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

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

Screen_Shot_2020-03-24_at_5.50.45_PM.png

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.

Screen_Shot_2020-03-24_at_5.55.25_PM.png

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

Screen_Shot_2020-03-24_at_6.00.11_PM.png

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
Screen_Shot_2020-03-24_at_5.49.10_PM.png

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.

Screen_Shot_2020-03-24_at_6.11.42_PM.png

Archiving Recurring Projects

If you no longer need the project you can archive or delete the project.

To do this, navigate to the ‘Recurring’ tab on the Projects Page, find the recurring project that you wish to change.

Screen_Shot_2019-09-30_at_10.08.17_AM.png 

Select the drop-down arrow to the right of that project.

Screen_Shot_2019-09-30_at_10.09.37_AM.png

If you choose to archive the project you will see this pop-up screen (make sure pop-up blockers are off):
Screen_Shot_2020-03-24_at_6.16.04_PM.png

If you choose to delete the project you will see this pop-up screen (make sure pop-up blockers are off):
Screen_Shot_2020-03-24_at_6.16.11_PM.png

*For editing, a project here is an article.

As always, if you need help setting a recurring project up for your company please contact Support@Zenput.com

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