Creating Task Templates

PracticeWings uses a DAG (Directed Acyclic Graph) task engine. This means tasks can have complex dependency relationships — not just simple sequential lists.

• Sequential steps — Task B cannot start until Task A is complete.
• Parallel steps — Tasks C and D can run at the same time after Task B.
• Conditional branches — If a client is a corporation, include the K-1 review step; skip it for individuals.
• Role-based assignment — Each step is automatically assigned to the right team member based on their role.

1. Go to Tasks > Job Templates in the sidebar.
2. Click New Template.
3. Enter a template name (e.g., "Individual Tax Return — 1040") and a description.
4. Choose a category: Tax, Audit, Advisory, Bookkeeping, or Custom.
5. Set an estimated total duration (used for due date calculations).
6. Click Create Template to open the template editor.

Each step in a template represents one unit of work. Add steps and wire them together to define the flow.

1. Click Add Step in the template editor.
2. Give the step a clear name (e.g., "Gather Client Documents").
3. Write an optional description for the assignee.
4. Set an estimated duration for this step (e.g., 2 hours).
5. In the Dependencies section, choose which steps must be complete before this one can start.
6. Save the step.

Instead of assigning specific people to template steps (which would need updating for every job), assign roles. When a job is started for a client, PracticeWings maps roles to actual team members.

• Preparer — The staff member who does the primary work.
• Reviewer — Typically a manager or senior staff who checks the work.
• Partner — The responsible partner who gives final approval.
• Custom roles — Create any role in Settings > Task Types.

1. On each step, open the Assignment section.
2. Choose a role from the dropdown.
3. Optionally set a relative due date (e.g., "3 days after previous step completes").
4. Save the step.

Templates start as Drafts. Once you're happy with the steps and dependencies, publish the template to make it available for use.

1. Review all steps in the template editor.
2. Click Publish Template in the top-right.
3. The template is now available when creating new jobs for clients.