How Dynamic Duration-Based Workflows Work

            CUSTOM FIELDS

            When you put a project under control of a Dynamic Duration-Based workflow, it attaches three custom fields to the project. (If any of these fields doesn't exist, Flowsana creates it.)

            Duration : This is a number of days, weeks, or months which defines how long the task will take to accomplish. Flowsana adds this time period to the task's Start Date and sets the resulting date as the task's Due Date. (See also   Time Units   below.)

            Lag Time:   This is a number of days, weeks or months and can be applied to a dependent task. It defines the amount of time that Flowsana should allow between the Due Date or Completion Date of a dependency task and the Start Date of the dependent task which contains the lag time. It's also used to calculate a lag time between a project's start date and the start date of tasks in that project (see   Project Rules   below). You can specify a negative lag time (i.e. a lag time preceded by a minus sign), like -4 or -1w, to indicate that you want the dependent task to begin prior to the due date of its dependency task.

            Assign To:   This is a field in which you can enter the name of an Asana user who is responsible for executing a particular task. You then leave the Assignee field blank for the task. It's designed to be used for dependent tasks: such a task is initially not yet ready to be carried out (because it has dependency tasks which still need to be done first), so it does not have an assignee. As soon as its dependency task is marked complete, Flowsana assigns the task to the user whose name is in the Assign To field.   Note that due to an Asana limitation, this field is a free-text field and in order to work properly, you will need to be sure to type in the name of the appropriate user so it exactly matches the user's name as defined in Asana.

            TIME UNITS

            The Duration and Lag Time fields can be specified in either days, weeks, or months. To specify a number of days, type the number of days followed by the letter   d . For weeks, use the letter   w . For months, use the letter   m . The default unit is days, so you can also specify a number of days by simply entering a number with no subsequent letter.

            For example:

            3 d
            3 days
            3 days
            3 days
            1 w
            1 week
            4 weeks
            3 m
            3 months
            1 month


            For projects you want to use with this workflow type, you should set the Duration, and optionally the Lag Time field, for each task in the project. I.e. you are defining the length of time that it takes to perform each task.

            Then using the Flowsana website, put that project under Flowsana control and select Dynamic Duration-Based Workflow. After that, tasks in the project will adhere to the following rules.

            It's important to remember that for projects under control of this workflow type, you should not manually adjust the due dates of tasks. Due dates are maintained using the start date and duration, so if you manually change a due date, it will get overwritten based on the rules explained here. If you need a due date to be changed, you should do that by adjusting the duration for that task (and optionally the lag time of a previous dependency task).

            PROJECT RULES

            Flowsana applies the following rules at the project level for Dynamic Duration-Based workflows:

            1. If you put a project under Flowsana control which doesn't have a start and due date set, then after it's under Flowsana control you set a start and due date, Flowsana will set all top-level (i.e. non-dependent) tasks in the project to have a start date equal to the project's start date. If any of these tasks have a Lag Time set, that will be taken into account when setting the start date.
              This rule is great when you want to make a new project from a template. Create and save the template without assigning any start/due dates to tasks or to the project. Then whenever you need a new project based on that template: create a new project from the template; then put that new project under Flowsana control; then assign a start and due date for the project. Flowsana will then set the appropriate dates for that project's tasks.

            2. If you have a project under Flowsana control where a start date is set for that project, and then you modify the project's start date, Flowsana will adjust the dates of all top-level (i.e. non-dependent) tasks in the project.  For example, if you slide the start date of a project back 3 weeks, Flowsana will slide the start date of all top-level tasks back 3 weeks.

            TASK RULES

            Flowsana applies the following rules at the task level for Dynamic Duration-Based workflows

            1. Whenever the start date of a task is changed (either by you or by Flowsana as a result of other rules), its due date will be recalculated by adding the defined duration to the task's start date.

            2. Any time a task's due date changes and it has dependent tasks, those dependent tasks are evaluated and its start date is adjusted if needed. A dependent task's start date is set to the due date of the task it's dependent on, adjusted for any lag time if one is set. If a dependent task has multiple dependencies (i.e. is dependent on multiple tasks), then the   latest   due date of all of its dependencies is used for this calculation.

            3. When a task is marked complete and it has dependent tasks, the start date of its dependent tasks is set to the completion date of the dependency task that was just marked complete, adjusted for any lag time if one is set.  If a dependent task has multiple dependencies (i.e. is dependent on multiple tasks), then its start date is only adjusted once   all   of its dependencies are marked complete.

            Updated: 12 Feb 2019 03:50 AM
            Help us to make this article better
            1 0