Dynamic Due Dates

Process Street‘s “Dynamic due dates” allow you to affect a task’s due date based on varying factors unique to each checklist. 

You can set deadlines for tasks that are based on when other tasks are completed, the date the checklist was run, or from any date form fields that you add into your workflows.

This lets you link deadlines and tasks together in a really powerful way.

For example:

  • Your project completion date is set for the end of the year and you want to set due dates on tasks leading up to that date, to make sure everything is completed on time (before the project completion date)
  • Your new hire starts this week and you want to make sure all the stages of their orientation and training are completed by the end of their first month (after their start date)
  • Your process timings hinge on the date that you start it, so all your tasks have a deadline based on x number of minutes or days after the checklist has been run

Plan: Dynamic Due Dates are a feature on our Standard Plan.

Users: In order to add dynamic due dates to templates, you must be an Administrator or a Member who has been given ‘can edit’ access by your Administrator.

Triggers for dynamic due dates

You can set dynamic due dates based on these four different triggers:

  • Any date form fields
  • The completion of a previous task
  • The checklist due date
  • The checklist start date

These rules will automatically adjust the due date of tasks as various actions are completed or details filled out.

You can set dynamic due dates to trigger before one of these items:

You can also set dynamic due dates to trigger after one of these items:

  • The checklist start date
  • The completion of the previous task
  • Any date form field

Creating dynamic due dates

First, select the template you wish to edit and click the three dots next to its name. From the right-hand menu click “Edit template” to open the template editor.

Next, select the task you want to add a dynamic due date to, then click the “Due” button in the center panel. This opens up the Dynamic Due Date control panel where you can set the rules for the due date (as shown below).

In this example, we’ve selected the due date to be set 1 hour after the checklist start date.

Once you’ve set your dynamic due date, click “Save” to finish and then save changes to your template to finalize these changes.

Note: If you use a date form field with no time selected in your checklist, the default time for the date field will be 8am PT. You will need to calculate your before/after rules for Dynamic Due Dates based on this time zone.

Adding dynamic due dates to multiple tasks

You can multi-select tasks to enable you to add Dynamic Due Dates to more than one task at a time. Use the CMD, CTRL or Shift keys (depending on your device) to select more than one task at a time.

Make your selections and click “Save” to finish.

Modifying dynamic due dates

Once you have set Dynamic Due Dates in your template, you can easily change them in the template editor, if needed.

Click on the dynamic due date you set previously, to open up the control panel. Click “Save” and then save changes to your template when finished.

You can also overwrite dynamic due dates in active checklists, on a task-by-task basis.


 

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