Action templates are a way to create a series of tasks you often perform together.
For example, every week you have a sales and marketing meeting. Before that meeting, you need to update the spreadsheet with the latest sales figures, collect reports from the various sale teams, and write the status of all the tasks assigned in the previous meeting.
Action templates can be a great way to remind yourself of all those steps each week.
To create an action template:
- Go to the menu (upper right corner)
- Click "Your Workspace"
- Select "Templates"
- Scroll down to "+ Add new template"
- Name the template and provide a label if desired
- Add the actions, who you want to assign them to, and when you want them to occur. It will look something like the below. You cannot add subactions onto your action templates yet, but it is something we will be adding soon.
Then you just save the action template and you are done!
You can also create an action template straight from an action card, using the 'Save as action template' option underneath the 3 dots on the right:
Setting due dates on action cards
To ensure deadlines are included when you apply an action template, make sure that the 'automatically add due dates' option is checked.
We will refer to the image above for the examples below
Assuming you've used positive and negative deadlines, there are two different scenarios to which deadlines will be applied:
1. If your main action card already has a deadline set, at the moment that you apply the action template
Since you have already applied the deadline to the action, Hive is smart to know that you need to complete the action by that specific date. Hive will set any subaction in your action template that is listed as 'Day 0' as equal to the parent action due date.
All negative days will happen before the action due date and all positive days will happen after the action due date, following the same pattern.
Using the above example for the Blog Post action template, if you have set the action card's deadline to 15 Jan before applying the template, when you apply the Blog Post action template:
- "Draft" will be set for 13 Jan (minus two days before 15 Jan)
- "Review" will be set for 14 Jan (minus one day before 15 Jan)
- "Finalize & post" will be set for 15 Jan (Day 0)
- "Analyze post traffic" will be set for 21 Jan (plus six days after 15 Jan)
2. If your action does not currently have a deadline set when you apply the action template:
Since you have enabled deadlines and your action currently has no deadline, Hive assumes that the subaction marked as 'Day 0' in the action template is today.
Using the above example for the Blog Post action template, if today is 17 Dec,
- "Draft" will be set for 15 Dec (minus 2 days before today)
- "Review" will be set for 16 Dec (minus 1 day before today)
- "Finalize & post" will be set for 17 Dec (today)
- "Analyze post traffic" will be set for 23 Dec (6 days after today)
Adding dependencies to the template
Not only can you automatically add deadlines, you can also set up dependencies. So if one step can't move forward without the completion of another, it can be useful to set one up.
Just click the "+ Add dependency" link. It will open a search box where you type the name of the step you want this step to be dependent on and select add. It will then show the dependency in bright yellow with the option to remove.
Adding an action template to a card
- Go to create tasks in My Actions and select "Apply Template" in bottom right corner (see image below)
2. From the searchable popup, click the name of the template you would like to apply, and it will create the subactions (see image below)
Adding multiple action templates to a card
You can now add multiple action templates to a single card.
- Apply the first action template to the card.
- Select a second action template from the dropdown list
- Hive will add in all of the sub actions, due dates, assignees, and attachments from the second action template. All data from the first template will also remain!