Template Tools

Using Template Tools for faster editing

Template Tools let you make changes to lots of parts of your template at once - this speeds up template development and maintenance big time. These tools help you build and manage templates way faster by automating repetitive tasks.

Template Tools get rid of time-consuming manual processes and let you do bulk operations that would otherwise need individual attention.

What you need to use Template Tools

• Access to edit the template you want to change
• Permission to edit templates (Standard role with permission, or Administrator role)

These requirements make sure only authorized users can make bulk changes to workflow templates.

Accessing Template Tools

1. Open a template in edit mode.
2. Click Settings (or Config) in the toolbar at the top.
3. Click the Tools tab in the panel that opens.

Bulk step creation

Instead of adding steps one by one, you can create many at the same time for efficient template development.

Benefits of bulk step creation

• Save time: Add lots of steps in just a few seconds instead of individual creation.
• Easy copy/paste: Paste a list of step names from another document or spreadsheet directly.
• Build faster: Quickly set up standard process outlines without repetitive clicking.

This approach cuts template creation time for complex workflows with many steps.

Using bulk step creation

1. Go to the Tools tab (in Template Settings).
2. Find the Create Steps section.
3. Type or paste your step names into the box. Put each step name on its own line.
4. Click BUILD. Tallyfy will add all the steps to your template in the order you listed them.

Power Builder for process conversion

When creating a new template, the Power Builder allows you to quickly convert existing process documentation into template steps. This is especially useful if you already have your processes documented in other formats.

Benefits of Power Builder

• Convert existing documentation: Turn documents or spreadsheets with process steps into Tallyfy templates seamlessly.
• Fast template creation: Quickly create the structure of a template from listed steps without manual recreation.
• No retyping needed: Save time by pasting steps instead of creating them one by one manually.

This tool connects existing documentation with digital workflow automation.

Using Power Builder

1. When creating a new template procedure, click on Power Builder in the upper right corner.
2. Type or paste your list of steps in the text area. Each step must be on its own line.
3. Click Build Steps.
4. Tallyfy will create all the steps in your template in the order you listed them.
5. You can then edit each step to add more details, assignments, deadlines, etc.

Batch assignment

Quickly assign multiple steps to the same person or group for efficient workflow distribution.

Benefits of batch assignment

• Faster assigning: Assign lots of steps without clicking each one individually, saving significant time.
• Consistency: Make sure the right person/group is assigned correctly across many steps for uniform responsibility.
• Fewer mistakes: Less chance of forgetting to assign a step due to systematic batch processing.

This approach ensures comprehensive task assignment while reducing administrative work.

Using batch assignment

1. Go to the Tools tab.
2. Find the Assign Steps section.
3. Choose the person or group (assignee) from the dropdown list.
4. Check the boxes next to all the steps you want to assign to them.
5. Click Assign.
6. Click APPLY to save the assignments. (You can also use this to unassign someone from multiple steps at once.)

Bulk deadline adjustment

Change the deadlines for multiple steps at the same time for consistent timeline management.

Benefits of bulk deadline adjustment

• Manage timing: Easily set deadlines that are spaced out consistently across workflow steps.
• Quick updates: Change timelines quickly if the process requirements need adjustment.
• Standard timing: Apply the same deadline rules across similar processes for organizational consistency.

This tool enables quick timeline adjustments without individual step modification.

Using bulk deadline adjustment

1. Go to the Tools tab.
2. Find the Adjust Deadlines section.
3. Choose if you want to add (+) or subtract (-) time.
4. Enter a number.
5. Choose the time unit (minutes, hours, days, weeks, months).
6. Check the boxes next to all the steps whose deadlines you want to change.
7. Click UPDATE.

Note: This tool changes deadlines based on when the process is launched. It doesn’t currently let you set deadlines based on when other steps are completed.

Template favoriting

Administrators can add a template to other team members’ favorites list for them. This also automatically makes those members “watch” the template, so they can get notified about changes.

Benefits of template favoriting

• Help people find templates: Make important or new templates easier for team members to see and access.
• Encourage use: Guide people towards using the correct or preferred templates for consistency.
• New hires: Help new team members quickly find the processes they need for faster onboarding.
• Keep people updated: Members who favorite (or have favorited for them) can get notified if the template changes.

This feature improves template discovery and ensures important workflows get appropriate attention.

Using template favoriting (Administrators only)

1. Go to the Tools tab.
2. Find the Favorite Template section.
3. Type the names or email addresses of the team members you want to add this template as a favorite for. Separate multiple people with commas.
4. Click Add to Favorites.
5. The template will now show up in those users’ “Favorites” tab in their template library. They can then manage their own notification settings for watched templates.

Learn more about favorites in the Favorite section guide.

Best practices for Template Tools

• Always double-check the template after using a bulk tool to make sure it did what you expected and meets requirements.
• Use bulk step creation for setting up standard processes quickly when you have predetermined workflow sequences.
• Use batch assignment when many steps should be done by the same role or person for consistency.
• Use bulk deadlines to set realistic timelines consistently across similar workflow types.
• Use template favoriting to highlight important templates for your team and improve discoverability.

These practices ensure Template Tools improve rather than complicate your workflow management.

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