Templates and recurring tasks

Task templates

A template is a set of tasks created in one go, with deadlines relative to the start date. It is useful, for example, for onboarding a client or the quarterly close. It is under Tasks › Templates.

1. Press New template and give it a name.
2. Write one task per line in the format subject | days from start | priority. The days and priority are optional (priority can be low, normal or high).
3. A line that starts with - is a subtask of the previous task.
4. Tick Share with the whole firm if you want others to use it; otherwise it is yours alone.

To use it, choose the Starts on date, the project (or create a new one), the client and who to assign it to, and press Create tasks. With Chain, each task waits for the previous one to be completed. Tasks already created do not change if you later edit or delete the template.

Recurring tasks

Under Tasks › Recurring you create rules that generate a new task automatically: every day, every working day, every week, month, quarter or year. Depending on the frequency you set the weekday, the day of the month or the month. If a month does not reach the chosen day, the last day of the month is used. You can pause, reactivate or delete a rule whenever you like; tasks already created stay.

Tax-deadline rules

In addition, New rule per tax deadline creates one task for each pending deadline of a form (for example the 303), for every client. You choose how many days before the deadline it is created, how many days before the due date it falls due, the estimate, priority and project. It can be assigned automatically to the person responsible for the deadline. It applies immediately to existing deadlines and to those generated afterwards.

Sync with Outlook

Under Sync you can export your tasks to a file (.ics or .csv) for Outlook Classic, or import those from Outlook. .ics tasks imported earlier are updated rather than duplicated. It works by file: there is no live synchronisation.