We develop an external project scheduling & time recording toolset that integrates with Acumatica. Recently we’ve had a number of issues where customers have been setting the status of project tasks to Active while leaving the project status at In-Planning.
While we believe this is users simply forgetting to activate the project, we’ve struggled to understand the logic behind why this is possible. What purpose is there for activating tasks before the project?
Doing a bit of research, I’ve found quite a few have put in workflow automations to link the project and task status. Other research results have been a little conflicting as to how valid this scenario is.
Clearly since Acumatica allows it, there must be some legitimate reason which I’m not aware off.
We’re just trying to decide the best way we can handle this situation.
Appreciate the feedback.
Best answer by DipakNilkanth
Hi @Stu, Acumatica’s flexibility allows project tasks to be activated before the project itself for a few potential reasons:
Preliminary Task Setup & Planning – Some organizations may want to structure tasks, assign resources, or input budgets before officially starting the project.
Soft Activation for Resource Allocation – Certain businesses might begin working on specific tasks while waiting for formal project approval, ensuring smoother transitions.
Custom Workflows & Approvals – Some companies may have custom processes where tasks need to be reviewed or staged before the overall project is activated.
Integration Considerations – Other integrated tools or workflows may trigger task activations independently of project status.
Many users address this by implementing customizations, such as:
Automatically activating the project when the first task is activated
Restricting task activation until the project is fully active
Triggering notifications or validation messages when mismatched statuses are detected
How Should You Handle This in Your Integration?
Since Acumatica allows this behavior, the best approach depends on your business needs. You could:
Warn users when they try to activate a task while the project is still In-Planning with the use of customization.
Hi @Stu, Acumatica’s flexibility allows project tasks to be activated before the project itself for a few potential reasons:
Preliminary Task Setup & Planning – Some organizations may want to structure tasks, assign resources, or input budgets before officially starting the project.
Soft Activation for Resource Allocation – Certain businesses might begin working on specific tasks while waiting for formal project approval, ensuring smoother transitions.
Custom Workflows & Approvals – Some companies may have custom processes where tasks need to be reviewed or staged before the overall project is activated.
Integration Considerations – Other integrated tools or workflows may trigger task activations independently of project status.
Many users address this by implementing customizations, such as:
Automatically activating the project when the first task is activated
Restricting task activation until the project is fully active
Triggering notifications or validation messages when mismatched statuses are detected
How Should You Handle This in Your Integration?
Since Acumatica allows this behavior, the best approach depends on your business needs. You could:
Warn users when they try to activate a task while the project is still In-Planning with the use of customization.
