Task Template Fields

The Subject field is used to enter a short description that needs to be copied to the Subject field of a new task when it is being created based on the template.

The Disabled box is checked when the task template may not be added to any more workflow templates. Disabling a Task Template does not automatically remove the Task Template from the Workflow Template. This means that the task will still be scheduled when such a workflow is started.

The Instructions field is used to enter the information that needs to be copied to the Instructions field of a new task when it is being created based on the template.

This field allows basic text formatting.

The Note field is used to enter the information that needs to be copied to the Note field of a new task when it is being created based on the template.

This field allows basic text formatting.

The Copy notes to workflow checkbox is called “Copy notes to workflow by default” when the task template is in Edit mode. This box is checked when the Copy note to workflow box of tasks that were created based on the template needs to be checked by default.

The Note behavior field is used to control whether a note field should be present, optional or required. Depending on the Category of the task, the options are:
empty: No note field is available if the task is an Approval; for other tasks the note field is optional.
Hidden: No note field is available if the task is an Approval. In Self service, no attachments can be added.
Optional on Approval: An optional note field is available when an Approval task is approved.
Required on Approval: A required note field is available when an Approval task is approved.
Optional on Completion: An optional note field is available when a Risk & Impact or Implementation task is completed.
Required on Completion: A required note field is available when a Risk & Impact or Implementation task is completed.
Required except for Registered and Assigned: A required note field is available for Automation tasks, except for task statuses Registered and Assigned.

The UI extension field is used to select the UI extension that is to be added to a task when the template is applied to it.

The Category field is used to select the category that needs to be selected in the Category field of a new task when it is being created based on the template.

The Provider not accountable box is checked when the SLA clocks of the requests that are linked to the workflow of this task should be stopped indicating that this account is not to be held accountable for the period that this task is active.

The Impact field is used to select the impact level that needs to be selected in the Impact field of a new task when it is being created based on the template.

Note that the selected impact level indicates the extent to which a service instance will be impacted. A service instance is degraded when some of its non-core functionality is not working, or when the response time of the service instance is slow. A service instance is also degraded when some or all of its redundancy is no longer available (e.g. when a server of a server cluster is down) even though the use of the service instance is not affected. A service instance is down, or unavailable, when any part of its core functionality is not working.

The Team field is used to select the team that should be selected in the Team field of a new task when it is being created based on the template.

The Member field is used to select the person who should be selected in the Member field of a new task when it is being created based on the template.

When the Category field is set to “Approval”, the Skill pool field is used to select the skill pool that should be selected in the Skill pool field of a new approval task when it is being created based on the template.

The Approvers field is used to select the persons who should be selected as the approvers of a new approval task when it is being created based on the template.

The Approvers field is available only if the category of the task template is “Approval”.

The Required approvals field is used to enter the number that needs to be specified in the Required approvals field of a new approval task when it is being created based on the template.

The Required approvals field is available only if the category of the task template is “Approval”.

The Workflow manager box is checked if a new task that is being created based on the template is to be assigned to the person who is selected in the Manager field of the workflow to which the task belongs.

The Service owner box is checked if a new task that is being created based on the template is to be assigned to the person who is selected in the Service owner field of the service that is linked to the workflow that the new task is a part of.

The Requester box is checked if a new task that is being created based on the template is to be assigned to the person who is selected in the Requested for field of the request for which the workflow is being generated.

The Requester checkbox is available only if the category of the task template is “Approval”.

The Requester's manager box is checked if the manager of the requester is to be selected in the Approver field of a new task when it is being created based on the template.

The requester is the person for whom the request was registered (Requested for) and for whom the workflow, of which the task is a part, is generated. The manager of the requester is the person who is selected in the Manager field of the requester’s Person record. If the Manager field of the requester’s Person record is empty, or when it contains a disabled person, then the manager of the requester is the person who is selected in the Manager field of the requester’s organisation.

The Requester's manager checkbox is available only if the category of the task template is “Approval”.

The Requester's business unit manager box is checked if a new task that is being created based on the template is to be assigned to the person who is selected in the Manager field of the business unit to which the organisation belongs that is linked to the person who is selected in the Requested for field of the request for which the workflow is being generated.

The Requester's business unit manager checkbox is available only if the category of the task template is “Approval”.

The Supplier field is used to select the supplier organisation that should be selected in the Supplier field of a new task when it is being created based on the template.

Only use this field if an external organisation is to assist with the completion of tasks that are based on the template.

The Planned duration field is used to specify the time that should be entered in the Planned duration field of a new task when it is being created based on the template.

The Planned effort field is used to specify how much time the member is expected to spend working on a task that was created based on the template. For an approval task template, this field is available for each approver and each checked role (such as the workflow manager and the service owner).

The Work hours are 24x7 box is checked when the Work hours are 24x7 box of tasks that are created based on the template needs to be checked by default.

The Default effort class field is used to select one of the effort classes that is related to the timesheet settings of the organisation to which the person, who is selecting a value in this field, belongs. When a default effort class is selected in the task template, this effort class will be selected by default in the Effort class field of a task that is based on the task template, after a value has been entered in the task’s Time spent field, provided that the person who is registering or updating the task belongs to an organisation that makes use of a timesheet settings that includes this effort class.

The Mark as urgent box is checked when a new task that is created based on the template is to be marked as urgent.

The Service instances table field is used to relate the SIs that need to be copied to the Service instances table field of a new task when it is being created based on the template.

The Service instances table field is available only if the category of the task template is “Implementation”.

The Configuration items table field is used to relate the CIs that need to be copied to the Configuration items table field of a new task when it is being created based on the template.

The Configuration items table field is available only if the category of the task template is “Implementation”.

As long as no CIs have been registered, this field remains hidden.

The Request template field is used to select the request template that must be used to generate a new request when a task based on the task template is started.

The Service instance field is used to select the service instance that must be applied to the new request that is generated when a task based on the task template is started.

The Workflow templates table field lists all the workflow templates in which the task template is included.