Keep these limitations and best practices in mind to get the most out of Projects.
Limitations
- Search scope — the Search bar matches text columns only. It does not search numbers, dates, or other column types; use Filter for those.
- Archive visibility — archived folders and projects are hidden by default. Tick the Show archived checkbox to view them.
- Linked field prerequisites — a linked field requires a Record source that is single-select and points to People or Organisations (not both). If no qualifying Record column exists, add one first.
- Record type effect — adding a contact via a Record column causes the row to appear on that contact's Projects tab. Bear this in mind when linking contacts to internal-only data.
- Custom Boundary scope — the Custom Boundary column is intended for searching known boundaries (such as electorates or LGAs) within your country.
- Access — if you can't see Projects in the left menu, you may not have been granted access; ask your system administrator.
Best practice
- Design columns first — set up your columns and their types before adding lots of rows, so every cell has the correct type from the start.
- Use folders to stay organised — group related projects in the same folder.
- Reuse setups — save finished projects as templates so future projects start from the same column setup.
- Use views for focus — save filtered and sorted views as tabs so different team members get their own focused look at the same project.
- Pin key columns — pin the column that identifies each row so it stays visible while scrolling wide tables.
- Link via Record columns — use Record columns for any data that should also appear on a contact's profile, and add linked fields to surface contact custom fields in the table.
- Set permissions deliberately — grant broad access at the folder level, then tighten it on specific tables, columns or rows that hold sensitive data, using View only for stakeholders who only need visibility.
- Tidy before exporting — apply filters, sorts and hidden columns (or switch to a saved view) so an export contains exactly the data you want.
- Archive instead of delete — archive projects you may need later rather than deleting them, since deletion is permanent.