Tageur

Templates & Automation

Streamline workflows with templates and automate repetitive tasks to save time and ensure consistency.

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description Understanding Templates

Templates are reusable blueprints that standardize how you create and manage assets and tasks. They save time, reduce errors, and ensure consistency across your organization.

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Why Use Templates?

  • Consistency: Everyone creates assets and tasks the same way
  • Speed: Pre-filled fields mean less typing and faster data entry
  • Quality: Required fields ensure complete information
  • Automation: Link templates to trigger automatic task creation
  • Standards: Enforce company naming conventions and data formats

Types of Templates

inventory_2 Asset Templates

Define structure and fields for different asset types (vehicles, equipment, tools)

event Task Templates

Create reusable maintenance procedures and work instructions

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Getting Started with Templates

Start by creating templates for your most common asset types and maintenance procedures. As you identify patterns, add more templates to cover edge cases. Most organizations need 5-10 asset templates and 10-20 task templates.

inventory_2 Asset Templates

Asset templates define the structure and custom fields for different types of assets. When you create an asset from a template, all fields are automatically set up.

Creating an Asset Template

  1. 1. Go to Settings → Asset Templates
  2. 2. Click "New Template"
  3. 3. Name Your Template

    Use a descriptive name like "Fleet Vehicles", "HVAC Equipment", or "Medical Devices"

  4. 4. Add Custom Fields

    Define what information you need to track:

    • Text fields: Serial number, model, manufacturer
    • Number fields: Capacity, voltage, weight
    • Date fields: Purchase date, warranty expiration
    • Dropdown fields: Condition, department, category
  5. 5. Set Field Requirements

    Mark critical fields as required

  6. 6. Add Default Values (Optional)

    Pre-fill common values

  7. 7. Link Task Templates (Optional)

    Automatically create maintenance tasks when assets are created

  8. 8. Save Template

Example Asset Templates

Fleet Vehicle Template

Required Fields:

  • • VIN (text)
  • • Year (number)
  • • Make (text)
  • • Model (text)
  • • License Plate (text)

Optional Fields:

  • • Current Mileage (number)
  • • Fuel Type (dropdown)
  • • Insurance Expiration (date)
  • • Assigned Driver (text)

HVAC Equipment Template

Required Fields:

  • • Unit ID (text)
  • • Manufacturer (text)
  • • Model Number (text)
  • • Installation Date (date)
  • • Building/Zone (text)

Optional Fields:

  • • Capacity (BTU) (number)
  • • Filter Size (text)
  • • Refrigerant Type (dropdown)
  • • Warranty Expiration (date)

Computer/IT Equipment Template

Required Fields:

  • • Serial Number (text)
  • • Device Type (dropdown)
  • • Manufacturer (text)
  • • Model (text)
  • • Assigned User (text)

Optional Fields:

  • • Operating System (dropdown)
  • • RAM (GB) (number)
  • • Storage (GB) (number)
  • • Purchase Date (date)

Using Asset Templates

When creating a new asset, select a template from the dropdown. All custom fields appear automatically, with any default values pre-filled.

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Template Changes

When you modify a template, existing assets keep their current data. Only new assets created after the change will use the updated template. To update existing assets, use bulk edit operations.

event Task Templates

Task templates standardize maintenance procedures, inspections, and recurring work. They ensure tasks are completed consistently with all necessary details.

Creating a Task Template

  1. 1. Go to Settings → Task Templates
  2. 2. Click "New Template"
  3. 3. Name Your Template

    Be specific: "Monthly Oil Change", "Annual Fire Extinguisher Inspection"

  4. 4. Write Task Description

    Include step-by-step instructions, safety requirements, tools needed

  5. 5. Set Default Priority

    Low, medium, high, or critical

  6. 6. Estimate Duration

    How long this task typically takes

  7. 7. Configure Recurrence

    If this task repeats (daily, weekly, monthly, yearly, custom interval)

  8. 8. Link Parts (Optional)

    Associate parts that are typically used for this task

  9. 9. Set Active/Inactive

    Active templates can be used; inactive ones are archived

Example Task Templates

Vehicle Oil Change

Recurrence: Every 3 months or 5,000 miles
Duration: 30 minutes
Priority: Medium

Description:

1. Check oil level and condition
2. Drain old oil completely
3. Replace oil filter
4. Add new oil per manufacturer specs
5. Check for leaks
6. Record mileage and date

Parts Used: Oil filter, Engine oil (5 quarts)

HVAC Filter Replacement

Recurrence: Monthly
Duration: 15 minutes
Priority: Medium

Description:

1. Turn off HVAC unit
2. Remove access panel
3. Remove and inspect old filter
4. Note filter condition and restrictions
5. Install new filter (check airflow direction)
6. Replace access panel
7. Turn unit back on and verify operation

Parts Used: HVAC filter (20x25x1)

Equipment Safety Inspection

Recurrence: Quarterly
Duration: 45 minutes
Priority: High

Description:

1. Visual inspection for damage or wear
2. Check all safety guards and interlocks
3. Test emergency stop functions
4. Inspect electrical connections
5. Check fluid levels and leaks
6. Document any issues or concerns
7. Tag equipment if unsafe

Task Template Features

Checklists

Include numbered steps that technicians check off as they work

Safety Notes

Highlight hazards and required PPE

Parts Lists

Link commonly used parts for easy recording

Documentation

Attach procedures, diagrams, or manuals

automation Automation Workflows

Automation reduces manual work by automatically creating tasks and triggering actions based on events.

