Best Ways to Automate Start/End Dates Based on Dependencies

[alav (Allie)]

At my organization, we host an annual event. The event is hosted on a different day each year, but the due dates for the items leading up to it need to be the same number of days before the event each year.

Right now I’ve set this up using a column dedicated to the event date “Ball Date” and when you change/update this date it runs an automation to reflect the duration reflected in the “Due Date Dependency” numeric column (ex. due 30 days before gala.)

My first question: is this the most effecient way to set this up?

[trevor13 (Trevor Chauvin-DeCaro)]

@alav

At my organization, we host an annual event. The event is hosted on a different day each year, but the due dates for the items leading up to it need to be the same number of days before the event each year.

Right now I’ve set this up using a column dedicated to the event date “Ball Date” and when you change/update this date it runs an automation to reflect the duration reflected in the “Due Date Dependency” numeric column (ex. due 30 days before gala.)

My first question: is this the most effecient way to set this up?

hi! this actually isn’t too bad of a start!

Your approach is already quite efficient here are a few considerations and possible improvements:

1. Use a Formula Column for Dynamic Due Dates

• Instead of relying on a numeric column + automation to set a static date, you could use a Formula Column to automatically calculate the due date based on the Ball Date.
• Formula example:

mathematica

CopyEdit

FORMAT_DATE(DATE_SUB({Ball Date}, {Due Date Dependency}), "YYYY-MM-DD")

• Pros:
  • Instant updates when the Ball Date changes—no automation lag
  • No risk of automation failing
• Cons:
  • Formula columns can’t be used directly in calendar views or dependency automations without mirroring to a Date column

2. Leverage Dependencies & Timeline Columns

• If your tasks have true dependencies (Task B due 10 days after Task A), consider a Timeline + Dependency column setup.
• When you shift the Ball Date, all dependent items automatically move relative to it.
• Pros:
  • Fully dynamic, fewer automations
  • Visual in Timeline & Gantt views
• Cons:
  • Slightly more setup and learning curve

3. Hybrid Approach (Recommended)

• Keep your Ball Date column
• Add a Formula column for live calculation of the due date (so it’s always accurate)
• Use Automations to copy the formula result into a standard Date column if you need it for calendar views or dashboards

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Recommended Setup for Maximum Efficiency

1. Columns:

• Ball Date (Date)
• Due Offset (Numbers) – days before the event
• Due Date Formula (Formula) – dynamic calculation
• Actual Due Date (Date) – optional, populated by automation for dashboards

2. Automation:

• When Due Date Formula changes → set Actual Due Date to this date
  (Using an app like Formula PRO or General Caster if exact date mapping is required)