Recurring Tasks [in-depth guide]

New Task Setup | Managing Recurrences | Working on the Assignment | To Dos | Resources

Usage Restrictions to Consider

The use of recurring tasks must fit within the settings below. If you have any questions, please contact support@workamajig.com.

NOTES:

• Subtasks cannot be added under a Recurring Task.
• Recurring Tasks can be Subtasks, however, be sure to check where you Track Budgets.
• Predecessors are not allowed with Recurring Tasks.
• The Task Constraint will be locked to Must Start On.
• Recurring Tasks will have the Date appended to the end of the task name automatically in Today Creatives and Reports alike, ie. [[Jun-22]].
• The maximum number of occurrences is 52 for Weekly, 12 for Monthly, and 4 for Quarterly.
• When you make changes to the task, it'll ask if you want to apply these changes to future occurrences or make this task a modified occurrence. It works very similar to changing recurring meetings. If your changes are going to apply to the future, the icon on the left of the grid will temporarily turn green to indicate this. Once you save, it'll revert back to blue. If you decide to not apply changes to future occurrences, the icon will always be yellow (indicating this is a modified occurrence).
• You can edit the assignments of future occurrences using one of the Traffic Screens (Traffic Calendar, Staff Schedule, Assignment Management, Assignments View, or when using the Hand Off Task feature from Today Creatives).
• Reports will show all occurrences, not just the active occurrence.

New Task Setup

To start the setup, we first begin by creating a new task.

From the Task Details panel, look for the Recurrence drop-down field.

Choose from either:

• Weekly - Max Occurrences 52. Max Duration 7.
• Monthly (Date) - Based on Date within the Month. Max Duration 30. Max Occurrences 12.
• Monthly (Relative) - Based on the Day of the Week within the Month. Max Duration 30. Max Occurrences 12.
• Quarterly - Max Duration 90. Max Occurrences 4.

In this example, we will choose Weekly.

Today's date will be used as the Plan Start and Plan Complete Dates by default.

You can backdate this to a prior date; just know it will create recurrences from that point forward.

You can set the Duration to be greater than 1, but it will not let you exceed 7 days for weekly. And it extends the duration from the Start Date.

Making such changes may prompt the following message asking if you want to apply this to future occurrences. If this is your initial setup of the task, then choose Yes.

Now set the Max Occurrences.

In the case of wanting this to recur every Friday for the entire year, choose 52.

Last but not least, add the Assignment(s).

Managing Recurrences

NOTE: The schedule grid will only show the Active Occurrence task details.

From the task, click on View Recurring Tasks.

You can click the link in the task details or click the loop icon to the left of the task name.

From here, you can Reopen past occurrences or Stop the task from recurring future events.

Working on the Assignment

From Today Creatives, the assigned user can see all recurrences of their task assignments.

Users will enter time and mark done, like any other task assignment.

Notice how the task name will appear with the occurrence date appended at the end of the name.

Once the assignment is completed, the PM can review the recurrences to see where things currently stand.

NOTES:

• If the assignment is completed on a day other than the recurrence date, the plan date will not change.
• You will always see the current occurrence of the task list in the schedule edit view, even if it's in the past or future.

If you reopen a past occurrence, the percent complete will be set to 99%. It will also reappear on the assigned users Today Creatives task list.

To Dos

To Dos play a unique role in Recurring Tasks. As they copy from the current active occurrence onward, even completed To Dos. This copy occurs when you complete the current occurrence task.

You can create Recurring Tasks with To Dos in your Templates as well.

Deleting a To Do from the current occurrence will not delete the To Dos on the prior occurrences. But it will prevent it from copying onward.

Templates

You can setup Reccuring Tasks on your templates. When the new project is created, the first occurrence will be set for today.

Resources

Project schedule overview [in-depth guide]