How to link the due date of a specific task into a custom field of a portfolio

English Forum Tips and Tricks Forum Leaders tips
1

I posted the same content in Japanese forum.
This post is English ver.

And also this is from the answer for @Togo_Abe 's question

Points are below;

  • Because rule can’t copy date field, I made a formula filed for calculating a duration between a due date and today in numeric format.
  • In a project, I made a rule which copy the formula filed of a specific task to a dummy field.
  • In a portfolio, I appended a field which is the dummy field copied the formula field.
  • I created a formula field in a portfolio, that calculates the due date of a specific task with adding today and the duration.

The detail is below;

  1. Create a formula field below in a project.

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  2. Create a custom numeric field below in a project. Don’t forget to set it to be saved in the library.

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  3. Create a single-select filed below in a project.Don’t forget to set it to be saved in the library.

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  4. Set the specific task field of 3 to specific task in a specific task you want to link into portfolio.

  5. Create a rule below in a project.

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  6. Append the numeric custom field of 2 in portfolio.

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  7. Create a formula field below in a portfolio.

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  8. Hide the custom field of 6.

After setting above, a portfolio looks below.

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if you change a due date of a specific task, specific due date field in portfolio will be also updated to a due date of a specific task.

P.S.
The difference of one day will occur in case you change a due date just before day changing.
I think that’s a rare case.
But if you need a perfect, you can append another dummy field of date in a project and a portfolio, set a same date for them and subtract/add them in formula fields of 1 and 7.

9 Likes
2

This is so clever, gonna be trying this out next week!

1 Like
3

This is genius, @Tetsuo_Kawakami ! :+1:

I hope you don’t mind, I slightly corrected the title for clarity.

4

@Richard_Sather
thanks for that! I never mind.

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5

Brilliant @Tetsuo_Kawakami , I know a customer or two that will benefit from this tip.

Hats off🎩

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6

I added sentences for caution.

7

That’s smart, never thought of that…

1 Like
8

Hi @Tetsuo_Kawakami

That’s amazing!

I’ve tested it on my side. When I set it up for the first time, specific date on portfolio is correct but if I try to change my task due date - the portfolio date doesn’t change.

Does anyone encounter the same issue?

9

Hi, @Thaïssa_iDO
In the first ver. I got a same situation.So I changed a few things.

Please reconfirm below,

  • Did you append the numeric custom field of 2 in portfolio as a normal field (due date - today2) ,not a rollup field(due date - today2 rollup)?
  • Did you set a specific task field of 3 to a value “specific task” in a specific task you want to link into portfolio?
  • Did you set custom fields of 2 and 3 to be saved in the library?
10

Ok my mistake I forgot to add the second custom field (“due date - today2”) to my portfolio.
Works perfectly fine, thanks!

1 Like
11

@Thaïssa_iDO
Thanks for your try!
for easy understanding I added a picture in 6.

1 Like
12

Thanks so much!

1 Like
13

YES! I was needing something like this this week and was really struggling. Moving the value to the dummy field is genius!!! Thank you so much! We have been building out new Project templates and Portfolios for our work flow, and only being able to manage/see the project due date and not one of the ones from a task inside the project (The count down is actually better!) has been a huge stumbling block to get the visibility for my team leads we need at a glance! I knew there had to be a way. Thanks again!!

1 Like
14

This has stopped working… It looks like the rule that copies the ‘due date - today’ value to the ‘due date-today 2’ field no longer works? I cannot seem to recreate it either, but notice asana has added some new ‘options’. Anyone else have this issue? A fix?

It seems that when I make this rule as part of my template for making a new project, that is when this does not work. If I write it for each project (A LOT!) that works. The problem seems to revolve around the rule. I look at the rule when a project is created from the template, and the rule ‘looks’ right, but nothing happens. If I delete the rule and rewrite it, then it works…???

TIA!

16

@Jay_Miller
Thank you for your comment.
I confirmed that.
When using a template, we need to use bundle to avoid that.
If you make the rule in a bundle and set this bundle to a template , the rule will work.

17

I recognized this post is wrong.
“specific due date” changes day by day.
To avoid that, we need to append a date custom field for dummy in projects and portfolios.

I’ll revise this post later.but I write a summary below;

  1. Append a date custom field named “dummy date” to both projects and portfolios
  2. Set any date as you like to “dummy date” for the specific task.But you need to set the same date in a portfolio.
  3. Change the definition of “due date - today” to (Due date - dummy date)/1440+0
  4. Change the name of “due date - today” to “due date - dummy date”
  5. Change the name of “due date - today2” to “due date -dummy date2”
  6. Change the definition of “specific due date” to DateAdd(dummy date,Rollup(due date - dummy date2))