Use Case description

A very frequently requested use case is the monitoring of certain deadlines or milestones of a project on multi-project or portfolio level. This should also allow you to see at a glance in the portfolio which deadlines or milestones have been reached, will soon be reached or are already behind schedule.

In this best practice, we explain how this can be mapped in smenso Cloud.

What you need

Listflavor:

📆 Date: Date1 | Date 2 | Date 3 | Date 4

Formelflavor:

Date 1, Date 2, Date 3, Date 4 (with the following formula in each case)

Attention: this passage must be adapted to Date 1, 2, 3, 4 respectively-   if(flavor("📆 Date")=="Date 1"

persist(
if(flavor("📆 Date")=="Date 1",
if(days(today, duedate)>7,"0",
if(days(today, duedate)<=7&&days(today, duedate)>=0&&status<2,"2",
if(days(today, duedate)<0&&status<2,"3","1"))),0)
)

The formula states that if the due date - today is greater than 7 days, the formula will result in a 0 (zero). If the due date - Today is between 7 and 0 and the task is still open, the formula gives a 2 (two). If the due date - Today is less than 0 and the task is still open, the formula results in a 3 (three), in all other cases in a 1 (one).

The expression persist() means that the result is written to the database (persisted) and is not calculated when it is called. This is necessary in order to be able to access and process the value at portfolio level in the next flavour.

Translated with www.DeepL.com/Translator (free version)

📆 Date 1, 📆 Date 2, 📆 Date 3, 📆 Date 4 (with the following formula in each case)

Attention: this passage must be adapted to Date 1, 2, 3, 4 respectively-  -   sumAll('flavor("Date 1")

persist(
if(sumAll('flavor("Date 1")',0)==1,"🟢",
if(sumAll('flavor("Date 1")',0)==2,"🟡",
if(sumAll('flavor("Date 1")',0)==3,"🔴","")))
)

This formula takes the value from the formula above and replaces it with a traffic light icon.

If Date X is 1, the traffic light turns green, if it is 2, it turns yellow, if it is 3, it turns red; for all other values, the field is empty.

Use in the project

Now all you have to do is show the 📆 Date list flavour in the project and set one of the four Date values for the date or milestone to be monitored.

Attention: Each value may only be set once in the project!

Monitoring in the portfolio

If this value has been set in the project, the equivalent flavour to the date can now be displayed in the portfolio list. The portfolio list now always shows the current status of the selected date or milestone. This makes it easy to monitor important dates / milestones across the entire portfolio.