On a recent client project, we’re working to implement a task-based tracking solution in SharePoint 2010. The initial iterations dealt with creating a set of tasks using a SharePoint workflow that called a PowerShell script. There is a parent Project, and that Project has a template set of tasks the workflow creates with due dates. Then the requirement came up where if the Project due date changed, all of the task due dates needed to be updated to.
I know what you’re thinking, Microsoft Project does this! It has this cascade task update built-in, but we are using SharePoint.
Normally, you would have three options:
There is a 4th option and the path I chose to solve this issue, and it actually turned out to be fairly simple.
This way involves the use of a hidden secondary field to hold the old value of the field, and then we can use that to compare to the new value of the field. I do not claim to be the first one to think of this but I haven’t seen it documented.
Here’s how this works. We have a Projects list, and it has a Due Date list column (type date/time). We add another list column called Old Due Date (type date/time) to store the old value from Due Date. This Old Due Date column is hidden (via the content type) so no users will see it.
How do we use this? This is how the flow will go:
I added another checkbox called Bulk Update Tasks? column in case the user wanted to update the Project Due Date but not affect the child tasks.
I know what you’re thinking, that was too easy! Here’s what the workflow looks like in case you were wondering of the details:
While I won’t get into writing workflow, you still have time to sign up for our SharePoint 2013 Power User training class happening on April 4th 2017! You can click here to check up on all our upcoming events.
If you have any questions on workflow or anything else SharePoint, reach out to us!
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