Project Lifecycle

Projects in YAPL follow a defined lifecycle with specific statuses representing different phases. Understanding these statuses helps you manage project progression effectively.

Lifecycle Overview

PLANNING → ACTIVE → ON_HOLD (optional) → COMPLETED
    ↘ CANCELLED (terminal)

Project Statuses

Planning

The initial phase when setting up a project.

Use Planning status when:

• Defining project scope
• Gathering requirements
• Setting up teams
• Creating initial plans

Active

The main working phase when tasks are being executed.

Use Active status when:

• Work has begun
• Tasks are being completed
• Team is actively engaged
• Progress is being made

On Hold

A temporary pause in project work.

Use On Hold status when:

• Waiting for decisions
• Resource constraints
• Client-requested pause
• External dependencies

Completed

The project work is finished.

Use Completed status when:

• All tasks are done
• Deliverables are complete
• Client acceptance received
• Project goals achieved

Cancelled

For projects that are terminated and won't proceed.

Use Cancelled status when:

• Project is permanently terminated
• Client cancelled the contract
• Project scope no longer valid
• Business decision to stop work

Archiving (Soft Delete)

Archiving is a separate operation from status changes. It removes projects from active lists while preserving all data.

Use archiving when:

• Project is complete and needs long-term storage
• Historical reference needed
• Reducing active project clutter

Archiving can be done from Planning or On Hold statuses. See Archiving Projects for details.

Status Transitions

Allowed Transitions

Transition Rules

Planning → Active

• Typically when work begins
• Signals team should start execution

Planning → Cancelled

• When project is terminated before starting
• Decision not to proceed

Active → On Hold

• Pauses active work
• Preserves current state
• Only from Active status

Active → Completed

• When all work is done
• Final deliverables complete

Active → Cancelled

• Project terminated mid-work
• Client or business decision

On Hold → Active

• Resume work after pause
• Ready to proceed again

On Hold → Cancelled

• Decision not to resume
• Project permanently stopped

Terminal States

Both Completed and Cancelled are terminal states:

• No further status transitions allowed
• Project is finished (either successfully or not)
• Can still be archived for storage

Changing Status

How to Change Status

1. Open the project
2. Find the status field in overview or settings
3. Click to see available transitions
4. Select new status
5. Confirm the change

Status Change Permissions

Status Impact

On Project Limits

Example (Basic tier, 5 project limit):

• 3 Planning + 2 Active = 5 (at limit)
• 3 Active + 10 Completed + 5 Cancelled = 3 (under limit)

On Visibility

Archived projects (soft-deleted) are hidden by default. Use "Show Archived" filter to view them.

On Editing

Common Workflows

Standard Project Flow

1. Create project → Planning
2. Work begins → Active
3. Work completes → Completed
4. Optionally archive for long-term storage

Project with Pause

1. Create project → Planning
2. Work begins → Active
3. Temporary pause → On Hold
4. Resume work → Active
5. Work completes → Completed

Project Cancellation

For projects that won't proceed:

1. Create project → Planning
2. Decision not to proceed → Cancelled

Or mid-project:

1. Project is Active or On Hold
2. Client or business decides to stop → Cancelled

Best Practices

Status Accuracy

• Keep status current
• Update when phases change
• Don't leave projects in wrong status

Planning Phase

• Take time to set up properly
• Don't rush to Active
• Ensure team access configured

Active Phase

• Update regularly
• Move to On Hold if needed
• Don't leave stale Active projects

Completion

• Verify all work is done
• Review final metrics
• Complete before archiving

Archiving

• Archive completed projects for storage
• Use "Show Archived" filter to access later
• Archiving is separate from status changes

Cancellation

• Use Cancelled for projects that won't proceed
• Cancelled is permanent (terminal state)
• Consider archiving instead if project may resume

Troubleshooting

Cannot Change Status

"Cannot put on hold"

• Project must be Active first
• Planning projects stay in Planning

"You don't have permission"

• Verify your team role
• Contact team lead or owner

Status Not Updating

• Refresh the page
• Check for validation errors
• Verify the save completed

Project Stuck in Status

• Check for required fields
• Verify you have permission
• Contact workspace owner

Status and Reports

Project status affects reporting:

Related Topics

• Creating Projects - Project creation
• Project Settings - Configuration
• Archiving Projects - Archive guide