Purpose
The Milestones module allows users to track up to 20 different milestones for Contracts and Jobs, providing a quick view of project status at a glance. Users can mark milestones as completed, add due dates and notes, or indicate if a milestone is not applicable. Visual status indicators (green for completed, pink for past due) help teams quickly identify progress and potential delays. The module supports automatic addition of new Jobs and Contracts, filtering by assigned roles (Project Manager, Sales, Estimator), and quick navigation to full project records. Milestone names can be customized via the Settings module to match your organization's specific project phases.
Note: Milestone names are customized via the Settings module in the Planning workflow. You can configure up to 20 different milestone names that match your organization's project phases. The auto-add feature can be toggled to automatically create milestone records for new Jobs or Contracts.
List View
View all active milestone records for Contracts and Jobs across the system
- See all milestone statuses at a glance with color-coded visual indicators
- Filter milestones by assigned Project Manager, Sales, or Estimator roles
- Toggle between showing Contracts only, Jobs only, or both record types
- View or hide archived milestone records to focus on active projects
- Click any milestone record to view full details and update status
List View Columns
Information displayed in the milestone list view
The Milestones list view displays all active milestone records for Contracts and Jobs. Each row shows the associated record name and all milestone statuses in a single view.
| Column | Description |
|---|---|
| Job/Contract | Displays the name or ID of the associated Job or Contract record. Click this field to navigate directly to the full record. |
| Milestones | Displays all milestones and their current status for the selected record. Visual indicators show completion (green), past due (pink), or incomplete status. |
| ≡ Icon | Opens a menu with options to Archive or Delete the milestone record. Archiving removes the record from the active list while preserving data. |
Options
Available actions and filtering options
The Milestones module provides several options for viewing, filtering, and managing milestone records.
| Option | Description |
|---|---|
| Generates a printable version of the current milestone records displayed in the list view. | |
| Show/Hide Archived | Toggles the display of archived milestone records. When enabled, archived records appear in the list view alongside active records. |
| Auto Add Jobs/Contracts | Toggles automatic creation of milestone records when new Contracts or Jobs are created in the system. When enabled, milestone records are automatically generated using the configured milestone names from Settings. |
| Show Contracts Only | Filters the list view to display only milestone records associated with Contract records. |
| Show Jobs Only | Filters the list view to display only milestone records associated with Job records. |
| Advanced Filter | Opens advanced filtering options to search and filter milestone records by assigned roles, dates, or other criteria. |
Advanced Filters
Filter milestones by assigned roles and project assignments
The Advanced Filter allows users to filter milestone records by assigned roles on the associated Job or Contract. This is particularly useful for Project Managers, Sales Representatives, and Estimators who need to view only their assigned projects.
| Filter Option | Description |
|---|---|
| Project Manager | Filters milestone records to show only those where the selected user is assigned with the 'Manager' role in the Job or Contract Assigned Roster. |
| Sales / Estimator | Filters milestone records to show only those where the selected user is assigned with the 'Sales' or 'Estimator' role in the Job or Contract Assigned Roster. |
Note: Role-based filtering relies on roles assigned in the Assigned Roster section of the Job or Contract record. If no roles are assigned, the milestone record will not appear in filtered views.
Selected Milestone
View and update individual milestone details, due dates, and completion status
When a milestone record is selected from the list view, users can navigate through individual milestones, add due dates and notes, mark milestones as complete or not applicable, and save changes. Arrow navigation allows quick cycling through all milestones for the selected Job or Contract.
Milestone Fields
Each milestone can be individually managed with due dates, notes, and completion status. Use the arrow navigation to cycle through all milestones for the selected record.
| Navigation | |
| < / > Arrows | Navigate backward and forward through the milestone tasks for the selected Job or Contract record. Allows quick review and updates across all milestones. |
| Milestone Information | |
| Due Date | Enter or select a target completion date for the milestone. This date is used to calculate past due status (milestone appears in pink if incomplete after due date). |
| Notes | Add additional information, context, or instructions related to the milestone. Notes are saved with the milestone and visible when viewing the record. |
| Status Checkboxes | |
| Complete | Mark the milestone as completed. When checked, the milestone displays with a green indicator in the list view. |
| Not Applicable | Mark the milestone as not applicable to the specific Job or Contract. Use this option when certain milestones don't apply to particular project types. |
| Actions | |
| Done | Saves all changes made to the current milestone (due date, notes, completion status) and returns to the list view. |
Frequently Asked Questions
Common questions and step-by-step guidance for working with Milestones
Getting Started
The Milestones module is located in the Planning workflow and requires specific module access permissions.
- Click the Planning workflow in the main navigation
- Select Milestones from the module list
- The module displays all active milestone records for Contracts and Jobs
Access Permission Required: Users must have the Milestones module access permission (ID #1527) to view and use this module. Contact your system administrator if you cannot access the Milestones module.
You can view milestones for a specific project by clicking the record name in the list view.
- Open the Milestones module from the Planning workflow
- Locate the Job or Contract in the list view
- Click the Job/Contract name to open the selected milestone record
- Use the arrow buttons (< / >) to navigate through all 20 milestones for the record
Milestones use color-coded visual indicators to show status at a glance.
| Color | Status |
|---|---|
| Green | Milestone has been marked as complete using the Complete checkbox |
| Pink | Milestone is past due (current date is after the due date and milestone is not marked complete) |
| Default (no color) | Milestone is incomplete but not yet past due, or has no due date set |
Managing Milestones
Mark individual milestones as complete to update the visual status and track project progress.
