Shared projects
Shared projects are project rooms in business accounts. The tasks in a project room are visible to its members, and the ones you're involved in also appear in Tasks. The Shared projects section in the left-hand menu exists only in business accounts.
Beta
Project rooms are in beta. The details below may change.
Shared with me
The Shared with me list shows project tasks you own, created or follow, across all project rooms. The number next to the list is the count of open tasks. You can't create tasks directly here; choose a project first.
Below the list are the project rooms you're a member of. With more than five projects you get the Find a project … field. Choose a project to see My tasks in this project; the Open project room ↗ link takes you to the room with its chat, files, polls and decisions.
Create a shared project
- Click New shared project under Shared projects.
- Type a Name, for example Q4 launch, and click Create.
The project is created as a project room with you as owner. You add participants afterwards in the project room: open the Members tab, click Add member, choose a team member and click Add. Only the owner and lead can manage members. All project rooms at the bottom of the section opens the overview of your rooms.
Roles
What you can do with project tasks depends on your role in the project room:
| Role | Tasks |
|---|---|
| Owner, Lead | Create tasks, edit all tasks, set the Assignee |
| Member | Create tasks, edit tasks you're assigned to or created |
| Viewer | See tasks |
| External | Doesn't see tasks |
Tasks you can't edit open as read-only.
Create a project task
Choose the project and type in Write a task, just as for your own tasks. The task is visible to the project's members straight away; the heading reminds you of that with Shared with workroom members. You can also create project tasks from chat messages, polls and decisions in the project room — see From email, files and chat.
Set the assignee
Open the project task and choose from Assignee. The list shows the project's members, and Unassigned removes the assignment. If the field is locked, it says “Project policy controls who can change assignee.” Only the owner and lead can change it.
In the list, Unassigned is shown when nobody is assigned, Assigned when someone is, and Following when you've added the task to your own lists yourself. Under Context and details you see Assignee and In my tasks (Following or Assigned or created by you).
Shared and private in a project task
Some fields are shared with the project, others apply only to your view:
| Shared with the project | Your view only |
|---|---|
| Title, notes and checklist | List (Inbox, Today, Upcoming, Scheduled, Someday) |
| Due date | Kanban column |
| Assignee | Priority |
| Status (open or done) | Order |
The project's status is shown as badges on the task: Blocked and Waiting.
Hide a project task
If you don't want a project task in your lists, open it and click Hide from my tasks. The task stays in the project room. Project tasks are archived in the project room with Archive.
From the project room to Tasks
In the project room's Tasks tab, each task has an Open in Tasks link, which opens the same task in Tasks with the details showing. From Tasks you go the other way with Open project room.
Filter by source
Choose Mine or Project in the View menu to see only your own tasks or only project tasks in the Inbox, Today, Upcoming, Scheduled, Someday and Log lists.