Feature Overview Video
Repeating Tasks is a powerful feature that allows you to automate routine tasks within a specific record. This functionality streamlines task management by automating recurring activities like team or executive meetings, status reports, testing, performance reviews, and more.
Plan Availability | All plan types |
Permissions | All users with editing permission |
Related Reading |
Why Create Repeating Tasks in SmartSuite?
Throughout a project's lifecycle, certain tasks will occur repeatedly. Automating these tasks saves time and ensures consistency. Repeating tasks can be configured directly from the record without using the Automations UI.
Scheduling Options:
Daily: Tasks recur daily, with the option to skip weekends and shift tasks to Mondays.
Weekly: Tasks recur on specific days of the week.
Monthly: Choose from:
Same day each month.
First/Last day of the month.
Dynamic due dates based on the current due date.
Yearly: Tasks recur annually on a specified date.
Days After Completion: Tasks recur a set number of days after the completion of the previous task.
Custom: Configure tasks to recur biweekly, bimonthly, or quarterly by specifying intervals and days of the week.
Note: The status field of the existing record must be set to "Complete" before the next task is created, even if the original due date has passed.
How to Create Repeating Tasks in SmartSuite
Steps to Set Up Repeating Tasks:
Open the record you want to set as recurring.
Click on the Due Date field value to open the calendar view.
Select the Repeating Task icon at the bottom.
Toggle the Repeating Task switch to "On."
Choose your preferred schedule from the available options:
Daily: A new task is created every day.
Weekly: Specify the day(s) of the week for recurrence.
Monthly: Options include the same day each month, the first/last day of the month, or the first instance of a specific weekday.
Yearly: Tasks recur on the specified annual date.
Days After Completion: Set an interval for the task to recur after completion.
Custom: Define intervals for weekly/monthly runs and specify days of the week (e.g., every 3 weeks on Sunday).
Setting the Status Field and Copying Fields:
Define the status value for the newly created task.
Select which fields to copy over to the new task by checking the relevant boxes. You can copy all fields or select specific ones.
Recurring Tasks Based on Completion Date
Tasks can also recur based on the last time they were completed:
Follow the same steps to set up a recurring task.
Choose the Days After Completion option during scheduling.
Define the interval (e.g., 10 days) for the task to recur after completion.
Example:
A task completed on June 15 with a 10-day interval will create the next task on June 25.
How Does Recurring Due Date Work When Tasks Are Completed Late?
When a recurring task is completed after its original due date, the system adjusts the schedule intelligently to ensure subsequent tasks align with the updated completion date. This dynamic scheduling helps maintain consistency and ensures tasks don’t pile up unnecessarily. Here’s how it works:
Late Completion Acknowledged: The system uses the actual completion date instead of the original due date as the new starting point.
Next Occurrence Scheduled: Based on the completion date, the system calculates the next occurrence according to the defined recurrence rule (e.g., weekly on Thursdays).
Example Scenario:
Original Due Date: June 1st (Thursday).
Completion Date: June 15th (Thursday), two weeks late.
Next Scheduled Date: The system identifies the next Thursday after June 15th, which is June 22nd, and sets it as the new due date.
Key Considerations:
Maintaining Sequence: This feature ensures tasks remain sequential and avoids overlapping due dates for missed tasks.
Flexibility: The system adapts to real-world delays, enabling teams to stay on track without needing manual adjustments.
Custom Intervals: For schedules using "Days After Completion," the interval is calculated based on the completion date rather than the original schedule.
This adaptive approach ensures your task management stays efficient and aligned with project realities, even in the face of delays.
Managing Start Dates for Reoccurring Tasks
When tasks reoccur, the system preserves their original duration (interval between Start Date and End Date) while recalculating dates for the next cycle.
Example Scenario
Monthly Reoccurrence
Original Dates: Jan 3 → Jan 6
New End Date: Feb 6
New Start Date: Feb 3 (calculated using the original duration).
Weekly Reoccurrence
Original Dates: Mon, Jan 6 → Wed, Jan 8
New End Date: Mon, Jan 13
New Start Date: Jan 11
Benefits
Consistency: Maintains original task durations.
Automation: Reduces manual adjustments.
Efficiency: Ensures accurate scheduling for reoccurring tasks.
Additional Information
Stopping a Recurring Task:
Go to the Due Date field of the task and turn off the Repeating Task toggle.
This disables the automation from creating new records.
Working with Time Zones:
Time zones only affect tasks with time values. If no time is set, the date appears the same for all users.
Deleting/Migrating Fields or Records:
If due dates or status fields are deleted or migrated, the repeating settings and automations will adjust accordingly.
Practical Use Cases and Scenarios
Use Case 1: Biweekly Tasks
Scenario: A team has tasks that recur every two weeks on Mondays and Thursdays.
Solution: Set a custom schedule to repeat tasks biweekly on the specified weekdays. If the original task’s due date has passed, the system adjusts to the next available date.
Use Case 2: Monthly Project Milestones
Scenario: A project requires tasks to recur on the 28th day of every second month.
Solution: Configure a custom schedule to repeat tasks every two months on the 28th day. SmartSuite calculates the interval based on the original due date.
Use Case 3: Adaptive Scheduling for Late Completion
Scenario: A task scheduled to recur every Thursday is completed two weeks late.
Solution: The system uses the completion date as the new starting point and schedules the next task for the first available Thursday after the late completion date.