Projects — Workflows: step-by-step

This page brings together the main Projects tasks as complete, end-to-end workflows.

A) Create a folder and a new project

1. Open Projects from the left menu.
2. Click Create Project Folder at the top of the left pane and name the folder.
3. Select the folder, then click Add New Project.
4. Choose a default template, or scroll down and click Create Blank Project.
5. Enter a Project name and click Create.

B) Manage a project

1. In the left pane, click the ⋮ beside the project.
2. Choose one:
   • Rename to change the project name.
   • Archive to hide it (tick Show archived to view it again later).
   • Sharing permissions to control who can see and change the project.
   • Clone (with data) to duplicate the structure and all rows.
   • Clone (without data) to duplicate the structure and column types only.
   • Save as template to reuse the column setup on future projects.
   • Delete to remove the project.

C) Set sharing permissions

1. Decide the scope: folder, project, column or row.
2. Click the relevant ⋮ — beside the folder or project in the left pane, on the column header, or at the right-hand end of the row.
3. Select Sharing permissions (or Column permissions, on a column header) to open the Edit permissions panel.
4. Add users or groups and assign Full Access, View and Edit or View only.
5. To restrict the item, confirm at least one entry is listed, then remove Anyone.
6. Click Apply.

Full detail: Restricting Projects items (folder, project, column, row) (Document ID: 245).

D) Add and configure columns

1. Open the project table and click the + at the top-right.
2. Pick a column type and configure it:
   • Text — single line or large text; set a character limit if needed.
   • Number — optionally tick Is currency and choose a currency.
   • Checkbox, Time, Date, or Timeline (start and end dates).
   • Select — enter options; optionally tick Allow multiple and Colour coded.
   • Tree Select — build hierarchical options with Add child, Add sibling and Add top-level option; optionally Allow multiple and Allow clear.
   • Dynamic tags — let users tag records; choose a Tag scope of Circle aware or Global.
   • Record — under Record Types tick People, Organisation or Users; optionally Allow Multiple, Display Full Name, and Allow create.
   • Project Row — link the row to a row in another project.
   • File upload, Smart URL, or Custom Boundary (such as electorates or LGAs).
   • Formula — name it, then type @ in the formula box to insert column references (for example @Budget A + @Budget B).
   • Linked Field — set the Source field to a single-select Record column (People or Organisations) and the Target field to the contact custom field to pull through.
3. Click Create.

E) Add rows and link Contacts

1. Click Add row (above the table, on the left).
2. Fill in each cell according to its column type.
3. In a Record column, search for and select the contact.
4. The row then appears on that contact's Projects tab on their profile.

F) Search, filter, sort, pin, hide and save views

1. Use Search to find values in text columns only.
2. Click Filter to add one or more filters on any columns.
3. Click Sort to order by a column ascending or descending.
4. Click the Pin icon to keep a column visible while scrolling.
5. Click the Eye icon to hide or unhide columns.
6. Click Group By to group rows by a column (for example Status) into pipeline stages.
7. Click the three dots (⋯) on the view tab and choose Save as New View or Save Current View to preserve the arrangement as a tab.

G) Export a table

1. Open the project.
2. Click Export in the top bar to download the current project table.

H) Row-level collaboration

1. Click the Eye icon to view the full row.
2. Click the Tasks icon to create and assign a task linked to the row.
3. Click Comments to discuss the row and @tag people to notify them.
4. Click the row's ⋮ (Settings) at the right-hand end of the row for Create a task, Sharing permissions or Delete.