Form templates

SECURITY  Security level with Admin permission to configure Checklists & Templates. Refer to Admin security settings. To create form templates for users other than yourself, permission to create them for other users. Refer to Form Templates.

NAVIGATION   > Admin > Automation > Checklists & Templates  > Form Templates

NOTE  If you already know about form templates, but you're not sure how to use them, refer to Using form templates and speed codes.

Autotask form templates and speed codes streamline data entry for selected entities in Autotask and in LiveMobile. To open the page, use the path(s) in the Security and navigation section above.

  • Form Templates automatically populate multiple fields in Autotask forms. A form template can also be configured to trigger notification emails to specified recipients. After loading a template, you can edit any automatically populated field.
  • To make templates even faster, use speed codes. When you create or edit a form template, assign a code to it. When you create a new entity, enter the alphanumeric code into the speed code field to load the template.

IMPORTANT  Selecting a form template is the equivalent of manually populating the form. Form template settings will override any previously populated field content, including notification settings, additional contacts, and secondary resources!

Templates you create can be available only to yourself (Personal) or, depending on your security level permissions, made available for your department or the entire organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site..

NOTE   Users can edit, copy, and delete the form templates they create. To edit, copy, and delete all form templates, a user's security level must include Admin level permission as described at the beginning of this topic, after the Security requirements description. For more about custom security levels, refer to Creating or editing a custom security level.

NOTE  To see and edit all form templates requires the following security level permissions:
• Ticket, Ticket Note, Ticket Time Entry, Service Call, and Quick Call form templates require Admin > Service Desk (Tickets) permission.
• Task Note and Task Time Entry form templates require Admin > Projects & Tasks permission.
• Opportunity and Quote form templates require Admin > Sales & Opportunities permission.

You add and manage form templates on the Form Templates and My Form Templates pages.

  • To add a new form template, click New and select an entity. Refer to Adding and editing form templates.
  • To find a specific form template, use the Quick Search row at the top of the table.
  • To edit, inactivate, copy or delete a form template, use the context menu.
  • For information on how to use form templates and speed codes, refer to Using form templates and speed codes.

 

Option Description

Edit, Edit [Entity Name]

Puts the selected row into Edit mode or opens the Edit <Option> dialog. The fields that can be edited are usually the ones you populate when you create a new list item. Make your changes and click Save, or Cancel.

NOTE  On some pages, you may not be able to edit System options.

Copy, Copy [Entity Name]

Creates a copy of the selected option. The name is the same as the original, followed by (Copy).

Activate/Inactivate, Activate/Inactivate [Entity Name]

New options are active by default.

  • When an option is inactivated, it is no longer available for use, but existing associations with other entities remain in place and in effect.
  • You will be unable to inactivate an option that is referenced elsewhere.

NOTE  Sometimes, the association that prevents inactivation is not obvious. For example, to inactivate a ticket status associated with Incoming Email Processing, you must select a different one first.

Delete, Delete [Entity Name]

The ability to delete an option is severely restricted. List options cannot be deleted if:

  • The option is a system option
  • The option is the default option where a default is required
  • The option is associated with (has been used for) an entity

IMPORTANT  To preserve data integrity, Autotask prevents deletion of entities that have dependent entities or are referenced elsewhere! If you are unable to delete an entity, you should inactivate it to make it unavailable for use.