New in Teamwork Projects: Recurring Tasks

Posted by: The Teamwork team /

The Recurring Tasks feature has just been rolled out on all Teamwork Projects plans. It’s been a top feature request for a long time so we hope you are going to really enjoy it. Whether you want to arrange weekly backups, or make sure annual invoices are not missed, Teamwork Projects will now keep you on track. We feel that almost every business can benefit from this feature.

The new “Repeats” tab

When adding or editing a task, there is now a “Repeats” tab available to you once you click the “more” link. The “more” link allows you to show or hide advanced task features per project.
New in Teamwork Projects: Recurring Tasks

How to use recurring tasks

Let’s take an example where we want Ben to check that database backups are working perfectly every Friday.

To create the weekly task, we just set-up the first task as normal – assigned to Ben and due next Friday  – then select “Weekly” from the repeats tab and click “Add task”. Here is the process step by step:

 

Step 1 Just set-up the task as normal, set the first due date
New in Teamwork Projects: Recurring Tasks

 

Step 2 – Find the repeats tab (look under “more”)
New in Teamwork Projects: Recurring Tasks

 

Step 3 – Select “Weekly” for “Does this task repeat?”
New in Teamwork Projects: Recurring Tasks

 

Step 4 – You can preview the due dates (optional)
New in Teamwork Projects: Recurring Tasks

Step 5 – Click “Add task” and your task will display as normal, but with a “Recurring Task” icon on the right. Hovering over this icon will show you all the upcoming due dates for this task.
New in Teamwork Projects: Recurring Tasks

New in Teamwork Projects: Recurring Tasks

 

Managing future tasks

In the example above, let’s suppose that Ben is out on annual leave and so you need to get somebody to cover for him. You can do this by clicking the “+” icon to create an instance right now. This is useful if you need to make changes, attach files or comments to the task for a particular date. In this example, if Ben was on holidays we could assign the task to Fiona to cover for him.
29720899-Backup_Step_7

 

Schedule options

You can setup the backup to repeat using any of the following frequencies:

  • Daily
  • Every Weekday (Mon-Fri)
  • On Selected Days… (pick the days)
  • Weekly
  • Every 2 weeks
  • Monthly (you can select either on the same day of the month or a given day of the week within the month (eg. 3rd Friday of the month)
  • Yearly

Thanks to all our beta testers

In its first iteration, we created hundreds of recurring tasks straight away with the various dates. Our beta testers said that this approach was “unusable”.

We went back to the drawing board and thought long and hard about the best way to make this work. We talked about adding a filter to the view, but then we felt that was just too messy and could cause confusion. In the end, we now create the next task when the current task is completed, but also allow a user to create any of the future instances of a task as needed. We feel that this approach is much more usable and straightforward while catering for all business cases.

One of our beta testers said: “Much better than the previous version, and the design of the interface is very beautiful. Kudos!”

We would like to thank all out beta testers for their valuable input.

See it now

This feature is already enabled in your Teamwork Projects account. Give it a go and let us know what you think. If you like this feature, please share the love in the comments below and on Twitter  @teamwork.

enterprise

Keep your projects on track with Teamwork

Streamline. Connect. Collaborate.

One account works for all Teamwork apps. Have an account? Sign in here.
    

The Teamwork blog
Helping teams to work together beautifully

30 Comments

Anonymous

LOVE this new add-on guys. Recurring tasks rule. You rock! 🙂 I do have one tiny request…that you add ‘Quarterly’ to your recurring drop down list. Pretty please. 😉

Reply
Anonymous

LOVE this new add-on guys. Recurring tasks rule. You rock! 🙂 I do have one tiny request…that you add ‘Quarterly’ to your recurring drop down list. Pretty please. 😉

Reply
Anonymous

That’s a great add-on, thanks a lot. Exactly what we needed to automate some of our biggest tasks – guess that will be helpful to a lot of people. We are very pleased with your software, works like a charm!

Reply
CouponPal.com

Is there an ability to schedule recurring task lists/projects? If not, I sure would dig it 😉

Reply
Sam Kidd

No option for recurring task lists at the moment, on tasks. You can create a task list template if you need to re-use the same tasks over and over.

Reply
Anne Kirsti Noren

What if I want to undo “create an instance right now”. Can I do it without deleting the newly created single task? It seems like I have to keep it on the list or remove it entirely.

