Managing the project lifecycle
Projects move through explicit statuses. Dates help you plan and report — they do not silently finish the work for you.
Requirements
- Available on: Odyssey, Cosmos, Welcome (while active), and Nonprofit
- Roles: Permission to change status (
project:change_status) and archive (project:delete/ restore as configured for your role)
Status path
| From | You can move to |
|---|---|
| Planned | Active, Cancelled |
| Active | On hold, Completed, Cancelled |
| On hold | Active, Completed, Cancelled |
| Completed | (terminal — no reopen by default) |
| Cancelled | (terminal — no reopen by default) |
On the project detail page, status actions are labelled for clarity — for example Start, Put on hold, Complete, and Cancel project.
Planned dates vs actual dates
| Field | Meaning |
|---|---|
| Planned start / planned end | The intended window. Used for planning and for asset Upcoming Dates when allocation-specific ends are absent |
| Actual start / actual end | Recorded when status transitions happen (for example when the project becomes Active or Completed) |
A planned end date does not complete the project.
A planned end date does not release allocations.
You change status deliberately when the initiative actually starts, pauses, finishes, or is abandoned.
Typical sequence
- Create the project in Planned with a name and optional planned dates — Getting started.
- Prepare — allocate assets, add team, define tasks and milestones.
- Start — move to Active when execution begins.
- Operate — keep allocations accurate; put the project On hold if work pauses, then return to Active.
- Close — Complete when the initiative succeeds, or Cancel if it is abandoned. You may be asked for completion notes or a cancellation reason.
- Release allocations that should no longer be earmarked — Allocate assets.
- Archive when you want the project out of day-to-day lists but still recoverable.
Before you complete or cancel
Check:
- Active allocations you still intend to keep or release
- Open tasks and milestones
- Linked work orders that may still need to finish under Maintenance
UniAsset may warn about outstanding items. Closing the project does not automatically close work orders or release every asset.
Archiving and restoring
- Archive hides the project from the default Projects list
- Show archived on the Projects list reveals archived projects
- Restore brings an archived project back into normal lists
Archiving is not the same as Completing. Complete (or cancel) for lifecycle truth; archive for list hygiene.
History
Status changes and related events appear on the project's History tab. Asset-level allocate and release events also appear on each asset's Activity feed.
Troubleshooting
I can't Start the project. It may already be Active, terminal, or archived — or your role lacks status-change permission.
Complete / Cancel asks for a reason. Provide the note so History stays meaningful.
The project still shows on Upcoming Dates after the planned end. Upcoming Dates uses date windows and allocation periods; status and release are separate. Release allocations and/or complete the project as appropriate.
I need to reopen a Completed project. Terminal statuses do not reopen by default. Contact support only if your organization has an exceptional need — do not expect a self-serve reopen control.
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