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Project Management Tool with Recurring Tasks

Marya Mercado

My team has a meeting with IT to review our project needs so that they can determine the most appropriate resource. I believe the options in consideration are either Smart Checklist, a Kanban board, or a Scrum board.

They've given the heads up that the need isn't complex enough for a Scrum board but haven't shared any additional information. I've done some Googling (which is how my team typically figures out how things work in Confluence) and am hoping for some community feedback on what to read up on before the call.

Our team is tasked with managing the process of requesting, receiving, and distributing many different types of vendor generated documents and reports. We need a tool that supports recurring tasks (annual, monthly, etc.), subtasks, workflow w/ multiple owners (step is completed, next step is assigned), status, record of changes/challenges/notes on progress and has the ability to generate analytical reporting.

If Jira isn't the right solution, we'll be pushed to AdaptiveWork (Clarizen). Thank you in advance for your input, we appreciate it!

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Olha Yevdokymova_SaaSJet

Hello, @Marya Mercado !
Some of your listed requirements can be done with Jira automation, where you can set up rules with certain JQL queries. But I would like to introduce to you no-code add-on developed by my team - Business Process manager(BPM). With this Jira add-on you can create templates for your repetitive processes, run them manually or automatically. Screenshot 2023-08-11 075927.png

You can set schedule for the recurrence of your tasks at any period of time and set a due date for each step of your flow. Screenshot 2023-08-11 080422.png

Your workflow templates can be either structured or flexible, allowing you to utilize form logic and conditional steps within them. Screenshot 2023-08-11 081106.png

By setting up submission actions for each step, subsequent tasks are created seamlessly. Conditional steps enable you to create distinct tasks based on preceding actions, which can further trigger subsequent conditional steps

Processes can be easily tracked inside an add-on reports feature so you can stay up to date with your task flow movement. Screenshot 2023-08-11 081753.png

Feel free to reach out if you have any more questions about BPM; I'd be more than happy to assist you!

Oleksandr Siryi_Railsware_

Hey, @Marya Mercado

It's hard to offer an exact solution without the details regarding your case, but from the looks of it Jira is a great fit.

1. I'd recommend using a Kanban project for the tasks you have as it emphasizes continuous improvements of a process. Scrum is much more focused on time boxes and will probably work if you need to complete a certain amount of tasks in a sprint of one to two weeks.

2. Jira is quite flexible and has all of the features you've mentioned. Automation rules for recurring tasks are quite easy to set up. You can use comments or a variety of custom fields inside your issues (checkboxes, date pickers, labels, etc.) if you need to update tasks over time and track changes.

3. Jira has pretty extensive reports (I would recommend a company-managed project over Next Gen if you need more flexibility with reports) and JQL for filtering.

4. You can use Jira + Smart Checklist combo for improved ownership as the tasks and processes can be listed neatly inside one issue therefore you can have multiple assigned. Smart Checklist is also quite handy for laying out a process of steps to follow when you need to request, manage, and distribute documents.

Hope this was helpful?

Oleksandr

Marya Mercado

Extremely helpful, thank you very much.

Marya Mercado

This is good information to have, I'll share it with IT. Thank you.

Tony_96fu3r

For your needs, tools like Jira or Clarizen can work, but you may also look other a project management solution like Workstatus, ClickUp, Zoho Projects, Hive, or Flowlu. These all support recurring tasks, subtasks, workflows, and reporting, making them good fits for your process.

Vinayak Wagh

@Marya Mercado

From what you've described, I’d probably start with Kanban rather than Scrum. This sounds more like an ongoing operational process than work that naturally needs to be organized into sprints.

Before the meeting with IT, I’d try to separate the requirements into two groups: what you need for managing the work itself, and what you need for reporting on it.

For the workflow side, I’d specifically ask whether Jira can handle:

automatically creating the annual/monthly recurring work
subtasks or repeatable process steps
handing ownership from one person to the next
keeping comments, changes and exceptions against the work
reporting across all of those requests rather than looking at them individually

Jira with Kanban and automation may be enough, especially if your organization already uses the Atlassian ecosystem. I wouldn't add Scrum unless there is actually a need for sprint-based planning.

It may also be worth comparing a few different types of tools before deciding. Asana and monday.com are worth looking at if the main requirement is straightforward workflow/task coordination. If the process eventually needs more structured project/portfolio management, governance and reporting, Celoxis is another one I'd put on the comparison list alongside AdaptiveWork.

The important part is not to choose the tool with the longest feature list. I'd map one real process for example, requesting a monthly vendor report through receiving, reviewing and distributing it and ask each option to show exactly how that process would work, including recurrence, ownership changes and reporting.

That should make the differences between a checklist, Kanban setup and a broader project management platform much clearer.

Mohammed Shakhib

This topic has been locked because the thread has become a bit dated. If you’d like to keep the conversation going or have any more questions, feel free to start a new topic. You can read more about necro posting (“raising threads from the dead”) in our Community Guidelines .

Cheers!

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