You are able to set rules to update the RAG on tasks to Amber or Red based on the task's start date or due date. This is useful to ensure that overdue or slipping tasks do not go unnoticed.
There are two rule options:
- Turn tasks to Amber rule:
- Runs on tasks which are grey.
- We recommend that this rule is set to update a certain number of days before the due date, thus alerting you to tasks which have not been started whose due date is approaching.
- We do not recommend that tasks are turned Amber before the tasks' start date.
- Turn tasks to Red rule:
- Runs on tasks which are grey, amber, or green.
- We do not recommended that tasks are turned to red before the task's due date, reserving this update for tasks which are overdue.
- You can opt to keep the task Red until it is completed or until the due date is updated.
Blue (completed) tasks are never updated automatically.
To set a rule:
- In the lower left corner, click your profile and select Settings.
- Go to Planning > Automatic RAG Update Rules.
- Click Edit by the Amber or Red rule. The Automatic RAG Update Rules modal opens.
- Select the rule options:
- Choose the number of days before/after the due/start date the update should happen.
- Select whether the update happens before or after the due/start date.
- Select whether the update triggers off of the start date or due date.
- If someone should be notified when the RAG is updated, check this option. In the Employee field that displays, select who should be notified.
- If the project manager should be notified, select Notify Project Manager.
- Click Confirm.
- Check the box by the rule to activate it. When you activate the Red rule, an additional option displays.
- If you wish the task to stay Red until it is complete or the due date is changed, select the Restrict RAG updates for Tasks that have been automatically updated option.
To run the updates immediately, click Run Updates Now.