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Project management setup suggestions

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Hi All - I’m stuck and could use a bit of guidance for my project management. I currently have a table with my projects, which is linked to my clients table. Once a project moves from a ‘lead’ to ‘in process’ I want to be able to select a workflow and then the tasks that are specific to each workflow would populate. I have my automations set up and while they are working, something is a bit ‘broken’ and I’m not sure how best to fix.

To be a bit more granular, I have:
Clients table
Projects table
Tasks table

I’m wondering if it makes sense to have a junction table for the workflow and each workflow’s specific tasks? If so, suggestions on linking everything together?

Because here’s where I am running into an issue and not sure how to best approach and fix –

Let’s say Project A moves from a ‘lead’ to ‘in process’ and I select Workflow 1. My automation triggers and all of the tasks for Workflow 1 automatically populate. Then I realize that Workflow 2 is actually more appropriate for this project, so I change that in the single select field. Then, instead of having the tasks only for workflow 2, I am showing the tasks for workflows 1 & 2, which isn’t accurate.

Can anyone make a suggestion/help with the setup? I’m not entirely new to Airtable, so I feel like I just have some small detail that is wrong or that I’m overlooking.

Thanks!

1 Solution

Accepted Solutions

When the automation creates tasks for a given workflow, does it also link those tasks to the project record from the [Projects] table? If so, here’s a suggestion.

Insert an Update record action above the action(s) that create the new tasks. Select your [Projects] table and insert the record ID of the triggering project record from the trigger step. In the “Fields” section, choose the link field that links to all of the tasks, and leave it empty. That will remove the links to the old workflow tasks before creating the new tasks and linking them to the project.

On your [Tasks] table, add a filter to your primary view that only shows tasks that have links to projects. Providing that the automation change listed above does its job, this will automatically hide any tasks that get unlinked when you change a project from one workflow to another.

Also in [Tasks], create a new view with a filter that only shows tasks that have no link to a project. Every so often review the contents of that view and delete the tasks that you find there.

There are ways to handle this with scripts as well so that unlinked tasks are removed automatically, but I’m hoping that this script-free solution will work for you.

See Solution in Thread

9 Replies 9

When the automation creates tasks for a given workflow, does it also link those tasks to the project record from the [Projects] table? If so, here’s a suggestion.

Insert an Update record action above the action(s) that create the new tasks. Select your [Projects] table and insert the record ID of the triggering project record from the trigger step. In the “Fields” section, choose the link field that links to all of the tasks, and leave it empty. That will remove the links to the old workflow tasks before creating the new tasks and linking them to the project.

On your [Tasks] table, add a filter to your primary view that only shows tasks that have links to projects. Providing that the automation change listed above does its job, this will automatically hide any tasks that get unlinked when you change a project from one workflow to another.

Also in [Tasks], create a new view with a filter that only shows tasks that have no link to a project. Every so often review the contents of that view and delete the tasks that you find there.

There are ways to handle this with scripts as well so that unlinked tasks are removed automatically, but I’m hoping that this script-free solution will work for you.

Thanks, Justin! I think this is definitely on the right track. Here’s what I’m running into now, which is beginning to make me think I’m approaching this in the wrong way, I don’t know…

I made that change to my automation and when I test it out, here’s what happened:

Selected Workflow 1, tasks populated just fine on both the projects and the tasks tables. Everything seems to be linked and all good. In the screenshot below you can see that the tasks that go with Workflow 1 are numbered 1.1, 1.2, etc.

Screenshot (163)

Then, if I change the Workflow from 1 to Workflow 2, it’s like the Workflow just changes in both places and the actual tasks that belong to Workflow 1 are now attached to Workflow 2. (When I test out Workflow 2 the correct tasks populate, so the automation has the right tasks with the right workflow at least initially). But, when I change the workflow here’s what I end up with:

Screenshot (164)

Any suggestions? I’m almost to the point of just giving up and doing a plain checklist with the rich text option or whatever.

Would you mind sharing screenshots of your automation setup? Something tells me that the problem lies in there, but without knowing the specifics of how it works, it’s hard to know what to suggest.

Sure! I’m attaching three. The last one shows where the record is created with the task name. Note that there are several more actions like this, one for each task associated with the workflow. I just didn’t think you would need to see all of them, since those are essentially repetitive.

Screenshot (165)
Screenshot (166)
Screenshot (167)

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