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Fill a new or existing Planner item from a template, and choose which fields the template overwrites. This guide is for MSP staff with Planner editing access. To make the template first, see Create and manage Planner templates.

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Before you start

  • You need Write Planner or Manage Planner. The Apply Template button is turned off when no templates exist.
  • Set the item’s Company first if you want Compliance auto-link to work.
  • Applying a template changes the item’s form. Nothing is saved until you click Save.

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Apply a template

1

Open the item

Open an item from List View or the timeline. For a new item, click Add Item, then set its company and title.
2

Click Apply Template

Click Apply Template beside Description. On a new item the button says Use Template.
3

Pick a template

Search under Select Template and click the template you want. Clicking a name only selects it.
4

Choose the fields to copy

Review Fields to Apply. Every field starts ticked. Click None to clear them all and tick only what you need, or All to tick every field.
Fields to Apply with only Estimated Hours, Cost Rows and Hide from company users selected.

Example: copy Estimated Hours, Cost Rows and the template's visibility setting. The other item fields stay as they are.

5

Click Apply Template

The dialog’s Apply Template button is turned off until a template and at least one field are chosen. The values now appear in the item form.
6

Review the item

Check the title, notes, costs, relationships and the Hide from company users box.
7

Click Save

Wait for the success message, then reopen the item to confirm.
To throw the result away, close the item and choose Discard. If no template appears in the list, clear the search box and ask your MSP to check the template catalog and your access.

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Know what each field replaces

Unticked fields keep their current values. A template field that is empty (null) leaves the item’s value alone. A field that holds empty text can clear the item’s value, so check the result. Company, Due Date and Assignee are not part of the choices. Set them on the item. Custom field values and uploaded files are not copied. To copy only an estimate, click None, tick Estimated Hours and Cost Rows, then click Apply Template. Compliance auto-link looks for the newest assignment of each configured check in the item’s company. It does not create a missing assignment, fix a finding or copy another company’s assignment. If no company is set on the item, no links are added. If some checks have no matching assignment, a message says so and the other fields still apply. Check Relationships before you save. If the lookup fails, the dialog keeps your template and field choices so you can try again.

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Review costs, notes and visibility

  • Public Notes are visible to anyone who can read the item. Private Notes stay MSP-only.
  • Ticking Hide from company users copies the template’s saved setting. Check the checkbox at the bottom of the item afterward.
  • Compare the cost rows with what you expect before you save.

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Troubleshooting

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Frequently asked questions

Open the item and click Apply Template beside Description. Pick the template and fields, apply, review and Save.
No. Choose fields and click Apply Template. The item’s Save keeps the result.
Click None, tick Estimated Hours and Cost Rows, apply and Save.
Yes. Review them each time.
No. It replaces the list.
No. It replaces the notes when the template has text.
No. It copies the template’s setting, which can be visible or hidden.
No. Set them on the item.
Yes. Close the item and choose Discard. File changes you already made stay.
No. This changes fields on one item. Apply to Companies creates new items.