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Creating Task Catalogs

Step-by-step guide to building reusable task template libraries.

Overview​

Creating a robust task catalog is the first step to standardizing project delivery. By defining tasks, durations, and dependencies once, you can replicate successful projects instantly.

Step 1: Create New Catalog​

  1. Navigate to Tasks → Task Catalogs.
  2. Click Create New Catalog.
  3. Name: Give it a clear name (e.g., "Standard Retail Fitout").
  4. Category: Assign a business function (e.g., Construction, Marketing).
  5. Description: Add context on when this catalog should be used.
  6. Click Create to save the catalog.

Step 2: Add Catalog Items​

You can build your catalog by adding individual items or cloning existing ones.

  1. Click Add Item from the catalog detail view.
  2. Define Core Details:
    • Title: Use actionable language (e.g., "Submit Permit Application").
    • Description: Detailed instructions, acceptance criteria, or links to guides.
    • Duration: Realistic timing based on historical data.
    • Assignee(s) Roles: The project function responsible (e.g., Project Manager).

Step 3: Establish Timing & Dependencies​

Defining when tasks happen is critical for generating an accurate schedule.

Timing Logic​

  • From Project Start: "Day 1: Kickoff Meeting"
  • From Target Completion: "-90 Days: Begin Staff Hiring"
  • Relative: "5 Days after 'Foundation Poured' completes"

Dependencies​

Link tasks to create a critical path. Use the Dependencies tab on an item to select a predecessor.

  • Example: "Install Server" (Successor) cannot start until "Room Ready" (Predecessor) is complete.

Step 4: Add Automation Rules​

Make your catalog smart by adding rules that adapt based on project context. Rules can be configured at:

  • Catalog level: Use the Rules tab on the catalog for catalog-wide automation.
  • Item level: Use the Task Applicability & Timing tab on individual catalog items for item-specific rules.
  • Example: "IF Project Size > 10,000 sq ft, THEN set 'Cleaning' duration to 5 days."
  • Example: "IF Region = 'Europe', THEN set Assignee to 'EMEA Team'."

Step 5: Validate and Publish​

Before rolling out the catalog to the team:

  1. Test Deployment: Create a dummy project and apply the catalog.
  2. Review Dependencies: Check that all dependencies flow correctly and no circular loops exist.
  3. Activate: Change the catalog status from Draft to Active.

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