Projects in Flow are key to organizing your team's work. Here's how to create them, with privacy in mind, and edit their details to keep them up to date.
Projects are perfect for organizing tasks related to the same initiative and make your Flow teams easier to navigate. You can use projects for structuring work that involves multiple teams or teammates and for tracking ad-hoc tasks related to a similar outcome.
Creating a project
To create a new project, click the v next to the +Task button in the top right corner of the app and select “New Project” from the dropdown.
Note: You can also click the + next to any group name on the Team dashboard, which you can access by clicking the Projects icon in the navigation bar or clicking a Team name in the Project sidebar.
- First, name your project. We recommend a short but descriptive name that's illustrative of the tasks you'll be creating in it. The project will create in the team you’re currently viewing by default, but you can change this by clicking on the Team name below the Project name field.
You can also enable Default Sections, which will automatically populate your list with To Do, In Progress, Needs Review and Done sections. If you want your tasks go through an approval process before they can be completed, this is a great way to save yourself some time. You can learn about other ways to use sections here. Click Next to continue.
- On the next page you'll have the option to select a colour for your project. Simply choose the colour and click Next. Adding a colour not only brightens up the project, but can also be used to link projects to a specific department (for example, all Marketing projects could be Blue and all Sales projects could be Plum) or to indicate priority, progress, or anything else that makes sense to your team. If you don’t select a color, it will default to Grey. You can read more about setting project colours here.
- Next, select your default project view. The List view will arrange your tasks and sections (if added) vertically, while column view will display them in a horizontal timeline with your tasks shown as cards. You can read more on using the column view here.
- Finally you'll set who has access to the project: Everyone in the team, Only you, or only specific people who you'll invite manually. Please note that private projects are only available as part of our Plus and Pro plans.
Automatic access to a shared project depends on whether the team is locked or unlocked. If locked, adding General and Limited team members to your project will add them as team Guests by default. If the Team is unlocked and you invite a General organization member to a private project, they will be added as a Member and can make changes to the project. If you invite a Limited organization member to an unlocked team, they will be added as a Guest, preventing them from making any changes to the project.
Tip: You can tell if a team is locked on the Teams page if there is a lock icon next to the name. Private teams are part of our Plus and Pro plans.
If you choose “Only specific people”, you'll be taken to a screen where you can either enter the names of users who already belong to your organization/team or you can enter new users' email addresses to invite them to the project as a guest.
- Once you've made your selection click "Create Project" to save. This will drop you in your new project so you can start creating tasks.
Editing your project
If at any point you want to change who your project is shared with, just click the Details button at the top of the project view. You can also click the ‘…’ on the top right side of the project to view more options.
In the Details pane, you can change the project timeline, edit the default sections, change the privacy settings, and add notes & files to the project. You can also add and remove additional users, if the project is invite-only/private.
In the “…” menu, you’ll find options to rename the project, share it, set a new colour, and pin it to your sidebar. You’ll also find more substantive editing options, like Duplicate, which you can learn more about here, as well as importing and exporting and archiving and project deletion.
You can also invite guests to your project by clicking Add People. You can also invite General members by clicking this link. Just enter their name or email address into the field that appears in the Invite Members dialog, select their role type, i.e. Guest, Member or Admin, and click “Add members”.