How to track and report on subtasks with 1 due date field?

Question

We currently use subtasks to track requests that need to be completed for a client. We only have 1 due date field and 1 completed date field. (both custom fields). Sometimes requests take multiple times to rework therefore the due date and completed dates can change.

When the initial request is submitted the due date is filled out, for example, 5/1/2024 and when a developer completes the request, for example, 5/3/2024 this would be considered "late".

If the request needs to be sent back after the initial completion, the due date would change to a different date, for example, 5/10/2024 and then that completed date would need to be changed again to the new date of let's say, 5/10/2024. In this case it would be "on time".

How can we:

1. track the number of times it gets sent back?

2. track each instance of the request? so if the first time it was on time but when it gets sent back its late, then the 3rd time it's on time.

The results I would like to see and report on would be

Subtask 1:

* worked on 3 times
* initial submission = on time
* submission (or resubmission) 2 = late
* submission (or resubmission) 3 = on time

Subtask 2:

* worked on 2 times
* initial submission = on time
* submission (or resubmission) 2 = on time

Any help or advice on this would be greatly appreciated! Thank you in advance.

Jessica Farias · Answer

Hi @Gikku thanks for the suggestion! Any links to good articles on how I can achieve this? Thank you!

Gikku · Answer

@Jessica Farias You can probably use automation rule to trigger an action whenever the value for the date custom field changes. The conditions can be set to compare the values and with the help of smart values, you will be able to determine whether the task is late or on-time.

The results of the comparison can be captured into a multi line text field for visibility. The same field can be updated every time an iteration happens, essentially appends the status every time the rule triggers.