Projects — advanced features

Projects group related tasks, files, emails, and notes under a single client engagement. This article covers the advanced features of the Projects app: the project list and Overview tab, workflow editing, duplicating projects, and lifecycle management (archive, cancel, delete).

Quick answer

Open Projects from the main navigation. Use process filter buttons and status filters to focus your list. Click any project to see its Tasks, Emails, Notes, Files, and Audit log tabs. Click Edit to open the workflow editor where you can add and rearrange tasks. Duplicate projects to reuse structure. Archive, cancel, or delete projects from the edit form.

Who can do this

• Company Owners and Company Admins have full access to create, edit, archive, cancel, delete, and duplicate projects.
• Company Members with Client Admin permission on a client can create and edit projects for that client.
• Company Members can view and work on tasks in projects they are assigned to.

The project list

The Projects main view has two tabs:

• Projects — table view showing every project with columns for name, client, status, progress, responsible person, and any custom fields you have enabled
• Overview — adds a Workflow state column giving a bird’s-eye view of how far each project’s tasks have progressed

Process filter buttons

Below the main tabs, process filter buttons group projects by category (for example, Audit, Tax return, Payroll setup). Each button shows a count of matching projects. Click All to remove the process filter.

Additional filters

• Status — Active, Completed, Cancelled, Archived. By default the list shows Active and Completed; adjust to include archived or cancelled projects.
• Client — filter by a specific client.
• Responsible person — filter by the assigned team member.
• Custom fields — any custom project fields can also be used as filters.

Save your current filter combination as a bookmark for quick access later.

Inside a project — tabs

Click any project row to open the project view. Five tabs organize the project’s content:

• Tasks — all tasks in this project, grouped by workflow position
• Emails — communication history linked to the project (emails from the email integration appear automatically)
• Notes — internal notes for meeting minutes, decisions, or anything that does not belong in a task
• Files — all files uploaded to the project, including attachments from tasks, notes, and emails
• Audit log — chronological record of every change to the project: status changes, field edits, task updates

Edit a project’s workflow

From the project view, click Edit to open the workflow editor. The editor has two areas:

• Template sidebar (left) — browse workflow templates or copy tasks from other projects. Check/uncheck templates to add or remove their tasks from the current workflow.
• Task table (right) — all tasks in the project. Click any row to open the task dialog and set title, assignee, deadline offsets, checklists, and dependencies.

Caution

Project tasks do not support recurrence. Recurrence is only available on standalone client workflow tasks. If you need a task to repeat, it should be a client task, not a project task.

Click Add task above the table to create tasks manually. Click Confirm workflow to save.

Duplicate a project

To reuse a project’s structure for a new engagement, click the Clone action from the project view. Uku creates a new project pre-filled with the same workflow tasks. The new project opens in the creation form where you can rename it, assign a different client, and adjust fields before saving.

Archive, cancel, and delete projects

From the project edit form, three lifecycle actions appear at the bottom:

• Archive — removes the project from the active list but preserves all data. Use Restore to bring it back.
• Cancel project — marks the project as cancelled. Click Activate to reverse this.
• Delete — permanently removes the project. This action cannot be undone.

Troubleshooting

Cannot find a project in the list

Check your status filter. By default only Active and Completed projects are shown. If the project was archived or cancelled, add those statuses to the filter.

Tasks are not appearing in a project after editing the workflow

Confirm you clicked Confirm workflow. Changes in the workflow editor are only saved when confirmed.

Recurring tasks cannot be added to a project

Project tasks do not support recurrence. If you need recurring work associated with a client, create a client workflow task instead.

Delete option is not visible

Only Company Owners and Company Admins can delete projects. Company Members with Client Admin access can archive but not delete. Ask a Company Admin to perform the deletion.