How to relate Project Phase with Project Task

Nihar1 · ‎08-25-2020

How to link the Project Phases with the task and make dependent so that new phase will get start when the previous state task got closed completely.

Any suggetion will be help full , I am new to Service now and currently in learning phase.

Miguel Donayre · ‎09-04-2020

I don't understand what you are asking?

The example project I used doesn't switch to closed complete with the task is closed and complete.

Here is the step you can do to set the State for a project. Find the "Update Record" action and add it. Drag the Trigger - Record created --> "Project record" pill (the enter pill) in the record filed.

Once it's added, it will pull all the fields you can edit into the action. Pick the State and change the State you want. It will update after the last task is complete if you have the wait check off. You also set the Phase this way as well, switch the state field to phase.

After closing out the last task in the flow, it changed the State.

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Rae Ann Prasnic · ‎08-25-2020

You are referencing three different things in this post: Project Phase, Project State, and Project Task.

OOTB Project Phase is a stand alone field and needs to be manually changed by a user. If you change the Project State or a Project Task there is no impact to Project Phase.

Now, if you take action on a Project Task it can change the Project State. For instance, if the Project State is Pending, and you start a Project Task for that project (Work in Progress), the Project State will change to Work in Progress as well.

As you build your work breakdown structure (WBS) in the planning console (which are merely Project Tasks) some organizations create Project Tasks to align to the Project Phases - but this would not connect to the Project Phase field on the parent project. It would merely assist a PM in aligning their projects with those phases. The user would need to manually change the Project Phase field once one of these tasks are completed (or in theory you could create a business rule to change that Project Phase automatically - but that is not OOTB).

Please mark reply as helpful or correct if applicable. Thanks! - Rae Ann

Nihar1 · ‎08-26-2020

Thanks for the Response.

This is going to be complete re developing the process.

What I was thinking can it possible I can enable a Custom column in pm_project_task table and refer to the same list of values as Project phases.

When the User is changing the Phase field value under task that will inherit to Project .

One point is We are going to create multiple task for a single phase . So I am thinking the logic should be what ever the First active task phase that value will be inherit to the project phase.

Let me know if this is possible or not as well as some pointers I can refer to achieve it .

Nihar1 · ‎08-31-2020

Hello Rae,

I am taking this approach ,defined a Custom Field under pm_project_task as task phase and the type is as like the project phase field. String and created the choise list as like the project phase.

Now the Question is how Do I create the business rule for depending on the Task phase value change the project phase value .

I am trying to check the first active task and depending on the phase of that task the project phase is going to change.

Can I get some sample script or idea which will help me to perform the above logic .

Rae Ann Prasnic · ‎08-31-2020

I'm sorry, I'm not going to help with scripting. Possibly @Miguel Donayre can?