Task & Project Completion Automation

Projexia automates several things when tasks, milestones, and projects are completed. This guide covers everything that happens behind the scenes so you know what to expect — and what you don’t need to do manually anymore.

When a Task is Marked as Done

Whether you’re on the Agency Dashboard or a team member on the Team Portal, marking a task as Done triggers the following:

1. Project Progress Auto-Updates

The project’s progress percentage is automatically recalculated based on how many tasks are done vs. total tasks.

You no longer need to manually set the progress slider. Every time a task moves to Done (or moves back out of Done), the progress bar updates automatically.

2. Running Timers Auto-Stop

If someone had a running timer on a task that gets marked as Done, the timer is automatically stopped and the correct duration is saved.

Before: Team member forgets to stop timer → timer runs overnight → 14-hour false entry.

After: Task marked Done → timer stops at that moment → accurate duration saved.

This works for:

• Timers started by the task’s assignee
• Timers started by anyone on the task (agency side)

3. Activity Log Entry

When a team member moves a task to Done on the Team Portal, a project update is automatically created:

• Title: Task “Design homepage” moved to Done
• Content: Sarah Johnson changed task status from In Progress to Done.
• Type: Status Change
• Visible to client: No (internal only)

This keeps a full audit trail of who completed what and when, without anyone needing to write an update manually.

4. Completion Notification

A notification is logged with the task name, project name, and who completed it. This helps managers track task completions across all projects from a central place.

5. Milestone Readiness Nudge

When the last task in a project is marked as Done, the system checks: are there any milestones still marked as Pending or In Progress?

If yes, a notification is created:

All tasks done — “Phase 2: Development” ready to complete

This is a gentle reminder to update your milestones, not an automatic change. Milestones often represent more than just tasks (client sign-offs, reviews, etc.), so the system nudges rather than auto-completing.

When a Milestone is Marked as Completed

When you change a milestone’s status to Completed:

1. Completion Timestamp

The completedAt field is automatically set to the current date and time. If you later move it back to In Progress or Pending, it’s cleared.

2. Completed By Name

The name of the person who marked the milestone as completed is automatically recorded in the completedByName field. You’ll see this on the project detail page:

Phase 1: Design — Completed by Sarah Johnson on Mar 18, 2026

Previously this field was empty. Now it’s always populated.

When a Project is Marked as Completed

Completing a project is a bigger event, so the system does more.

1. Completion Warning

Before the project is actually marked as Completed, the system checks for incomplete items:

If there are incomplete items, you’ll get a warning response asking you to confirm. This is a soft check — it doesn’t block you. You can either:

• Go back and finish the remaining items
• Confirm completion anyway (the system proceeds)

2. Auto-Generated Completion Summary

A project update is automatically created with a full summary of the project. This update is:

• Visible to the client on their portal
• Type: Milestone
• Health status: On Track
• Title: “Project Completed”

The summary includes:

You no longer need to manually write a final project update. The system generates one for you with accurate, real-time data.

3. Client Email Notification

All active client contacts receive a “Project Completed” email. The email includes:

• A green success badge with the project name
• A “View in Portal” button linking to the client portal
• Your organization’s branding (name and brand color)

This only happens if:

• The project is visible to the client (the isVisibleToClient toggle is on)
• The client has active portal contacts (contacts with portal status “Active” and a valid email)

4. Completion Timestamp

The completedAt field is set, just like tasks and milestones. If you later change the status back (e.g., to In Progress), it’s cleared.

What Stays Manual

Not everything is automated. These things still need your attention:

Reversibility

Everything is fully reversible:

• Move a task back from Done → progress recalculates downward, completedAt clears
• Move a milestone back from Completed → completedAt and completedByName clear
• Move a project back from Completed → completedAt clears (but the summary update and client email that were already sent remain)

Quick Reference

Best Practices

• Don’t manually set project progress — Let the auto-calculation handle it. Manual overrides get stale quickly.
• Complete tasks before milestones — The system nudges you when all tasks are done. Follow that flow.
• Review the completion warning — If it says 5 tasks are incomplete, check whether they’re genuinely unfinished or just not updated.
• Check client visibility before completing — If you don’t want the client to receive the completion email, toggle off “Visible to Client” first.
• Use timers freely — With auto-stop on task completion, you don’t need to worry about forgetting to stop a timer.