How to update a Schedule Task

Modified on Tue, 22 Nov 2022 at 09:24 AM

Schedule tasks are work items or activities within the project that must be completed or achieved during the project, and include: Phases, Workstreams, Deliverables, Milestones and Actions.

From the Project Workspace, navigate to the Schedule section by scrolling down or selecting Schedule on the left navigation pane. To update a schedule task, double click on an item on the schedule to open its dialog box. 

Here you can edit all details and add comments.

The options on the left of the dialog allow you to navigate directly to the relevant section of the dialog box, with a badge count telling you how many items of content is in each section:

Managing the specific details of a project:

  • Title: Name of the schedule item
  • Description: Additional information and content on the schedule item (as required). Select the 'See description' dropdown option. 
  • Type: Select between a Phase, Workstream, Deliverable, Milestone or Action.
    • Phases, Workstreams, Deliverables, and Actions require start and end dates. 
    • Milestones are point in time events and therefore have a set end date. 
    • Only Action tasks will appear on the assignees' dashboards.
  • Priority: High, Medium or Low
  • Promoted: Specify where on the hierarchy the item should be reported to:
    • To Program- report the schedule item up to the top of the hierarchy 
    • To Parent Project - report up to the project's immediate parent (in the case of a sub-project) 
    • To Dashboard - report only on the project the schedule item belongs to; 
    • Not Promoted - item should not be reported at all on any dashboards.
  • Auto-calculate flag: If set to YES the item will respect the duration of its child items. When the auto-calculate flag is ON the start and end dates of the item are not editable - they will automatically set to match the earliest start date and latest end date of its child items. The auto-calculate flag can NOT be set on MILESTONES. 
  • Start Date/Duration/End Date: The start and end date of the schedule item.
    • If the item type is a MILESTONE, only the end date field is presented and the duration defaults to 1 day.
    • If include weekends is turned off, the calculation of the schedule item's duration (that is based on the start and end date) will be auto-calculated to exclude the days which are included in a weekend.
    • The Duration populates automatically as you set a start and end date on the schedule item.
      • if the Gantt schedule is set to include weekends, the duration will be be calculated to include those days; 
      • if the Gantt schedule is set to exclude weekends, the duration of the schedule items will be calculated to exclude the days in the weekend.
  • Alternate Date: This field allows you to set an alternate completion date for the item.
  • Status: Select from Not Started, In Progress or Completed 
  •  % Complete: Note - nested items do not aggregate up a percentage complete to their 'parent' schedule items. Percentage complete is set independently on each schedule item.
  • Assigned to: The assignee, or assignees, for the item.

A checklist of activity can be created to help track what needs to be done to close out a schedule item.


Set a RAG status on how your item is progressing. The RAG status will surface in the Gantt chart, on the Project Workspace and in any reporting of the project schedule.

Access a list of all the Predecessors and Successors for the item, with the ability to change the type of relationship, set Lag, or delete the dependency altogether.

From here, risks, issues, dependencies or other project impacts and any incoming dependencies on the project, can be linked to the schedule item.

Project Impacts

Add documents or links to the schedule item to keep all relevant documentation together in one place.

Follow on actions make it easy to assign actions to people who need to complete activity in support of the schedule item.

Add your comments directly to the schedule item to keep all the conversation around the item in one place. This is also useful when wanting to look back at the conversation around the item in the future


Use the Open Parent option to access the parent task of the sub-task in the task hierarchy.

Use the PermaLink if you want to share a direct link to this item.

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