Milestones | Online Help | Zoho Projects

Project Milestones

Milestones are goal based targets in a project. Milestones are listed by their status (Active, Completed, and Archived).
To access the milestones module in Zoho Projects:
  1. Click Projects in the left navigation panel and select the project for which you would like to set milestones.
  2. Click Milestones in the top navigation band. 

Predefined Views

View milestones based on preset views.
  1. All Milestones: lists all the milestones in the project
  2. Active Milestones: lists all the active milestones including overdue and currently due (yet to be completed)
  3. Completed Milestones: lists all the milestones that are completed
  4. Overdue & Open: lists all the milestones that are past their due date and yet to be completed
  5. Due this week: lists all the milestones that are due in the current week
  6. Due this month: lists all the milestones that are due in the current month

My Views

View milestones related to you.
  1. My Active Milestones: active milestones owned by you
  2. My Completed Milestones: completed milestones owned by you
  3. Created By Me: milestones created by you
  4. Milestones I Follow: milestones that you follow

Add a Milestone

  1. Click Add Milestone in the upper-right corner of the page.
  2. Give a name for your Milestone and set its Start and End Dates.
  3. Select a Owner for the milestone.
  4. Set the Milestone Flag. If the flag is Internal, only the portal users can access the milestone. If it is External, the client users can also access it. 
  5. Click Add.

 Edit a Milestone

  1. Hover over an active milestone.
  2. Click to make changes to the milestone.
     and update its attributes;
    if you no longer need it;
    Move the milestone to another project;
    Follow the milestone and receive updates;
    Associate a blueprint
    Dissociate or remove a blueprint
Milestones that have tasks with invoiced time logs cannot be deleted.

Milestone Flag

Milestones can be marked as Internal or External.
Internal: Only portal users can access the milestone and its associated entities.
External: Portal and Client users can access the milestone and its associated entities.

The Flag can be set while creating a milestone or can be modified by editing a milestone.

Move a Milestone

Move milestones between projects.
  1. Navigate to a milestone.
  2. Click on the relevant milestone and then click .
  3. Click Move.
  4. Select a project from the drop-down.
  5. Click Move Milestone.
Milestones having tasks with invoiced time logs cannot be moved.

Release Notes

Release Notes has the list of the completed tasks and bugs in the milestone.
  1. Click on a milestone.
  2. Click on the Release Notes tab.
  • Skip Weekends and Holiday Settings are used to calculate the number of days:
    • left to complete a milestone
    • that have passed the milestone due date
    • That are ahead or behind schedule of a completed milestone (shown in Completed Milestones)
  • Click    in the upper-right corner to filter the milestones based on the Owner or Type.

Associate Blueprint to a Milestone

You can apply blueprint to the tasks in a milestone.
  1. Hover over an active milestone.
  2. Click  and click Associate Blueprint
    1. You can also open an active milestone and then click next to the milestone name.
  3. Select the blueprint you want to apply.
  4. Click Next.
  5. Map the current task status to the status available in the blueprint.
    1. The tasks associated with the current status will change as per the blueprint. 
  6. Click Map.

Disassociate Blueprint From a Milestone

  1. Hover over an active milestone.
  2. Click    and select Dissociate blueprint.
    1. You can also open an active milestone and then click next to the milestone name.
  3. Click Dissociate. The tasks in the milestone will no longer be associated with the blueprint.

View Budget in a Milestone

View the planned versus actual cost and cost variance details in the list and detailed view of a milestone. You can view this only if budget is enabled in the setup page. If your project is based on hours then Difference column shows the difference between planned and actual hours or if it is based on the amount then Cost Variance column highlights the difference in planned and actual cost.  Learn more about creating a budget.

Milestone Based Budget

Create budget at a milestone level and track project budget as a sum of all milestone costs. Project budget threshold will be calculated based on milestone budget threshold. Milestone budget can be set based on amount or based on hours.

  1. Create a new project. You can also enable budget by milestone by editing an existing project.
  2. Scroll to the Budget section in the new project form.
  3. Click on the Project Budget drop-down.
  4. Select Based on Milestone Amount/Base on Milestone Hours.
  5. Enter other project details and click Add.

Create Budget for a Milestone

  1. Navigate to the Milestones tab in a project. 
  2. Click Add Milestone in the upper-right corner.
  3. Enter the milestone details.
  4. Fill-in the Milestone Budget and Budget Threshold fields.
  5. Click Add.

Milestone budget can be viewed from the milestone details page.

Other Actions

Reorder or export milestones (.xls or .pdf)

Reorder Milestones

  1. Navigate to your project and click Milestones in the top navigation band.
  2. Click  in the upper right corner of the milestone list view.
  3. Click on the Reorder Milestones option.
  4. Edit the sequence numbers and click Save Order.
  5. Alternatively, click on the reorder icon () and drag the milestone to the new position and then click Save Order.

Export Milestones

  1. Click in the upper right corner of the milestone list view.
  2. Click on the Export Milestones option.
  3. Select the view and the file format.
  4. Move the columns from the Available section to the Selected section. Fields in the Selected section will be exported.
    Hover over a field in the Available section and click > to move it to the Selected section.
    Conversely, hover over a field in the Selected section and click < to move it back the Available section.

Milestone Details

Clicking on a milestone will open the details. Users can view the following information:
  1. Task lists: View, access, and create task lists in the milestone
  2. Budget (sum of task list budget): Access the milestone budget details
  3. Issues: View, access, and submit issues for the milestone
  4. Invoices (requires Zoho Invoice integration): Track all milestone invoices
  5. Release Notes: View milestone release notes
  6. Comments: View and add comments to the milestone
  7. Fields (default and custom fields): Access all the milestone information
  8. Activity Stream: View all activities in the milestone
  9. Chart View: View Task By Status, Task List By Status, Issue Status, and Timesheet Summary Reports
  10. Status Timeline: View all the stages the milestone has progressed through and the time spent on each stage.

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