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.
I don't see Tasks in my menu. Why?
Tasks and Blueprints are part of your organization's package. If the package does not include them, they are not in the menu. People with the Restricted role also see Tasks only when a custom role gives it to them. Ask your administrator.
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. An Admin or Executive who is a member of the project can manage it in the same way.
| Action | Who can do it |
|---|---|
| Invite members | The owner |
| Remove another member | Needs its own permission — by default Admins and Executives have it |
| Change the project's name, description or instructions | The owner |
| Archive the project | The owner |
| 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 — you can bring it back from the Archived filter. See Project Members.
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.
| You are | Where you can create tasks | Who you can assign to |
|---|---|---|
| Admin / Executive | Any department | Anyone |
| Department manager | The departments you manage | People who belong to the task's department |
| Member | Your own department and teams | People who belong to the task's department |
See Creating Tasks.
How do I choose who a task is assigned to?
The New Task form 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.
On a task that already exists, adding or removing assignees needs its own permission — by default Admins and Executives have it. Without it, you see the assignee list but can't change it.
How is task time tracked?
In two ways:
- 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. See Time Tracking.
- By hand. Open the task, go to the Time tab and log the minutes you spent, with an optional description. See Task Details.
The two are separate: logging time by hand does not change the task's target or its time badges.
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 single confirmation — one Complete button |
| Text | A written response |
| Approval | An Approve or Reject from a reviewer |
| 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 | One or more files to be uploaded |
| Dependency | Another task to be completed first |
| Formula | A rule that someone confirms as met |
:::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 add or change completion conditions after the task is created?
No. Conditions are set in the New Task form and are fixed from then on — there is no screen to add, change or remove them on an existing task. Check them before you click Create.
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.
Not everyone can delete: by default Admins, Executives and the manager of the task's department can.
Can I track time on tasks?
Yes. Time is tracked automatically — open any task to see its Time Tracking panel with the elapsed time and the target. If you want to record time yourself, use the Log time form on the task's Time tab: enter the duration in minutes and, if you like, a description.
The Time tab appears only if your role allows logging time; every system role except Restricted has this by default.