Create Activity Template

Create a reusable Activity Template that defines states, forms, assignments, and extra metadata for new activities (work packages). Templates speed up creation, enforce consistency, and enable automations like notifications and prefills.

Prereqs

• Zegeba account with permission to manage templates (Admin or equivalent).
• At least one published Form Template to attach.

Open Activity Templates

On the left sidebar, hover and click Templates → Activity Templates.

Settings tab

• Template Name and Color (required).
• Activity Template Description: short summary shown to users when browsing templates.
• Visibility & notifications (checkboxes)
  • Form Filtering – enable extra filtering of available forms when creating new activity.
  • Don’t notify users about new activity assignment – Unchecks the notify assignment email selection when creating new Activity.
  • Hide activity from the apps list – hides activities created from this template from the mobile/web apps list.
  • Hide activity attachments – removes the attachments section from the activity UI in the App.
  • Hide Bulk PDF button – hides the bulk export to PDF action in the App.
• (Optional) Custom Activity Assignment Message – add Subject and Message. You can use parameters like ${username}, ${state}, and Activity URL (see on-screen parameter hints).
• Template Owner: defaults to the user who creates the template; can be changed.
• (Optional) Lock Template to restrict editing and make sure you don´t change something by accident.
• Code Editor (advanced)
  Switch to Code Editor to edit the template JSON and manifest directly. Use Reset to restore to the state when you first opened the editor. Save when finished. Entering incorrect code may cause the template definition to break, use with caution.

States tab

Define your workflow: e.g., New → Ongoing → Done.

• Add states with + Add State.
• Set State Name, optional Progress %, and State Color.
• Default: the state new activities start in.
• Disabled: the state appears in the dropdown but can’t be selected. Add an Unavailable State Explanation to tell users why.
• Hidden: the state won’t appear in the dropdown.
• Disables Selection: prevents opening the state selector when this state is active.
• Hide activity with this state: hides the activity in the app when selected.
• Notify when change to this state: set recipients and craft a Custom message (Subject/Message).
• Change assignment on entering this state: choose users and action (e.g., Add users to existing assignees).
• Reorder or delete with the three-dot menu next to each state.

Meta Data tab

Create activity-level fields shown in web/app:

• Add Meta Data then set Type (Text, Text Area (New), Dropdown list, Date, Date Time, List of users, List of user emails, Date Range, Dynamic List).
• Configure Display Name and Element ID is created automatically.
• (Optional) Text Validation with regex
• (Optional) Help Text gives the user some context to the mata data field. Only available in Dashboard for now.
• Toggles: Required, Allow editing in App, Do not show in App, Lock After First Save (permanently locks after first save).
• Provide Default Text or Selection if needed.

Description tab

Define defaults for new activities created from the template:

• Default Activity Title (supports variables like ${version}).
• Default Activity Description (e.g., Description - ${creator}).
• Default Help Text (appears via the ? icon in the app).

Forms tab

Select one or more form templates used inside the activity.

• Click + Add Form or Add Multiple Forms and pick from your Form Templates (modal).
• For each form: choose Form Template, Form Version (or Override to lock a specific version; unpublished versions are not available to end users), Min/Max no of reports, No Max Limit, Ad Hoc, Hidden.
• Copy Form Capture: Allow duplication entries and captured data within the activity.
• Refresh Prefill: Use this if you need to be able to update form data with latest activity metadata even after first entry. Enabling this ensures all defined prefill data will be prefilled again upon entering the form. It also has the side-effect of rerunning every rule and calcultion again. Every state is also reset to its original state, such that if you rely on setting states dynamically with link actions, then these will reset as well.
• Advanced Form Setup → Mapping: map Activity fields to form element IDs (e.g., map customer → Creator, projectnumber → Version). Use Prefill Code For Form Design dialog to copy JSON and paste into the form designer’s “Prefill data as JSON specification”; replace <element_id in form> with the real element IDs.

Assignment tab

• Manage User Sections (e.g., Assignees, extra sections). Reorder via three-dot menu.
• In Assignees, pick Default Assignees (users).
• Add additional User Sections for custom groupings. Note: Treat them as aliases and not user groups!

Extras tab

Add optional, template-only fields.

• Click Add Extra and set Display Name, Element ID, and Type (Text or Dynamic List).
• Options: Required, Allow editing in App, Do not show in App.
• Use Settings item to rename the section.

FAQs

1) What’s the difference between Hidden, Disabled, and Disables Selection?
Hidden removes the state from the dropdown. Disabled shows it but cannot be chosen. Disables Selection prevents opening the state selector while that state is active.

2) Can I force a specific form version?
Yes. Enable Override on the form card and choose the version. Note: unpublished versions aren’t available to end users.

3) What does “Lock After First Save” do?
It permanently locks that metadata field after the first save of the activity; it can’t be edited later.

4) How do I map activity fields into forms?
Use Advanced Form Setup → Mapping to map activity keys (e.g., Version, Creator) to form element IDs. Use the Prefill Code helper to paste JSON into your form design.

5) Can activities be hidden from the app when in a specific state?
Yes. In the state configuration, enable Hide activity with this state.

6) Where do the notification parameters come from?
They’re provided in the state notifier and template message panels (e.g., ${username}, ${state}, Activity URL). Use them in your subject and message bodies.

7) When should I use the Code Editor?
Only for advanced scenarios where you need to directly edit the JSON structure (template or manifest). Use Reset if something breaks.

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