Projects and tasks
Create projects and tasks, assign and date them, see what is overdue, and start a project from a won deal.
Who can do this: Anyone whose role may create and edit projects and tasks. The organization's time zone is set by Owners and Admins.
A project holds the work for one piece of business: its tasks, dates, budget and health. A task is one thing to do, with an assignee and a day. Both are records every organization has.
Create a project#
Start a new one#
Open Projects and choose New record. The drawer reads New project.
Fill it in#
Name is the only required property. Add the Company it is for, or leave it empty for internal work. Add the Deal, the Stage (Planning, Active or Done), the Health (On track, At risk or Off track), the Budget with its Currency, the Start date and the Target date. Parent project nests one project in another.
Create it#
Choose Create project.
Add tasks#
Add one#
On the project's page, open Tasks and choose New task. A task need not belong to a project: you can also add one from the Tasks list.
Say who and when#
Title is the only required property. Choose the Assignee, the Due date and the Priority (Low, Medium or High). A Start date gives the task a bar on the project's Timeline. Without it, the task is a point on its due day. Turn on Milestone to pin it under the project's Milestones.
Move it along#
Status is To do, In progress or Done. On the project's Tasks tab, switch between a list and a board, and the board's columns are the statuses.
Who sees a project or a task follows Access and sharing.
Due dates and overdue#
A task is overdue when it is not Done and its due day is before today in the organization's time zone. A task due today is not late today. A person's own time zone changes how their clock reads, never what counts as overdue.
Owners and Admins set the organization's zone under Settings > Organization > General, in Time zone.
Every morning at 8:00 in that zone, the Assignee and the Owner of an open task get Due today or Overdue, once per task per day. Each person chooses how it reaches them under Settings > Account > Notifications, in the Records row of Categories.
See the work#
| Where | What it shows |
|---|---|
| Up next on Home | Your open tasks, the most urgent first. All tasks opens the list. |
| Tasks | Opens as an Agenda: Overdue, Today, Tomorrow, This week and Later, with Status, Priority, Assignee and Due date. |
| Projects | A table grouped by Stage, with Health, how many tasks are done and how many are late, Owner and Target date. Switch to Board by stage, Timeline from start to target date, Calendar or Agenda by target date. |
| A project's page | Overview: At a glance, Late and due within a week, Milestones and Recent activity. Then Timeline and Tasks. |
Filters and saved views work as in every list: see Views.
Start a project from a won deal#
With the Sales module on, a won deal starts the work that delivers it: see Deals and pipelines.
Open the won deal#
A project starts only from a won deal: mark the deal won first.
Start the project#
In the deal's Projects block, choose Start project. The block offers it while it lists no project.
Check the details#
The dialog shows the Deal and its Company, or None, so it is internal work. Name starts as the deal's title, Owner as the deal's owner and Start date as today. Add a Target date if you have one, then confirm. The project opens for the deal's company and shows on the deal, ready for its tasks.
A deal gets one project. A second try is refused and names the first. A Target date before the Start date is refused.
The Agent#
- It creates and changes projects and tasks without a card, and starts a project from a won deal the same way.
- Deleting a project or a task asks for a card, unless the mode is Full autonomy: see Autonomy. The record goes to the recycle bin and can be restored.
- My work reads your open tasks, by due date, and the deals you are tied to.
Limits#
- A task has one Assignee.
- Tasks do not depend on each other, and there is no time tracking.