Overview
You can control when project team members (both internal and external) will get their task assignment emails using task dependencies and durations.
Utilizing dependencies and durations together make it so that if a task is completed early, or late, the rest of the tasks in the project will automatically adjust accordingly while still keeping the allotted duration assigned at the template level.
It also helps to provide an accurate calculation of the Forecasted End Date.
User Access
Admin users can create, edit, and remove dependencies on templates and projects.
Manager users can create, edit and remove dependencies on templates and projects. Guide users can create, edit, and remove dependencies on projects they're invited to.
Task Owners can only edit, create, remove dependencies for regular type tasks in existing milestones.
How to use Dependencies & Durations
Dependencies
Determine what needs dependencies
Determine what needs dependencies
If a task cannot be started until another task, milestone, or even template has been completed, then the former task is dependent on the latter. These dependencies should be built into your template so that the GUIDEcx system can automatically send out task assignment emails when tasks are ready to be started.
PRO TIP: Utilize dependencies and task durations to have GUIDEcx schedule due dates automatically when dependencies are completed.
Adding Dependencies
Adding Dependencies
You set dependencies up for the individual tasks, based on what needs to be completed before the task assignment email should be sent out.
Tasks can be dependent on the following previous project items:
Tasks
Task Groups
Milestones
Templates
For tasks dependent on a previous task, task group, or milestone:
Open the task details window and find the dependency section at the bottom of the window (circled in blue below).
Select whether you would like the task to be dependent on a milestone, task group, or a task.
Click the arrow to open the drop-down list of prior milestones or tasks to choose from, select the milestone or task the task is dependent on, and hit “Save Task”.
PRO TIP: You can also set a task to be dependent on previous template in the project, but it has to be done at the project level.
Read about Template Dependencies Below.
Template Dependencies
Template Dependencies
If you are working within a project you will also have the option to select a template as the dependency, but it will not be available at the template level.
Running templates in a project in parallel: This means the templates will all run at the same time.
Running templates in a project sequentially: This means that one template will run after another template has been marked completed.
By default, when you add multiple templates to a new project, the templates run in parallel. To make the tasks run sequentially, follow these steps:
Add the templates to your project as normal. When you have templates running in a project, they will display under the project tab options.
Find the first task in the template you wish to run after the first template is completed.
Click on the three menu dots to edit the task.
Scroll down to “Dependency” and select the template you’d like this template to be dependent on.
Dependencies are available at the Template AND project levels.
The difference between adding dependencies to your project versus your template is that your template will set it up so that they are defaulted as being set up in the projects you apply the template to.
If you consistently have the same task or milestone that’s dependent on another, it’s best to add the dependency to your template.
Adding a dependency at the project level would be used for a case-by-case basis.
Dependency Icons
Dependency Icons
Once a dependency has been added to your task, a new blade will appear on the task card. If you scroll down the task card, you can see what the task is dependent on.
Template Dependency - Paper Icon
(only an option at the project level)
Milestone Dependency - Chevron Icon (the shape of milestones).
Task Group Dependency - Two Tasks Icon
Task Dependency - Task Icon
Review dependency needs for each task
Review dependency needs for each task
After you have added dependencies to the desired tasks, your template or project is ready to go!
Dependency logic will distribute task assignment notification emails once their associated milestones or tasks have been completed.
It should look something like this:
Durations
Duration is the number of WEEK days that a task should take. Weekends are NOT counted.
It will calculate when the task due date should be based on when it's start date is. The start date of a task will be determined by either the project start date (if there is no dependency), and the due/done date of the task's dependency.
Note: Start dates can also be manually adjusted if there is no dependency on the task.
Duration is a field that is only available to fill out at the template level. It still exists at the project level but is indicated by the start and due (or done if completed) dates of the task.
Utilizing dependencies and durations together make it so that if a task is completed early, or late, the rest of the tasks in the project will automatically adjust accordingly while still keeping the allotted duration assigned at the template level.
It also helps to provide an accurate calculation of the Forecasted End Date.
Forecasted End Dates
A forecasted end date is a date that is calculated on each GUIDEcx project by using your task durations, due dates, and dependencies to forecast when a project will end.
By providing a forecasted end date on your projects, you increase the confidence and trust your customers have by setting expectations about your project plan. More transparency increases customer trust, satisfaction, and loyalty.
The forecasted end date is visible in the project overview, the plan view, and the weekly project overview email.
It’s possible to hide a forecasted end date from view, but we don't recommend it as transparency is one of our best practices. To hide a forecasted end date from view, simply go to the project editing page of the project, and uncheck the box.
Best Practices
Use the Template Analysis reports to help determine what changes can be made to your dependency and duration set up in your template to make it more accurate and effective.
Ex: is there a task that is frequently being completed earlier or later than the due date? Consider adjusting the duration of the task at the template level.
Remember that template duration does NOT account for weekends.
Ex: if a task duration is set to 1 day, but then when the project is spun up that task start date falls on a Friday, the task due date will show as Monday, not Saturday.
When setting up durations and dependencies at the template level, check your work by creating a test project to see how it looks when there are actual dates involved.
It will be a lot easier to tell if something is needing to be addressed.
FAQs
Can I set a Task's due date to a weekend?
Can I set a Task's due date to a weekend?
No, currently it is not possible to set a Regular Task's due date to a weekend. However, you can schedule the Event on an Event Task to occur on a weekend. The Due Date cannot be set to a weekend.
Can I set a task to be dependent on more than one task?
Can I set a task to be dependent on more than one task?
Yes! By utilizing task groups. Read more about them HERE.
Can I work my templates/projects with backward dependencies?
Can I work my templates/projects with backward dependencies?
Not yet! But it is on our roadmap!
Check out how to view our roadmap HERE.
Can I tell what a task is dependent on without opening the task details?
Can I tell what a task is dependent on without opening the task details?
Yes! If you hover over the dependency icon on the task card it will tell you the type and name of the dependency.
You can also see the dependency for each task if you open the Tasks Tab in the left panel!
Where can I learn more about template building?
Where can I learn more about template building?
You can learn more by taking the Cartographer Course in GUIDEu!
What happens to the Task's Dependency if I change the Task Status to "Not Applicable"?
What happens to the Task's Dependency if I change the Task Status to "Not Applicable"?
If you mark a Task as Not Applicable, the Dependency is removed. If that Task is moved to Not Started again, the Dependency will need to be reselected.