> ## Documentation Index
> Fetch the complete documentation index at: https://docs.collabase.ch/llms.txt
> Use this file to discover all available pages before exploring further.

> Create and manage reusable project configurations that bundle a workflow, task types, and field collections.

# Templates

# Project Templates

A project template is a saved configuration that bundles a workflow, task types, field collections, and the set of views (board, backlog, sprints, etc.) enabled for a project. When a team creates a new project and selects a template, the full configuration is applied automatically — no manual setup needed.

Templates are managed by administrators under **Admin → Project Templates**.

## Template components

| Component             | What it controls                                                                                                                     |
| --------------------- | ------------------------------------------------------------------------------------------------------------------------------------ |
| **Workflow**          | The statuses tasks move through and transition rules (see [Workflows](/projects/workflows)).                                         |
| **Task types**        | The kinds of work tracked in the project (Bug, Feature, etc.) and their per-field rules.                                             |
| **Field collections** | Groups of custom fields attached to the project.                                                                                     |
| **Views**             | Which project views are enabled: Board, List, Backlog, Sprints, Timeline, Calendar, Queues, Portal, SLA, Time, Docs, Files, Reports. |

## Template scope

| Scope      | Description                                                                             |
| ---------- | --------------------------------------------------------------------------------------- |
| **Global** | Available in every Space across the instance. Managed in **Admin → Project Templates**. |
| **Space**  | Available only within one Space. Created by Space administrators.                       |

***

## Creating a template

<Steps>
  <Step title="Open Project Templates">
    Go to **Admin → Project Templates** and click **+ New Template**.
  </Step>

  <Step title="Set the name, icon, and description">
    Give the template a clear name that describes the use case (e.g. "IT Service Desk", "Software Sprint", "Customer Onboarding"). Add an optional description so project creators know what the template is for.
  </Step>

  <Step title="Assign a workflow">
    Select one or more workflows from the list of global workflows. Mark one as the **default** — this is the workflow applied when a project is created from the template.

    <Note>
      Only workflows created under **Admin → Workflows** appear here. Create your workflow there first if it does not appear in the list.
    </Note>
  </Step>

  <Step title="Assign task types">
    Select the task types to include. Mark one as the default type — new tasks will use this type unless the user changes it. Task types must exist at the global level (**Admin → Task Types**) before they can be added to a template.
  </Step>

  <Step title="Assign field collections">
    Select one or more field collections to attach. All custom fields in those collections will be available on tasks in projects created from this template.
  </Step>

  <Step title="Choose enabled views">
    Toggle which project views are enabled. Disabling a view removes it from the navigation for all projects created from this template.

    | View           | What it provides                      |
    | -------------- | ------------------------------------- |
    | **Board**      | Kanban columns by status              |
    | **Work Items** | Dense, paged table of all work items  |
    | **Backlog**    | Unplanned tasks outside sprints       |
    | **Sprints**    | Sprint planning and burndown          |
    | **Timeline**   | Gantt-style roadmap                   |
    | **Calendar**   | Task dates in a calendar layout       |
    | **Queues**     | Named filtered triage views           |
    | **Portal**     | External customer submission form     |
    | **SLA**        | Response and resolution time tracking |
    | **Time**       | Time entry and logging                |
    | **Docs**       | Project-scoped documentation          |
    | **Files**      | File attachments                      |
    | **Reports**    | Project-level reports                 |
  </Step>

  <Step title="Publish the template">
    Enable the **Published** toggle to make the template available in the project creation gallery. Unpublished templates are only visible to administrators.
  </Step>

  <Step title="Save">
    Click **Save**. The template is now available when creating a project.
  </Step>
</Steps>

***

## Editing a template

Open a template from the gallery and click **Edit**. You can change the name, description, workflow, task types, field collections, or enabled views at any time.

### Propagating changes to linked projects

Every time you save structural changes to a template (adding/removing a workflow, task type, or field collection), the template's version number increments. Collabase detects which linked projects are behind the current version.

To push the updated configuration to all linked projects, click **Propagate to linked projects** on the template detail page. This applies the changes to every project that is still linked to this template and has not been detached.

<Warning>
  Propagation overwrites the workflow, task type, and field collection assignments on all linked projects with the current template configuration. Any manual overrides made directly on those projects will be replaced.
</Warning>

***

## Deleting a template

Click **Delete** on a template to remove it. Deleting a template does not delete the projects that were created from it — it only breaks the template link. Affected projects are automatically detached and keep their current configuration.

***

## Linked vs. detached projects

A project created from a template stays **linked** to it by default. Linked projects can receive propagated updates from the template.

A project can be **detached** from its template at any time from **Project → Settings → General → Detach from template**. After detaching:

* The project keeps its current workflow, task types, and field collections.
* It no longer appears in the list of linked projects for the template.
* Future template changes do not affect it.

Detaching is permanent and cannot be undone.

***

## Setup checklist

Before creating a template, make sure these exist at the global level:

* [ ] At least one workflow configured in **Admin → Workflows**
* [ ] Task types configured in **Admin → Task Types** (if you want per-type field rules)
* [ ] Field collections configured in **Admin → Custom Fields → Collections** (if you need custom fields)

Once those are in place, creating the template itself takes under five minutes.