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Repeating a task on a regular time period


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    Rashmi Likhite

    This capability is not available for tasks. You need to create events for this purpose. Can you explain me your business case for such requirement?

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    Eric Guillemin

    For instance, if i want to create a task called "Client's document revision" and assuming I have that my client has to review documents every week, i'd like to avoid having to create as many tasks as there are weeks in my project.

     

    In the even of having a long term project with several repetitive tasks, one can only imagine how tedious and time consuming this situation can get.

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    Cassandra Vazquez

    I have the same dilemma. Requiring certain reports on certain days.

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    DORNAN Brad

    Hi, how are "events" any different from "tasks" for this issue? 

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    DORNAN Brad

    Is it possible for you to provide an update or further information on this please as this is a reasonably basic feature which most people would use often.

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    Sanket Pai

    Thank you for your question.

    We currently do not provide recurring tasks in Celoxis. However we do have global calendar events that you can set up independent of a project. These events can be used to setup recurring meetings, periodic reviews, etc... Refer https://celoxis.atlassian.net/wiki/display/DOC60/Calendar for details on setting up events.

    What you can do with events is -
    1. Invite multiple participants (even non-Celoxis users)
    2. Indicate that the event impacts scheduling.

    What you cannot do with events is -
    1. Assign it to a specific project, since they are global in nature.
    2. Report progress updates or % complete.
    3. See or report it as part of your project's WBS.


    Does this not suffice your needs? Can you elaborate business cases for specific scenarios where events will not work and you would need recurring tasks? This will help us table it for discussion and hopefully implement it as we go ahead.

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    DORNAN Brad

    Thanks for the info, however the 'events' solution isn't suitable. For example, if a particular project is for the purposes of providing a client with 'solution support', then there may be a need to perform a 'solution health check' on a weekly basis. The task may only take an hour. The contract may be for 12 months. So, if there was a recurring task, it would be a single task. However without recurring tasks, it is 52 tasks. Also, these tasks are only for this particular client so global settings are not appropriate. Does this help clarify why events aren't a suitable alternative?

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    Sanket Pai

    Thank you for the information. But in my opinion, events would still work for the scenario you described. Even though events are at a global level, they have sharing options where you can choose a particular event to be private (i.e. visible only to the organizer and invitees). The event occurrence will show up on your Calendar as per the recurrence pattern. With recurring tasks (if we were to implement it), you will still get as many sub-task rows as the recurrence pattern. 

    Thank you.

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    DORNAN Brad

    Thanks, and yes some aspects would be covered. There is also the capturing of time which may be billable to the client and for reporting purposes it may be important to see project progress and/or percentage of time spent on client work etc. I also think that, for some tasks, it will be important to demonstrate to the client that time was spent on a particular task (e.g. if they are paying on an hourly basis).  

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    Sanket Pai

    Thanks. That answers my earlier question wherein you need recurring tasks, which can be billable or show progress. I have some more questions to help arrive at an acceptable solution.

    1. With recurring tasks, based on the recurrence pattern we may be able to provide a solution that creates a summary task with as-many child/sub tasks  as the recurrence pattern. Is this okay?

    2. How would you envision handling resource calendar exceptions for recurring tasks? E.g. if the assigned resource isn't available on a particular occurrence, what should be the behavior?

     

     

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    DORNAN Brad

    Thanks. To answer Question 1, the short answer is yes - that would be great. I think it would come down to ensuring the key components of the sub-tasks are completed automatically when making a task recurrent. What would be even better would be the ability to have the child task's description prefixed or suffixed with a pattern e.g. if the task was called "Regular Weekly Inspection" then the sub-tasks would be "Regular Weekly Inspection 1" then  "Regular Weekly Inspection 2" etc. Taking this one step further, if the prefix / suffix could have various options e.g. 1,2,3... or January, February, March... etc.

    I think for Question 2, (assuming the solution will be as per the child task outlined in question 1), it could be simplified by treating each child task as its own individual task. As such, if on a particular child task there is a conflict (e.g. the assigned resource is scheduled to be non working) then the task shifts to the next available time slot, however all of the other child tasks are unaffected. As long as it didnt reject the task then these conflicts could be worked through. It could highlight where a conflict existed (and then the PM can leave it as what Celoxis has set as the default or the PM could adjust that individual child task). I guess if there was a situation that wasn't 'resolvable' by this logic, that particular child task could be rejected but all of the others still accepted.

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    Rashmi Likhite

    I will be closing this topic for comments. Please follow the link below for developments or inputs on this feature:

    https://celoxis.zendesk.com/entries/21939043-Please-allow-Celoxis-users-to-set-tasks-to-reoccurring-

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