Projects & Tasks
We360.ai project management — organize tasks, track team work, and manage projects with built-in time tracking.
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
Billing & Invoicing capabilities are currently being built and will be available soon, enabling direct invoice generation from project time and cost data.
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:
Open the project
Click Create Task
Enter task details
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:
Click the Create Task field inside the task list
Enter the task summary
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:
Open the project
Click Create Task
Enter task details
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:
Click the Create Task field inside the task list
Enter the task summary
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.
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