What is a recurring project and how do I create one? (Admin)

Jennifer Garcia

March 25, 2020 21:02

A recurring project is a set of tasks that repeat on a regular basis (daily, weekly, monthly, or yearly).

A good example of using a recurring project would be a monthly store visit by a district manager.
In this instance, you would have a project that starts on the first day of the month and recurs every month (or until you decide to end it).

Recurring Projects can take place on daily, weekly, monthly or yearly intervals.

You will also be given the option to unselect if you would like the project to be auto-archived when the due date has passed. Auto-archiving will remove any leftover tasks from your user's task list. If you choose not to have the projects automatically archive, you will need to archive them yourself when you decide you no longer want the projects associated with tasks to show up in your user's overdue tasks list.

*Note: We HIGHLY recommend Auto Archive when setting up daily recurring tasks. Failure to do so could result in your users having numerous overdue tasks.

More information on auto archiving a project can be found here.

Screen_Shot_2020-03-24_at_5.40.04_PM.png
In the screenshot above, we are setting up a monthly recurring project that will recur on the 1st day of every month. I set the start date for this project to 4/1/2020.

Once

You can select when the one-time project should start and end. Here are the choices:

Start Date: What day the project should start
Start time: What time the project should become available to complete by submitters
Due Date: What day the project should be due
Due Time: What time the project should be due by

Daily

*Note: If you create a daily recurring project, it will take two (2) days for the recurring project to become active.

You can select when the project should end/stop. Here are the choices:

Start: What day the project should start
Due: End of day or between a certain time
Stop: Never, after x number of occurrences, or on a specific end date.

Weekly

You can select when the project should end/stop. Here are the choices:

Start Date: When the project should start
Repeats Every: Every x number of weeks, should the project repeat and the day of the week the project should occur.
Due: End of the week, between specific times, or after a specific amount of days after it is open for completion.
Stop: Never, after so many occurrences, or on a specific day

Monthly

You can select when the project should end/stop. Here are the choices:

Start Date: When the task should begin
Repeats Every: How many number of months. (Ex. Every month=every 1 month)
On: Will allow you to select an exact date you would like to stop creating recurring projects on. (Day of the week or Day of the month)
Due: The project will continue recurring until you decide to stop it. (End of the month or after x number of days)
Stop: Allows you to select the exact number of times you would like the project to recur after a specific amount of occurrences (Ex. Selecting 5 will cause the project to stop being created after 5 months) or on a specific end date.

Yearly

Screen_Shot_2020-03-24_at_6.06.15_PM.png

You can select when the project should end/stop. Here are the choices:

Due: When the project task should be due by the end of the year or after so many days after the task is available.
Stop: When the project should end, never, after so many occurrences, or on a specific end date.

Once you have chosen the frequency, make sure to select 'Save' Screen_Shot_2020-03-24_at_6.07.13_PM.png and you have now created a recurring project that will repeat within the guidelines you have chosen.

Once created, you will be able to differentiate a recurring project from a normal project by the blue recurring symbol under the frequency of the project.