Use work item templates

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With work item templates, you can quickly create work items that have pre-populated values for your team's commonly used fields. You can use work item templates to create work items or make bulk updates to several work items. You can add and manage work item templates from the web portal or from Visual Studio 2015 or earlier versions. For examples showing usage of work item templates, see Sample work item templates.

Work item templates are distinct from process templates. For more information, see About processes and process templates or these specific articles for default process templates: Basic, Agile, Scrum, or CMMI.

Supported template tasks

The availability of template task options depends on your client and platform version. You can add and manage work item templates from the web portal or from Visual Studio 2015 or earlier versions. For more information, see the prerequisites in this article.

As shown in the following table, a ✔️ indicates the task is available from the web portal or from Visual Studio 2015 or earlier versions. (Make sure to select the content version based on your platform version).


Task

Web portal

Visual Studio 2015


✔️

✔️


Manage work item templates
(Define, edit, delete, copy link, create copy, and rename)

✔️

✔️


✔️

✔️


✔️

✔️


✔️

✔️


✔️

✔️


✔️


✔️


Tip

The templates you define through the web portal are distinct from those you define through Visual Studio. Web portal templates can only be managed and applied to work items through the web portal. Similarly, Visual Studio templates can only be managed, viewed, and applied to work items in Visual Studio. But, you can use the URLs of both template types to add work items through the web portal.

Prerequisites

  • To manage work item templates in the web portal, you need to join the team that owns them. You can then add, edit, or delete templates as needed.

  • You need to be a project Contributor and a team member to use work item templates in the web portal. You can then apply templates to existing work items.

Capture a work item as a template

Depending on the platform, version, and client you use, you might need to follow different steps to capture a work item.

Templates captured through the web portal get assigned a GUID.

  1. From the web portal, open a work item to use as the basis for a template.

  2. Choose the actions icon to open the menu. Choose Templates and then Capture.

    Screenshot of Capture work item field definitions as a template, latest version.

    Name the template, select the team for which you want to save it under, and optionally define or clear fields. Save the template when finished.

    Screenshot of Capture template dialog.

  3. Save the template, and then select Copy link to capture the URL for the template.

  4. You can paste the URL link into a browser to create a work item, or provide it to others for their use to add work items. For example, you can add it as a hyperlink to a project wiki, a dashboard via a Markdown widget, or other shared network resource.

    Use the URL whenever you want to add a work item of the type you've defined with its predefined values.

Manage work item templates

For each work item type, you can see and manage the templates that your team has defined. You can perform various actions on the templates, such as adding, editing, copying, deleting, renaming, and getting the link.

  1. From the web portal, open Project settings.

    Screenshot showing project settings button.

    Expand Boards and choose Team configuration. If you need to switch to a different team, use the team selector.

  2. Select Templates.

    Choose any work item type to view or add templates for that type.

Manage templates for a work item type

Select Project settings > Team configuration > Templates. a work item type to view its defined templates.

For example, choose User Story to view templates defined for capturing user stories.

Screenshot of User Story templates selection.

Create a work item template

  1. From the work item type page, select the green plus icon New template to create a template from scratch.

    Screenshot showing adding a user story template.

  2. Name the template and optionally add and remove fields. Save the template when you're done.

  3. To get the URL for the template, choose Copy link. You can use this URL to create work items based on the template.

From the work item type page, choose the actions icon for an existing template to access the menu options to Edit, Delete, Copy link, or Create copy.

Screenshot of Open template action menu.

  • Edit: Select Edit and Save your changes.
  • Delete: Select Delete, and then Delete again from the Delete template confirmation dialog. Once you delete a template, you can't recover it.
  • Copy link: Select Copy link. Use the URL whenever you want to add a work item of the type you've defined with its predefined values. You can save the URL as a text file, add it to a web page as a hyperlink, copy the link to a shared network, or send to your team via email. Also, consider adding a link to the team dashboard.
  • Create copy: Select Create copy. Name the template, optionally add and remove fields, and then Save it when you're done.

Add a work item using a template

The main method used to add a work item using a template is to open the template link within a browser window. To get the template link, see the Edit, delete, copy link, create copy section.

Apply a template to new or existing work item(s)

You can apply a template to a single work item or do a bulk update of several work items.

Apply a template within a work item

  1. Open a new work item or an existing work item that you want to update using the fields defined within a template, choose the actions icon to open the menu, select Templates, and then select the name of a predefined template.

    Screenshot of Apply a template to an existing work item within the form.

    Only those templates defined for teams that you belong to appear.

    Tip

    Refresh your browser to discover the latest templates added. If you don't see any templates, there might not be any for that work item type.

  2. Save the work item for the changes to be applied. The fields changed are noted in the History field.

Apply a template to several work items

  1. To bulk update several work items, first select them from the backlog or a query results list, and then open the actions menu for one of them. All work items you select must be of the same work item type. For example, all user stories or all bugs.

  2. Choose the template to apply.

    Screenshot of Bulk update several work items.

  3. Field changes are automatically applied and work items saved. To learn more about bulk updates, see Bulk modify work items.

Add or remove tags from templates

You can add tags to a template and they're applied to the work item when you use the template. To add two or more tags, delimit them with a comma (,).

Edit bug template, add or remove tags

If you don't specify tags to remove, then all tags present in a work item remain defined. They remain defined even when you apply a work item template to an existing work item.

You can specify a work item template that specifies several field values using the following syntax. Use the URL whenever you want to add a work item of the type you've defined with its predefined values.

https://dev.azure.com/{OrganizationName}/{ProjectName}/_workItems/create/{WorkItemType}?
[FieldReferenceName 1]={FieldValue 1}&
[FieldReferenceName 2]={FieldValue 2}&
[FieldReferenceName 3]={FieldValue 3}&
. . .
http://{ServerName}:8080/tfs/DefaultCollection/{ProjectName}/_workItems/create/{WorkItemType}?
[FieldReferenceName 1]={FieldValue 1}&
[FieldReferenceName 2]={FieldValue 2}&
[FieldReferenceName 3]={FieldValue 3}&
. . .

For example, the following syntax specifies a work item task with title TaskTitle. It specifies values for the Assigned To, Description, Tags, Activity, and Iteration Path fields.

https://dev.azure.com/{OrganizationName}/{ProjectName}/_workItems/create/Task?
[System.Title]=TaskTitle&
[System.AssignedTo]=Jamal+Hartnett&
[System.Description]=<p>Always+include+Remaining+Work+and+links+to+any+related+bugs+or+user+stories.</p>&
[System.Tags]=Web;+Phone;+Service&
[Microsoft.VSTS.Common.Activity]=Development&
[System.IterationPath]=Fabrikam+Fiber%5CIteration+1
http://{ServerName}:8080/tfs/DefaultCollection/{ProjectName}/_workItems/create/Task?
[System.AssignedTo]=Jamal+Hartnett&
[System.Description]=<p>Always+include+Remaining+Work+and+links+to+any+related+bugs+or+user+stories.</p>&
[System.Tags]=Web;+Phone;+Service&
[Microsoft.VSTS.Common.Activity]=Development&
[System.IterationPath]=Fabrikam+Fiber%5CIteration+1

Tip

There's a 2000 character limit imposed by some browser clients.

You can save the URL as a text file or add the URL to a dashboard or web page as a hyperlink.

You can add links to a Markdown widget that appear on your team dashboard in the web portal. These links open a work item with the template defined fields predefined.

For example, the following widget contains links to three templates.

Markdown widget with links to templates

To learn more about the Markdown widget see Add Markdown to a dashboard, Markdown widgets.