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Work items

Build a subtask template with AI

Describe a job, paste a checklist or learn from past work, and ProCharted builds the subtask template for you to check and save.

In short: Instead of typing every step of a subtask template yourself, describe the work, paste a checklist you already have, or let ProCharted learn the steps from your past work. You check and change the result before saving it.

Before you start

  • You need Settings access (Admin or the View Settings permission).
  • AI features must be turned on for your firm (Settings > Firm Details > AI features).

Build a template

  1. Click your avatar > Settings > Templates > Subtask templates.
  2. Click ✨ Build with AI, next to New Template.
  3. Under Start from, choose one:
    • Describe it: type what the work is in What is the work?, or click one of the examples.
    • Paste a checklist: paste any list, email or notes. Each step becomes a subtask.
    • Learn from past work: pick a Work type. ProCharted looks at the subtasks of your 20 most recent work items of that type and keeps the steps they have in common, in their usual order and timing.
  4. Optional: pick a Work type, and under Include tick Due dates and/or Assignees, picked by your team’s roles.
  5. Click ✨ Build my template. The checklist appears on the right.

Check and change it

  • Edit the Template name and each subtask’s title.
  • Set when each subtask is due: On the work’s due date, Days after start or Days before due, plus the number of days.
  • Pick an assignee, set the hours, or click + Details to add what to check.
  • Drag a subtask by its handle, or use ↑ / ↓, to reorder it. ✕ deletes it and + Add subtask adds one.
  • To let the AI change it, type in Ask for changes (for example “add a manager review step before sending”) and click Update. Your own edits are kept.

When it looks right, click Save template. The template opens in the normal editor, where you can add automations.

Good to know

  • Nothing is saved until you click Save template. Discard closes the window without saving.
  • A template built with AI can have up to 40 subtasks.
  • Steps are assigned to the team member whose role fits the step. If nobody on your team has a role yet, nobody is assigned. Roles are set up in Settings > Team > Roles.
  • When it learns from past work, client names are never sent to the AI: only the subtask names and their timing.
  • Each build or change counts as one of your 100 AI uses a day.

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Still stuck? Email support@procharted.com and we’ll help you out.