Skip to main content

​
Overview

Knowlix Project provides comprehensive tools for managing ongoing work, coordinating teams, and tracking progress toward goals. Organize work into visual pipelines, assign tasks to team members, monitor profitability, and ensure projects stay on schedule and within budget. The module uses Kanban-style boards where work flows through customizable stages. Integrate with Timesheets for hour tracking, Sales for billing, Planning for resource scheduling, and Accounting for financial management. Whether managing client projects, internal initiatives, or recurring workflows, Knowlix Project adapts to your methodology while providing the visibility and control needed for successful delivery. 💡 Pro Tip: Ask Your Knowlix for project management: “Create a new project called Website Redesign” or “Show me all overdue tasks”
Did You Know? The word “Kanban” comes from Japanese and refers to the “visual board” management method widely used in lean manufacturing and agile software development.

​
Creating and Configuring Projects

Projects organize related work into focused workspaces with dedicated tasks, milestones, and resources.

​
Creating a New Project

To start a project:
  1. Navigate to Project module
  2. Click Create
  3. Enter a Project Name
  4. Click Create Project
The system creates a new project with a default Kanban board ready for tasks. 💡 Your Knowlix: “Create a project called Product Launch Q2”

​
Project Customization Menu

Access project settings and views through the dropdown menu on each project card. To open the menu: From the Projects dashboard, click the ⋮ (vertical ellipsis) on any project card. Menu sections: View:
  • Tasks: Open the project’s task board
  • Milestones: View project milestones
  • Project Updates: Create status snapshots
  • Documents: Access all uploaded files (also available in Documents module under Projects)
Reporting:
  • Analyze progress and profitability through graphs and statistics
Color:
  • Add a colored stripe to the left edge of the project card for visual identification
Settings:
  • Configure project details (explained below)
Additional options:
  • Mark as Favorite: Add the project to your favorites for quick filtering

​
Project Settings

Configure core project details and parameters. To access settings: Click ⋮ → Settings on the project card Configurable fields:
  • Name: Project title
  • Task Name: What tasks in this project are called (defaults to “Tasks”)
  • Customer: Client or stakeholder for the project
  • Tags: Labels for filtering and categorization
  • Company: Responsible organization (multi-company environments)
  • Project Manager: Employee leading the project
  • Planned Date: Expected project completion date
  • Allocated Hours: Total budgeted time for the project

​
Advanced Settings

The Settings tab on the project form provides additional configuration options that vary based on installed modules. Common settings:
  • Visibility and access control
  • Billing configuration
  • Integration with other modules (Sales, Timesheets, Field Service)
  • Email aliases for task creation
  • Worksheet templates (Field Service integration)
We’ll explore key settings in detail below.

​
Visibility and Collaboration

Control who can access each project and what level of access they have.

​
Visibility Options

To configure visibility:
  1. Open the project
  2. Navigate to the Settings tab
  3. Select a Visibility option:
Invited internal users only (Private): Only users following the project AND users with Project Administrator permissions can access the project and its tasks. All internal users: Every internal user (employees with Knowlix accounts) can access the project and all tasks. Invited portal users and all internal users (Public): Internal users have full access. Portal users (external customers) can only access tasks they’re following. This is the default setting. Use case examples: Private: Internal R&D projects, sensitive client work, confidential initiatives All internal users: Company-wide initiatives, resource libraries, shared tooling projects Public: Client-facing projects where customers track progress through the portal

​
Inviting External Users

Share project access with customers, contractors, or partners.
Requirement: Visibility must be set to “Invited portal users and all internal users (Public)”
To invite external users:
  1. Open the project
  2. Click Share Project at the top of the settings page
  3. Choose a sharing method:
Option 1: Public Link Copy the link displayed at the top and share it via email, chat, or documentation. Anyone with the link can view the project in read-only mode. Option 2: Direct Invitation
  1. Click Add a Line
  2. Select a Collaborator (must be a contact in your system)
  3. Choose an Access Mode:
    • Read: View tasks only
    • Edit with limited access: View and edit only tasks they follow
    • Edit: View and edit all tasks
  4. Check the box to send an email invitation
  5. Click Save
Revoking access: Click Share Project, then click the trash icon next to the user you want to remove.
Note: Internal users without project access can still view a task if someone shares the direct URL. For private projects, they must also be following the task.
💡 Client Transparency: Invite customers as collaborators with Read access. They can monitor progress without editing, improving communication and setting expectations.

