# Templates Templates define the structure and fields for your scoping estimates, ensuring consistency across your organization while allowing flexibility for different service offerings. ## Overview Scoping templates act as blueprints for your estimates, defining: * Custom metadata fields for the Overview & Scope section * Level of Effort (LOE) table configuration * Rate card integration for pricing * Default settings for calculations ## Creating a Template ### Access Template Management 1. Navigate to **Settings** in the top navigation 2. Select **Organization** -> **Scoping Configuration** from the sidebar 3. Click on the **Templates** tab 4. Click **Create Template**
### Basic Information | Field | Description | Required | | -------------------- | --------------------------------------------------- | -------- | | **Template Name** | Descriptive name (e.g., "Cloud Migration Template") | Yes | | **Default Template** | Check to set as organization default | No | {% hint style="info" %} **Default Templates** are automatically selected when creating new scoping estimates, making it faster for your team to get started. {% endhint %} ## Overview & Scope Fields Custom fields appear in the Overview & Scope tab of each estimate. These fields capture project-specific metadata beyond the built-in fields (Project Overview, In Scope, Out of Scope, Dependencies). ### Available Field Types | Type | Use Case | Configuration | | -------------------- | ------------------------------------------ | ------------------- | | **Text Input** | Short text (customer name, opportunity ID) | Single-line input | | **Text Area** | Multi-line text (project description) | Multi-line input | | **Rich Text Editor** | Formatted content (executive summary) | WYSIWYG editor | | **Link (URL)** | Web links (customer site, documentation) | URL validation | | **Dropdown Select** | Predefined choices (industry, region) | Custom options list | ### Adding Custom Fields 1. In the template editor, select the **Overview & Scope Fields** tab 2. Click **Add Field** 3. Configure the field: * **Field Name**: Internal identifier (lowercase, underscores) * **Label**: Display name shown to users * **Type**: Select from available field types * **Required**: Check if field must be filled in * **Options**: For dropdown fields, add available choices **Example Custom Fields:** ``` Field: customer_industry Label: Customer Industry Type: Dropdown Select Options: Financial Services, Healthcare, Retail, Manufacturing, Technology Required: Yes Field: opportunity_link Label: Salesforce Opportunity Type: Link (URL) Required: No Field: executive_summary Label: Executive Summary Type: Rich Text Editor Required: Yes ``` **\[Image Placeholder: Custom Fields Configuration]** ### Best Practices for Custom Fields ✅ **Do:** * Use descriptive labels that are clear to all team members * Mark truly required fields only * Group related information logically * Keep field names consistent across templates ❌ **Don't:** * Create too many required fields (slows down scoping) * Use technical jargon in labels * Duplicate built-in fields * Change field names frequently (impacts historical data) ## Level of Effort Configuration The LOE configuration defines how your team estimates and prices work. ### Fixed Columns Every template includes these standard columns: * **Task Name**: Brief task identifier * **Task Description**: Detailed task description * **Type**: Task categorization (configurable) * **Hours/Quantity**: Effort estimation (configurable) * **Rate Card Column**: Role, Product, or Service (configurable) * **Notes**: Additional context ### Hours vs. Quantity Mode Choose how your team estimates effort: | Mode | Best For | Example | | ------------ | --------------------- | ---------------------------------------------- | | **Hours** | Time-based services | Consulting, professional services, development | | **Quantity** | Count-based estimates | Product licenses, hardware units, user seats | ### Rate Card Column Configuration The rate card column is the most flexible part of your LOE table: **Label Customization:** * Default: "Role" (for professional services) * Alternatives: "Product", "Service", "Resource Type", "SKU" **Options Source:** * **Rate Card**: Link an existing rate card to populate options automatically * **Manual**: Define options directly in the template #### Linking a Rate Card When you link a rate card: * ✅ Options are automatically populated from rate card items * ✅ Pricing is automatically applied during calculations * ✅ Updates to the rate card flow through to templates * ✅ Maintains consistency across all estimates #### Manual Options If not using a rate card: * Define each option individually * Optionally set rates per option * Rates are stored in the template (not centralized) ### Type Column Configuration Configure how tasks are categorized: | Preset | Options Provided | Use Case | | ------------- | ----------------- | ------------------------------ | | **Milestone** | Milestone, Task | Traditional waterfall projects | | **Agile** | Epic, Story, Task | Agile/Scrum methodology | | **Custom** | Your own options | Unique organizational needs | **Custom Type Example:** ``` Phase, Activity, Deliverable or Requirement, Design, Build, Test, Deploy ``` ### Pricing Defaults Set organizational defaults for pricing calculations: | Setting | Purpose | Typical Range | | ----------------------------- | ------------------------ | ------------- | | **Default Buffer Percentage** | ROM range calculation | 15-25% | | **Default Project Duration** | FTE calculation baseline | 8-16 weeks | {% hint style="warning" %} **Buffer Percentage**: Higher buffers (20-25%) are appropriate for discovery or poorly-defined work. Lower buffers (10-15%) work for well-defined, repeatable projects. {% endhint %} ## Template Preview As you configure your template, the preview section shows how it will appear in actual scoping