Status Update Requests - When predecessor tasks have not yet been completed

We have set up daily status update requests for our projects for task owners 1 day before "Planned Finish" date. We run into an issue when one or more "Predecessors" have not yet been completed. The automation pings users for successor tasks, that they can not start/finish, as they are waiting for the predecessor task to be completed. Is there a way to prevent status update request from being triggered if a predecessor has not yet been completed?

Best Answers

  • Julio S.
    Julio S. Moderator
    edited 12/18/21 Answer ✓

    Hi @[email protected],

     If ensuring end dates in predecessors are always up to date isn't an option as @Dale Murphy proposes. You may create an additional checkbox Column (Predecessor completed? in my example below) in your project where each task has a formula in the line of:

     =IF(AND([Task Status]7 = "Complete", [Task Status]9 = "Complete"), 1, 0)

     where each Task Status number represents each predecessor for any given row. This should check the box in cases where any of the referred tasks are complete. In rows that only have a single predecessor you can get rid of the AND statement and just have

    =IF([Task Status]7 = "Complete", 1,0)

    Please review AND and IF to know more about these functions.

    You can then add this checkbox being checked as a condition for your Workflow to run as shown below:



    Here you can find more information about Conditions in Workflows if you need.

     I hope this solution can be of help. If you'd need further advise, please include some captures of your source sheet and the Workflow you've created making sure to delete or hide in some way any confidential data.

     Cheers!

     Julio

  • tariq.shaikh@signspecialists.com
    [email protected] ✭✭✭✭
    Answer ✓

    Hi Julio S.  - Thank you. That is very helpful and works!

Answers

  • Dale Murphy
    Dale Murphy ✭✭✭✭✭✭

    @[email protected] Not to be glib about it, but shouldn't someone adjust the end date on the unfinished tasks? Then the successor start date would move, and the workflow wouldn't be triggered.

    dm

  • Dale - In an ideal world, yes. with my PM's managing 50+ concurrent, fast-paced projects each, continual adjustment of Planned Finish Dates is not practicable.

  • Julio S.
    Julio S. Moderator
    edited 12/18/21 Answer ✓

    Hi @[email protected],

     If ensuring end dates in predecessors are always up to date isn't an option as @Dale Murphy proposes. You may create an additional checkbox Column (Predecessor completed? in my example below) in your project where each task has a formula in the line of:

     =IF(AND([Task Status]7 = "Complete", [Task Status]9 = "Complete"), 1, 0)

     where each Task Status number represents each predecessor for any given row. This should check the box in cases where any of the referred tasks are complete. In rows that only have a single predecessor you can get rid of the AND statement and just have

    =IF([Task Status]7 = "Complete", 1,0)

    Please review AND and IF to know more about these functions.

    You can then add this checkbox being checked as a condition for your Workflow to run as shown below:



    Here you can find more information about Conditions in Workflows if you need.

     I hope this solution can be of help. If you'd need further advise, please include some captures of your source sheet and the Workflow you've created making sure to delete or hide in some way any confidential data.

     Cheers!

     Julio

  • tariq.shaikh@signspecialists.com
    [email protected] ✭✭✭✭
    Answer ✓

    Hi Julio S.  - Thank you. That is very helpful and works!

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