​
Scheduling Activities

Plan follow-ups, meetings, and other time-based actions directly on projects. To schedule an activity:
  1. From the Projects dashboard, click the clock icon on a project card
  2. Click + Schedule an Activity
  3. Complete the activity form:
    • Activity Type: Call, Meeting, To-Do, etc.
    • Summary: Brief description
    • Due Date: When the activity should occur
    • Assigned To: Employee responsible
  4. Click Schedule or Save
Activity indicators: The clock icon changes based on scheduled activities:
  • Phone icon for scheduled calls
  • Group icon for meetings
  • Other icons for different activity types
Viewing scheduled activities: Click the activity icon to see all activities scheduled for the project. 💡 Recurring Activities: Schedule weekly status meetings, monthly reviews, or regular check-ins by setting recurring activities.

​
Customizing the Project Top Bar

Quick-access buttons provide instant navigation to related records without leaving the Project module.

​
Default Top Bar Buttons

Projects include a Tasks button by default. Add more buttons for records related to your project. To add buttons:
  1. Open a project (click the project card)
  2. Click the sliders icon in the top right
  3. A configuration bar appears above the search bar
  4. Click the sliders icon again in the configuration bar
  5. Select records to display:
    • Timesheets
    • Sales Orders
    • Invoices
    • Documents
    • Dashboards
    • And more (depending on installed modules)
  6. Click outside the menu to save
Selected options now appear as clickable buttons in the top bar. Using top bar buttons: Click any button to instantly view related records. For example, click Timesheets to see all time entries for this project. Click Tasks to return to the task board.

​
Creating Custom Top Bar Buttons

Build buttons that open filtered, grouped, or customized views tailored to specific workflows. To create a custom button:
  1. Click an existing top bar button to access a view (e.g., Timesheets)
  2. Customize the view using the search bar:
    • Add keywords
    • Apply filters
    • Set grouping options
  3. Click the sliders icon in the top bar
  4. Select Save View
  5. Enter a button name
  6. Enable Shared to make the button available to other users
  7. Click Save
The new button appears in the top bar, instantly opening your customized view. Example custom buttons:
  • “Unbilled Timesheets” (Timesheets filtered to not invoiced)
  • “Overdue Tasks” (Tasks filtered by deadline passed)
  • “This Month’s Invoices” (Invoices filtered by current month)
💡 Team Efficiency: Create shared custom buttons for common team views. Everyone accesses the same filtered data with one click.

​
Task Management

Tasks are individual work items tracked through your project pipeline.

​
Creating Tasks

Build tasks manually or automatically from emails and website forms. Manual task creation: From the project’s task board (Kanban view): Method 1: Click the + button in the top left (creates task in first stage) Method 2: Click the + next to any stage name (creates task in that stage) Method 3: Switch to List or Gantt view and click New Complete the quick-create form:
  • Task Title: Descriptive name
  • Assignees: Team members responsible
  • Click Add
Keyboard shortcuts for task creation: When entering the task title, use these shortcuts to set properties without opening the full form:
  • 30h: Allocate 30 hours (adjust number as needed)
  • #tagname: Add tags
  • @username: Assign to a user
  • !: Mark as high priority
Format: Task name [hours] [#tag] [@user] [!] Example: Design homepage mockup 8h #design @Sarah ! Creates a high-priority task titled “Design homepage mockup,” allocates 8 hours, adds the “design” tag, and assigns it to Sarah. 💡 Your Knowlix: “Create a task called Database Migration and assign it to John” or “Add a high-priority task for fixing the login bug”

