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Cancelled project, completion date

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Level 10
I have a report where the prompt filter is by actual completion date - the user wants to track some details to projects that are completed, cancelled, dead within a certain time period. The problem we realized is that cancelled and dead projects do not actually have an actual completion date, logical but.... I need the date when the status turned to cancelled and dead. So I turned to API to see what date I can possibly use to refer to as the actual completion date. I see nothing there except to actually look at the updates per project and look for note text that says Cancelled. I think that may be inefficient and maybe there are better ways to do this? Polly Co
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Level 8
Hi Polly, I have a report that I run daily to check on projects that are cancelled/closed, and don't have an actual completion date. If something is on that report, I just select all, then Recalculate Timelines...and this fills in the actual completion date. Caveat is, when we cancel our projects, we require the PMs to mark all the tasks to complete/100%. If there is only one on that report, I open the project and go to Project Actions -> Recalculate Timeline. Adina

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Level 10
Thanks Adina. I actually did ran the recalculate timeline and saw that it didn`t do anything with the actual completion date. I didn`t realize that the completion date will only be generated when tasks are set to 100%. I`m not sure whether the process manager would like the tasks set to 100% when truly, we didn`t complete those tasks. I`m not sure what the risks are to turn them 100%. Anyway, your daily check idea has given me another idea which will only work if I can actually force the actual completion date via api. By running a check everyday, and any project with a status that`s cancelled and no actual completion date, that meant the status most likely changed yesterday or today. I'll have to test this out. Polly Co

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Level 10
Hi Polly, I am interested to hear how your tests go, but from my "http://store.atappstore.com/workfront-merge-or-split/">Workfront Merge / Split experience, believe that the API will still be subject to the same constraints as the UI: namely, that a Project Actual Completion Date cannot be set until all Tasks (and Issues) are Closed. Depending on the nature of the Project, it might also be important to "leave things where they were" when the Project was Cancelled. So: to your original objective. May I suggest you create a Project-level calculated custom date parameter, set the formula to be either the Actual Completion Date (if present), the Last Update Date (if the Project is Cancelled), or null otherwise, and train users to use it on Filters or Prompts as needed? Regards, Doug Doug Den Hoed - AtAppStore SEE you at LEAP using the GPS App! https://tinyurl.com/LEAPGPS Got Skills? Lend a hand! https://community.workfront.com/participate/unanswered-threads

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Level 10
Hi Doug, You're right, the API and UI have the same constraints. I've not completed my code to automate the completion date on a cancelled project but I did a dry run of the scenario. Basically, instead of inputting 100% on the tasks, the code sets the project back to planning, checks for all incomplete tasks, sets all tasks with a status of Cancelled (or whatever that is in your instances), thereby getting my actual completion dates, then set the project back to Cancelled status. My users will not get notifications except for the project owners. I maintain that the tasks were not complete although they will appear 100%. Polly Co

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Community Advisor
Following this thread in case there are additional suggestions. I have a similar issue. I'm looking to add a column to an existing report that will give me the date the project changed to its current status. Heather Slater Thermo Fisher Scientific Inc.

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Level 10
Hi Heather, If you want the date a Project (first) changed to the Current (CURR) Status, I'd suggest you turn on the option to have Workfront automatically take a baseline at that time: the baseline's Entry Date thereby capturing the moment. if you want the date a Project changed to the Status in which it currently sits, I'd suggest you add a custom calculated date parameter called Status Change Date at the Project level with a formula of IF(Status=Previous Status,Status Change Date,$$NOW) Regards, Doug Doug Den Hoed - AtAppStore SEE you at LEAP using the GPS App! https://tinyurl.com/LEAPGPS Got Skills? Lend a hand! https://community.workfront.com/participate/unanswered-threads

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Level 10
For those interested, I did follow through and now it's automated on our end. It will check for all projects with start date within 3 months, with a cancelled status with no actual completion date. Then sets everything I detailed in the previous message. When ran everyday, I should be able to say I'm setting my actual completion date with the day of project cancellation. Polly Co

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Level 10
Awesome, Polly -- well done! Your persistence inspired me to add a new public tag to the GPS App: http://glympse/!LEAPGeeks -- anyone who's interested in the API, wrangled Text Mode, or just likes knowing how things tick is welcome to use it during LEAP. Regards, Doug Doug Den Hoed - AtAppStore SEE you at LEAP using the GPS App! https://tinyurl.com/LEAPGPS Got Skills? Lend a hand! https://community.workfront.com/participate/unanswered-threads