Project Insight can automatically update a project’s current phase when a designated task, summary task, or milestone is completed. Use the Phase at Completion field to define which project phase should begin when that item is marked complete.
Best for: Project managers and PMO teams that use consistent project phases and want the project overview, dashboards, and status information to reflect the current phase without requiring a separate manual update.
How do automatic project phase changes work?
Add the Phase at Completion field to a task and select the phase that should become current when that task is completed.
For example, a project plan may include these phases:
- Initiation
- Planning
- Execution
- Monitor
- Closure
The task that completes the Initiation phase can be configured to change the project to Planning. The final Planning task can change the project to Execution, and the same process can continue through the remaining phases.
Project Insight does this by connecting task completion to the project’s current phase. When the designated task is marked complete, the selected project phase is applied automatically.
How do I set a project phase at completion from the Task List?
- Open the project Task List.
- Add the Phase at Completion column to the Task List.
- Find the task that represents the end of the current project phase.
- Select the next phase in the Phase at Completion field.
- Repeat the process for the remaining project phases.
When each configured task is completed, Project Insight changes the project to the phase selected in that task’s Phase at Completion field.
Can I use a summary task to change the project phase?
Yes. The Phase at Completion setting can be added to a summary task.
A summary task contains the tasks grouped beneath it. When all of the work within that summary is complete and the summary is marked complete, Project Insight can move the project to the next phase.
For example, the Planning summary task can be configured to move the project to Execution when the Planning phase is complete.
Can I use a regular task or milestone to change the project phase?
Yes. The setting can be used on a regular task, a summary task, or a milestone.
The video recommends using milestones and project phases together when a specific phase-completion point needs to be clearly identified in the project plan.
For example, a milestone named “Planning Complete” could change the project phase to Execution when it is marked complete.
When does the project phase change?
The project phase changes only when the task containing the Phase at Completion setting is completed.
Completing an earlier task within the phase does not change the project phase unless that task has been configured to do so.
For example, if one Planning task is complete but the final Planning task is still in progress, the project remains in the Planning phase. When the final configured task is completed, Project Insight changes the project to Execution.
Where can I see the current project phase?
The current project phase can appear on the project Overview and in dashboard information that displays the project phase.
After the designated task is completed, return to the project Overview to confirm that the phase has changed.
How do I set Project Phase at Completion from the full task form?
You do not have to display the Phase at Completion column on the Task List. You can configure the same setting from the full task add/edit form.
- Open the task in the full add/edit form.
- Open the Advanced tab.
- Find Project Phase at Completion.
- Select the phase that should begin when the task is completed.
- Save the task.
Should I add this automation to a project template?
Yes. If your projects regularly follow the same phase structure, configure the Phase at Completion settings in the project template.
Project Insight does this by carrying the configured tasks, milestones, and phase transitions into each new project created from that template.
This means the automation only needs to be set up once in the template rather than configured again for every new project.
What does automatic phase management help a team accomplish?
Automatically changing project phases helps teams keep the project’s reported phase aligned with the work that has actually been completed.
It can reduce manual status updates, create more consistent project workflows, and make phase information on project overviews and dashboards more reliable.
In short, Project Insight uses task completion to keep the project phase current as work moves through the project lifecycle.
What should I check before setting up automatic phase changes?
- Confirm the sequence of phases used by the project.
- Choose the task, summary task, or milestone that represents the end of each phase.
- Select the phase that should begin after each configured item is completed.
- Make sure the final task for a phase will not be completed before the phase is truly finished.
- Test the setup before saving it in a reusable project template.
What are common mistakes when automating project phase changes?
- Selecting the current phase instead of the phase that should begin next
- Adding the setting to a task that may finish before the rest of the phase
- Assuming any completed task will change the project phase automatically
- Completing the configured task before all related phase work is finished
- Rebuilding the same setup in every project instead of adding it to a template
Related questions
Can Project Insight change the project phase automatically?
Yes. Set a Phase at Completion value on a task, summary task, or milestone. When that item is completed, Project Insight changes the project to the selected phase.
Does every task completion change the project phase?
No. Only tasks that have a Project Phase at Completion value configured will change the project phase.
Can I use a milestone to trigger the next project phase?
Yes. A milestone can be configured with the phase that should begin when the milestone is completed.
Can I configure phase changes without adding a Task List column?
Yes. Open the full task add/edit form and use the Project Phase at Completion field on the Advanced tab.
Can I reuse the phase automation in future projects?
Yes. Configure the phase changes in a project template. New projects created from the template will include the automation.
Where can I get help configuring project phases?
Visit Project Insight Support for help configuring project phases, task fields, or project templates.
[Related article placeholder: Add a link to the Project Insight article about configuring project phases.]
[Related article placeholder: Add a link to the Project Insight article about creating and using project templates.]
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