​
Task Configuration

Click any task to open the full form with detailed configuration options. Core task fields:
  • Task Title: Name of the work
  • ⭐ (Star icon): Click to mark as high priority (icon turns yellow)
  • Project: Which project the task belongs to
  • Assignees: People responsible for completing the work
  • Tags: Custom labels for filtering and categorization
  • Customer: Client or stakeholder (appears on billable projects)
  • Sales Order Item: Link to sold service or product (billable projects only)
  • Allocated Time: Expected duration tracked via timesheets
  • Deadline: Due date. Once set, you can also add a start date to define the full timeframe
Quick editing from Kanban: Edit these fields directly on Kanban cards without opening the task:
  • Priority (star icon)
  • Allocated hours
  • Assignees
  • Status
Additional Kanban actions: Click the ⋮ (vertical ellipsis) on a card to:
  • Color code the task
  • Set a cover image
  • Access more options

​
Creating Tasks from Email

Automatically convert emails sent to a designated address into project tasks. To configure email task creation:
  1. From the Projects dashboard, click ⋮ → Settings on a project
  2. Open the Settings tab
  3. Configure Create tasks by sending an email to:
    • Alias (before @): Choose a name (e.g., support, help, tasks)
    • Domain: Your email domain (auto-filled in most cases)
    • Accept Emails From: Restrict which senders can create tasks
      • Everyone: Any sender creates a task
      • Authenticated Partners: Only existing contacts
      • Followers Only: Only users following the project
  4. Click Save
How email-to-task works: When someone emails the alias:
  • Subject line → Task Title
  • Email body → Description field
  • Sender → Customer field
  • Full email → Activity feed (chatter)
  • All recipients (To/Cc/Bcc) who are Knowlix users → Followers
Email alias visibility: The configured alias appears under the project name on the dashboard, making it easy to share with stakeholders. 💡 Use Case: Set up support@yourcompany.com to create tasks in your Support project. Customers email their issues, and tasks are automatically created and tracked.

​
Creating Tasks from Website Forms

Trigger task creation when visitors submit forms on your website.
Requirement: Website module must be installed
To configure a form:
  1. Navigate to the website page where you want the form
  2. Add a Form building block via the website editor
  3. Edit the form configuration:
    • Action: Select “Create a Task”
    • Project: Choose the target project
  4. Customize form fields as needed
  5. Publish the page
When visitors submit the form, a task is automatically created in the selected project with content mapped from form fields. Form field mapping: The form builder allows you to map form fields to task properties:
  • Form field “Name” → Task Title
  • Form field “Description” → Task Description
  • Form field “Email” → Customer
  • Custom fields → Notes or description
💡 Lead Generation: Create a “Request a Quote” form on your website that generates tasks in your Sales project. Never miss an inquiry.

​
Task Stages and Statuses

Stages and statuses work together to track task progress.

​
Task Stages

Stages are the columns in your Kanban board representing workflow steps. Default behavior: Knowlix doesn’t provide pre-set stages. Instead, you create custom stages matching your workflow when setting up a project. Creating stages: When you create a new project, you’re prompted to add stages immediately:
  1. Type a stage name in the Stage… field
  2. Click Add
  3. Repeat for all stages
  4. Click See Examples for inspiration based on common workflows
Common stage sequences: Software development:
  • Backlog → To Do → In Progress → Code Review → Testing → Done
Content creation:
  • Ideas → Drafts → Review → Approved → Published
Customer service:
  • New → Investigating → Waiting for Customer → Resolved → Closed
Sharing stages across projects: By default, stages are project-specific. Share stages across projects with similar workflows:
  1. Click the gear icon next to a stage name
  2. Select Edit
  3. In the Projects field, select additional projects that should use this stage
  4. Click Save

​
Editing and Managing Stages

To modify a stage: Click the gear icon next to the stage name to access: Fold: Hide the stage and all its tasks from the Kanban view (temporary, for decluttering) Edit:
  • Name: Change the stage title
  • SMS/Email Template: Auto-send notifications when tasks reach this stage
  • Folded in Kanban: Permanently fold the stage
  • Projects: Share the stage with other projects
  • Automations: Create custom triggers (e.g., add followers, create activities, send webhooks)
Delete: Remove the stage (tasks are not deleted, only the stage) Archive/Unarchive All: Bulk archive or unarchive all tasks in the stage

