Use work item templates

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With work item templates, you can quickly create work items with prepopulated 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).

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Task

Web portal

Visual Studio 2015

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Capture a work item as a template

✔️

✔️

---

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

✔️

✔️

---

Copy link (URL) of a template

✔️

✔️

---

Add a work item using a template

✔️

✔️

---

Define a work item template

✔️

✔️

---

Apply a template to one or more work items

✔️

✔️

---

Add or remove tags from templates

✔️

---

Define a template using a hyperlink

✔️

---

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

• Permissions:
  • To manage work item templates in the web portal, be a member of the team that owns them. You can then add, edit, or delete templates as needed.
  • To use work item templates in the web portal, be a Contributor to the project. You can then apply templates to existing work items.
• Tools: To add, capture, or edit work item templates through Visual Studio Team Explorer, install the Microsoft Visual Studio Team Foundation Server 2015 Power Tools. These templates only appear in your view of Team Explorer.

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.

Web portal

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. Select the actions icon, and then choose Templates > Capture.

   

   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.

   

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 same type with predefined values.

Visual Studio 2015

To create work items from templates in Visual Studio or Team Explorer, you can use work item template files, for example, .wt extension. These files are accessible from the Work Items page.

1. Sign in to Visual Studio.

2. Open or run a query that lists the work item whose fields you want to capture.

3. Right-click the work item of the type and whose fields you want to capture, and select Capture Template from the context menu.

   

4. In the dialog, use the checkboxes to select all the fields you want to save in the template. Then, add a name and (optionally) description to the template.

   

5. Save the template, which appears in the root of the Team Explorer pane under the Templates section.

Manage work item templates

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

Web portal

1. From the web portal, open Project settings.

   

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

2. Select Templates.

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

Manage templates for a work item type

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

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

Create a work item template

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

   

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.

Edit, delete, copy link, or create copy

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.

• Edit: Select Edit and Save your changes.
• Delete: Select Delete, and then Delete again from the 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 same type with 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.

Visual Studio 2015

You can use Visual Studio with power tools to manage your own work item templates. For each work item type, you can see your defined templates and perform various actions on them. You can add, edit, delete, copy, and copy templates. You can share your templates with others by sending them the template URL or saving the template as a .wt file.

• Manage templates from the Team Explorer pane.

  

  The root Templates node represents the parent to all of your templates. You can create a directory structure underneath it by adding folders. Right-click on the Templates node or a folder and select New Folder from the context menu.

• Cut, copy, paste, rename, and delete templates and folders using the context menu. You can also drag and drop templates into folders. To edit multiple templates, use shift-click to select a range or ctrl-click to add individual templates to your selection, then right-click.

Define a template

1. From the Templates section, right-click Templates and choose to create a template from scratch.

   

2. Provide a name in the dialog and Save your template.

   

3. Select Copy link to capture the URL for the template that you can use to add work items using the template.

Edit, use, copy, or delete a template

• To edit, delete, or complete another action on a template, open its context menu (right-click) and choose the option you want.

  

• To make frequently used templates more accessible, you can set a default template for each work item type. To do so, right-click on a template in Team Explorer and select Set As Default. A checkmark appears on the icon to indicate that it's now the default.

Set your template directory

• To change the directory where templates are stored, select the Configure link, or go to it via Tools > Options > Microsoft Team Foundation Server > Work Item Templates. Use this dialog to set your template store path. Place your templates in a network location to share them with your team.

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 items

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

Web portal

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.

   

   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.

   

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

Visual Studio 2015

1. Open or run a query that lists one or more work items whose fields you want to capture.

2. Right-click the work items—which must be of the same type—and choose Apply Template from the context menu.

   

3. Select the template to use and select OK.

   

4. Save the work item.

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 (,).

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.

Define an unplanned work item template using a hyperlink

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 same type with predefined values.

https://dev.azure.com/{OrganizationName}/{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

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.

Add a template link to a team dashboard

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.

For more information, see Add Markdown to a dashboard, Markdown widgets.

Related articles

• Azure Boards FAQs
• Sample work item templates