At the Company level, you can define the setup of the automatic update of project statuses of active projects based on triggering conditions which are defined using various data sources as parameters. For example:
| • | A selected activity on the schedule sheet is in the Completed status |
| • | A single-record business process record is set to a specified status |
| • | A business process workflow reaches a specified status |
Depending on the setup and the conditions that are set, the status of the project can change from Active to a non-active status (On-Hold, View-Only, or Inactive). You can define multiple setups for each project. After you define these setups, they can be used on project or shell instances, or on templates to enable the automatic update of project status.
The data sources that you use in the triggering conditions can be either from project or shell level, or from the Company level. This data sources can be business processes, sheets or attribute forms. You can define the frequency at which Unifier evaluates the conditions to see if a particular active project should change its status, and can define a list of users or groups to be notified when the project status is changed. The highest frequency is daily.
This automatic update of project status can be useful for users that have a large number of projects and want many of these projects to change their status based on certain triggering conditions, and thus the users do not have to search for and modify these projects manually. For example, you can define a setup at the Company level that contains a triggering condition that changes of the status of an active project On-Hold if the project funds consumption exceeds the funds appropriated for that project. This allows the project manager to review the project and take appropriate action. If, in this case, the project manager is able to get additional funding for the project, the Administrator can change the project status back to Active to restart the project activities.
Note: Automatic project status update can change the status of a project from Active to an inactive status. If you want the inactive project to status to revert to Active, you must activate the project manually.
Step 1: Create setups - general information.
Step 2: Verify the order of project statuses.
Step 3: Define project status triggering conditions.
Step 4: Define the schedule for automatic update of project status.
Step 5: Activate the automatic update of project status.
Step 6: Define permissions.
Create an automatic project status update setup
Choose the order of non-active statuses (Settings tab)
Define status change query and trigger conditions (Settings tab)
Define project status update schedule (Schedule tab)
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