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Work Template Optimization Guide

Guide to optimizing Karbon work templates: setup, automation, finalization, testing—enhancing workflow efficiency and management visibility.

Erin Jamison avatar
Written by Erin Jamison
Updated over a week ago


Designing and optimizing work templates in Karbon can significantly enhance your firm's workflow efficiency, ensure staff visibility, and facilitate management-level reporting.

This guide offers a straightforward 5-step process to optimize any work template using recommended best practices. Before making changes, duplicate the existing template to preserve a copy, and review global automators to make necessary adjustments.

Step 1 - Foundation

Set a strong foundation by selecting the correct work type and high-level parameters to streamline the template's structure.

Begin by confirming the availability of the appropriate work type for your firm's services. If necessary, create a new work type and update the relevant work statuses. Select and duplicate a base work template to optimize, which can be a best-practice template or a building block template for a fresh start.

  • Details Tab: Update the template name (internal and client-facing) and add high-level parameters (e.g., Assigned To, Start Date, Due Date, etc.).

  • High-Level Parameters Example:

    • Assigned To: Bookkeeper

    • Start Date: 1st of the month

    • Due Date: 20th of the month

    • Deadline Date: N/A

    • Repeats: Monthly or quarterly

    • Title Definition: Monthly Accounting for {Start Date - 1 (MMM YYYY)}

Step 2 - Frame

Organize the template by adding sections, tasks, and email placeholders. Each section should include at least one task or email placeholder, structured from start to finish. Internal sections are for tasks your firm will perform, while client request sections are for actions or documents requested from clients.

  • Role Assignments: Assign roles to each task or email placeholder but avoid assigning specific staff at the template level. This flexibility allows staff assignment when the work is created from the template.

  • Due Dates: Add due dates for every task, or use automators to update task due dates if adding them manually is not feasible.

Focusing on framing the workflow after establishing the foundation ensures organized and systematic task management.

Step 3 - Automate

Leverage automation to enhance efficiency by reviewing and adjusting global automators, then adding tasklist automators to the work template.

Common tasklist automators for internal sections include:

  • Status of Tasks

  • Status of Work

    • This is only needed when the status of the work should change.

  • Assignee of Work

    • This is only needed when the role responsible for the

      work is changing.

  • Due Date of Tasks

    • This is optional and can be used with or instead of

      pre-set task due dates.

Proper automation ensures tasks are timely and correctly assigned, significantly improving workflow efficiency.

Step 4 - Finalize

Finalize the template by completing the sections, tasks, and email placeholders, including client requests and associated sending rules.

Final touches ensure all elements of the workflow are coherent and ready for deployment.

Step 5 - Test

Step 1: Create a test work item from the template for a test client.

Step 2: Add a test contact for any auto-send client requests and assign different staff members to roles.

Step 3: Move through the work item step-by-step, ensuring tasks and automators function as expected.

Step 4: Adjust and retest as necessary until the template is fully optimized for your firm’s needs.

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