Tips for building project templatesCampaigns, product development, and company events are ideally executed by following your organization’s standardized workflow. Simplify workflow compliance with Workfront project templates.

TARGE TED LE ARNING GUIDE

rev. September 21, 2021

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Create a new project.Start your template by creating a new project in Workfront and building it from scratch. Or if there’s an existing project that worked well, copy that and use it as a base.

Copy.Your team just finished a project that was set up perfectly. Your team wants this to be the new standard template.

Make a copy of the project (so you don’t mess up the original project’s data) and stash it in your template library. Clear any data that you don’t want to be part of the template and make other changes as needed. Then save the project as a template.

Create.You may need to create a template from scratch for a new type of project, or if you don’t have an existing project that’s good enough to copy.

Make sure the project details are set as needed. And make sure the task details are set to keep your timeline flowing smoothly.

The New Project option creates a blank project so you can build from scratch.

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Solidify the project details.Make sure everything in the project—from the task list to the project details—is in order. Making sure the details are accurate brings clarity and precision to project management and reporting.

Project details checklist.

• Best practice is to schedule from the Start Date.

• Make sure the project owner, sponsor, group, and company are correct.

• Select the portfolio and program that projects should be assigned to (if applicable).

• Choose a milestone path for the project (if applicable).

• Select a default schedule (if applicable).

• Select a resource pool (if applicable).

• When someone is assigned to a task from this project, give them Contribute access to the project.

• Restrict access settings for viewers, contributors, and managers.

• Attach the appropriate project custom forms. If the project will be created by converting a request, make sure the project version of the intake custom form is attached. This is pivotal for reporting.

Access the project details by selecting Edit from the menu in the project header.

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Build your steps.Use the checklist below to ensure you’re incorporating best practices into your templates as you add and edit tasks.

Project timeline checklist.Build your template elements in this order:

1. Start with listing your steps (adding tasks). Begin task names with a verb to make them action-oriented.

2. Enter duration in days (e.g., 1 day) and avoid fractional durations.

3. Add planned hours. Estimate the planned hours to the best of your ability (and add a buffer).

4. Establish predecessors to build out the project timeline.

5. Assign job roles to tasks.

Other tips • Add a “project summary” task that is a parent task to all subsequent tasks in the project plan. This rolls-up information like total plan duration and planned hours.

• Assign the milestones and task approvals to the appropriate tasks.

• Parent tasks should not be assigned to users/roles.

• Attach custom forms and necessary documents to tasks.

• Set task constraints to “as soon as possible” if scheduling from a start date.

• Use “chain” to quickly set up predecessors.

Create new tasks in-line by using the Add More Tasks link. But you might need to edit the task details to ensure all information is set correctly.

Best practice is to establish start and due dates on a task with the duration and predecessors.

When task names begin with a verb—such as Edit copy or Review plans—everyone is clear on what needs to be done.

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Create the template.Once project details are set and the project timeline is structured properly, it’s time to create your template.

2. Follow the prompts1. Save as a template

Name the template and add custom forms.

Clear unneeded information.

Exclude unwanted tasks, then click Finish and Save Template.

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Build a template library.Save time when creating projects and ensure reporting consistency with templates.

A well-stocked—but carefully curated— template collection takes time to build.

As you launch Workfront, don’t rush to create a ton of templates. Be thoughtful and strategic. Build what’s needed to get up and running. Then evaluate the needs and create additional templates.

As part of your strategy, set up governance around templates. Decide who should be able to create and modify templates. Not everyone should have access.

And don’t forget about template maintenance. Check in periodically with your project managers to learn what’s working and what isn’t. Make template updates as needed.

Different industries need different templates. Here are some examples of what Workfront users are using at their organizations.

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