Projects
- Purpose
- Create projects, track their status and dates, and manage the tasks, milestones, risks, budget and people attached to each one.
- Who is this for
- Project and program managers
- Prerequisites
- At least one program, because every project belongs to a program.
- Permissions
- View access to see projects. Edit access to create, change or delete them.
A project is the unit most people work in. It has dates, a status and a manager, and it is the parent of tasks, milestones, risks, budget lines and allocation. Use the Projects table to see every project at once, and the project record to run one.
Your workspace may use a different name for Project. An admin can change it in Terminology.
How it works
Projects sit under programs: Program → Project → Task → Sub-task. Each project belongs to exactly one program, and its tasks and other child records belong to it.
Default fields:
| Field | What it holds |
|---|---|
| Name | The project name. Required. |
| Status | Not Started, In Progress, Done or Blocked. |
| Health | Green, Amber or Red. |
| Priority | Low, Medium, High or Critical. |
| Program | The program the project belongs to. Required. |
| Manager | The person running the project, from Staff. |
| Start date and End date | The project's span. |
| Progress | A percentage you enter yourself. |
| Budget | The project's overall budget, as a currency amount. |
Admins can add more fields, rename them or change the options. See Entities and custom fields. Your workspace may differ from this list.
Create a project
- Open Projects in the left menu.
- Click Add Project.
- Enter a Name and choose the Program. Both are required.
- Optional: fill in Manager, Status, Start date, End date and anything else you know.
- Click Add. The project appears in the table.
A project is always created from this page, not from inside a program. To move an existing project to another program, see Move a project to another program.
View a project
Click a project row to open its record panel. See The record panel for how the panel works. The tabs are:
| Tab | What you see |
|---|---|
| Overview and Details | The project's own fields. |
| SOWs | Its budget lines. See Statements of work. |
| Milestones | Its milestones, including one for each date field. See Milestones. |
| RAIDD | Its risks, assumptions, issues, dependencies and decisions. See RAIDD. |
| Allocation | Who is booked on the project. See Allocation. |
| OKRs | Linked objectives. See OKRs. |
| Knowledge | Linked notes and documents. See Knowledge. |
| Links | Its Parent (the program), its tasks under Tasks, and any typed links. See Link records. |
| Pulse | Health check-ins for the project. |
| Related | Records that link to the project, grouped by type. Only when you open the project from the Pulse or Allocation page. |
You see only the tabs you have access to, and a tab can show a no-access message if you can see the project but not that part of it. See Pulse for check-ins.
The SOWs, Milestones, RAIDD and Knowledge tabs are small tables. Use a tab's search box and Customise button to choose columns, and double-click a cell to edit it.
The add button on the tab, such as Add Milestone, creates a record with the project already filled in. The Links tab is a list instead: it attaches records but does not create them.
To discuss a project, click the Comments icon in the panel header. See Comment on a record.
Give a project role
Only admins can change role assignments.
- Open the project's record panel and click the lock icon in the panel header. The Permissions for dialog opens.
- Open the Role assignments tab. It lists who has a role on this project.
- Click Assign role.
- Choose a Role and a Member or group.
- Click Assign. The person appears in the list.
See Access control for what each role allows.
Add a task
A task is created on the Tasks page, not in the project's record panel.
- Open Tasks in the left menu.
- Click Add Task.
- Enter a Name and choose the Project.
- Click Add. The task appears in the table and under Tasks on the project's Links tab.
To bring an existing task into this project, open the project's Links tab, click Add link and choose Tasks. The task moves from its old project, and a message offers Undo. See Tasks and sub-tasks and Link records.
Move to another program
You need edit access to the project.
- Open the project and select the Links tab.
- Click Add link.
- Choose Replace parent. The Set parent picker opens.
- Click the new program. The project moves and a message offers Undo.
The cross on the Parent row is dimmed, because a project cannot be left without a program. Alternatively, open the new program's Links tab and use Add link → Projects. See Programs.
Edit a project
Edit a field in the table by double-clicking the cell, or in the record panel by clicking the field and typing. Press Enter or Tab to save. Clicking away discards the edit. Every change is recorded in Activity history.
There is no row grouping on this table. To keep a filtered or sorted layout, save it as a tab. See Filter, sort and group.
Delete a project
- Open the Row actions menu on the project's row, or the Record actions menu in the record panel.
- Choose Delete.
- Read the confirmation. It states how many other records will be deleted with the project and lists them by type.
- In the dialog, click Delete. The project and the listed records are removed.
Allocation records for the project are managed in Allocation.
Good to know
- Progress is typed in by hand. A project does not add up the progress of its tasks.
- The Start and End dates feed the Gantt timeline.
- A project's tasks, SOWs and milestones take their comment access from the project, through its Comments on Tasks, Comments on SOWs and Comments on Milestones permissions. Admins set these in Access control.
- Download one-pager and Activity log are in the record panel's Record actions menu.
- The read-only ID column (for example PRJ-12) is the first column in a new tab. Older tabs hide it; show it in Customise.