Projects
Projects organize delivery work after a sale or for any internal initiative. A project can belong to an account, then break the work into milestones and jobs with owners, dates, priorities, and progress.
Find and organize projects
Section titled “Find and organize projects”Open Projects from the Operations section. The page provides three views:
| View | Best for |
|---|---|
| Gantt | Seeing projects, milestones, and jobs on one timeline and adjusting planned dates |
| List | Sorting, filtering, editing, and selecting projects in a table |
| Kanban | Following projects by Status, Priority, or stage |
Gantt is the default view. List and Kanban use the same filters and saved Table Views, so a team can keep views such as “Overdue Delivery.”
The standard tabs are All projects, My projects (projects you own), In progress, Overdue, and On hold.
Filters include:
- Project, Owner, Status, and Priority
- Job Status and Job Assigned User, to find projects by the work inside them
- Due Status, such as any overdue, overdue milestones or jobs, or due soon
- Due date (the expected end date) and Create date
The list also shows a delivery status for each project, such as On Track, 3d Remaining, 5d Overdue, On Time, or Delivered 2d late.
From List view, users with the required permissions can select projects and bulk edit, assign, delete, or create follow-up tasks.
Create a project
Section titled “Create a project”Select New Project. The form includes:
- account (optional)
- project name and description
- template (optional)
- owner
- status and priority
- expected start and end dates
Actual start and end dates are available when you edit an existing project. Tags are added from the project’s Overview tab.
Project statuses are Not Started, In Progress, On Hold, Completed, and Cancelled. Priorities are Low, Medium, High, and Critical.
Create from a template
Section titled “Create from a template”Choose a template while creating a project to generate its milestones and jobs. The end date is calculated from the template’s durations.
If the template uses project roles, an Assign Team Members to Roles step appears. Each role is pre-filled with its default member; change any of them before creating the project.
Templates can define:
- milestones and their order
- jobs inside each milestone, with a Start Day Offset, Duration (days), and weight
- the role responsible for each job
- Default Milestone Behaviors, such as auto-unlock, completion rule, and approval
Configure reusable structures in Settings → Project Templates.
Work from the project record
Section titled “Work from the project record”Opening a project shows the project record without losing the list context. The record has these tabs:
- Overview for project information, timeline, owner, tags, and the AI summary when available
- Milestones for delivery phases and their jobs
- Comments for internal collaboration
- Files for project attachments
- Timeline for record activity and changes
Keep the expected dates current. Gantt, delivery status, and overdue filters depend on them, while actual dates show what happened during delivery.
Milestones
Section titled “Milestones”Milestones represent phases or deliverables. Their status can move through:
Locked → Unlocked → In Progress → Pending Approval → CompletedA milestone can carry expected and actual dates, progress, and these settings:
| Setting | Effect |
|---|---|
| Auto-unlock Next | Unlocks the next milestone after completion |
| Completion Rule | Strict (all jobs required) or Weighted (by job weight) |
| Allow Task Start Before Unlock | Lets jobs start before the milestone unlocks |
| Require All Tasks Done | Prevents completion until every job is done |
| Require Approval | Sends the milestone to the selected Approval Role before it completes |
| Lock on Achieve | Locks the milestone after it is completed |
Choose Strict when every job must finish. Use Weighted when some jobs contribute more to progress than others.
Jobs are the actionable work inside a milestone. A job has:
- a name and description
- Pending, In Progress, Blocked, or Done status
- priority
- an assigned project role and a specific user
- start and due dates
- a weight used by weighted milestone completion
Open a job to see its Details, Files, and Comments tabs. Mention a teammate with @ in a job comment to notify them; the notification links straight back to the job.
Completing a job recalculates milestone and project progress. Depending on the milestone settings, completion can also finish the milestone and unlock the next one.
Project roles
Section titled “Project roles”Project roles describe responsibilities such as Project Manager, Designer, Developer, or QA. They are reusable across templates and projects.
In Settings → Project Roles, administrators create roles, add the members who can fill each role, and choose a default member. When a project is created from a template, each role is filled with its default member unless you choose someone else. Jobs assigned to a role go to the person mapped to that role on the project.
Properties
Section titled “Properties”Administrators can manage project properties in Properties. Project record layouts are not configurable in Settings → Objects.
Visibility and permissions
Section titled “Visibility and permissions”Project visibility follows workspace data-visibility rules. A user can also see a project when they are assigned to one of its jobs.
Creating, updating, and deleting projects need the matching project permission. Separate permissions control assigning project roles, managing project templates, and approving milestones.