estimates. **Preview Includes:** * Overview field layout * LOE column configuration * Available options for dropdowns * Pricing defaults Use this to validate your template before saving. **\[Image Placeholder: Template Preview Section]** ## Managing Templates ### Editing Templates 1. Navigate to **Settings** → **Scoping Configuration** → **Templates** 2. Find your template in the list 3. Click the **Edit** button 4. Make your changes 5. Click **Save Template** {% hint style="info" %} **Existing Estimates**: Editing a template does not change existing estimates created from that template. Only new estimates will use the updated configuration. {% endhint %} ### Setting Default Templates Only one template can be marked as default: * New estimates automatically select the default template * Users can still choose other templates during creation * Change the default at any time in template settings ### Deleting Templates To delete a template: 1. Click the **Delete** button on the template 2. Confirm the deletion 3. Template is removed (does not affect existing estimates) {% hint style="danger" %} **Warning**: Deleting a template cannot be undone. Existing estimates using the template will retain their structure but won't receive template updates. {% endhint %} ## Template Strategies ### Single Template Approach **Best for:** Small teams, single service offering Create one comprehensive template with all possible fields. Users can leave unused fields blank. **Pros:** * Simple to manage * Everyone uses the same structure * Easy to compare estimates **Cons:** * May include irrelevant fields for some projects * Can feel cluttered ### Multi-Template Approach **Best for:** Multiple service offerings, diverse project types Create specialized templates for each service line: * Cloud Migration Template * Data Platform Template * Security Assessment Template * Staff Augmentation Template **Pros:** * Focused, relevant fields only * Better user experience * Clearer pricing models per offering **Cons:** * More templates to maintain * Need to choose correct template ### Hybrid Approach **Best for:** Medium to large teams Create a few broad templates covering major categories: * Technical Consulting (cloud, data, security) * Staff Augmentation * Fixed-Price Projects **Pros:** * Balanced simplicity and specificity * Manageable number of templates * Flexibility within categories **Cons:** * Requires thoughtful categorization ## Common Template Examples ### Professional Services Template **Use Case:** Consulting engagements billed by hours and roles **Configuration:** * Hours mode * Rate card column labeled "Role" * Rate card with: Solution Architect, Cloud Engineer, Project Manager, etc. * Type column: Milestone/Task * Custom fields: Customer Industry, Engagement Type, Opportunity Link * 20% buffer, 12-week duration *** ### Product Implementation Template **Use Case:** Software implementations with licenses and services **Configuration:** * Quantity mode for products, Hours mode for services (create two templates or use hours) * Rate card column labeled "Product/Service" * Rate card with: Software License, Training, Support Hours, etc. * Type column: Custom (Discovery, Configuration, Training, Go-Live) * Custom fields: Customer Size, Deployment Model, Integration Requirements * 15% buffer, 8-week duration *** ### Fixed-Price Project Template **Use Case:** Quoted projects with detailed phase breakdown **Configuration:** * Hours mode * Rate card column labeled "Role" * Standard rate card * Type column: Custom (Phase, Milestone, Deliverable) * Custom fields: Contract Type, Payment Terms, Milestone Dates * 25% buffer, 16-week duration ## Integration with Rate Cards Templates and rate cards work together to streamline pricing: ``` Rate Card (Organizational Pricing) ↓ Template (Service Offering Structure) ↓ Scoping Estimate (Specific Project) ``` **When to Update:** * **Rate Card**: When pricing changes organization-wide * **Template**: When service offering structure changes * **Estimate**: For project-specific details only Learn more: [Rate Cards Management](https://docs.darcyiq.com/settings-and-configuration/scoping-configuration/rate-cards) ## Frequently Asked Questions **Q: Can I change a template after creating estimates with it?**\ A: Yes, but changes only affect new estimates. Existing estimates retain their original structure. **Q: What happens if I delete a linked rate card?**\ A: The template will still function, but pricing won't be automatically calculated. You'll need to link a new rate card or switch to manual options. **Q: Can team members use different templates?**\ A: Yes. While a default template streamlines creation, users can select any template when creating a new estimate. **Q: How many custom fields should I add?**\ A: Start with 3-5 essential fields. Add more based on team feedback. Too many fields slow down the scoping process. **Q: Can I copy a template?**\ A: Not currently, but you can create a new template and manually replicate the configuration. **Q: Do templates affect the AI's suggestions?**\ A: Yes! Custom fields and task structure help the AI provide more relevant suggestions based on your organization's methodology and custom knowledge engine. ## Related Documentation * [Rate Cards Management](https://docs.darcyiq.com/settings-and-configuration/scoping-configuration/rate-cards) - Configure organizational pricing * [Historical Insights](https://docs.darcyiq.com/settings-and-configuration/scoping-configuration/historical-insights) - Analyze scoping patterns * [Scoping & Estimates](https://docs.darcyiq.com/workspace/scoping-estimates) - Learn about the scoping feature * [Knowledge Bases](https://docs.darcyiq.com/additional-features/knowledge-bases) - Understand the knowledge engine system *** **Ready to create your first template?** Navigate to **Settings** → **Scoping Configuration** → **Templates** and click **Create Template**.