How to Clone and Create Meetings and Set Up Templates in KTern?

How to Clone and Create Meetings and Set Up Templates in KTern?


  1. Login to KTern and access the desired project. Once in the project, click the user name avatar, select "Project Settings," and navigate to the "Templates" section.





  2. By default, you will land on the "Create a New Template" tab. In the "Meetings" tab, enter the formulas under the "Create Items" and "Apply Conditional Rules" fields, then click the "Create" button.





  3. To update the meeting name and other formulas, click "Update."



  4. Expand the "Transformation Hub" by clicking the hamburger icon and select "Clone & Create." 



  5. In the Project Hub, follow three key steps to create meetings efficiently:

    1. Select Items

    2. Select Simulation Template

    3. Update Simulated Items

  6. Breaking the task down into these three steps ensures that meetings are created systematically and consistently, saving time and reducing manual effort.

STEP 1: Select Items
  1. Click Link Item A - Choose any of the work items as below:

    1. If the work item is “Project plan,” map it to: Phase, Work Package, Task L1, Task L2, Task L3, or Task L4.





    2. If the work item is “Backlog,” map it to: User Story.

    3. If the work item is “Global Scope Item,” map it to: Line Of Business, Process Group, Scope Item, Scope Item Variant, or Process Step.

    4. Why it’s important?

      1. Linking items such as project plans or backlogs to meetings ensures alignment with critical project activities, improving decision-making and accountability.

      2. This process provides a clear structure for discussing key phases and tasks, ensuring that no important elements are missed.

      3. Project managers can track meeting outcomes directly related to project deliverables.

    5. After selecting the work items, use the greater-than symbol (>) to move them to the selected items list on the right.



    6. Use the “Select All” icon to select or deselect all work items. Deselect unnecessary items by unchecking their boxes.



    7. Remove selected items by clicking the delete icon, or remove all items by selecting all and pressing the delete icon.



  2. Click Link Item B - Choose any of the work items as done for linking Item A.



STEP 2: Select Simulation Template

Now, choose an existing template or create a new one.

  1. Choosing the available template

    1. To choose a template: Select the desired template by clicking the icon near the launch button (e.g., New Default Template).





    2. Why it’s important?

      1. It guarantees consistency and reduces manual setup errors.

      2. With predefined templates, structured meetings are generated with relevant fields already populated, keeping meetings focused on project objectives.

STEP 3: Update Simulated Items
  1. After choosing the template, a list of tasks appears where the project plan and meetings are cloned.



  2. KTern’s "Quick Fill" feature lets you fill in key fields—Parent Name, Assign To, Planned From, and Planned To—with a single click.



  3. Why it’s important?

    1. The “Quick Fill” feature is critical because it helps populate common fields quickly, saving time and ensuring uniformity across multiple tasks or meetings.

    2. It automates repetitive data entry, allowing users to focus on higher-value activities, improving overall efficiency.

  4. Post filling the four boxes of quick fill, all that data will be auto-filled in all the rows of the chosen parent task.

  5. To provide specific data to a particular set of line items, use the filter to isolate those line items.



  6. Once filtered, apply the "Quick Fill" feature to enter the desired data for the selected items. After updating, click "Select All" in the respective filter to display all the data again.



  7. Finally, proceed by clicking the "Submit" button to finalize the changes.

  8. Once the meetings are created, a pop-up message will appear saying, “Simulated Items saved successfully.

STEP4: Calendar & Events

  1. The newly created meetings will appear under the events tab in Calendar & Events.