Activity Template Overview

Use Activity Templates to manage reusable setups for activities in projects and work packages. Access it from the sidebar under Templates → Activity Templates (next to Form Templates and Context Types). This page lists all activity templates in a table and provides tools to search, filter, create, edit, archive, or delete templates.

Quick access from the sidebar

After you create an Activity Template, a quick link appears under the Activities icon in the left sidebar. Selecting Activity Template from this fly-out takes you straight to the correct Activities view pre-filtered for that template — no need to open Views → Activities and apply a filter manually.

Prereqs

You have a Zegeba account with permissions/roles that grant access to Templates and Activity Templates.
You know your workspace conventions for template titles and ownership.

Global settings for Activities (optional)

Administrators can adjust global activity terminology and the default assignment message in Settings → System → Activities.

Rename “Activities” — Set custom labels for Singular and Plural (e.g., "Task" / "Tasks", "Project" / "Projects") to match your organization’s wording. This affects labels across the server where the term appears.
Default assignment message — Enable Custom Activity Assignment Message to define the default Subject and Message used when assigning activities. This applies server-wide and can be edited in context when sending.

Click Save (top right) to apply changes.

Table columns (left → right)

Checkbox — Select one or more rows to enable bulk actions (Archive/Delete) via the toolbar at the bottom.
Action menu — Per-row menu with: Edit, Copy, View All Activities, Create New Activity, Archive, Delete. You can also right-click anywhere on the row to open the same menu.
ID — Unique template ID. Option-click (macOS) to copy to clipboard.
Template Title — Name of the template.
Template Description — Short text to help users pick the right template.
Last Edit — Date & time of the most recent change.
Created — When the template was first created.
Owner — Owner of the template (quick filter available; see Filters below).
Activities — Count of activities created from the template.
Recurring icon — Indicates the template has a recurring schedule.

Find and filter templates

Search (top right) — Searches across all visible columns in the table.
Owner quick filter (button labeled Owner) — Pick one or more owners from the dropdown to narrow results.
Clear Filters ▾ (kebab menu) — Choose Show Archived or Show Only Archived to view archived templates.
Pagination — Navigate pages with controls at the bottom; adjust Rows per page as needed.

Create a new template

Click New Template (top right). This opens the template designer. See the separate article.

Edit, copy, archive, delete, or use a template

Open the … action menu on a row (or right-click the row).

Edit Activity Template — Modify template details.
Copy Activity Template — Duplicate the template.
View All Activities — Open the activities view already filtered to this template, so only its activities are listed. The filter matches on the template's title, so two templates sharing a title show each other's activities.
Create New Activity — Create a new activity directly from the selected template.
Archive Activity Template — Hide it from active lists (can be restored via the Archived view).
Delete Activity Template — Permanently remove the template.

Bulk actions (Archive/Delete)

Select two or more templates using the checkboxes.
The bottom Bulk Edit bar appears.
Click Archive or Delete.

Archiving a template that is still in use

Available from Zegeba 4.13.

Archiving a template that still has activities with people assigned to them affects the people using them. Zegeba warns you first, so it is never an accident.

When you archive such a template, a warning appears telling you the template is still used by activities assigned to users. It does not list them, but View Affected Activities in the warning opens that list, filtered to this template. You can:

Cancel and deal with the activities first, which is usually the right move: finish them, reassign them, or archive them.
Archive Anyway when archiving really is what you want. The template is archived, and the activities built on it stop opening in the app once it syncs.

The warning covers both routes, the row action menu and the bulk Archive action.

Guards around archived templates

An archived template stays out of the way, and 4.13 closes the paths that used to let it back in:

No new activities can be created from an archived template, whether from the template's own Create New Activity action or anywhere else activities are made.
A context that holds activities from an archived template cannot be duplicated, since the copy would need activities the template can no longer produce.

What people in the app see

An activity whose template was archived stops opening in the Zegeba App once the app syncs: it reports that the requested item could not be found. Anything captured but not yet synced is kept and still uploads. Ask for the template to be unarchived and sync again, and the activity opens as before, with everything captured still in place. See FAQ: Why can't I edit an activity in the app?.

See Create or Edit an Activity Template for field-by-field configuration.

FAQs

How do I restore an archived template?
Use Triple dot menu beside clear filters → Show Archived (or Show Only Archived), locate the template, open the row action menu, and choose Unarchive.

Can I see who last edited a template?
You can see the Last Edit timestamp.

What does the Activities number mean?
It shows how many activities were created from that template across the system.

Can I change the template owner?
Yes, open Edit Activity Template and update the Owner field.

Why can’t I see the Templates section?
You likely lack the required role/permission. Contact your administrator to be granted access.

I archived a template by mistake. What now?
Unarchive it: Triple dot menu beside clear filters > Show Archived, then Unarchive on the row. The activities built on it work normally again, and anything captured in the app while it was archived is still there.

Why was I warned when archiving, but my colleague was not?
The warning appears when the template still has activities with people assigned. A template whose activities are finished, unassigned or already archived is archived without a warning.

What happens when I delete a template?
Deletion is not recommended. Existing activities already created from the template remain. Please contact support@zegeba.com if you need assistance.

Is there a way to duplicate multiple templates at once?
Bulk actions currently support Archive and Delete. Use Copy from each row to duplicate.

Article ID: 279

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