Dynamic Task Due Dates

Due dates can be set in two different ways.

  • Dynamically - Dynamic due dates are based off the start date of the checklist. Every time a new checklist is created the dynamic due date is calculated and set for you. Within your template, you must specify a period after which the due date will be set. For example, 2 days, 10 hours and 30 minutes after the start date of the checklist.
  • Statically - Static due dates are manually set in checklists. They only apply to a single checklist and they can be changed as many times as required. Static due dates are set to a specifc date and time value using a date picker control.

In this topic we are focusing on dynamic due dates.

Setting a Dynamic Due Date on a Template Task

Dynamic due dates are set within the template. Open the template and select the task you want to set the dynamic due date for in the tasks list.

A toolbar is displayed at the top of the task content area. From this toolbar click the blue 'Due After' button.

Due After Button

A popup form will be displayed. Enter the number of months, days, hours and minutes after the start date of the checklist you would like the due date to be set.

Set Dynamic Due Date

Click the 'Save Changes' button. The popup form will close and the 'Due After' button will now display the dynamic due date details.

Due After Set Button

How & When the Due Date is Dynamically Set

Dynamic due dates are calculated and set during the creation of a checklist.

When a checklist instance is created from your template we check to see if any of your template tasks have a dynamic due date.

For every task we find with a dynamic due date, we take the start date of the checklist and we add the months, days, hours and minutes set in the dynamic due date to calculate the due date and time.

We then use that calculated date and time to set the task due date.

Once the task due date has been dynamically set it can be modified within the checklist itself, just like any other due date.

Changing the Due Date on a Checklist Task

The due date can be changed as many times as required.

Open your checklist, select the task and click on the blue 'Due' button. The current date and time the due date is set to will be diplayed in this button.

Use the date picker to change the due date to a new date and time. Then click the 'Save Due Date' button.

Deleting the Due Date on a Checklist Task

You can delete a due date if required.

Open your checklist, select the task and click on the blue 'Due' button. The current date and time the due date is set to will be diplayed in this button.

Click the 'Clear Due Date' button and then click the 'Save Due Date' button.

Due Date Warnings

Due dates are displayed in the tasks list. The due date is displayed in small red text underneath the task name.

A color coded warning icon is also displayed. You can hover over this icon to display the full details.

The three states are as follows:

  • Due In Future (Turquoise) - When the due date is greater than 1 hour in the future.

Due In Future

  • Due Within Hour (Orange) - When the due date is within the next hour.

Due Within Hour

  • Overdue (Red) - When the due date has passed.

Overdue

Due Date Overdue Notifications

When a task is overdue a notification is sent to all administrators and to all team members who are assigned to the task.

The notification appears in the users notification inbox. This can be accessed by clicking on the bell icon at the top of the screen.

The details of the overdue task are displayed in the notification message and a clickable link is included which will take the user straight to the overdue task.

Overdue

Due Date Overdue Email

When a task is overdue an email is sent to all administrators and to all team members who are assigned to the task.

Users can unsubscribe from receiving overdue emails in their user settings.

The email contains the details of the overdue task and a clickable link which will take the user straight to the overdue task.

Overdue