​
Task Statuses

Task statuses track progress within a stage. Unlike stages, statuses are fixed and cannot be customized. Available statuses: In Progress (default): Work is ongoing. This is the default state for all tasks. Changes Requested: Modifications are needed before proceeding. Could be customer feedback or internal review requests. Approved: Task is ready to advance to the next stage. Canceled: Task is no longer needed. Closes the task. Done: Work completed successfully. Closes the task. Status behavior:
  • Changes Requested and Approved clear when a task moves to a new stage (resets to In Progress)
  • Done and Canceled are independent of stages. Tasks with these statuses are closed regardless of which stage they’re in
  • Closed tasks can be reopened by changing the status
💡 Workflow Example:
  1. Developer completes coding (status: Approved)
  2. Task moves to Code Review stage (status resets to In Progress)
  3. Reviewer requests changes (status: Changes Requested)
  4. Developer makes fixes (status: In Progress)
  5. Reviewer approves (status: Approved)
  6. Task moves to Testing stage (status resets to In Progress)
  7. QA marks complete (status: Done)

​
Recurring Tasks

Automate creation of tasks that repeat on a schedule (weekly meetings, monthly reports, etc.).

​
Enabling Recurring Tasks

To activate the feature:
  1. Navigate to Project → Configuration → Settings
  2. Enable Recurring Tasks
  3. Click Save

​
Configuring Recurrence

To make a task recurring:
  1. Open an existing task
  2. Click the repeat icon next to the Deadline field
  3. Configure Repeat Every:
    • Frequency (daily, weekly, monthly)
    • Interval (every 1 week, every 2 weeks, etc.)
    • End condition (never, after X occurrences, by date)
  4. Click Save

​
How Recurrence Works

When a recurring task is marked as Done or Canceled, Knowlix automatically creates the next occurrence. New task properties: Copied from original:
  • Name
  • Description
  • Project
  • Assignees
  • Customer
  • Tags
Reset:
  • Stage (moves to first stage: New or equivalent)
  • Deadline (updated based on repeat frequency)
Not copied:
  • Milestones
  • Timesheets
  • Activity feed
  • Subtasks
Recurrence indicator: A smart button shows the total number of recurrences created for the task.

​
Managing Recurrence

To edit recurrence settings: Open the latest task in the recurrence chain. Changes apply to future occurrences only, not past tasks. To stop recurrence: Open the latest task and click the Recurrent button to disable repeating. 💡 Use Cases:
  • Weekly team standup tasks
  • Monthly billing review tasks
  • Quarterly performance review tasks
  • Daily backup verification tasks

​
Sub-Tasks

Break large or complex tasks into smaller, manageable pieces.

​
When to Use Sub-Tasks

Sub-tasks are valuable when:
  • Task is too large: Breaking it into smaller chunks makes progress more visible
  • Clear sequence exists: Work must happen in a specific order
  • Multiple assignees needed: Different people handle different parts
  • Cross-project work: Parts of the task belong in different projects
Terminology:
  • Parent task: Original task to which sub-tasks are attached
  • Child tasks: Sub-tasks belonging to a parent

​
Creating Sub-Tasks

To add sub-tasks:
  1. Open a task (the parent)
  2. Click the Sub-Tasks tab
  3. Click Add a Line
  4. Enter the Title
  5. Click the save icon to save
Inline editing: Edit sub-task properties directly in the parent’s Sub-Tasks tab without opening each sub-task:
  • Title
  • Priority
  • Status
  • Assignees
Click the sliders icon to add or remove visible columns. Parent task changes: When you add sub-tasks:
  • A smart button shows total sub-tasks and count of closed sub-tasks
  • Allocated Time displays parent task time plus all sub-task time combined
  • Timesheets tab includes time logged on parent and all sub-tasks

​
Sub-Task Details

Click View on a sub-task to open its full form. Sub-task forms are identical to regular tasks, with additions:
  • Parent Task smart button: Navigate back to the parent
  • Sub-Tasks tab: Create nested sub-tasks (sub-tasks can have their own sub-tasks)
  • Project field: Assign to a different project (sub-tasks don’t have to be in the same project as the parent)
Cross-project sub-tasks: Assign a sub-task to a different project to split work across teams while maintaining the parent-child relationship. Example: Parent task: “Launch New Website” (in Marketing project) Sub-tasks:
  • “Design homepage” (in Marketing project)
  • “Build backend API” (in Engineering project)
  • “Write content” (in Content project)
💡 Progress Tracking: The parent task smart button shows completion ratio (e.g., “3/5 sub-tasks done”). Monitor progress without opening the parent.

