Completed

Ability to apply activity sets to milestones

I would love to be able to apply activity sets not just to a project or pipeline but to milestones within a project. Rather than creating a project for each activity/event, sometimes I would prefer to have an ongoing project with repetitive milestones.

An example of this for me is running a monthly webinar series for customers. If I'm planning a series a year in advance and use pipeline for this, there would be 12 separate projects to create and see in the project queue. 

Rather, if I can create one project called "webinar series," the milestones are each individual monthly webinar. I've created an activity set called "webinar tasks" and I'd like to easily be able to apply that to each milestone (monthly webinar event) in the project.

Since I can only assign to the project, I have been working around by assigning the activity set to the project, then going in to each task and changing it to match the specific milestone I'd like it to fall under. 

If I could just apply activity sets to milestones, I wouldn't then have to go in and edit each task after I assign it to the project. 

8

Comments

16 comments
  • Official comment

    If I understand everyone's requests properly, I believe Insightly already supports your use cases. If it doesn't, then please add your comments below.

    To apply an activity set to a milestone, select "Add Activity Set to Project" and, in the second drop down, choose the milestone to which you'd like the tasks linked. Then, update the "Activity Set Start/End Dates" to match the milestone due date which is displayed to the right of the selected milestone. Then, click "Add Activity Set to Project". Now, when you update the milestone, you can update the due date of all tasks associated with the milestone and all milestones dates too.

    The screenshots below should help you.

    Comment actions Permalink
  • Thanks for submitting this Stephanie! It will be interesting to see how others with a similar workflow manage their Tasks.

     

    0
    Comment actions Permalink
  • I agree with Stephanie- the retyping of tasks is inefficient. 

    1
    Comment actions Permalink
  • concur with Stephanie; Milestones are more useful to us than stages as they can overlap. i would imagine there are many who feel the same way.

    2
    Comment actions Permalink
  • Yes please, this would take projects to the next level.

    2
    Comment actions Permalink
  • Totally agree, Milestones offer greater flexibility for non linear projects, although it would be far more convenient if we didn't have to input and edit each individual Task, and could rather input a single or multiple Activity Sets.

     

    1
    Comment actions Permalink
  • Yea, very good idea

    2
    Comment actions Permalink
  • frankly, I don't understand while pipelines have taken front seat to milestones, as so many more "real world" scenarios are better represented by the latter. 

    1
    Comment actions Permalink
  • We appreciate the time you take to submit your feedback. We do read through all our feature requests and decide from there what will help the majority of our users. This isn't currently on our roadmap; but I'll make sure it's on the radar as a desired feature.

    0
    Comment actions Permalink
  • I have exactly the same issue as Stephanie and want exactly the same thing.  In my case, it's Clients and Work Sessions.  I have 15-20 clients at any time and do 5-7 work sessions a year for them.  That means 75-140 separate projects/year.  That is really hard to manage.  I should be able to make each Client a project, and each Work Session I do with them a Milestone within that Project.  

    Pipeline Phases won't work because the sequence and number of work sessions varies from client to client.  So each client would need it's own Pipeline.  Milestones would be perfect.

    Micah (great to reconnect w/you) it actually IS possible to associate Tasks with Milestones in Insightly.  The issue is that you have to make the association manually.  You can create the tasks individually and assign them to a Milestone as you do so.  You also can create an Activity Set for the Project, and then open up each task within the Activity Set and attach it to a Milestone.  The latter works but allows way too much opportunity for error.

    Insightly Team. . .this is the kind of thing that aggravates the daylights out of customers.  I was just told by Katy from your support team that you have no plans to enable users to attach Activity Sets to Milestones.  Clearly, the existing code allows for Tasks to be attached to Milestones, so you understand that it is an important capability.  And the current functionality works quite well.  You also clearly understand the value of Activity Sets.  All that would be required to connect the two would be:

    A) A bulk action on the Activity Set screen allowing the user to select a Milestone to which the entire activity set could be applied.

        or

    B) A dropdown next to each task in the Activity Set window allowing the user to assign tasks to Milestones one by one.  

     

    Option A requires a little bit of code - you would have to write something that would execute the bulk action.  But you're just invoking a capability that already exists, so it shouldn't be hard.

    Option requires no new code at all - just making the existing "Attach Task to Milestone" dropdown available in the Create Activity Set window. 

