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Project Tracker with Phases and Subtasks

  • August 6, 2024
  • 6 replies
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  • cwt
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I am struggling with the proper set up for my base.

I am a manager of an HOA, and we are in the process of tracking all construction projects in Airtable. Applications are submitted via form and records are created automatically upon submission.

Where I'm stuck is how to track the progress of these projects. Each have a Phase, and each phase has critical tasks that need to be completed before we can approve advancing to the next phase. Ideally, once all tasks are completed for a phase, the record would be updated with the next phase (with corresponding subtasks), and so on until project completion. A check list with conditions, so to speak.

I have tried various templates, but none behave in a way where I can monitor and update records according to project completeness. Appreciate any insight on how to best tackle this.

Best answer by TheTimeSavingCo

Assuming the phases and subtasks are the same for every project, you could check out record templates?  https://support.airtable.com/docs/using-record-templates-in-airtable

We'd create one record template per phase with that phase's tasks.  We'd then have an automation that would trigger when a phase was complete, and its action would be to apply the record template for the next phase

Here's how I think I'd set it up:

The fields would update based on whether the Task's "Done" checkbox was marked, and I'd have an automation that would trigger when "Pending tasks" = 0 for a phase, and it'd apply the next phase's tasks:


Link to base

6 replies

Sistema_Aotearo
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This sounds pretty simple! I say that without knowing the full scope of what you're trying to achieve, so maybe not.

The simplest solution would be to have a checkbox field for each task and and formula field for each phase. The formula will just read to see which tasks have been checked off and match to the phase.

IF({APO Mentor Request}=1,
IF({Accompaniment Request}=1,
IF({Send to Slack}=1,
"Phase 1")
)
)

We can do a similar formula even if the way you track tasks is more complicated, but that will require a different solution for each way tasks are being tracked.

Justin NgProgramme Coordinator at Sistema Aotearoahttps://www.sistemaaotearoa.org.nz/
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TheTimeSavingCo
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Assuming the phases and subtasks are the same for every project, you could check out record templates?  https://support.airtable.com/docs/using-record-templates-in-airtable

We'd create one record template per phase with that phase's tasks.  We'd then have an automation that would trigger when a phase was complete, and its action would be to apply the record template for the next phase

Here's how I think I'd set it up:

The fields would update based on whether the Task's "Done" checkbox was marked, and I'd have an automation that would trigger when "Pending tasks" = 0 for a phase, and it'd apply the next phase's tasks:


Link to base

Adam, Airtable Consultant - thetimesaving.company
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  • cwt
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  • August 12, 2024

Assuming the phases and subtasks are the same for every project, you could check out record templates?  https://support.airtable.com/docs/using-record-templates-in-airtable

We'd create one record template per phase with that phase's tasks.  We'd then have an automation that would trigger when a phase was complete, and its action would be to apply the record template for the next phase

Here's how I think I'd set it up:

The fields would update based on whether the Task's "Done" checkbox was marked, and I'd have an automation that would trigger when "Pending tasks" = 0 for a phase, and it'd apply the next phase's tasks:


Link to base


Adam,

Thanks for taking the time to share your expertise. Looks like a viable solution for us, but I'm unclear on how to share this with my team and walk them through steps to track a project. Perhaps a user-friendly interface is what I'm missing?

When a project is submitted (via a form), it creates a new record. Is it possible to apply the template to the submission, or do I have to input the form submission another way into the template? Ideally, once the project has been added, I can share that with my team and have them track progress. So Phase 1 would have several tasks then are gradually checked off. Then when last subtask is complete, the record is updated with the next phase and tasks. Once all phases and tasks are complete, the record would be archived ("Completed projects:).

I can share how I've built my base if that helps clarify.

TheTimeSavingCo
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Adam,

Thanks for taking the time to share your expertise. Looks like a viable solution for us, but I'm unclear on how to share this with my team and walk them through steps to track a project. Perhaps a user-friendly interface is what I'm missing?

When a project is submitted (via a form), it creates a new record. Is it possible to apply the template to the submission, or do I have to input the form submission another way into the template? Ideally, once the project has been added, I can share that with my team and have them track progress. So Phase 1 would have several tasks then are gradually checked off. Then when last subtask is complete, the record is updated with the next phase and tasks. Once all phases and tasks are complete, the record would be archived ("Completed projects:).

I can share how I've built my base if that helps clarify.


re: When a project is submitted (via a form), it creates a new record. Is it possible to apply the template to the submission, or do I have to input the form submission another way into the template?

Yeap we can apply the template directly to the submission, here's how that automation action might look:



So the project gets submitted, phase 1 tasks get added immediately.  Once all the phase 1 tasks are completed, have an automation apply the phase 2 record template to add those tasks, rinse, repeat!

 

Adam, Airtable Consultant - thetimesaving.company
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  • cwt
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  • August 14, 2024

re: When a project is submitted (via a form), it creates a new record. Is it possible to apply the template to the submission, or do I have to input the form submission another way into the template?

Yeap we can apply the template directly to the submission, here's how that automation action might look:



So the project gets submitted, phase 1 tasks get added immediately.  Once all the phase 1 tasks are completed, have an automation apply the phase 2 record template to add those tasks, rinse, repeat!

 


Very helpful thank you. Still new to AirTable so forgive me...

How do you set up the pending and completed tasks rollup in Phases table? Maybe you can provide me with editing access to the table you shared so I can take a look? 

TheTimeSavingCo
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Very helpful thank you. Still new to AirTable so forgive me...

How do you set up the pending and completed tasks rollup in Phases table? Maybe you can provide me with editing access to the table you shared so I can take a look? 


To see how everything's set up you can duplicate the base into your own workspace; here's a guide!

https://support.airtable.com/docs/creating-a-new-empty-base#duplicating-airtable-bases
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Once you've linked the task records to the Phase, you can add a rollup field with a conditional like so:

 

Adam, Airtable Consultant - thetimesaving.company
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