Project and Task Management
Manage project plans and track the individual tasks required to complete them.
How to use this solution
Use this solution as a lightweight project and task tracker. Everything is built from two connected business objects:
- Projects: Plan-level records for initiatives or customer engagements. Each Project holds its manager, schedule, budget, overall status, and Tasks.
- Tasks: Individual units of work under a Project. Each Task can be assigned, prioritized, scheduled, and tracked independently through completion.
Open a Project to see its Tasks inline as a live checklist. Tasks can also be listed and filtered across every Project.
How the solution is organized
The solution uses a master Project with child Tasks:
| Business object | What it represents | Relationship |
|---|---|---|
| Project | The high-level plan for an initiative or engagement | Master record containing the Project's Tasks |
| Task | An individual unit of work | Child record connected to one Project |
Project fields
| Field | How it is used |
|---|---|
| Project Number | Locked, automatically generated identifier in the format PRJ-# |
| Project Name | Required name of the Project |
| Project Manager | User responsible for managing the Project |
| Start Date | Date the Project begins |
| Due Date | Target completion date |
| Budget | Planned Project budget stored as currency |
| Status | Planning, Active, On Hold, Completed, Canceled, or Archived |
| Tasks | Child records displayed inline as a table on the Project |
| Comments | Threaded discussion on the Project record |
Task fields
| Field | How it is used |
|---|---|
| Task Number | Locked, automatically generated identifier in the format TASK-# |
| Task Name | Required name of the Task |
| Status | Not Started, In Progress, Blocked, Completed, or Canceled |
| Priority | Urgent, High, Medium, Low, or None |
| Start Date | Date work on the Task begins |
| Due Date | Target completion date |
| Completed Date | Date the Task was completed |
| Assigned To | One or more users responsible for the Task |
| Notes | Rich-text details about the Task |
| Comments | Threaded discussion on the Task record |
Getting started
1. Browse the sample Project
Open PRJ-1 - Warehouse Expansion to see a Project with Tasks in different states: In Progress, Completed, Not Started, and Blocked.
Use the sample to understand how the Project schedule, budget, status, priorities, assignments, and due dates work together.
2. Create your first Project
Add a Project and enter:
- Project name
- Project manager
- Start date
- Due date
- Budget
- Status of Planning or Active
3. Break the Project into Tasks
Add Tasks under the Project as the work is defined. Give each Task a Priority, Due Date, Status, and assignee so the work can be tracked independently.
4. Track the Project to completion
Update each Task's Status as work progresses. When all Tasks are Completed, update the Project's Status to Completed.
Example
The sample data includes the following Project:
| Project | Status | Schedule | Budget |
|---|---|---|---|
PRJ-1 - Warehouse Expansion | Active | Aug 4, 2026 through Jan 14, 2027 | $5,000.00 |
The Project contains four Tasks:
| Task | Status | Priority | Due date |
|---|---|---|---|
TASK-1 - Finalize warehouse layout | In Progress | High | Aug 7, 2026 |
TASK-2 - Obtain contractor estimates | Completed | Medium | Aug 14, 2026 |
TASK-3 - Approve construction plan | Not Started | Medium | Aug 21, 2026 |
TASK-4 - Relocate existing equipment | Blocked | Urgent | Aug 22, 2026 |
Open the Project to see all four Tasks in its Tasks table. You can also list and filter Tasks independently across every Project, such as all Blocked Tasks or all Tasks due this week.
Make it yours
This solution is a starting point rather than a fixed structure. Common extensions include:
- Add Views such as My Open Tasks, Overdue Tasks, and Active Projects so users do not need to create the same filters repeatedly.
- Add a Milestone child type when Projects require fixed checkpoints separate from individual Tasks.
- Add a workflow that notifies assigned users when a Task's Due Date approaches.
- Add a workflow that changes a Project's Status to Completed after every Task is Completed.
- Add Task-level costs and a budget rollup formula on the Project to compare actual costs with the planned Budget.
- Share a Project or a filtered View of its Tasks with an external stakeholder through a view-only portal without providing full workspace access.