How to Create and Manage Project Templates in Trovve

This article will guide you through creating, editing, and utilizing project templates in Trovve to streamline your project setup. Unlike dependent tasks which rely on the completion of previous tasks, tasks within a template are scheduled based on a set number of days after the project's start date.

Creating a New Project Template

Creating a template allows you to pre-define tasks, timings, and file structures for projects you run frequently.

1. Start a New Template: From your project list, click on Add New Project and then select Template.
2. Name Your Template: In Step 1, enter a clear and concise name for your new template.
3. Define Tasks (Step 2): Use the spreadsheet-like list to set up your project's tasks.
   • Sections: In Column 1, create or select sections to organize your tasks, and assign a color to each section for easy visualization.
   • Task Names: In Column 2, enter the name for each task.
   • Timing: In Column 3, specify the number of days after the project starts that this task should begin.
   • Duration: In Column 4, enter the estimated number of days needed to complete the task.
   • Assignee Role: In Column 5, choose an existing role or create a new one for the task's assignee. You can also delete any row you don't need.
4. Working with Task Rows in Templates:
   • Adding Sections: The "Add Section/Phase" option will always be pushed to the second to last row, keeping your layout consistent.
   • No Immediate Validation: You won't see field-level validation errors as you type; errors are only flagged when you save. This allows you to work without interruption.
   • Auto-Save: Clicking outside a row will automatically save your changes, similar to a seamless Notion-style editing experience.
   • Keyboard Navigation: Use the Tab key to move from left to right across all fields, including dropdowns with type-ahead search.
   • Quick New Rows: After filling the last field in a row, hitting Tab will save the row and automatically create a new empty task row.
   • Editing: Double-click on any saved row to edit it, just like in Excel.
   • Helpful Tooltips: Hover over a row to see the "Double-click to edit" tooltip, guiding new users.
   • Deleting Rows: A delete icon will appear on each row when you hover over it, allowing for one-click deletion.
   • Bulk Deletion: Select multiple rows using Shift+Click or checkboxes and then use the toolbar to delete them all at once.
5. Manage Files (Step 3): Decide how files and folders will be handled when a project is created from this template. You have three options:
   • Don't attach files: This is the default setting. No files or folders will be associated with projects created from this template.
   • Create project folder: This option allows you to define a new folder structure for projects created from the template.
     • SharePoint location: Select where the new project folder will be created, or set the client folder as the default location.
     • File to copy: Select files and folders from SharePoint that will be copied into this new project folder. The existing functionality for copying files and creating the project folder remains unchanged.
     • Links to existing files and URLs: A new section has been added where you can link folders, files, or URLs. This provides the ability to have both the current file copying functionality plus links to existing items. When a project is created from this template, the file step will clearly show which items are going to be copied and which items are just links.
   • Link existing files and folders: You can link directly to files and folders in SharePoint. These won't be copied but will be accessible within the new project. You can unlink them later if needed.
     • New Web Link Functionality: This option now includes the ability to add URLs. The "Select files/folders or add links" button has been updated with a dropdown arrow showing two options:
       • Select from SharePoint/OneDrive (existing functionality)
       • Add a web link (new functionality)
     • Add Web Link Pop-up: When "Add a web link" is selected, a pop-up window will appear with the following form fields:
       • URL field
       • Display name field
     • Action buttons: You can choose Save (saves and closes the pop-up) or Save and add more (saves the current entry and clears the form for additional entries).

6. Checklist Template Feature for Project Templates

   Project managers can now define reusable checklist templates within Trovve's project templates to ensure consistent processes.

   This new feature, accessible as the last tab when editing a template or as Step 4 when creating a new one, allows you to:

   • Add Checklist Items: Choose between manual entry or AI-powered generation.
   • Manual Creation: Fill out a pop-up form with a checklist name and description, with options to optimize text using AI.
   • AI Generation: Enter project steps, toggle options to include placeholders or instructions, and generate a list of items to select from.
   • Manage Checklists: View all checklist items, edit them via pop-up, or delete them individually or in bulk.
   • Define Application Rules: Choose how checklists apply to new tasks:
   • Suggest for new tasks: Checklists appear as suggestions.
   • Auto-add to tasks without checklist: Checklists are automatically added.

   When you create a project from a template, these checklist settings are copied, ensuring new tasks follow your defined consistency rules.

Editing and Deleting Templates

You can manage your saved templates easily from the project list.

From the settings icon in the project list, you'll be able to:

• See a list of all your created templates.
• Edit an existing template. The editing process will follow the same steps as creating a new template.
• Delete a template that is no longer needed.

Creating a Project from a Template

Using a template makes setting up new projects quick and consistent.

When you click the Create Project button:

1. Select a Template: You'll see a list of your available templates. Choose the one you want to use.
2. Follow Project Creation Steps: The system will guide you through the standard project creation steps, pre-filling information based on your selected template.
3. Review Folder Setup (Last Step):
• For templates with copied folders: You'll see a preview of the folder structure that will be created, with the main project folder at the top and subfolders indented. The destination path will be clearly displayed (e.g., "Folders/Files will be created/copied here:"). You can remove any unwanted folders by clicking the 'X' button next to them.
• For templates with linked folders: A list of all folders that will be linked to your project will be displayed. This design is similar to when you manually select folders for a new project. You can unlink any folders you don't want or add more.
• For templates without folder information: The interface will be similar to creating a project manually, allowing you to link files and folders from SharePoint as needed.

Once the project is created, Trovve will automatically apply all the logic from your template, including task creation, assignee assignments, start and end dates, task durations, and section colors.