not go out immediately - they will be sent out the night they are scheduled.
You can add multiple notifications to the same task.
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Click Add Notify Template link in the Notification Name table.
A window opens.
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Enter a name for the notification in the Notification Name field.
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Select an Alert Type:
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Before Task Complete Notification: Send a notification X days before the forecast actual completion date.
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After Task Complete Notification: Send a notification X days after the forecast actual completion date.
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Projected End Date Change Notification
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Forecast End Date Change Notification
For these alerts to be sent out, the Email Task Approaching Alerts setting must be set to Yes.
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Enter the number of days before or after the task completion date a notification should be sent in the Notification Days field.
Note:This field is used specifically for the Before Task Complete Notification and After Task Complete Notification alert types.
If you are using the Projected End Date Change Notification or Forecast End Date Change Notification alert types, enter a 0 in the Notification Days field.
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Select alert options you want:
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Send email to Notification Members: Send the notification as an email.
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Send alert to Notification Members: Send the notification as a Dashboard alert.
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Select the recipients:
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by Job Title: Job Title, User Class, Member or Org Level populates with a list of job titles available in the system.
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by Member: Job Title, User Class, Member or Org Level populates with a list of the members available in the system.
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by User Class: Job Title, User Class, Member or Org Level populates with a list of user classes available in the system.
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by Org Chart level: Send notifications by org chart level. Job Title, User Class, Member or Org Level populates with a list of job titles available in the system. Select the by Org Chart level to pull the recipients from.
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Select the recipient name, job title, or user class from the Job Title, User Class, Member or Org Level field.
Press and hold CTRL on your keyboard to select multiple values.
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Click > > to move values from the Job Title, User Class, Member or Org Level to the Notify Members level field.
To remove selections from the Notify Members level field, select the recipient name, job title, or user class from the Job Title, User Class, Member or Org Level and click < <.
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Enter the notification message in the Notification Message field.
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Click Update.
The window closes. The notification appears in the Notification Name table.
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Repeat steps a - j to add another notification.
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Click Update.
The window closes. The task appears in your schedule.
Edit Task
Once you have created the relationships between your tasks, you can view the successor tasks of a task by opening the Task Detail window and clicking the Successor tasks link that appears below the End Weekday field.
If you modify a schedule template, you will need to apply your changes to entities where the schedule template may have already been applied. See the Update Portfolio page to learn how.
To edit a task:
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Select the schedule template you want work with from the Schedule Template at the top of the page.
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Click the hyperlinked name of the task you want to edit.
The Task Detail window opens.
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Make your changes.
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Click Update.
The window closes. Your task is updated.
Delete Task
You will not be able to recover a task once it has been deleted.
If you modify a schedule template, you will need to apply your changes to entities where the schedule template may have already been applied. See the Update Portfolio page to learn how.
To delete a task:
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Select the schedule template you want work with from the Schedule Template at the top of the page.
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Click the hyper linked name of the task you want to delete.
The Task Detail window opens.
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Click Delete Task.
A dialog opens, asking you to confirm your choice.
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Click Yes.
The window closes, and the page refreshes. The task no longer appears in the schedule.
Delete Entire Schedule
To delete all tasks and groups from your template:
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Select the schedule template you want work with from the Schedule Template at the top of the page.
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Scroll to the bottom of the page.
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Click Delete Entire Schedule.
A dialog opens, asking you to confirm your choice.
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Click Yes.
The schedule template is cleared of all tasks and groups.
Append Existing Template
To add an existing template, including assignments and configured notifications, to your new template:
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Select the schedule template you want work with from the Schedule Template at the top of the page.
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Scroll to the bottom of the page.
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Click Append Existing Template.
The Apply Schedule Template window opens.
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Select the schedule template you want to append to your new template from the Schedule Template field.
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Click Append Schedule Template.
The window closes. The groups and tasks from the template you selected appear in your new template.