Projects

Overview

A project is the working unit where the actual work happens. The organization is the top-level container that holds the team, its members and general settings. Tasks, workflows and data, however, always belong to a project. Thanks to this separation, you can run several independent lines of work within the same organization — for example, separate projects for different clients, different departments or different products.

While working on the platform, there is always an active project context. When you select a project, every task, record and report you see belongs to that project. When you switch to another project, the screen updates with that project’s data. This approach keeps the data of different lines of work from getting mixed up and ensures each team member only sees the projects they are authorized for.

To access a project, you must be both a member of the organization and added to that specific project. Someone who newly joins the organization does not automatically see every project; they must be added to the relevant projects separately.

Who uses it

• Organization owner and administrators: Open new projects, edit project settings, add or remove project members and archive projects when needed.
• Project administrator (Admin): Manages members and settings within their own project and tracks the progress of the work.
• Project member (Member): Works on tasks in the project they were added to; only sees the projects they belong to.

A small team can start with a single project. Teams serving multiple clients or lines of work open a separate project for each, keeping data organized and separate.

Step-by-step process

1. Go to the Projects section. Click Projects in the left menu. Here you see all projects under the current organization.
2. Create a new project. Click the “New Project” button, give the project a name and, if you wish, add a short description. Once created, the project appears in the list.
3. Select the active project. Open a project from the list. From that moment on, the tasks and data you see belong to the selected project; this is your active project context.
4. Add the team to the project. From the project settings, add people who are members of the organization to the project. Only organization members can be added to a project.
5. Set roles. Assign each project member their permission level (administrator or member). Administrators can change project settings; members work on the work itself.
6. Configure project settings. Update the project name and description, and adjust the options you need.
7. Archive when needed. You can archive a completed or paused project. An archived project becomes read-only; its data is preserved but no new changes can be made to it.

To switch between projects, you can return to the project list at any time. The project you select determines all the work and data you see.

Process flow

flowchart TD
    A[Sign in to organization] --> B[Go to Projects section]
    B --> C{Do you have a project?}
    C -- No --> D[Create a new project]
    C -- Yes --> E[Select a project from the list]
    D --> E
    E --> F[Active project context is set]
    F --> G[Add the team to the project]
    G --> H[Set roles]
    H --> I[Work with tasks and data]
    I --> J{Is the project complete?}
    J -- Yes --> K[Archive the project - read-only]
    J -- No --> I

Frequently asked questions

What is the difference between an organization and a project? The organization is the top-level container that holds the team, its members and general settings. A project is the actual working unit that contains tasks, workflows and data. An organization can hold multiple projects, and projects are independent of one another.

What does active project context mean? While working on the platform, you always have a selected project. Every task, record and report you see belongs to that active project. When you switch to another project, the screen refreshes with that project’s data. This prevents the data of different lines of work from getting mixed up.

Does everyone who joins the organization see all projects? No. Being an organization member does not grant access to every project. For a person to see a project, they must be added to that project separately. Only organization members can be added to a project.

Who can create a project? The organization owner and administrators who have been granted project-creation permission can create new projects. The person who creates it becomes the project’s first administrator.

What happens to an archived project? An archived project becomes read-only. Its data and history are preserved, but no new changes can be made to it. This lets you keep completed work organized without deleting it; you can continue to view its contents whenever you need to.

What happens to the data if I delete a project? When a project is deleted, the tasks and records tied to it are removed as well, and this action cannot be undone. For this reason, we recommend archiving a finished project rather than deleting it; archiving preserves the data.