> For the complete documentation index, see [llms.txt](https://docs.we360.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.we360.ai/reference/product/work-and-time-management/projects-and-tasks.md). # Projects & Tasks The **Projects & Tasks module** in We360.ai is designed to bring structure and visibility to how work is planned and executed across teams. It transforms scattered tasks and conversations into a **centralized system of record**, where every piece of work is clearly defined, assigned, and trackable. At its foundation, the module organizes work into a simple hierarchy: > **Projects → Tasks → Child Tasks** A **Project** represents a larger initiative, a **Task** represents an actionable unit of work, and **Child Tasks** allow further breakdown of complex work into smaller, manageable steps. This structure ensures clarity at both the planning level and execution level. {% hint style="info" %} This page describes what the module is and how it behaves. To see where each control lives on screen, see the [Project Suite screens](https://docs.we360.ai/reference/work-and-time-management/user-interfaces/portal/project-suite/projects). For step-by-step goals such as billable time, sprints, and Jira sync, see [Managing Projects & Time](https://docs.we360.ai/how-to-and-best-practices/managing-projects-and-time). {% endhint %} *** ### Core Capabilities
Project Management The **Project** serves as a high-level overview of all projects within the workspace. It provides: * A consolidated list of all projects * Visibility into project ownership and structure * Financial indicators such as billing type (non-billable, time-based, fixed, mixed, or inherited from the organization default) * Quick insight into project distribution and status Each project is identified with a unique key, name, and ownership, and exists in a defined lifecycle: * **Active** → Work is ongoing * **Archived** → Work is paused; the project is hidden from operational views but can be reactivated * **To Be Deleted** → The project is queued for permanent removal Projects remain active until explicitly archived or marked for deletion, ensuring continuity and visibility. Projects can be **Public** (visible to everyone in the organization) or **Private** (accessible only to assigned members). This lets teams keep sensitive work restricted while keeping general work transparent and searchable. This enables teams to monitor multiple projects simultaneously without diving into individual task details.
Task Management Tasks are the core execution units within a project. Each task captures all essential information required to complete work, including: * Task summary and description * Task type (Epic, Task, or Bug) * Assignee, Reporter, Reviewer or QA * Status, priority, and tags * Start date and due date * Time estimate and story points Tasks move through a defined lifecycle. Each project defines its own set of statuses through workflow settings; a new project is seeded with defaults such as: * **To Do** * **In Progress** * **Done** Teams can add or rename statuses (for example, a **Review** or **Blocked** stage) to match how they work. This provides a consistent way to track progress and understand the current state of work. *** **Task Views** Tasks can be visualized in multiple formats to suit different workflows:
List View →Structured, data-heavy view for detailed tracking
Kanban View →Status-based visualization for workflow tracking
This flexibility allows teams to choose between a **structured view or a flow-based view** of work. *** **Inline & Structured Task Creation** The module supports two modes of task creation:
Structured Task Creation →For detailed tasks with full context
Inline Task Creation →For quickly adding tasks during planning
This ensures both speed and depth, depending on how work is being captured. *** **Attachments & Context Management** Each task supports **attachments**, allowing teams to store relevant files directly within the task. This includes: * Documents * Screenshots * Design assets * Requirement files By attaching context directly to tasks, the module eliminates dependency on scattered communication tools. *** **Search & Advanced Task Filtering** As projects scale, discoverability becomes critical. The module includes: **Search** * Keyword-based lookup across tasks **Advanced Task Filtering** * Logic-based filtering system using conditions such as: * is * contains * does not contain * exactly contains Filters follow a structured format:\ **Where → Field → Condition → Value** This allows users to construct precise queries and quickly locate relevant tasks. *** **Customizable Task Views** Users can customize how task data is displayed by selecting relevant columns such as: * Status * Assignee * Estimate * Reporter * Start Date * Due Date This ensures that the task view aligns with different team workflows and priorities.
Child Tasks (Granular Execution) Child Tasks allow teams to break down complex tasks into smaller, actionable components. This enables: * Better distribution of work * Clearer ownership * More accurate tracking of progress Child tasks remain linked to their parent task, ensuring that detailed execution stays connected to the broader objective.
