Are you using Google Sheets to manage your project schedules and progress? If so, I have an ingenious solution for you. In this tutorial, I will show you how to use an array formula to automatically mark parent tasks as complete once all of their corresponding subtasks are finished. It’s a time-saving technique that will streamline your project management process.
The Challenge with Managing Multiple Tasks and Subtasks
Before we dive into the solution, let’s address the problem at hand. When you have multiple tasks and subtasks in your project schedule, it can become challenging to accurately track their completion status. Using simple logical formulas may work for a small number of subtasks, but it quickly becomes complex and inefficient as your project grows.
Formatting the Data for Efficient Task Marking
To effectively use our solution, your data should be structured in a specific format. Each task should be listed in column A, with its corresponding subtasks in column B and their status (workflow) in column C.
If your data doesn’t match this structure, don’t worry. I’ll also show you how to modify and format your data to make it work seamlessly with our solution.
The Google Sheets Formula for Smart Task Marking
Now, let’s unveil the formula that will make your life easier. In cell D2, enter the following formula:
=if(and(C2="Completed",C3="Completed",C4="Completed"),"Completed","Pending")This formula checks if all the subtasks for a particular task are marked as “Completed”. If they are, it will automatically mark the parent task as “Completed” as well. Otherwise, it will show “Pending”.
But what if you have multiple tasks and subtasks? Fear not! We have an even smarter solution for that.
Making Task Marking Efficient for Complex Projects
If you have a project with multiple tasks and subtasks, using a combination of formulas is the most efficient way to mark tasks as complete. Let’s break it down step by step.
Step 1: Formatting the Data
To begin, make sure your data is structured as shown in the previous example. If it isn’t, you can use a helper column to rearrange and format the data in a structured manner.
Step 2: Extracting Unique Parent Tasks
In column E, use the following formula to extract the unique parent tasks:
={"Task";unique(A2:A10)}Step 3: Marking Parent Tasks as Complete
In cell F1, enter the following formula to mark the parent tasks as complete based on the completion status of their subtasks:
=iferror({"Status";ArrayFormula(if(vlookup(E2:E,sort({A2:C,if(C2:C="Completed","Z",C2:C)},4,1),4,0)="Z","Completed","Pending"))})This formula utilizes the Vlookup function to check the completion status of each parent task’s subtasks. If all the subtasks are completed, it will mark the parent task as “Completed”. If there are still pending subtasks, it will show “Pending”.
How the Formula Works:Understanding the Logic
Let’s dive deeper into the logic behind the formula. It’s a clever combination of various functions that work together seamlessly.
Step 1: Moving Completed Subtasks to the Bottom
To check the completion status of the subtasks, we need to isolate the “Completed” subtasks and move them to the bottom. This ensures that our Vlookup function works flawlessly.
Step 2: Vlookup to Check Subtask Completion
We use the Vlookup function to check whether all the subtasks of a parent task have been completed. By sorting the data in ascending order, all the completed subtasks (represented by the letter “Z”) are placed at the bottom. If the Vlookup function finds a “Z”, it means all subtasks are completed and the parent task is marked as “Completed”.
Step 3: If Formula Tests Vlookup Output
The outer IF formula evaluates the output of the Vlookup function. If the value returned is “Z”, it signifies that all subtasks are completed, and the parent task is marked as “Completed”. Otherwise, it shows “Pending” as there are still pending subtasks.
By following these steps, you can efficiently track the completion status of your tasks and subtasks in Google Sheets.
To learn more about the combined use of IF, AND, and OR logical functions in Google Sheets, check out Crawlan.com.
Now that you have this powerful tool at your disposal, managing tasks and subtasks in Google Sheets will be a breeze. Let it simplify your project management process and help you stay on top of your deadlines. Happy task marking!