Reply
Ilaria

When you generate the recurrent task, each task will be generated only when the previous one is marked as completed. In fact, in the Gantt chart, we can display only the first task (and not the series of recurrent tasks).

Is it possible to visualize in the general Gantt chart all the recurrent tasks included in the list?

Reply
Adrian Kerr

Hi Ilaria,

Not without creating the tasks I’m afraid, this is however an issue that comes up here form time to time and one we may look at in the future.

Adrian

Reply
Sander

I am still having this issue. Please either do not show the recurring task on the Gantt chart at all, or show all instances of it.

Reply
Adrian Kerr

Hi Sander,

The main issue here is we do not show the recurring task until it predecessor is completed, we then create the next in the sequence. There are options here to force these through but you will then see all these tasks in the task list for the project.

I’ll mention this again to the team here and see if we can come up with something.

Best regards,

Adrian

Reply
Alfredo

I have many recurrent tasks (daily checks and activities), but are some kind of useless when using calendar because they don’t appear tomorrow until I finish today’s ocurrence. So, when I see calendar it seems that I have nothing to do tomorrow, which is false, and makes it difficult to plan any day’s work in advance.

I think it would be great if you could keep only one recurrent task in task list but show all the future ocurrences in calendar (the same as it did for example Google Calendar when I set up a periodic event).

Therese Cohalan

Hi Alfredo,

Thanks for writing in and giving us your feedback. I’ll pass it onto the team for their consideration.

Best regards,
Therese

Robert

Hi,

Any plans to allow a custom interval for weekly tasks? We have some tasks which occur on 8 week cycles

Thanks,

Reply
Therese Cohalan

Hi Robert,

Thanks for getting in touch. Good news. Something like this already exists. When creating recurring tasks you can choose when they repeat. There is an option to repeat these tasks every day, week, fortnight, monthly, and so on. So you can make tasks repeat at 8 week intervals.

Therese

Reply
Pavel

Hi, guys!
Is there any way for recurring task to be created on date?
Or maybe send notify on given date.
I.e., first task completed on Friday, 10, and next task is created immediately with instant notify – and in NEXT friday, there will be no notify at all.

Reply
Therese Cohalan

Hi Pavel,

Yes this is possible. When creating repeat tasks you can choose what date(s) it will occur on. Simply select a due date on a task and then click the repeat icon. This will allow you to repeat the task daily, every weekday, on selected days etc. Create the task. Then select the drop down icon to the left of the task and add a reminder. This will automatically be added to all future instances of the recurring task.

Hope you found this helpful.
Therese

Reply
Vansi

HI Teamwork Team,

I want to create recurring events through Code.
i didn’t find any docs for this.
Please Can you share the apis.

Reply
Leanne King

Hi Vamsi,

Thanks for your comment. I notice you submitted a ticket to our support team. My colleague Gordon will revert shortly with an answer on this.

Leanne

Reply
Leanne King

Hi Tracy,

Unfortunately, this can’t be done via the mobile app, it is only available on the web app.

Leanne

Reply
Andrea Fernandes

Love the recurring tasks, but, I am finding that files I attach to a recurring task disappear when I complete the task and the new instance of it appears. Is there a way to ensure the file carries forward with all future instances of the task?

Thanks!

Reply
Michael Currie

Recurring tasks are very useful. Please add the feature to allow users to change recurrence window for multiple years (right now only allows annual as maximum recurrence window). We have a number of processes that occur every 2nd year and every 5th and 10th year and would love to be able to set these tasks up in Teamwork.
Thank you.

Reply
Katriona O'Mahony

Thanks for that feedback Michael – definitely one to consider for sure.
I’ve passed it onto the product team!

Thanks
Katriona

Reply
Nick Krantz

Is it possible to set that the recurring date for a specific date.
I.e we want a task to be set for the 1st of each month no matter then the task list is set?

Reply
Kent

Is there a way to have recurring events only show up on the indicated “Start Date” instead of always being visible on the tasklist until it’s checked off?

Reply
Julie

Hey Kent, those tasks are created as soon as the preceding one is completed so that there’s always a way to track them.

Reply

Leave a Reply

Your email address will not be published. Required fields are marked *