*** ### Project Cost Management The module includes built-in awareness of project-level financial structures, enabling organizations to track the true cost of work delivery. Projects can operate under different billing models: * **Non-billable**—no cost is accrued * **Time-based**—an hourly rate applied to logged time * **Fixed**—a flat project amount * **Mixed**—a fixed amount plus an hourly rate * **Inherited**—the organization-wide default billing configuration Rates can also be overridden per member, so a specific person's time on a project can be priced differently from the project default. {% hint style="info" %} Billing and cost configuration is enabled per organization. When enabled, rates can be set at the organization, project, and member levels, and costs are calculated from approved timesheet time. Generating and sending invoices directly from the project interface isn't yet available. {% endhint %} This ensures that execution and financial tracking remain aligned. *** ### Timesheet Synchronization The system links time logs with task activity, so time logged against a task and time recorded on a timesheet stay reconciled. This ensures that: * Work tracked in timesheets reflects actual task execution * Task-level effort is accurately captured This linkage improves both **productivity tracking and financial accuracy**. *** ### Workflow Control Tasks operate within structured workflows that define how they move between statuses. These workflow rules ensure: * Consistency in execution * Controlled progress transitions * Standardization across teams Because statuses and transitions are configured per project, each team can enforce a workflow that matches its own process. *** ### Role & Access Context Project access is governed by ownership and membership. Even within a project, **execution control is structured** through roles and assignment. * Tasks define responsibility through assignees * Projects define ownership * Role-based access governs who can view, modify, or manage work Project roles include **Project Owner** and **Project Member**, plus **Guests**, who have view-only access and can't make changes. In Public projects, any organization user can participate according to their permissions; in Private projects, only assigned members can. This ensures a balance between **transparency and control**. *** ### Jira Sync Projects can be synchronized with Jira so that tasks, worklogs, and fields stay aligned between We360.ai and Jira. The integration supports two-way, inbound-only, or outbound-only sync, project and user mapping, and field mapping (including story points). {% hint style="info" %} The Jira integration is in **Alpha** and under active development. See [Integrations](https://github.com/zenstack-we360/documentation/tree/main/administration/settings-center/integrations.md) for setup and sync options. {% endhint %} *** ### What This Module Enables Projects & Tasks in We360.ai isn't just a task tracker—it's a **work execution system** that brings together planning, tracking, and accountability. It enables organizations to: * Convert ideas into structured work * Break down complex initiatives into manageable tasks * Maintain visibility across teams * Track progress in real time * Connect execution with time and financial data The Projects & Tasks feature in We360.ai allows teams to organize work into projects and manage individual tasks efficiently. It provides a centralized workspace where teams can create projects, break down work into tasks and child tasks, assign responsibilities, and track progress. With Projects & Tasks, all work-related activities remain structured, searchable, and visible to the members who have access. *** ## Who Can Create Projects Projects can be created by **any user in the organization**, including: * **Admins** * **Managers** * **Standard Users** This ensures that teams can start organizing work without relying on administrative permissions. When a project is created, its creator can set it as Public or Private, which determines who else can see and work on it. *** ## Project Visibility Every project has a **visibility** setting that controls who can access it: * **Public**—visible to everyone in the organization. Any user can view its tasks and search across them. * **Private**—visible only to assigned members. Users who aren't members can't see the project or its tasks. Public projects improve transparency and collaboration; private projects keep sensitive work restricted to the people involved. *** ## Project Status Every project has a **status** that indicates its current state: * **Active**—work is ongoing * **Archived**—the project is paused and hidden from operational views, but can be reactivated * **To Be Deleted**—the project is queued for permanent removal When a project is created, its status is **Active by default**. A project remains active until a user archives it or marks it for deletion. Changing the project status helps teams indicate whether a project is still ongoing, paused, or being retired. *** ## Deleting a Project To permanently remove a project, mark it as **To Be Deleted**. Archiving is the reversible option: an archived project is hidden from active views but retains its tasks and history and can be reactivated at any time. Marking for deletion is the path to permanent removal. This two-step approach prevents accidental loss of work or task history. *** ## Understanding the Structure Work inside the Projects module follows this