ℹ️ Learn how to create and manage Task Templates in Digitail to automate your team's internal workflows. Save time, reduce human error, and ensure your team always knows what needs to be done — without manual input.
How to Set Up Task Templates
Accessing Task Templates
To access Task Templates, go to Administration → Medical Records → Task Templates.
Click on the Profile Image (top right corner) → Administration → Task Templates
Click Add Template to create a new Task Template.
Enter a Template Name and optional description to define its purpose.
Click Save to store the template.
📌 If you don’t see this section in your account, please contact Support or your Clinic Administrator to check your access permissions.
Editing or Removing Existing Task Templates
Navigate to Administration → Task Templates
Click Edit to modify an existing template or Delete to remove it.
Adjust tasks, recurrence settings, and linked items as needed.
Highlights of the Task Template feature
With Task Templates, you can define lists of tasks that will be automatically generated when a specific service is performed, a diagnosis is added, or a product is used/administered in a Record.
This is especially useful for:
Surgeries (e.g. pre-op, surgery, post-op tasks)
Hospitalization protocols
Chronic condition workflows
Medical boarding or treatments that span several days
Discharge prep or follow-up communication
Linking Task Templates to Diagnoses, Products, or Services
Once a Task Template is created, it can be associated with diagnoses, products, or services to automate task generation.
📌 Important: When a linked diagnosis, product, or service is administered in a SOAP, the associated Task Template will automatically generate the required tasks.
Assign tasks to specific users or roles
You can choose how each task in the template is assigned:
To a specific team member (e.g. always assigned to the vet or nurse)
To the Responsible user of the SOAP/Record (this will dynamically assign the task to the person handling that patient visit)
This ensures the right person sees the task without extra effort—especially handy in multi-user workflows.
Delay task creation to the right moment
Not all tasks should happen right away. You can configure each task in the template to:
Start after a specific delay (e.g. in 2 hours, in 2 days)
Start at a set time (e.g. next day at 9:00 AM)
This is ideal for scenarios like:
Boarding care (e.g. feeding at fixed times)
Follow-up checks or reminders after a procedure
Cleaning or disinfection protocols
Task Recurrence & Scheduling
Tasks can be configured with recurrence to ensure ongoing actions are scheduled automatically.
One-time tasks: Set to trigger immediately or after a delay (e.g., 5 minutes post-administration).
Recurring tasks: Repeat at specific intervals, such as every 4 minutes/hours, daily, or weekly.
Task start times: Choose whether a task should begin immediately, after a short delay, or at a scheduled time.
📌 Example Use Cases:
Surgery Service Tasks:
Immediately after service is added: Administer pre-medication.
5 minutes after administration: Monitor vitals.
Every 30 minutes during surgery: Check anesthesia depth.
After surgery: Post-op pain assessment every 4 hours.
Dental Procedure Tasks:
At procedure start: Administer anesthesia.
15 minutes after anesthesia: Begin dental scaling.
After completion: Record dental findings and schedule follow-up.
Hospitalization Tasks (Visible on Whiteboard):
Immediately on admission: Record patient weight and vitals.
Every 6 hours: Administer fluids.
Every 12 hours: Check temperature.
Every 24 hours: Review patient condition and update SOAP notes.
Track Task Completion & Accountability
After a Task Template is added to a SOAP, individual tasks can still be edited or removed if needed.
Open the SOAP Record where the template tasks have been added.
Click Edit on a specific task to modify details such as due time, assigned staff, or recurrence.
Click Delete if a task is no longer needed in that specific instance.
Changes made here do not affect the original template but only apply to this case.
📌 Tip: This is useful for cases where certain tasks may not be necessary for a specific patient visit.
Where Tasks Are Displayed
All automatically added tasks will be visible across multiple modules in the Digitail platform:
SOAP Records: Tasks appear in the patient’s visit record.
Calendar: Scheduled tasks will be visible for easy tracking.
Flowboard: Ongoing tasks appear in real-time clinic workflows.
Whiteboard: For hospitalized patients, tasks are displayed in the Whiteboard view.
By leveraging Task Templates, clinics can ensure workflow efficiency, reduced manual work, and better organization.
Task Automation examples from the Digitail vet team
Example of a DKA Hospitalization & Treatment using Task automation
Example of a CPV Hospitalization & Tearment Protocol