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01Platform and tools · module

Record templates

Pre-configured sets of linked records, such as a project with a full task tree

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  • Record template
  • Template version
  • Template run
  • Template run item
11
capabilities
4
record types
3
automations
0
integrations and AI tools

02What the module does

Less routine. More value.

Record templates are pre-configured sets of linked records that the system creates all at once—such as a project complete with its task tree, assignees and due dates. Your team can launch recurring work in a single step and always with the same structure. Templates power recurring records in the Automation module, project and task generation, and follow-up actions from meetings.

  • Recurring work in a single stepA template creates a set of linked records in one step, such as a project with a task tree, assignees and due dates. You set up recurring work the same way every time.
  • Tasks link themselves automaticallyA template node can reference another node, so tasks automatically link to the project created in the same step. You never have to wire up relationships by hand.
  • Right order without second-guessingThe system validates the template first and sorts its nodes by dependency. Records are created in the proper sequence and link cleanly to one another.
  • All records, or none at allAll records are created in a single database transaction: either every record is created, or none are. You are never left with a half-created project in the system.
  • Assignees and due dates set upfrontEach node can use rules to assign the responsible person and calculate the due date. Tasks immediately get both an owner and a deadline.
  • Templates scoped to the right peopleA template applies to a specific scope: system, company, team or user. Everyone works with the templates relevant to them, and departments never mix up their workflows.
  • Keep drafts separate from live templatesEach template has a status: draft, published, deprecated or archived. Work-in-progress and retired versions stay clearly separated from the templates your company actively uses.
  • Full version historyIndividual template versions are stored separately with their publication date and author. You always know who published a new version and when.
  • Track everything a template createdEvery run is logged along with all the items it generated. You can look up which records came from a template at any time.
  • Idempotent keys prevent duplicatesWhen a template runs again with the same key—for example, for the same recurrence instance—nothing is duplicated. The system simply returns the existing records.
  • Create projects on a scheduleIn the Automation module, you can point scheduled recurring records to a template—for example, to launch a monthly maintenance project with the same tasks every month.

What is currently in progress

  • Templates do not have a dedicated visual editor; they are edited through standard record pages.
  • Duplicate protection applies only when a template is triggered with a key—namely in scheduled recurrences and automated project generation.

03How it works

How it works step by step.

  1. What a template contains

    A template defines nodes—the records to be created, their field values and their dependencies. A node can reference another node, so tasks are automatically linked to the project created in the very same step.

    Read in detail

    Each template has a scope (system, company, team or user) and a status (draft, published, deprecated or archived). Individual versions are stored separately with their publication date, author and a definition hash to track changes.

  2. One-step record creation

    The system first validates the template and sorts its nodes by dependency. It then creates all records in a single database transaction: either all of them are created, or none are. Each node can use a rule to assign the responsible person and a rule to calculate the due date—project management uses this mechanism to assign tasks and compute their deadlines.

    Read in detail

    Every run is logged along with the items it created. If a template is triggered again with the same key—for instance, for the same recurrence instance—nothing is duplicated and the system returns the already created records.

  3. Scheduled recurrence

    An administrator creates a template and points a cron-scheduled recurrence rule to it in the Automation module. Every five minutes, the system generates the records that are due—without requiring a system release. You can use this, for example, to set up a monthly service project with an identical set of tasks.

04What runs automatically

Automations that save time.

  1. Recurrence runs automatically

    Every five minutes, the system generates any due recurring records from templates. Scheduled projects or tasks are created right on time without anyone having to remember them.

  2. Dependencies sort themselves

    Before creating records, the system sorts template nodes by dependency. Administrators do not have to manage the order manually, and dependent records are always created after the records they rely on.

  3. Same key, zero duplicates

    If a template runs again with the same key, nothing is duplicated and the system returns the already created records. A repeated run never creates an extra copy.

05Frequently asked questions

What is the difference between a record template and a print template?

A record template creates new database records, such as a project with tasks. A print template in the Documents module defines the layout of a PDF or email.

Can a template create a project complete with tasks and due dates?

Yes. The template defines the project, tasks and their relationships, while node rules assign responsible users and calculate due dates.

What happens if creating records from a template fails halfway through?

It cannot stop halfway. All records are created within a single transaction, so either all of them are created or none are.

How do I set up recurring creation from a template?

In the Automation module, create a recurrence rule with a cron schedule that points to the template. The system generates due instances every five minutes.

06Related modules

Modules that work great together.

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