    1
    Comment actions Permalink
  • I really need this feature for my work. I don't have the time to sit there adding 11 tasks for each milestone and my work is certainly not linear so pipelines don't work for me.

    Applying activity sets to milestones is my answer. Please make this happen!!!!!!

    0
    Comment actions Permalink
  • Thank you Jonathan!!!!!!!!!

    0
    Comment actions Permalink
  • Kelly, as the guy whose incessant haranguing got Insightly to add this feature, it makes me very happy to learn that others are using it.  (I was actually in a meeting with a client yesterday and they started talking about how they use Insightly, which I didn't know, and how it wasn't very useful to them until this feature was added.  Big smile from my end of the table.)

    Jonathan got it exactly right.  I would only add that the checkboxes that let you control having tasks move if the milestone moves appear ONLY if you edit the Milestone date.  Otherwise they are hidden.  Personally, I think they should be visible all the time.I can kinda understand why Insightly chose to do it the way they did, but it's easy to forget they are there and waste time looking for them.  I know this from experience :-).

    With that one exception, I think Insightly did a very good job designing and engineering the feature.  Thanks!!

    1
    Comment actions Permalink
  • @Kelly You're very welcome. I'm glad that the solution I provided helped you. Unless I hear otherwise from anyone else on this thread, I'm going to mark this suggestion as resolved and make my previous response the official response.

    @Dan Thank you for your compliments. I'll pass them along to our engineering team - they could always use more encouragement and praise from customers! :)

    1
    Comment actions Permalink
  • Jonathan, thank you for your kind comments.  While I have your attention, I would strongly recommend that the engineering team modify the UI regarding the checkboxes for having tasks move if the milestone moves.  

    The current UI (checkboxes appear only in the Edit Milestone dialog box, and only if you try to edit the Milestone due date) makes perfect sense under only one condition, which is IF the logic inside the User's head is "I will change the milestone date, and then I will make my choices about moving tasks."  

    If what's inside the User's head is the opposite - "I want to make sure the tasks are going to move, and only THEN I will change the date" - then the current UI doesn't work because the User doesn't see the checkboxes unless they try to edit the date first.  Which is exactly what the User in this situation doesn't want to do.  They only want to edit the date AFTER making sure that any associated tasks will/won't be re-dated according to the User's wishes.  

    The result is that the User goes off on a wild goose chase trying to find the checkboxes.  Which is impossible because they only appear when you try to change the Milestone date, which is exactly what you WON'T do because you aren't yet sure that tasks will/won't move appropriately.  Doom loop. 

    Again, this is what happened to me and I am about as well acquainted with the feature as anyone is ever going to be because I'm the guy who clamored for it and submitted the initial design.  

    Since you can't control which way the user is going to approach this, the optimal answer is to take the issue off the table.  I believe the following is the easiest and most straightforward way to do that: 

    1) Select the Project, and then select Action, then Select either "Add Task to Project" or "Add Activity Set to Project" (different dialog boxes, but same UI/UX solution)

    2) In the Add Task or Add Activity Set dialog box, if the User selects a Milestone, that is the time to have the 3 checkboxes appear. That way, the User can make his/her decision about whether this/these Tasks should move with the Milestone at the time the Task(s) are created and attached to the Milestone.

    3) The checkboxes should also always appear in the Edit Milestone dialog box.  It is appropriate to have them *always* appear for 3 reasons: 1) The default/normal state is to have tasks move when the milestone with which they are associated move.  This is not an abnormal or low-frequency use case. 2) NOT having the tasks move is also a decision.  The user should always know what decision they have made.  3) This eliminates risk of the wild goose chase.

    This is purely UI/UX modification.  All the required functionality exists. It's just a question of when/where you display it.  So this should be a quick/easy fix.  In the spirit of "Don't Make Me Think," it simply and easily eliminates a chance for people to get stuck.  I'm pretty sure it's bulletproof - will work properly in all situations.

    Dan

    0
    Comment actions Permalink
  • @Dan Thanks for your compliments - you're too kind. :)  And, thank you for your detailed feedback - I'll pass it along to the product team. Have you considered becoming an Insightly Hero? It'd be great to have you on board!

    0
    Comment actions Permalink

Please sign in to leave a comment.