You can create projects to gather all related boards in one area. There is no limit on the number of boards that can be in a project.
Who Can Access a Project
Projects are only for professional users and not for free users. There are 2 types of users that can access projects:
- Project members
- Team members (Administrators, Internal, and External users) that were invited to a project
- Limited Project access users
- Pro or free users that have been invited only to specific boards in the project
Limited Project Access
A user will have Limited Project access when a board that is inside the project has been shared with them but not the project itself. Then the project folder will be visible in their 'Boards' page, shown with a Limited Project access icon, located on the top left of the project.
The Limited Project access user will also be able to open the project folder, but will only see limited items in the project.
Inside a project, they will be able to see:
Boards that have been shared with them
Boards where they are @mentioned
Boards where they have tasks assigned to them
Other users in boards with allowed access
Project owner, project creation date, last change date
They will not see project members or other boards that they do not have access to.
How to Create a Project
You can create a project by clicking on the plus button next to Projects. This button is located in the left panel.
How to Add Project Members
To add your collaborators to a project, enter a project and click on the 'Share Project' button located at the top right. Start typing a name and select them from the drop down menu. You can add any user that is part of your contact list, or click on the "search in whole team" option to add a team member to a project. Users with pending invitations must first create their account before they can be added to a project.
Being added as a project member means:
- Access to all boards inside the project
- Can create boards inside the project
- Access to all new boards that are created or moved inside the project
- Will be notified of all activity in all boards within a project
Note: You can remove a project member's access to a specific board within a project via the board access management.
How to Set a Role to Each Project Member
When inviting a Project member, you can automatically set the role that the user will have within all boards in a project.
Before sending out the invitation via the Project members button, choose the specific role within the drop down menu next to Add project member.
If the user has already been invited to the project and you would like to change their role, access the 'Project members' dialog, and change their role within the drop down next to their name.
Note: Editors can change the roles of Reviewers or Readers. Please contact the Project Owner to change your own role within a project.
Working with a Project
Depending on what kind of user you are, you will have different capabilities when working with a project. The table of project access by user role will explain all permitted actions for each role.
How to Leave a Project
To leave a project, click on the Settings button located in the top left corner inside a project or by clicking the three-dot-menu in the bottom right corner of a project tile. Once the dialog box is visible, click the Leave project button at the bottom of the box. You will have to confirm a second time that you would like to leave the project.
You can also access the Project Members dialog, and then click on the 'X' that is located to the right of your name. Note: You will not be asked to confirm that you would like to be removed from the project.
After leaving a project, you will be a Limited Project access user. The project and the boards that you still have access to will be visible in your Boards page, but you will not be able to see other project members, any boards that you do not have access to, or any new boards created inside the project.
To completely remove a project from your Boards page, you must leave and then delete all boards in the Limited Project access.
Note: You have access to boards that have been shared with you, where you were @mentioned, or where you have tasks assigned to you.
How to Remove a Member From a Project
To remove an already added member from a project, you must enter a project and click the project members button. Then, click on the 'X' symbol next to the users name. Please note that only project editors and project owners can remove participants from a project. Reviewers can only remove themselves from a project, they cannot remove other participants.
Note: Removing a member from a project will not remove them from boards inside the project that they have created, where they are @mentioned, or have had tasks assigned to them.
How to Delete a Project
To delete a project, you must be the owner of the project. Also, all boards must be deleted or removed from the project in order to delete the project.
Once all boards have been removed or deleted, click on the Settings button and then click on the Delete button at the bottom of the dialog. You will have to confirm a second time that you definitely want to delete the project as this action is irrevocable.
How to Move a Board from a Project to Another Project
You can drag any board from a project to another project. Click on a board in your boards overview page, and drag it into a project. It is that easy!
You can also move a board from the Board Settings. Access the Settings by either clicking on the three-dot-icon next to the board name in the Project overview page and selecting Settings or by clicking on Settings via the Board menu in the top toolbar when inside the board.
Once the Settings dialog is open, click on the edit icon next to the project name to give you access to all your project folders. Choose one of the projects already created and the board will automatically be moved to the chosen project.
How to Remove a Board From a Project
To remove a board from a Project, access the Settings by either clicking on the three-dot-icon next to the board name in the project overview page and selecting 'Settings' or by clicking on 'Settings' via the Board menu in the top toolbar when inside the board.
Once the Settings dialog is open, click on the edit icon next to the project name to give you access to all your project folders. Then, choose 'Not part of a project" and the board will automatically be removed from the project. In you are the board owner, the board can now be found in your Boards page. If you are not the board owner, the board will be moved to the boards page of the board owner. Please note that you might no longer have access to the board in this case.
How to Delete a Board From a Project
You must be the owner of the board to remove it from the project. Access the Board Settings by either clicking on the Setting icon in the Project overview page or by clicking on Settings via the Board menu in the top toolbar when inside the board.
Once the Settings dialog opens, click on the Delete button located at the bottom of the dialog. You will have to confirm a second time that you definitely want to delete the board as this action is permanent.
How to Change the Owner of a Project
The owner of a project can transfer the ownership of that project to another project member.
Click on Settings at the top left, when you are on the project page. Then click the edit icon next to the project owner's name. Now you can select the new owner.
How to Duplicate a Project
Access the project settings and select 'Duplicate' under 'Options'.
How to Archive a Project
Archiving allows you to remove old or completed work from your boards overview page without losing it forever.
Access the project settings and select 'Archive' under 'Options'.
You have the same functions in the Archive page as you do in the Boards page.
You can easily search all archived content by using the search bar or by sorting your archived boards and projects into 3 categories:
- All: all boards and projects you can access
- Owned by me: only the boards and projects you have created
- Shared with me: only the boards and projects that have been shared with you
You can also view your archived projects in various ways. Click on the drop down menu in the top right corner and choose between viewing all content by last modified or in alphabetical order. With those two options, you can then view your boards as a list or as tiles.
How to Un-Archive a Project
If you would like to view a project that is archived, you can click on the board in the Archive page and view it as a Reader. To make any edits or changes to the boards in the project, you will first need to un-archive the project.
Hover over the project icon in the list of your archived items, and click on the settings icon. You will then be able to choose to un-archive the item by clicking on the Un-Archive button located at the bottom of the dialog box. The project will disappear from the Archive page and reappear in the Boards page.