Multi-project task

Link a single task across projects without unnecessary duplication. This feature is useful for tasks related to multiple projects or departments—changes sync everywhere, so you always have up-to-date information.

Multi-project task features

• You can find out which project the task primarily belongs to in its detail.

  • The name of the primary project is always displayed in the navigation (1. in the screenshot below), while assignments to secondary projects are shown in the button next to the navigation (2. in the screenshot below and in the task’s sidebar).

    

• A task cannot be assigned to multiple To-Do lists within the same project (each task can be assigned only once per project).
• All reports are assigned to the project and To-Do list where the task was originally created (primary project).
  • The same applies to invoicing.
• Everything that changes or happens in the task will be reflected in all projects.
  • If the task is deleted, it will be removed from all projects it was assigned to.
  • If the task is completed, it will be marked as completed in all projects it was assigned to.
• The task ID is the same across all projects.
• This feature applies only to tasks. Subtasks cannot be assigned to multiple projects.
• All users with access to the To-Do lists across the projects where the task is assigned will be able to access the task.

• The task cannot be converted to a different level if it is in multiple projects.

• The task can be copied. The copied task will have a different ID, and its assignment to additional projects will not be copied.

• A task can be set to repeat. It will be created/restored in all projects where it is assigned.

Assignment of the task to a project

1. Go to the task detail.
2. On the right side, in the Projects section, click Add.
3. Select the project and the To-Do list where the task should be assigned.
   1. You can also choose from projects across captains, but keep in mind that users may have different task views. Learn more here.
   2. Note: A task cannot be assigned to multiple To-Do lists within the same project.

Removing the task from a project

1. Go to the task detail.
2. On the right side, in the Projects section, hover over the project from which you want to remove the task.
3. Click the bin icon to remove the assignment.

Displaying task location

You can find out that a task is in multiple projects:

In the task detail

The navigation always displays the project and To-Do list where the task was created (the primary project, see 1 in the screenshot below). By clicking the button next to the navigation, you can view additional locations of the task (see 2 in the screenshot below).

The assignment is clearly displayed in the right sidebar of the task. The primary project with the To-Do list is always listed first.

On the Dashboard

1. In the table view: When you have the Project and To-Do list sections displayed.

   

2. In the row view: The task is listed separately for each project.

   

User permissions

A task assigned to multiple projects will be accessible to all users who have access to at least one To-Do list where the task is assigned.

The task will be displayed with all its attributes, meaning the user will also have access to any associated subtasks.

Assignee

An assignee can be set for any user who has access to at least one project where the task is assigned.

When selecting an assignee for a task, you will only see users you have access to (i.e., those with whom you share at least one assigned project). The primary or secondary project does not play a role in this case.

Followers

Just like with the assignee.

A follower can be set for any user who has access to at least one project where the task is assigned.

When selecting followers, you will only see users you have access to (i.e., those with whom you share at least one assigned project). The primary or secondary project does not play a role in this case.

You cannot remove followers you do not have access to.

Example from the perspective of two users:

A task in multiple projects from the perspective of the 1st user:

1. In the task’s location, they see the primary project “Event Management – Corporate Workshop” and secondary assigned projects titled “🚀 Marketing 🌵” and “Molly.”
2. In the followers section, they see Jay Chym, whom they can remove from the followers list since they share the UVVP project with him.

A task in multiple projects from the perspective of the 2nd user:

1. In the task location, you can see the primary project and secondary assigned projects called “🚀 Marketing 🌵” and “🇬🇧 New Blogpost.”
   1. This means that User 1 does not have access to the “🇬🇧 New Blogpost” project, and
   2. User 2 does not have access to the “Event Management – Corporate Workshop” project because it is not visible in the assignment.
2. User 2 does not have access to the user Jay Chym because they cannot remove him from the followers, and they wouldn’t be able to add him either since he wouldn’t appear in the list.