Using workflow templates

Using workflow templates

A workflow template is a reusable blueprint for a piece of recurring work - a name, a category, a budgeted hours estimate, and an ordered list of tasks with their own due-date offsets and priorities. Applying a template creates one real job and its real tasks in a single step, so you stop rebuilding the same job structure from scratch every time a VAT return or an onboarding comes in.

Where to find templates

Go to Practice > Templates in the sidebar (route: /dashboard/jobs/templates). The page itself is titled "Workflow Templates". This nav link is limited to admins and managers - staff won't see "Templates" in the sidebar. The page itself has no separate access check of its own, so a direct link still works for anyone signed in at your firm, but day-to-day, building and applying templates is effectively an admin/manager function.

Browsing templates

The page shows a region toggle telling you which templates you're seeing - "Showing templates for UAE", "United Kingdom", or "all regions" - with a link to switch between showing only your firm's region or all regions.

Two rows of filter pills narrow the list further:

• Category: All, Compliance, Tax, Onboarding, Reports, Advisory, Operations
• Industry: All industries, Accounting, Legal, Property, Talent / HR, Consulting, Marketing, Financial, General

Templates tagged with the General industry show up under every industry filter, not just when General is selected.

Each template card shows its category badge, a "BUILT-IN" badge if it's one of Accupe's built-in templates, a region badge if it isn't tagged for all regions, an industry badge if it isn't tagged General, its name and description, and footer stats for the number of tasks and budgeted hours (or "Hours TBC" if no budget is set).

Applying a template

1. Click any template card to open the "Apply Template" modal.
2. Search for and select a Client (type-ahead search against your client list). Once picked, you'll see a "Selected: {name}" chip with a Change link.
3. Adjust the Job title if you want - it's pre-filled with the template's name.
4. Set the Start date (defaults to today).
5. Choose Assigned to from your team, or leave it Unassigned. This one assignee is applied to every task the template creates - you can't set a different assignee per task at this stage.
6. Review the live preview panel, "Tasks that will be created", which lists each task with a priority dot and its calculated due date (start date plus that task's day offset). This updates automatically if you change the start date.
7. Click Apply Template. The button is disabled until client, job title, and start date are all set, and shows "Applying…" while it runs.

Once applied, Accupe creates exactly one job and one task per task in the template:

• The new job starts with status Not Started.
• The job's own due date is calculated from the start date plus the latest task offset in the template (i.e. it's driven by the last task, not manually entered).
• Budgeted hours and category are copied from the template.
• Each task gets its title, priority, a due date (start date plus that task's own offset), and the assignee you chose.

You'll see a confirmation toast reading Created job "{title}" with {N} task(s) - the job title is wrapped in double quotes and "task" becomes singular when there's exactly one - and land back on All Jobs, scrolled to and briefly highlighted on the new job's row.

Creating your own template

Click New Template in the top-right of the page to open the template builder. Fields:

• Name
• Category: General, Compliance, Tax, Reports, Onboarding, Advisory, or Operations
• Budgeted hours
• Region: All regions, United Kingdom, or United Arab Emirates
• Industry: the same eight options used in the industry filter
• Description
• Tasks: a repeatable list. Each row has a task title, a numeric "Day" offset (hover the field and it shows "Days from job start"; a caption below the whole list reminds you that Day 0 means the start date itself), and a Priority of Low, Medium, or High. You can remove a task row unless it's the only one left.

Click Create Template to save it. You'll need a name and at least one task with a title, or you'll get a toast notification telling you what's missing (it appears as a pop-up, not inline under the field). Templates you create this way are private to your firm - only your team can see and apply them.

Categories: templates vs jobs

The category list on the templates page is slightly different from the one in the job creation/edit modal:

Strategy and Finance only exist as job categories; Advisory only exists as a template category. Keep this in mind if you're trying to match a template's category to a job's category later.

Note: The single assignee you choose when applying a template is applied to every task it creates - there's no way to assign individual tasks to different people at apply time. If a template's tasks need different owners, reassign the individual tasks afterwards from All Tasks.