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Use the Recurrence dialog to specify recurrence rules, dates, and generation options for a project template.
To set up the template’s recurrence and generation options, follow these steps.
- To open the Recurrence dialog, choose Setup > Templates > Projects, click the Add button (for a new template) or Edit button (for an existing template), and then click the button.
- Frequency: Select a recurrence from the Pattern drop-down list and then specify a due date using the options below the list.
- The due date options below the Pattern field change depending on the recurrence you select.
- If you select None for the recurrence, no due date options are available.
- If you select Periodic for the recurrence, you must select at least one month from the drop-down list and enter a day of the month in the field provided.
You can optionally mark one or both of the following checkboxes for due date adjustments:
- Must occur on weekdays: Mark this checkbox to have a project’s due date that falls on a weekend adjusted to the following weekday.
- Base on Client fiscal year ends: Mark this checkbox if you want the project’s due date to be based on the client’s fiscal year end date.
- Target dates:
- Start: To specify the project’s target start date, complete the month(s) and/or day(s) fields, and then select Before due date or After received date from the drop-down list.
- Complete: To specify the target completion date, complete the month(s) and/or day(s) fields, and then select After received date or Before due date from the drop-down list.
- Expiration: Click the End after option and enter the number of occurrences in the field to generate a limited number of projects, or click the No end date option for ongoing projects.
- Generation: Choose the options for generating future projects.
Generate the next Schedule Item: Specify when to generate the next project.
- When current Schedule Item is complete: The default option.
- month(s) / day(s) before due: Click this option and enter the number of months and/or days before the next project is due to generate the next project. Choosing this option allows you to postpone generating future projects until closer to their due date, which can help simplify project planning.
- When I manually create it: Click this option to manually generate the next project.
- Generate all: Click this option to generate all of the projects now.
Note: This option is unavailable when No end date is selected for the expiration date.
- Project Generation Options: If you want to base the next generated project on a current project’s information instead of on the project template, mark any of the following checkboxes for the information that you want to use from the current project:
Generate using the current Project’s:
- Grouping selections: Mark this checkbox to use the Responsible, Assigned, and/or Department of the current project.
- Assigned selections
- Calendar Entries: Mark this checkbox if you want calendar entries for the project to roll over.
- This checkbox is available only when you mark the Assigned selections checkbox.
- The calendar entries are the scheduled times for the project that appear on the calendar in Staff Management. It may be useful to have these calendar entries roll over if you expect that the same person will be working on the same project the next year. You may have to adjust the date and time on which the project is scheduled, but you will be able to see in advance how booked the staff member will be and plan next year’s schedule based on this year’s schedule. For example, you can view or print reports in advance that show a staff member’s estimated schedule.
- Custom Fields values
- Task information: Mark this checkbox if you want task information to roll over. Mark both this checkbox and the Calendar Entries checkbox if you want calendar entries for both projects and tasks to roll over.
- Budget information: Mark this checkbox and choose either Budget or Actual from the drop-down list.
- Budget adjustment factors: If actual amounts differ from budgeted amounts, enter a number from 0 to 99 that represents the percentage increase or decrease. For example, if the hours on the next project will be increased by 10%, enter 1.1 in the Hours field. If the hours will be decreased by 10%, enter 0.9 in the Hours field.