Project Management - How do I create a recurring task within a project task list?

Mindy Friedman · 01/12/21

I have recurring meetings as part of my project and recurring tasks that need to repeat every week or month. How do I build that into a task list?

For example, once the week 1 meeting or task is marked complete, I want to have it automatically repopulate with a new due date for week 2. I do this all the time in other project management tools. I fear I must be missing something hugely obvious.

JeremiahHorstick · 01/14/21

Hey @Mindy Friedman!

Two Methods:

1 Sheet (Formula Method)

This method assumes the frequency is consistent regardless of the last occurrence.

We used an array of date formulas to have recurring tasks fall on a specific day of the week, 1st of the month every month, or last of the month every month.

Published Example: https://publish.smartsheet.com/201cb6d1a3264ac1abdc990cec17079d

We simply reset this annually.

2 Sheets (Automation & Last Occurrence relevant)

We did this using two (2) sheets.

The first sheet lists the recurring tasks.

The second sheet contains the actual tasks.

The first sheet looks up the last (MAX) recurring task on the 2nd sheet

If the last recurring task is done a daily automation adds a new occurrence to the second sheet with a start date of the last occurrence + the frequency of the recurrence.

Drop me a line and I can walk you through this... It's a bit more tricky than I am describing. If I see a lot of comments on this thread I'll create & share a Google Doc or a video.

jennifer blow · 02/21/21

I also think I've found another method. Hopefully this isn't pointing out the obvious...

You need 2 sheets:

Sheet 1: Request tracker sheet (this could be your project plan sheet)
Sheet 2: Recurring tasks sheet

Instructions:

Create the task on sheet 2 that you intend to be recurring.
Add a workflow to trigger when a date is reached. Set this to your desired frequency.
Set the condition to the name of the task.
Set the action to 'copy rows' and choose your request tracker/project plan sheet.
Et voila, your task pops up on your project plan at your chosen frequency.

Caveat - I've only just figured this out, so it remains untested (I have to wait for the date to be reached). If anyone has a better way or can disprove the theory, please comment!

I'll drop this on a few forums asking the same question!

JeremiahHorstick · 01/14/21

Hey @Mindy Friedman!

Two Methods:

1 Sheet (Formula Method)

This method assumes the frequency is consistent regardless of the last occurrence.

We used an array of date formulas to have recurring tasks fall on a specific day of the week, 1st of the month every month, or last of the month every month.

Published Example: https://publish.smartsheet.com/201cb6d1a3264ac1abdc990cec17079d

We simply reset this annually.

2 Sheets (Automation & Last Occurrence relevant)

We did this using two (2) sheets.

The first sheet lists the recurring tasks.

The second sheet contains the actual tasks.

The first sheet looks up the last (MAX) recurring task on the 2nd sheet

If the last recurring task is done a daily automation adds a new occurrence to the second sheet with a start date of the last occurrence + the frequency of the recurrence.

Drop me a line and I can walk you through this... It's a bit more tricky than I am describing. If I see a lot of comments on this thread I'll create & share a Google Doc or a video.

Ger Thor · 02/04/21

@JeremiahHorstick I am interested in the 2 sheet option you have mentioned but not quite sure how to do this. Do you have a set of instructions or a video link that you can share? I would greatly appreciate it. Thank you.

JeremiahHorstick · 02/09/21

@Ger Thor When I find time I will put something together.

jennifer blow · 02/21/21

I also think I've found another method. Hopefully this isn't pointing out the obvious...

You need 2 sheets:

Sheet 1: Request tracker sheet (this could be your project plan sheet)
Sheet 2: Recurring tasks sheet

Instructions:

Create the task on sheet 2 that you intend to be recurring.
Add a workflow to trigger when a date is reached. Set this to your desired frequency.
Set the condition to the name of the task.
Set the action to 'copy rows' and choose your request tracker/project plan sheet.
Et voila, your task pops up on your project plan at your chosen frequency.

Caveat - I've only just figured this out, so it remains untested (I have to wait for the date to be reached). If anyone has a better way or can disprove the theory, please comment!

I'll drop this on a few forums asking the same question!

JeremiahHorstick · 02/22/21

@jennifer blow That's is the theme of my solution as well.

In addition I used a MAX(COLLECT()) function to find the last completed task on the 2nd sheet.

-Jeremiah

JeremiahHorstick · 02/23/21

@Ger Thor Here's a google doc describing the solution.

You can request access to the workspace.

https://docs.google.com/document/d/1X5J5stTG-wFOvK5KZ41qKrzEASg7DEFMJfqAdE0fj4g/edit?usp=sharing

Ayelet Weiner · 02/24/21

@Jerell Parker Thanks so much for taking the time to put this together and sharing! This is an excellent solution. 🙌

JeremiahHorstick · 02/24/21

@Ayelet Weiner Glad to help. I shared viewer access to the workspace. Were you able to copy it?

Ayelet Weiner · 02/24/21

@JeremiahHorstick I was able to copy it without any issues. Thanks again!

Asha Rajesth · 03/02/21

@JeremiahHorstick, Thanks for the solution. I have requested access to the workspace. Thanks

JeremiahHorstick · 03/02/21

@Asha Rajesth Glad to help 🙂

Mindy Friedman · 03/04/21

@JeremiahHorstick and @jennifer blow thank you! going to try these out now.

As a SmartSheet beginner, my observation is that this is a complex set of steps for a feature that is fundamental to almost every workflow. I hope SmartSheet develops a leaner solution in the future.

Lauren Severe · 03/04/21

@JeremiahHorstick - Thank you so much. This is going to be immediately helpful and useful in the future.

JeremiahHorstick · 03/04/21

😀

JeremiahHorstick · 03/04/21

@Mindy Friedman I have a simple 1-sheet solution too.

Project Management - How do I create a recurring task within a project task list?

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