Projects: work boards (groups, statuses, subitems and views)
Organize your team’s work in boards with colorful groups, status columns, owners, dates, subitems and updates. Connect items across boards, mirror values, compute formulas, see "My work" and share each board by permission. Switch between Table, Kanban, Timeline and Calendar views.
The Projects module organizes your team’s work in boards, in the style of a work-management tool. Each board has colored groups (sections), typed columns and items; every item can have subitems and an updates panel with attachments. Open Projects in the menu to see your boards and create a new one.
Groups and items
- A board starts with the groups "To do", "Working on it" and "Done" plus a default set of columns (Status, Owner, Start, Due date, Notes).
- Add an item by typing its name in the "+ Add item" row of each group. Rename it by clicking the name.
- Drag an item from one group to another to move it. Use the group "⋯" menu to rename, recolor, reorder or delete.
Columns and colored statuses
The Status cell opens a menu of colored options (to do, working on it, stuck, done) that you pick with one click. Add columns via "+ Add column". On a status column header, use "Edit statuses" to create, rename and recolor the options.
Column types
Beyond Status, Person, Date, Text and Number, the board offers rich columns like a work-management tool:
- Timeline: a start→end range in a single cell, with a small bar. When the board has one, it drives the Timeline view.
- Tags: several colored labels per item. Use "Edit labels" on the header to define the options.
- Checkbox: a one-click yes/no.
- Rating: 1 to 5 stars.
- Progress: a 0-100% battery bar. On the header, choose "Auto-calculate from subitems" to reflect the share of completed subitems.
- Files: attach files right in the cell (open and remove there).
- Link, Email and Phone: become clickable links; Link accepts an address without "https://" and completes it for you.
Subitems
Click the arrow next to an item name to expand its subitems. Subitems use the same board columns and help break an item into smaller parts.
Views
- Table: the main grid, with groups and inline-editable cells.
- Kanban: groups items by the status column; drag a card to change its status.
- Timeline: bars positioned by a Timeline column or by the start and due date columns.
- Calendar: month by month, placing items by their due date.
- Workload: how many items fall on each person per week.
- Dashboard: summary charts for the board.
Search, filter, sort and group
A toolbar sits above the views: type in the search to find items by name or by any cell; under "Filter", combine conditions per column (is, is not, contains, greater/less than, empty, not empty); under "Sort", pick a column and direction; and under "Group by" (on the Table) regroup items by Status, Person or Tags instead of the board groups. Filters, sorting and grouping are saved per view, so reopening the board keeps your setup.
Dashboard
The Dashboard view sums the board up in widgets: overall progress (completed items), count by status (donut), load by person (bars) and items by due date (overdue, this week, later, no date). It respects the active filters and search, so you can analyze just a slice of the board.
Dependencies
Open an item and, under Dependencies, link it to another item that blocks it ("Blocked by"), and the system prevents circular dependencies. On the Timeline, a dashed arrow connects the blocker to the blocked item.
A dependency can also span two different projects: in the Dependencies block, choose "Depend on an item from another project", pick the project and then the item. The list shows the source project next to the name when the dependency comes from another board. Only projects in your workspace appear (never another company), and you need access to the source board.
When the dates on both sides conflict (for example, the item starts before its dependency finishes), the row is highlighted with a ⚠ warning so you can reschedule.
Reordering
Drag an item over another in the same group to reorder it, and drag a column header sideways to reorder columns. The new order is saved.
Workload
The Workload view shows, per owner, how many items fall in each week based on a date column (due date by default), and colored bars make overloaded weeks easy to spot.
Board templates
On the Projects home, start from a ready-made template (Simple project, Product roadmap, Dev sprint, Customer onboarding). It creates a board with example groups, columns and items in your language.
Automations
In the board Settings, open Automations to create a rule: when a status changes (to a chosen value, or on any change) it notifies the owner or a specific user. It fires the moment the status changes and sends an in-app notification that links straight back to the item.
Connect boards (relation column)
The "Connect boards" column links an item to one or more items on ANOTHER board. When you create the column, pick the target board (and whether it accepts multiple items). In the cell, search and select items; they show up as chips that link straight to the source item. It is the foundation for the mirror.
Mirror column
The "Mirror" column pulls and shows the value of a column from the connected item, through a Connect column. Configure it on the header: choose which Connect column to go through and which column of the target board to mirror (status, date, number...). It is read-only and recalculates on display; with several connected items it shows all their values.
