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Creating a Project Template

Creating a Project Template

Let’s get started by helping you create your first template. Creating templates is essential in making your onboarding & lifecycle processes much more effortless. In this article, there will be step-by-step instructions followed by how-to videos for each section.

Step 1: Creating a template and organizing settings. 

  1. Click on “Templates” in the left-side navigation bar.  
  2. Click “New Template” on the top right side of your screen.
  3. Name your template and turn on any features you would like to use on this template. Then click, Add. (See the short video below to learn more about the settings.)

Step 2: Adding Phases and Steps. #

Once in your newly created template, you will see the template name on the left and the settings on the right with the button to add phase below.

  1. Click the “+ Add phase” button to add the first phase to the template, give it a name, hit enter, or click on the confirm button.  
  2. Click on the “+” button below each phase to add steps.

Step 3: Adding checklist items and other Step Details. #
  1. Click on the step to add additional details.
  2. Decided if the step is a customer-facing step. To make the step customer-facing, click on the toggle in the top right corner next to the customer-facing icon. (The toggle will be blue if the step is toggled to customer-facing). 
  3. Add checklist items by clicking the “Add item” under the checklist section. (note in the template, there won’t be any check boxes, just the six dots to indicate drag and drop.)
  4. Add all the resources needed to complete the step at the bottom right. (Pro tip: For client/customer-facing steps, add example documents for anything you need them to upload, tutorial videos, links to a form or other documents, etc.)
  5. Create step tags to indicate which users/contacts need to be added to the step by clicking on the pencil Icon ex. “Account Manager,” “Client,” “Fulfillment,” etc. (note. Once you have created a tag, it will add it to your “global tags” for use on other steps and templates.)
  6. Under the Step name at the top, click on the “enter description” section. Add any additional information or instructions for this step. (Pro tip: For customer-facing steps, it’s always helpful in this section to remind them to check off the checklist items when completed so you know where they are at in the process, As well as any other helpful tips in completing the step). 
  7. At the top left of the step, Click on the pencil icon right of the “Due date” or “end of the project” text to set the timeline for the step. (Note: By default, the step will be due by the end of the project and labeled in orange.)
  8. In the Edit Due Date modal. You can set due dates in a few different ways. 
    • From the start of the Project: Select the dependency to “start of the project” in the right-hand dropdown menu. Then select the desired completion timeframe in days, weeks, or months. (This is typically used on the project’s first step as “Same day as the start of the project” drop-down). 
    • From a dependent step: In the right dropdown menu, select the dependent step, then add the amount of time to the left that step is due from when the dependent step is completed. 
    • A scheduled date: If the step is a scheduled meeting or call, click the “this step will be scheduled” check box, then proceed to set the dependency and time due for the desired time frame to be completed to maintain a timeline. 
  9. Click the confirm button below, and you’re all set. 

Step 4: Setting up triggered Emails within a step #

Triggered emails automatically send emails internally or externally when the step is either in progress or completed. (Note, recipients need to be added to the step once the template has been assigned to an account. Also, a view project link will be added to the bottom of the email for the recipient to access the project.) 

  1. Inside the step, you will see three tabs: Step, Email, and Ideas. Click on the “Email” tab. 
  2. Set the email trigger to “Status is in progress” or “Status is completed” to activate the email.
  3. Select who you would like to have the email sent to Internal users, External users, or both. 
  4. Add a subject
  5. Add the email template. It can be an HTML or Plan text email. 
  6. Insert any desired “Merge Tag” from the drop-down in the top right to personalize the email. These tags can merge any information from the Account page, Contact page, or Internal profile page. (Click here to set up custom merge tags to see how to set up custom merge tags.)

There is a lot to unpack in the template section. If you have any questions or need assistance, don’t hesitate to contact us at support@stagebase.com

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