Project management is built on a three-layer hierarchy: Workspace (an organizational container — department, team, client) ← Project (a defined body of work with a start and an end) ← Task (an assignable work item). And a fourth, horizontal layer: Templates, which hold ready-made project structures so recurring projects don't have to be built from scratch.
The main advantage of this module is that it lives in the same system where invoices, payroll, and inventory are recorded. For contracting firms, agencies, and implementation teams, projects, tasks, and time spent are logged in the same environment as the rest of the organization's work.
Where is the "Task Inbox"
The "Task Inbox" is opened from Project Management ← Projects ← Task Inbox, and it is your single unified inbox: both project tasks and organizational workflow approvals are collected on this one page. Even if you don't work with projects at all and only have organizational approvals routed to you, your inbox is exactly here. Go to it directly via global search by typing "Task Inbox," or add it to your personal shortcuts.
"Workspaces"
The topmost layer of organization; each workspace is an independent container for a set of projects. The layout is a card view, and each card includes:
| Element | Description |
|---|---|
| Avatar / initial | The initial letters of the workspace name |
| Workspace name | The full title of the workspace |
| Short key | The workspace's short, multi-letter identifier |
| Project counter | The number of projects inside that workspace |
| Expand arrow | Shows the projects inside the workspace without leaving the page |
| ⋮ menu | Edit, archive, manage members |
The "Show archived" button at the top of the page returns archived workspaces to the list. In other words, a workspace is never deleted — it is archived.
The short key is the prefix for that workspace's task identifiers and will later appear in all references to them. Choose it to be short, meaningful, and memorable.
"Projects"
A card (grid) view of projects. Toolbar: a search box for the project name · a workspace dropdown (defaults to "All workspaces") · three status buttons (Active — default · All · Archived) · a New Project button. Empty state: "No projects have been registered yet."
Like a workspace, a project is archived rather than deleted, and can be restored with the "Archive" button.
What's inside a project
| Capability | Corresponding dedicated permission |
|---|---|
| Manage project members | Manage project members |
| Board (Kanban) | Manage board |
| Sprint and backlog | Manage sprint and backlog |
| Work items | Move work item · Assign work item |
| Comments on an item | Post comment |
| Log time spent | Log time |
| Project report | View project report |
The existence of "Log time" as a standalone permission means the system supports timesheets: time spent on each work item is recorded and can serve as the basis for hourly billing.
"Templates"
A ready-made project structure: a set of stages, default tasks, and roles that turns into a new project with a single click. Toolbar: a filter dropdown (defaults to all) and a New Template button. Dedicated permission: Manage project template.
If your organization's projects follow roughly the same pattern (Analysis ← Design ← Implementation ← Delivery), build the template once and create the rest of your projects from it; this is where this module saves the most time.
"Task Inbox"
The personal and organizational inbox of tasks; the most heavily used page in this module for day-to-day work.
| Quick filter card | Meaning |
|---|---|
| All tasks | All tasks within the user's access scope |
| My tasks | Tasks assigned to the current user |
| In progress | Tasks with an active status |
| Completed | Closed tasks |
| Overdue | Tasks past their due date, marked with a red warning icon |
Side-column filter panel: search · status · priority · project · assignee · due date (from date / to date). If you leave the project filter empty, the page shows both project tasks and organizational workflow approvals at the same time.
Task table: task name · project · assignee · due date · priority · status. A view-toggle button switches between table and card view, sorting defaults to "Newest," and pagination shows 10 items per page.
Permissions for this module
All pages in this group fall under a single permission domain ("Project Management"), with these dedicated permissions: Manage project members · Move work item · Assign work item · Post comment · Log time · Manage board · Manage sprint and backlog · Manage project template · View project report.
"Move work item" and "Assign work item" are two separate permissions: a team member can move their own work forward on the board, but handing work off to someone else is a separate authority that is typically given to the project manager.
Sample workflows
Setting up project management for an organization
Workspaces ← create a workspace with a meaningful name and short key ← Templates ← define the standard project template ← Projects ← create a project from the template ← manage members and access ← the team sees its daily work from the Task Inbox.
A manager's daily follow-up
Task Inbox ← the Overdue card ← filter by project or assignee ← reassign or change the due date of items that have fallen behind.
Closing a project
Confirm that all tasks are completed in the Task Inbox ← Projects ← project menu ← Archive. To view it again, click the Archived or All status button.
Frequently Asked Questions
Where do I open the "Task Inbox" from?
From Project Management ← Projects ← Task Inbox. This single page shows both your project tasks and your organizational workflow approvals, so even if your work has nothing to do with projects, your inbox is right here.
I deleted a project but want it back.
The project isn't deleted, it's archived. Click the "Archived" status button.
What's the difference between a workspace and a project?
A workspace is an organizational container (team, department, client); a project is a defined body of work with a start and an end inside that container.
What does a workspace's "short key" do?
It's the prefix for that workspace's task identifiers; choose it to be short and meaningful, since it will later appear in all references to those tasks.
I can't assign a task to my colleague.
You don't have the "Assign work item" permission; this permission is separate from "Move work item."
Why is the project list empty even though I have projects?
The status filter is set to "Active," or a specific workspace has been selected.