Tasks & Projects FAQ
Answers to the most common questions about tasks, projects, epics, and blueprints.
What is the difference between a task and a project?
A task is a single piece of work — something to be done, assigned, and completed. A project is a shared workspace where a team collaborates with AI across several conversations, keeping related work and context together in one place.
Who owns a project, and who can change it?
The person who creates a project is its owner. As the owner, you decide who takes part and how the project is managed.
| Action | Who can do it |
|---|---|
| Add or remove members | The owner only |
| Rename or update the project | The owner |
| Archive the project | The owner only |
| Take part in the project's shared conversations | Every member |
The owner cannot be removed from their own project. When you archive a project, it is set aside rather than permanently erased.
What is an epic?
An epic groups related tasks into a larger initiative and tracks overall progress automatically as those tasks move forward. See Epics.
What is a blueprint?
A blueprint is a reusable process template that automates multi-step work, so a repeatable procedure can be run the same way every time. See Blueprints.
Can I create tasks for other people?
Yes, depending on your role and department.
| Your role | Where you can create tasks | Who you can assign to |
|---|---|---|
| Admin / Executive | Any department | Anyone |
| Department manager | The departments you manage | People in those departments |
| Member | Your own department and teams | People in your own department and teams |
See Creating Tasks.
How do I choose who a task is assigned to?
Each task has an Assignees picker. Select Add to search for people by name or email, then pick one or more assignees. A single task can have several assignees.
How is task time tracked?
Automatically. Each task is timed against its estimate or its dates, and the time is counted within business hours only — evenings and non-working days are not included. There is no manual time logging. See Time Tracking.
What happens if a task goes over its target?
It gets an Over time or Late badge, and the people involved are notified. The task appears in reports, but going over target does not block your work — you can still finish it.
What are completion conditions?
Completion conditions are requirements that must be satisfied before a task can be marked done. When a task has conditions, it cannot move to Done until each required one is met.
You can build a done condition from any of these types:
| Condition type | What it asks for |
|---|---|
| Checklist | A set of items to be checked off |
| Text | A written response |
| Approval | Sign-off from a designated approver |
| Number | A numeric value |
| Currency | An amount within a set range |
| Date | A date to be provided |
| Dropdown | A choice from a defined list |
| File | A file to be uploaded |
| Dependency | Another task to be completed first |
| Formula | A calculated result |
:::info Currency conditions A Currency condition checks that an amount falls within a range you set (a minimum and/or maximum). The person answering the condition picks the currency they are working in — you do not fix it when you create the task. :::
Can I attach files to a task?
Yes. You can add files directly to a task — up to 25 files, each up to 50 MB. Task attachments stay with that task only and are not moved anywhere else.
Can I comment on a task and mention people?
Yes. Every task has a comment thread. To notify a specific person, type @ and pick them from the list — they receive a notification about the comment.
If you edit a comment after posting it, it is marked (edited) so everyone can see it was changed.
What happens when I delete a task?
Deleting a task cancels it. The task moves to a Cancelled status instead of disappearing, so its history stays available and it can still appear in reports. The people involved are notified when a task is cancelled. A task that is already Done or Cancelled cannot be deleted.
Can I track time on tasks?
Time is tracked automatically — no manual logging. Open any task to see its Time Tracking panel with the elapsed time and the target.