# 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. *** ### 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, default, custom) * 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 * **Inactive** → Work is paused * **Closed** → Work is completed Projects remain active until explicitly updated, ensuring continuity and visibility. All projects are **organization-wide visible**, allowing any user to view and search across them. This transparency ensures alignment and reduces silos across teams. 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 * Assignee, Reporter, Reviewer or QA (can be created viaCustom Fields) * Status * Start date and due date * Time estimates Tasks move through a defined lifecycle: * **To Do** * **In Progress** * **Done** This lifecycle 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 such as: * Default organizational billing * Custom billing configurations * Non-billable structures {% hint style="info" %} **Billing & Invoicing** capabilities are currently being built and will be available soon, enabling direct invoice generation from project time and cost data. {% endhint %} This ensures that execution and financial tracking remain aligned. *** ### Timesheet Synchronization The system includes a **bi-directional timesheet synchronization engine** that connects time logs with task activity. 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 *** ### Role & Access Context While all projects and tasks are visible across the organization, **execution control is still structured** through ownership and assignment. * Tasks define responsibility through assignees * Projects define ownership * Role-based access governs who can modify or manage work This ensures a balance between **transparency and control**. *** ### What This Module Enables Projects & Tasks in We360.ai is not just a task tracker — it is 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 team. *** ## 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. However, once a project is created, it becomes visible across the workspace. *** ## Project Visibility All projects and tasks in the Projects module are visible to all users within the organization. This means: * Any user can view projects * Any user can view tasks within projects * Any user can search for tasks across projects This shared visibility helps improve transparency and collaboration across teams. *** ## Project Status Every project has a status that indicates its current state. Available statuses include: * Active * Inactive * Closed When a project is created, its status is Active by default. A project remains active until a user manually changes its status to Inactive or Closed. Changing the project status helps teams indicate whether a project is still ongoing or has been completed. *** ## Deleting a Project Projects can only be deleted if they are empty. This means the project must not contain any tasks. If tasks exist within the project, they must be removed first before the project can be deleted. This 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 * Description * Assignee * Status * Start date * Due date * Time estimate * 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 different statuses during its lifecycle. Typical 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.
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 team. *** ## 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. However, once a project is created, it becomes visible across the workspace. *** ## Project Visibility All projects and tasks in the Projects module are **visible to all users** within the organization. This means: * Any user can view projects * Any user can view tasks within projects * Any user can search for tasks across projects This shared visibility helps improve transparency and collaboration across teams. *** ## Project Status Every project has a **status** that indicates its current state. Available statuses include: * **Active** * **Inactive** * **Closed** When a project is created, its status is **Active by default**. A project remains active until a user manually changes its status to **Inactive** or **Closed**. Changing the project status helps teams indicate whether a project is still ongoing or has been completed. *** ## Deleting a Project Projects can only be deleted **if they are empty**. This means the project must **not contain any tasks**. If tasks exist within the project, they must be removed first before the project can be deleted. This 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 * Description * Assignee * Status * Start date * Due date * Time estimate * 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 different statuses during its lifecycle. Typical 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: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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