Can AI help avoid scheduling on weekends, holidays, Task duration based on Estimated hours, or run rules that cross boundaries between Project and Task?

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So there are a few things that our company has wanted for a long time and I’ve tried to read over some of the AI Studio things and I don’t see whether there’s an answer here or not. Forgive me if it seems lazy to ask this here because I don’t know where else to find the answer.

Can the AI Studio help me prevent scheduling tasks on weekends and holidays? We have needed this from day 1. On any given day I usually schedule dozens of tasks because it’s manufacturing and we are quite busy, but I spend literally hours each week manually moving tasks off of weekends and holidays. And, when holidays happen, I almost always end up with something scheduled on them accidentally.

Can AI help me adjust the duration (calendar days) of a task automatically based on the data I put into Estimated Hours? Sometimes I am scheduling tasks in a project that need to span only one day, sometimes 6 business days, depending entirely how many labor hours that task is going to need (we get estimated labor hours from other software). For example, if I have a project where “20 estimated hours” equals one day, can AI help me expand that task to 2 days if it’s 23 estimated hours? It would help to understand that these tasks are for a whole department that might have 20, 30, 40, or 50 labor hours available on any given day. So is can AI help me set a threshold for each project (which is “each department” in our company) that is the labor hour cap for that day for any given task? And, have one additional day added to the due date as a result of what’s going into Estimated Time?

Can AI help me write rules such that if a specific task inside a Project has a custom field value changed to “XYZ”, then the Project itself has a second custom field changed to “ABC”?

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Hi @Matt5

Interesting question. It might, but I’m not sure. I have gotten varying results for letting AI studio avoid weekends, but it seems to work alright now. I don’t have a large enough sample size to confirm this with confidence though.

Some thoughts on your challenge:

  • LLM’s are not calculators, but language models. So the more complicated your calculation is, the bigger chance it fails.
  • Splitting up the calculation in steps might help. So maybe first calculate the estimated duration, and then add the additional day for the due date.
  • Complexer models can do more complicated stuff, but it’ll cost you more credits
  • You can refer to Google spreadsheet or Excel file in the prompt pane, and then you use that to create a large table. First column is the estimated hours 1 through max_estimated_hours (+ 50% to be safe) and per department you have a column with the corresponding durations. This way the LLM doesn’t have to do any calculations, and instead just look up the duration. Which probably also means you can make do with a light model and spend less credits.

@Arthur_BEGOU, curious to get your thoughts.