Create a project
1
Choose the customer and name
Create a project from the Projects page or a customer’s Projects tab. Select the customer and give the project a name that describes the work, such as “Acme onboarding”.
2
Set up the plan
Start from scratch or select a project template. Choose a project owner and set the priority, start date, and target date as needed.When using a template, review the copied tasks, assignees, dates, and forms before sharing the project with your customer.
3
Create and review the project
Create the project, then open Tasks to organize the work. Customer access is optional; use Share when the project is ready for collaboration.
Organize tasks and milestones
Use Tasks for the work someone needs to do and Milestones for checkpoints in the plan. Add subtasks within an ordinary task when you need to break the work down further. Subtasks support one level of nesting. The project Owner is responsible for the overall plan. A task’s Assignee is responsible for that item. Set task priorities, dates, and statuses as the work develops. Switch between List and Board, group work by status or milestone, and use Status, Assignee, and Milestone filters to focus the view. Moving a task between status columns updates its status.Completing a parent task does not complete its open subtasks. Review the confirmation and update the remaining work separately.
Track progress
Project statuses are Not Started, In Progress, Completed, Cancelled, On Hold, and Blocked. Tasks use the same statuses except Blocked. Progress is calculated from top-level tasks, excluding cancelled tasks. Milestones and subtasks do not add extra weight. A project with no counted tasks shows 0% progress. Task completion can move a project to Completed. On Hold, Blocked, and Cancelled are manual project states, so keep those up to date when the delivery situation changes.Collaborate on the work
Open a task to add comments, upload files, or attach links. Files can be up to 25 MB each. Comments default to Internal; review the Internal or External label before sharing information with customers. You can edit or delete your own comments. A file’s uploader or a workspace admin can change its visibility or delete it. Assigning a task to an external contact can grant that person project access and makes the task customer-visible. Use the Customer Portal guide to review access and preview what they can see. To make an externally assigned task internal again, remove the external assignee first. A customer’s Done signal records completion on their side. Your team manages the task’s internal status separately.Post project updates
Open Updates, write the latest progress or decisions, and optionally select On Track, At Risk, or Off Track. Posting with a health selection updates the project’s health. Check the timeline to confirm the update was saved.Save a project view
On the organization-wide Projects page, use search, filters, grouping, sorting, and columns to organize the list. Choose Save current state as new view, then select Private to me or Shared with org. After changing an existing view, use Save to keep the changes or Reset to return to its saved configuration. Sharing a view shares that list configuration with teammates; customer portal access is managed separately.Build out your project
Project Templates
Reuse a delivery plan with task owners, relative dates, and forms.
Customer Portal
Invite customers and choose which work they can see.
Task Forms
Collect information on a task and review customer responses.
Form Templates
Save question sets your team can reuse across projects.
FAQ
Why can't I find a project or task?
Why can't I find a project or task?
Clear the active filters and check the selected view. For customer access, check both the project invitation and the task’s visibility in Share.
What happens when I delete a project or task?
What happens when I delete a project or task?
Confirm the deletion only when you no longer need the work in the active project. Deleting a project also removes its tasks, milestones, and subtasks from active use; deleting a task removes its subtasks with it.
The project was created, but customer sharing failed. Should I create it again?
The project was created, but customer sharing failed. Should I create it again?
Open the existing project and retry the relevant action in Share. Project creation and customer access can have separate outcomes.