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Edit Activity Template

This guide explains how to edit existing activity templates in Turfpal. The editing process requires a specific workflow to ensure data integrity and prevent issues with existing tasks.

Edit Workflow Overview​

Important Workflow

To edit an activity template safely, you must follow this sequence:

  1. Deactivate the activity template
  2. Enable editing mode
  3. Make your changes
  4. Save the changes
  5. Approve the activity template again

Accessing Activity Template for Editing​

  1. Navigate to Planning > How-Tos > Activity Template in the sidebar menu
  2. Find the activity template you want to edit in the list
  3. Click on the activity template name to open its details

Deactivating the Activity Template​

Before making any changes:

  1. In the activity template details, locate the Deactivate button
  2. Click the button to temporarily Deactivate, confirm by clicking Yes
  3. Click Enable to re-activate the activity template
Why Deactivate?

Deactivating the activity template prevents new tasks from being created with it while you make changes, ensuring consistency across your system.

Making Changes​

Once the activity template is deactivated and re-activated, you can modify:

Basic Information​

  • Name: Update the activity name
  • Group: Change the category grouping
  • Language: Modify language settings

Configuration Options​

  • Show venue selection: Enable/disable venue selection
  • Is venue selection mandatory: Make venue selection required or optional
  • Show equipment selection: Enable/disable equipment selection
  • Is equipment selection mandatory: Make equipment selection required or optional
  • Allow inventory selection: Enable/disable product selection
  • Is activity completed when all data is filled in: Auto-completion settings
  • Available as type in maintenance window: Maintenance availability
  • This activity is an assessment only/Quick test: Assessment-only designation

Custom Fields​

Adding New Fields​

  1. Click + New field in the Fields tab
  2. Configure the new field properties:
    • Active: Enable the field
    • Allows empty: Set if the field can be blank
    • Name: Field display name
    • Control type: Choose from Checkbox, Dropdown, Radio button, Input, URL
    • Data type: Select appropriate data type

Modifying Existing Fields​

  1. Locate the field you want to edit
  2. Update field properties as needed
  3. For dropdown/radio/checkbox fields:
    • Add new options using the + button
    • Remove options using the X button
    • Toggle Active status for individual options

Field Examples​

Updating a Dropdown Field:

  • Add new grass types: "Zoysia", "St. Augustine"
  • Remove outdated options
  • Update option names for clarity

Modifying Input Fields:

  • Change data type from Text to Number
  • Update field names for better clarity
  • Add validation requirements

Access Control​

Update organizational access as needed:

  1. Go to the Access tab
  2. Add new organizations with Add access
  3. Remove organizations by clicking the Delete button
  4. Update reference numbers and contact information
Field Modification Warning

Be careful when modifying existing fields, especially changing data types or removing options. This could affect how existing task data is displayed or processed.

Saving Changes​

After making all necessary modifications:

  1. Review all changes across all tabs (Identification, Fields, Access, Attachments)
  2. Click Save to commit your changes
  3. Verify that changes appear correctly in the activity template details

Reactivating and Approving​

Once you've saved your changes:

Approve changes to actity type​

  1. Locate the Approve option (usually in the right sidebar or top area)
  2. Click the Approve button to commit chages
  3. Confirm the approval when prompted by clicking Yes
success

Once approved and active, the updated activity template will be available in the Planner for creating new tasks with the modified configuration.

Impact on Existing Tasks​

What Doesn't Change​

  • Existing tasks created with the old version will retain their original configuration
  • Historical data remains intact and accessible
  • Completed tasks are not affected by the changes

What Changes​

  • New tasks created after approval will use the updated configuration
  • Field options in new tasks will reflect your modifications
  • Validation rules will apply to newly created tasks

Best Practices for Editing​

  1. Plan Changes Carefully: Review what changes are needed before starting the edit process
  2. Test Thoroughly: Create a test task after editing to ensure everything works as expected
  3. Document Changes: Keep notes about what was modified and why
  4. Communicate Updates: Inform your team about changes to activity templates they regularly use
  5. Backup Strategy: Consider copying the activity template before major changes
tip

For major changes, consider creating a new activity template and gradually phasing out the old one rather than editing extensively.

Troubleshooting Common Issues​

Changes Not Appearing​

  • Ensure you clicked Save after making changes
  • Verify the activity template is both Active and Approved
  • Clear browser cache and reload the page

Cannot Edit Fields​

  • Confirm the activity template is deactivated before attempting changes
  • Check that you have the necessary permissions to edit activity templates

Approval Issues​

  • Ensure all required fields are properly configured
  • Verify that field validation rules are consistent
  • Check that access permissions are correctly set

By following this workflow, you can safely update your activity templates while maintaining system integrity and ensuring a smooth experience for users creating tasks.