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Creating Task Templates

To create task templates, follow the steps outlined below.

  1. Under the Task Templates tab, click Add New Task Template.

  1. Enter the details in the following fields:

  • Task Template Name – name of the task template. This will be used as Task name when a task is created.
  • Description – this is a description of the task
  • Due Days – the specified day(s) when a task must be completed.
  • Priority – this is the priority level assigned to the task
  • IT System – this is the IT System associated with the task. 
  • Assignees – system users including users with Participants role can be assigned with the task
  • Subtasks – Tasks can further have subtasks under them. Subtasks are just like tasks and have all these fields in them as well.

    NOTE: IRM allows tasks and subtasks within the same template to have duplicate names, including conditional task templates. The system does not restrict duplicate naming, providing greater flexibility in task structure and configuration.
  1. If Data Mapping & Risk Manager integration is enabled for IRM for a particular customer, then Systems from Data Mapping & Risk Manager can be populated in the IT System field of Tasks & Subtasks. If such systems from Data Mapping & Risk Manager have an email as a contact, then the task is assigned to this email. This email can be a system user or an external user.

  1. As an option, you can assign new or existing tasks to external users. External users are emails that do not have IRM login access. This feature is typically used to notify Vendors and partners of their share of work for the request. Assign a task to an external user by clicking the Add new assignee link and type the email address of the user and click Save.

  1. Once all fields are complete, click Add Task Template. The task is displayed under the Task Templates list.