​
Task Dependencies

Ensure tasks happen in the correct order by defining dependencies between them.

​
Enabling Dependencies

To activate task dependencies:
  1. Navigate to Project → Configuration → Settings
  2. Enable Task Dependencies
  3. Click Save

​
Creating Dependencies

Link tasks to establish that one must complete before another can begin. Dependency terminology:
  • Predecessor task: Must be completed first (blocks other tasks)
  • Successor task: Blocked by predecessor tasks (cannot start until predecessors are done)
Method 1: From the task form
  1. Open the successor task (the one being blocked)
  2. Navigate to the Blocked By tab
  3. Click Add a Line
  4. Select the predecessor task(s)
  5. Click Save
Click View to open any predecessor task from this list. From the predecessor task, click the Blocked Tasks smart button to see all tasks waiting on this one. Method 2: From Gantt view
  1. Switch to Gantt view
  2. Hover over the predecessor task
  3. Dots appear around the task bar
  4. Click and drag a dot to the successor task
  5. An arrow appears showing the dependency

​
How Dependencies Work

When you create a dependency:
  • The successor task automatically gets status Waiting
  • The successor cannot be moved to In Progress until the predecessor is marked Approved, Canceled, or Done
  • The dependency arrow shows visually in Gantt view
Multiple dependencies: A task can have multiple predecessors. It remains blocked until ALL predecessors are complete.

​
Removing Dependencies

From task form:
  1. Open the successor task
  2. Go to the Blocked By tab
  3. Click the × button next to the dependency
  4. Click Save
From Gantt view:
  1. Hover over the dependency arrow
  2. A red × button appears in the center
  3. Click the × to remove the dependency
💡 Project Sequencing: Map out critical paths by linking dependent tasks. Identify bottlenecks and adjust resources to prevent delays.

​
Project Dashboard

Get a comprehensive overview of project status, milestones, profitability, and progress.

​
Accessing the Dashboard

Method 1:
  1. Open a project (click the card)
  2. Click the sliders icon in the top right
  3. Select Dashboard to add it to the top bar
  4. Click Dashboard to view
Method 2: From the Projects list, click ⋮ → Dashboard on a project card.

​
Dashboard Sections

The dashboard divides into two main areas: Left side: Project updates (status snapshots) Right side: Detailed metrics:
  • Totals smart buttons
  • Milestones
  • Profitability
  • Budgets
Note: Dashboard content varies based on installed modules. You won’t see Timesheets, Planning, or Purchase Orders if those modules aren’t installed.

​
Smart Buttons

Quick stats and navigation links at the top of the dashboard. Tasks: Shows completed vs. total tasks (e.g., “12/20”) and overall project completion percentage. Timesheets: Total hours or days allocated across all timesheets (validated and draft). Planned: Hours planned in shifts (from the Planning module). Includes past shifts and unpublished shifts. Documents: Count of documents in the project’s workspace. Burndown Chart: Opens a report showing task completion trends over time. Timesheets and Planning: Opens a comparison report of planned vs. actual work hours. Additional smart buttons:
  • Sales Orders
  • Sales Order Items
  • Purchase Orders
  • Invoices
  • And more (depending on linked records)
Using smart buttons: Click any button to open the related records and take action:
  • Click Timesheets to validate time entries
  • Click Documents to upload or approve files
  • Click Sales Orders to create invoices

​
Milestones

Visual checklist of major project goals.
Requirement: Milestones must be enabled in Project → Configuration → Settings
Creating milestones:
  1. From the dashboard, click Add Milestone
  2. Enter milestone details:
    • Title
    • Deadline
    • Tasks linked to the milestone (optional)
  3. Click Save
Managing milestones:
  • Click a milestone to edit it
  • Check the checkbox to mark it as reached
  • Click the trash icon to delete it
Milestone status colors:
  • Red: Past deadline
  • Green: Ready to mark as reached (all linked tasks are done/canceled)
  • Gray: In progress
💡 Milestone-Based Billing: Link milestones to sales orders for milestone-based invoicing. Bill customers when major project phases complete.