Formula column
The "Formula" column computes a value from the item’s other columns. On the header, under Configure, write an expression referencing columns by [key] (tap a column to insert it). It supports arithmetic and parentheses, comparisons and the functions SUM, MIN, MAX, AVG, IF, ROUND, CONCAT and DAYS(date1, date2). For example: (price - cost) * qty, or IF([status] == "done", 100, 0). An invalid formula (division by zero, a self-reference) becomes a friendly error cell without breaking the screen.
My work (across boards)
The "My work" screen (button at the top of Projects, or in the menu) gathers, in one place, every item where you are the owner, across any board. Group by due date (overdue, today, this week, later, no date) or by board. Click an item to open it straight on its board.
Per-board permissions (sharing)
- A board with no sharing stays visible to whoever the general permissions (RBAC) already allowed, and nothing changes on existing boards.
- From the "Share" button (available to the owner), add people or teams at a level: Viewer (read only), Editor (edits items and columns) or Owner (edits and also shares/deletes).
- As soon as you add the first member, the board becomes restricted: only those listed (and whoever created it) can see it. Someone with Viewer access cannot edit.
Updates and attachments
Open an item (the "Open" link, or click a kanban card) to see its detail panel: every column, the subitems and the Updates tab, where the team comments and attaches files to the item. Deleting an item also removes its attached files from storage.
What is new (Phase 1)
- Workspaces and folders: organize boards by area in the Projects list navigation. Existing boards stay visible under a default workspace, with no change.
- Multiple assignees and team: the person column can accept more than one owner, and there are "Multiple people" and "Team" column types.
- Item checklist: create light subtasks with a done toggle and a progress bar, inside the item panel.
- Duplicate a board and duplicate a task, plus move a task from one board to another (compatible values are preserved).
- Auto number: a column that numbers each item automatically, with an optional prefix (e.g. TASK-12).
- Required, hidden, locked and conditional fields: per-column rules, applied on save and on display.
- List view: a flat list of every item in the board, without groups, reading the same data source as the other views.
- Item history: the "Activity" tab shows who created, edited, moved or duplicated the item, and when.
What is new (Phase 2): dependencies, Gantt, health, automations and approvals
- Rich dependencies: each dependency has a type (FS finish-to-start, SS, FF, SF) and a lag in days. A task cannot be completed while an FS/FF predecessor is still open.
- Link a task to the CRM: connect an item to a ticket, customer, contract or any record, keeping the reference (single source, no copied data).
- A real Gantt: drag the bar to change the dates (it persists), see the critical path, mark items as milestones (diamond) and capture a baseline (planned) to compare against actuals.
- Project health: set objectives and scope, track the % complete (rollup) and the green/yellow/red health, manual or automatic (derived from delay and progress).
- Rich automations: beyond status-to-notify, create condition-to-action rules by event (item created, item updated, status changed) and by time (due date approaching or overdue, via the scheduler). Actions: change status/field, assign, create a subtask, notify in-app and by email, and call a webhook.
- Approvals on the item: request approval of a task; while the approval is pending, the task cannot be completed. Once approved, completion is unlocked. It reuses the CRM approval policies.
- Followers: follow an item to get notifications; export the board to CSV.
Scale and management (portfolio, capacity, sprints, risks)
Each board gains three new views at the top, alongside the classics: Sprints, Risks and Management. And the Projects home has shortcuts to Portfolio and Resources, which consolidate all projects.
- Portfolio: a consolidated view of every accessible project, with health (green/yellow/red), progress (completed tasks), linked customer, revenue, cost (from the timesheet) and margin. Open it in Projects → Portfolio.
- Resources and capacity: per person, it compares the allocatable capacity (weekly hours minus absences in the period) with the hours logged in the timesheet, showing who is idle, balanced or overloaded. Edit the weekly hours right in the table. Open it in Projects → Resources.
- Sprints and agile: create cycles with dates and a goal, assign tasks to the sprint with story points and a type (task, story, bug, epic), and track the burndown (ideal vs remaining) and the velocity of completed sprints. The board’s "Sprints" view.
- Risks: log risks with probability and impact (1 to 5); the system computes the score and severity and plots each risk on a 5x5 matrix. Track the status (open, mitigating, closed, accepted). The board’s "Risks" view.
- Project financials: enter the project revenue; the margin is computed as revenue minus the actual cost from the timesheet. Visible in the "Management" view and in the Portfolio.
- Project and customer: link the board to a CRM company; the customer shows up in the Portfolio and in reports.
- Change requests: log scope-change requests and approve or reject each one. The "Management" view.
- Your templates: save any board as a template (columns, groups and tasks with relative due dates) and reuse it later on the Projects home, under "My templates". Save it in Management → Save as template.
- Client portal: generate a public read-only link for the customer to follow the project progress, with no login needed. Enable it in Management → Client portal; disable it whenever you want.