Recurring Tasks

Automatically create tasks on a schedule:

  • • Time-based: Every day, week, month, or year
  • • Usage-based: Every N hours of operation or miles driven
  • • Conditional: When certain thresholds are met

When you complete a recurring task, the next instance is automatically created with the next due date.

Automatic Task Creation

Create tasks automatically when:

  • New Asset Created:

    Link task templates to asset templates. When you create a new vehicle, automatically create the first oil change, inspection, and registration renewal tasks.

  • Asset Status Changes:

    When an asset is marked "Under Maintenance", create a maintenance task automatically.

  • Due Date Approaching:

    Send notifications and create follow-up tasks when due dates are near.

Workflow Example: New Vehicle

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Complete Automation Workflow:

  1. 1. You create a new vehicle using the "Fleet Vehicle" template
  2. 2. Asset is saved with all custom fields
  3. 3. QR code is automatically generated
  4. 4. These tasks are automatically created:
    • • First oil change (3 months from now)
    • • First inspection (30 days from now)
    • • Registration renewal (based on purchase date)
    • • Insurance renewal check (1 year from now)
  5. 5. All tasks appear on the calendar
  6. 6. Email notifications sent to assigned technicians

Time saved: 15-20 minutes per vehicle × hundreds of vehicles = hours saved

Notification Automation

Automatic email notifications for:

  • • Task assignments
  • • Due date reminders (7 days, 3 days, 1 day before)
  • • Overdue tasks
  • • Low parts inventory
  • • Completed tasks requiring review
  • • Asset status changes

link Linking Templates Together

The most powerful automation comes from linking asset templates to task templates. This creates a preventive maintenance program that runs automatically.

How to Link Templates

  1. 1. Open Asset Template

    Go to Settings → Asset Templates → select a template

  2. 2. Scroll to "Linked Task Templates"
  3. 3. Click "Add Task Template"
  4. 4. Select Task Template

    Choose which task should be automatically created

  5. 5. Set Initial Offset

    When should the first task be due? (e.g., 30 days after asset creation)

  6. 6. Save

Real-World Examples

HVAC Equipment Template

Linked task templates:

  • • Monthly Filter Replacement: First due 30 days after installation
  • • Quarterly Service: First due 90 days after installation
  • • Annual Inspection: First due 365 days after installation
  • • Refrigerant Check: First due 180 days after installation

When you install a new HVAC unit, all 4 maintenance tasks are created automatically with proper schedules.

Fleet Vehicle Template

Linked task templates:

  • • Oil Change: First due 90 days or 5,000 miles
  • • Tire Rotation: First due 180 days or 10,000 miles
  • • Safety Inspection: First due 30 days
  • • Registration Renewal: First due 365 days

Medical Equipment Template

Linked task templates:

  • • Calibration: First due 180 days after installation
  • • Safety Check: First due 30 days after installation
  • • Certification Renewal: First due 365 days after installation
  • • Preventive Maintenance: First due 90 days after installation
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Pro Tip: Start Simple

Begin by linking 2-3 essential maintenance tasks to each asset template. As you get comfortable with the system, add more specialized tasks. It's easier to add tasks later than to manage too many at once.

tips_and_updates Template Best Practices

Naming Conventions

  • Asset Templates:

    Use noun phrases: "Fleet Vehicles", "HVAC Equipment", "Office Computers"

  • Task Templates:

    Use verb phrases with frequency: "Monthly Oil Change", "Quarterly Inspection", "Annual Calibration"

  • Be Specific:

    "Generator Monthly Service" is better than just "Service"

Template Organization

  • • Create templates for common asset types first
  • • Group similar templates with consistent naming (e.g., all "HVAC" templates start with "HVAC")
  • • Mark unused templates as inactive instead of deleting
  • • Review and update templates quarterly
  • • Document why you created each template in the description

Field Design

  • Only Required Fields:

    Mark fields as required only if you truly need them. Too many required fields slows data entry.

  • Use Dropdowns:

    Dropdown fields enforce consistency. Use them for status, category, department, etc.

  • Include Units:

    Name numeric fields with units: "Weight (lbs)", "Capacity (gallons)", "Voltage (V)"

  • Limit Field Count:

    5-10 custom fields per template is ideal. More than 15 becomes overwhelming.

Task Template Tips

  • • Write clear, step-by-step instructions
  • • Include safety warnings and PPE requirements
  • • List tools and parts needed
  • • Set realistic time estimates
  • • Link to manufacturer documentation when possible
  • • Test templates before rolling out company-wide

Common Mistakes to Avoid

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  • • ✗ Creating too many similar templates (combine them instead)
  • • ✗ Using vague names like "Template 1" or "Misc"
  • • ✗ Making every field required
  • • ✗ Creating templates for one-off situations
  • • ✗ Forgetting to test linked task automation
  • • ✗ Not training team members on new templates
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Success Checklist

  • ✓ Templates have clear, descriptive names
  • ✓ Only essential fields are required
  • ✓ Task instructions are detailed and actionable
  • ✓ Asset templates link to appropriate task templates
  • ✓ Recurring tasks are set up correctly
  • ✓ Team members know which templates to use
  • ✓ Templates are reviewed and updated regularly
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