structure: **Project → Tasks → Child Tasks** *** ## Projects A **project** represents a larger initiative or group of related work. Examples include: * Product feature development * Website redesign * Marketing campaigns * Client implementation projects * Internal audits Opening a project displays the **task list view**, where all tasks belonging to the project are visible. *** ## Tasks Tasks represent individual work items that need to be completed within a project. Examples: * Create dashboard UI * Fix login issue * Prepare monthly report * Design campaign creatives Each task includes important information such as: * Task summary * Task type (Epic, Task, or Bug) * Description * Assignee * Status * Priority * Start date * Due date * Time estimate * Story points * Reporter Tasks help teams clearly understand what work needs to be completed and who is responsible. *** ## Child Tasks Some tasks require multiple smaller steps to complete. In such cases, you can create **child tasks**. Child tasks allow you to break down larger tasks into smaller actionable steps. Example: **Parent Task:**\ Build Analytics Dashboard **Child Tasks:** * Design dashboard layout * Develop data APIs * Implement chart components * Perform testing Child tasks remain linked to the parent task, helping teams track progress more effectively. *** ## Task List View When you open a project, tasks appear in a **list view**. The task list displays important task information in columns such as: * Task summary * Status * Assignee * Estimate * Reporter * Start date * Due date This view provides a quick overview of all work happening within the project. *** ## Creating Tasks Tasks can be created in two ways: #### Create Task Button You can create a task using the **Create Task button** inside the project. Steps: 1. Open the project 2. Click **Create Task** 3. Enter task details 4. Save the task This method is useful when creating detailed tasks that require descriptions, dates, or assignments. *** #### Inline Task Creation Tasks can also be created directly within the task list using **inline task creation**. Steps: 1. Click the **Create Task field inside the task list** 2. Enter the task summary 3. Press **Enter** to create the task instantly Inline task creation is designed for **quick task entry**, allowing teams to rapidly add multiple tasks during planning sessions. *** ## Task Attachments Each task supports **file attachments**. Attachments help teams keep relevant resources connected directly to the task. You can attach files such as: * documents * screenshots * reference files * design assets * requirement documents Attachments allow team members to access all necessary resources without searching through emails or chat threads. *** ## Task Status Each task moves through the statuses defined for its project. A new project starts with a default set, which teams can customize. Typical default statuses include: #### To Do The task has been created but work has not started yet. #### In Progress The task is currently being worked on. #### Done The task has been completed. Updating task status ensures the project reflects the current progress of work. *** ## Searching Tasks Projects may contain many tasks, so searching quickly becomes important. The task list includes a **search function** that allows users to find tasks by keywords. You can search using: * task name * assignee * task details This makes it easier to locate specific work items. *** ## Advanced Task Filtering The Projects module also includes **advanced task filtering**. This filtering system allows users to build complex search conditions similar to tools like **Jira** or **ClickUp**. Filters use a structured query approach based on conditions such as: **Where → Field → Condition → Value** Example filters: * **Assignee is John** * **Status contains "In Progress"** * **Summary contains "Dashboard"** * **Reporter exactly contains "Admin"** * **Task type does not contain Bug** Supported filter logic includes: * **is** * **contains** * **does not contain** * **exactly contains** These filters allow teams to create precise queries to quickly find the tasks they need. *** ## Customizing Task List Columns The task list allows users to customize which columns are visible. Columns that can be displayed include: * Status * Assignee * Estimate * Reporter * Start Date * Due Date This flexibility allows users to tailor the task list view according to their workflow. *** ## Best Practices for Managing Projects and Tasks To get the most value from Projects & Tasks: **Break complex work into child tasks**\ Smaller tasks improve clarity and progress tracking. **Assign tasks clearly**\ Every task should have a responsible owner. **Attach relevant resources**\ Use attachments to keep important files linked to tasks. **Use advanced filters**\ Filters help teams quickly locate the tasks they need. **Update statuses regularly**\ Keeping task statuses updated ensures accurate project visibility. *** ## Why Use Projects & Tasks The Projects & Tasks feature helps teams: * organize work in a structured way * track responsibilities clearly * collaborate more effectively * search and filter work easily * maintain transparency across teams By structuring work into **projects, tasks, and child tasks**, teams can manage projects more efficiently and keep all work in one centralized workspace. --- # Agent Instructions This documentation is published with GitBook. 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