- Open the Milestones module and click the Job or Contract record
- Use the arrow buttons (< / >) to navigate to the specific milestone
- Check the Complete checkbox to mark the milestone as finished
- Add any final notes in the Notes field if needed
- Click Done to save the changes
Note: When marked complete, the milestone displays with a green indicator in the list view. If an alert is configured (ID #1347), assigned users will receive a notification when the milestone is completed.
Due dates help track milestone deadlines and trigger past due status indicators when dates are missed.
- Open the milestone record for the Job or Contract
- Navigate to the specific milestone using the arrow buttons
- Click the Due Date field and select or enter the target completion date
- Click Done to save the due date
Important: If the current date passes the due date and the milestone is not marked complete, the milestone will display in pink (past due status) in the list view.
Some milestones may not apply to specific Jobs or Contracts. Use the Not Applicable option to exclude these milestones from tracking.
- Open the milestone record for the Job or Contract
- Navigate to the milestone that doesn't apply using the arrow buttons
- Check the Not Applicable checkbox
- Click Done to save the change
Tip: Use this option for project types that don't require certain milestones. For example, if "Permit Approval" doesn't apply to an internal project, mark it as Not Applicable.
Yes, each milestone has a Notes field for adding context, instructions, or completion details.
- Open the milestone record and navigate to the specific milestone
- Click in the Notes field
- Enter any relevant information (completion details, special requirements, team notes, etc.)
- Click Done to save the notes
Filtering & Organization
Filter the milestone list to show only records where you or another user is assigned as the Project Manager.
- Open the Milestones module
- Click Advanced Filter in the options menu
- Select Project Manager from the filter options
- Choose the user whose assigned projects you want to view
- The list view updates to show only milestone records where the selected user has the 'Manager' role in the Assigned Roster
Note: This filter relies on the Assigned Roster in the Job or Contract record. Users must be assigned with the 'Manager' role for their projects to appear in this filtered view.
Filter the milestone list to show only records where you or another user is assigned as Sales or Estimator.
- Open the Milestones module
- Click Advanced Filter in the options menu
- Select Sales / Estimator from the filter options
- Choose the user whose assigned projects you want to view
- The list view updates to show only milestone records where the selected user has the 'Sales' or 'Estimator' role in the Assigned Roster
Toggle between viewing milestone records for Jobs, Contracts, or both record types.
- Open the Milestones module
- Click Show Contracts Only in the options menu
- The list view displays only milestone records associated with Contract records
- Open the Milestones module
- Click Show Jobs Only in the options menu
- The list view displays only milestone records associated with Job records
To view both record types, ensure both filter options are disabled (not selected). The list view will display all milestone records regardless of type.
Archived milestone records can be displayed in the list view using the Show/Hide Archived option.
- Open the Milestones module
- Click Show/Hide Archived in the options menu
- Archived milestone records now appear in the list view alongside active records
Auto-Add & Automation
The Auto Add feature automatically creates milestone records when new Jobs or Contracts are created in the system.
When enabled, this feature:
- Automatically generates a milestone record for every new Job or Contract
- Uses the milestone names configured in the Settings module
- Creates all 20 milestone slots with no due dates or completion status set
- Eliminates the need to manually create milestone records for each new project
Tip: Enable this feature if your organization tracks milestones for most or all projects. Disable it if you only track milestones for specific project types.
Toggle the Auto Add feature on or off to control automatic milestone creation.
- Open the Milestones module
- Click Auto Add Jobs/Contracts in the options menu
- The feature toggles on (automatic creation enabled) or off (manual creation required)
Important: This setting affects future Job and Contract creation only. It does not retroactively create milestone records for existing projects.
Yes, if the milestone completion alert is enabled in your user preferences, you will receive notifications when milestones are completed on assigned Jobs or Contracts.
- Click the lightning bolt icon (Quick Actions) in the top navigation
- Select Alerts from the menu
- Locate the Alert for completed Milestone setting
- Enable the alert to receive notifications when milestones are marked complete on your assigned projects
Note: The alert (ID #1347) only notifies users when milestones are completed on Contracts or Jobs where they are assigned in the Assigned Roster. System administrators can configure which users have access to this alert.
Configuration & Administration
Milestone names can be customized to match your organization's project phases and terminology.
- Navigate to the System workflow in the main navigation
- Click Settings in the module list
- Select the Planning or Milestones configuration section (varies by system setup)
- Enter custom names for up to 20 milestones (e.g., "Permit Approval", "Foundation Complete", "Final Inspection")
- Save the settings to apply the new milestone names system-wide
Important: Changes to milestone names apply to all future milestone records and existing records. Ensure milestone names are agreed upon by your team before making changes.
Deleting milestone records requires a specific security permission.
Users must have the Delete Milestones permission (ID #1564) to permanently delete milestone records from the system. This permission is typically granted to:
- System administrators
- Project managers with elevated permissions
- Users responsible for data cleanup and maintenance
Important: Deleting a milestone record is permanent and cannot be undone. Consider using the Archive option instead to preserve data while removing records from the active list.
Yes, archiving milestone records removes them from the active list while preserving historical data.
- Open the Milestones module
- Locate the milestone record you want to archive
- Click the ≡ (hamburger) icon next to the record
- Select Archive from the menu
- The record is removed from the active list but can be viewed by enabling Show/Hide Archived
Generate a printable version of the current milestone records displayed in the list view.
- Open the Milestones module
- Apply any filters (role-based, Job/Contract type, etc.) to show only the records you want to print
- Click Print in the options menu
- A printable version of the filtered milestone list is generated
Tip: Filter the list to show only the milestones you need before printing (e.g., only your assigned projects, only Jobs, only incomplete milestones) to create focused reports.