Arsalan YasinHow to Configure Task Stages & Project Stages in Odoo 18
Introduction
Ever feel like your tasks are all over the place and your projects lack structure? That’s where Task Stages and Project Stages in Odoo 18 come to the rescue! These two powerful tools let you visually manage workflows, keep your team aligned, and get things DONE.
ERP System Odoo benefits greatly from proper stage setup because it improves your business process management efficiency for daily operations as well as sophisticated workflows.
📦 Getting Started with Odoo 18 Project App
Before diving in, let’s make sure we’ve got the Project App installed:
- Head over to Apps in Odoo 18.
- Search for Project.
- Click Install (if not already installed).
Once you’re in, you’ll find a clean interface waiting to be turned into your productivity playground.
🔄 Task Stages vs Project Stages – What’s the Difference?
🧩 What are Task Stages?
These represent the status of a single task. Think: “To Do,” “In Progress,” “Done.” You move tasks across these stages like a Kanban board.
🏗️ What are Project Stages?
These represent the overall phase of a project, like “Planning,” “Execution,” “Closing.” It’s more about the big picture.
Use Case Day-to-day work Milestone tracking
⚙️ How to Configure Task Stages
1. Navigate to Task Stages
- Go to Project App
- Open any project.
- Switch to Kanban View.
- Click on the three dots on any column → Edit Stage.
2. Adding New Stages
- In Kanban view, click + Add a column.
- Give your stage a name like “QA Review” or “Client Approval.”
3. Customizing Stages
- Drag and drop to change the order.
- Tick Folded in Kanban to collapse less-used stages.
4. Set a Default Stage
Want all new tasks to start in a specific column? Just check “Is default stage” when editing.
🛠️ How to Configure Project Stages
1. Access Project Stages
Activate Developer Mode.
Go to Projects → Configuration → Project Stages.
2. Add or Edit Project Stages
- Click Create to add new stages like “Kickoff” or “Postmortem.”
- Add color, description, and sequence for organization.
3. Assign Stages to Projects
- Open any project record.
- In the Stage field, select the appropriate project stage.
⚡ Advanced Configuration Tips
🔖 Use Tags Alongside Stages
Enhance filtering by using tags like “Urgent” or “Waiting on Client.”
📩 Stage-Based Email Notifications
Use Automated Actions to trigger emails when a task hits a stage like “Awaiting Approval.”
🤖 Automate Transitions
With Odoo Studio, create automatic stage changes when certain conditions are met. Magic!
🎯 Real-Life Use Cases & Best Practices
🧠 Build Kanban Boards That Think Like You
Structure your stages around how your team actually works. If your flow includes “Feedback Round,” make that a stage.
🏗️ Use Case Examples
- IT Teams – Bug → In Dev → QA → Deployed
- Construction – Planning → Site Work → Inspection → Handover
- Marketing – Brief → Design → Client Review → Publish
🚫 Common Mistakes to Avoid
1. Overcomplicating Stage Names
Keep it simple. “Waiting for John to finish the report before client sends approval” is not a stage name 😅.
2. Forgetting Stage Assignments
Always make sure each project or task has a clear stage. Otherwise, stuff falls through the cracks!
🤝 Collaboration and Visibility
🔍 Team Views
Let teams filter tasks by their stage — sales only sees “Proposal Sent,” devs only see “Ready to Code.”
🔐 Access Rights
Control who can create, edit, or delete stages. Keep the workflow tight!
📈 Reporting and Analytics
📊 Track Tasks by Stage
Use filters like “Group by → Stage” to get a snapshot of what’s stuck where.
📉 Stage-Based Reports
Create pivot tables and charts to see how many tasks sit in “In Review” every week.
📱 Mobile Access and Stage Management
📲 Move Tasks on Mobile
Use the Odoo mobile app to drag and drop tasks on-the-go — super handy in meetings or on job sites.
🔔 Real-Time Updates
Get instant updates when tasks move stages. No more “Did that get done?” messages.
💰 Integrating with Timesheets and Invoicing
🕒 Stage-Based Billing
Use task stages like “Billable” to trigger invoice creation.
⏱️ Sync with Timesheets
Track time spent in each stage for accurate billing and performance tracking.
🧩 When to Customize
✨ Add Custom Fields
Want to attach approval docs to a stage? Use Studio to add fields like “Upload File.”
⚙️ Trigger Workflows
Build logic like “If task moves to ‘Complete,’ mark project 100% done.”
🏁 Conclusion
Task and project stages in Odoo 18 aren’t just cosmetic — they’re the backbone of productivity, collaboration, and profitability. Whether you’re running solo or leading a team, mastering these features will help you keep everything flowing smoothly like a well-oiled machine.
So go ahead, customize your stages, create smarter workflows, and let Odoo do the heavy lifting while you focus on the big wins.
📩 Looking to streamline your task and project stages in Odoo 18? Let’s connect and configure them for seamless workflow management!