Many users have asked me whether it’s possible to create project templates in the Achieve Planner time management software (AP).

While AP doesn’t have true project templates yet, it’s relatively easy to get the same results using the existing copy drag & drop functionality.

If you have certain project types that have the same set of common tasks, a project template can help you quickly create new project instances without having to manually enter all the same tasks each time.

For example, Jane Smith writes help files and always begins with the same common set of tasks. Therefore, creating a Help File Template is a sensible thing to do.

Rather than having to re-enter all the same tasks for each new client project, Jane could create a project template containing all the common tasks and simply create a new instance of the template each time she needs to start a Help File project.

The new project instance would be automatically populated with all the common tasks, plus any additional project specific information stored in the template.

Here are the steps Jane would take to do this:

1. In the Outline tab, under the Work result area, create a new project called Templates.

2. Set the priority to D to ensure that template projects are not scheduled.

3. Add a subproject named Help File Template as a child of Templates.

4. Enter the common tasks that are performed each time as children of the Help File Template project:

• Install latest software
• Create menu tree (x-ref to window)
• Create window tree (x-ref to menu)
• Create outline

Click on Image to Enlarge

Once the template project is ready, Jane can create a new instance of a “help file” project using this template.

For example, if Jane needs to create a new project for the “Enterprise Help File” she is going to develop for Acme Routers, Inc., Jane would:

1. Activate the Outline tab

2. Press and hold down the left mouse button on the row header for the row corresponding to the Help File Template. (This highlights the whole row.)

3. While still pressing the left mouse button, press and hold down the Ctrl key and drag the Help File Template row to the Acme Account project row.

As she drags the row, she would see the red arrow target indicator move accordingly.

Drop After ->

Drop as Child ->

Drop Before ->

Note: Holding down the Ctrl key during a drag operation performs a copy of the dragged row rather than a simple move

4. When the target indicator is over the Acme Account project indicating a child drop (red arrow is in the middle and slightly to the right of the target row), Jane releases the mouse to drop the template making sure to hold down the Ctrl to make a copy of the template.

5. A new copy subproject of the dragged template containing copies of the common tasks (and any other project details) should be created as a child of the target row. She then edits the name and changes it to Enterprise Help File.

6. Jane updates the priority of the new project as needed (make it an A project.)

Tips 

When using Project Templates in this way, you should make sure that none of the tasks in the template are marked completed, because they would also be completed in the new project instance (since it’s a direct copy.)

While I do have plans to develop an enhanced project template feature that would let you create new instances from any of your existing projects, including completed ones, I want to improve the goal setting and GTD features first.

Based on the feedback I’ve received from AP users in the community, this seems like the best thing to do at this time.

Achieve Planner is a Windows time management software system that helps you get organized, increase your productivity, and make better use of your time. To learn more or to download your free 30-day trial, please visit www.effexis.com/achieve/planner.htm