​
Profitability

Financial breakdown showing project costs vs. revenues.
Requirement: Only displayed for billable projects
The profitability section tracks: Revenues:
  • Timesheets (by invoicing policy: prepaid, based on timesheets, based on milestones)
  • Materials (products sold via sales orders)
  • Customer invoices
  • Subscriptions
  • Down payments
  • Reinvoiced expenses
Costs:
  • Timesheets (employee hourly costs)
  • Purchase orders
  • Materials (inventory cost of delivered products)
  • Expenses
  • Vendor bills
  • Manufacturing orders
  • Other analytic account costs
Amount columns:
  • Expected: Based on existing orders
  • To Invoice/To Bill: Work delivered, not yet invoiced
  • Invoiced/Billed: Confirmed invoices and bills
Click the arrow icon on any line to see detailed breakdowns.
Important: For records to appear in profitability, they must be linked to both the project AND its analytic account.

​
Budgets

Track project budgets if configured in the Accounting module.
Requirement: Budgets feature must be enabled in Accounting
Adding a budget: From the dashboard, click Add Budget to create a new budget and link it to the project. Budget details:
  • Total budget amount
  • Spent to date
  • Remaining budget
  • Budget vs. actual variance

​
Project Updates

Create periodic status snapshots to track project health over time.

​
Creating Project Updates

To create an update:
  1. Navigate to the project dashboard
  2. Click New
  3. Complete the update form:
Status:
  • On Track: Project proceeding as planned
  • At Risk: Potential issues identified
  • Off Track: Significant problems or delays
  • On Hold: Project paused
  • Done: Project completed
Progress: Manually enter completion percentage. Date and Author: Auto-filled with current date and the user creating the update. Description: Rich-text field for notes. May be pre-filled with current profitability, budget, and milestone data depending on project configuration.
  1. Click Save

​
Status Indicators on Cards

Once you save an update, the project’s Kanban card displays a colored status dot:
  • Green: On Track
  • Yellow: At Risk
  • Red: Off Track
  • Gray: On Hold
  • Blue: Done
Project managers can quickly identify which projects need attention. 💡 Status Meeting Workflow: Create project updates during weekly or monthly status meetings. Compare updates over time to identify trends in project health.

​
Best Practices

​
Create Realistic Project Structures

Don’t create a project for every tiny task. Projects should represent cohesive bodies of work that benefit from dedicated tracking.

​
Use Descriptive Stage Names

Name stages to reflect your actual workflow, not generic labels. “Awaiting Customer Approval” is better than “Review.”

​
Leverage Task Dependencies Strategically

Don’t over-use dependencies. Only link tasks with genuine ordering requirements. Too many dependencies create rigidity.

​
Set Milestones Early

Define project milestones during planning. They provide checkpoints for celebrating progress and course-correcting.

​
Keep Project Updates Regular

Schedule update creation (weekly or bi-weekly). Sporadic updates lose value for trend analysis.

​
Share Projects with Clients Thoughtfully

Public visibility improves transparency but consider whether customers should see all internal tasks or only customer-facing work.

​
Use Recurring Tasks for Predictable Work

Automate routine tasks like status reports, backups, or review cycles. Reduce manual task creation overhead.

​
Break Large Tasks into Sub-Tasks

If a task takes more than a week, split it. Sub-tasks improve progress visibility and make work feel less overwhelming.

​
Tag Strategically

Create a tag taxonomy. Too many overlapping tags dilute their value. Examples: Priority tags, Type tags, Department tags.

​
Review Profitability Regularly

For billable projects, check profitability weekly. Catch under-billing or budget overruns before they become problematic.

​
Need Help?

Ask Your Knowlix:
  • “Create a project called Mobile App Development”
  • “Show me all tasks assigned to Sarah across all projects”
  • “What’s the profitability of the Website Redesign project?”
  • “Add a milestone called Beta Launch due next month”
  • “Create a recurring weekly standup task”
  • “Mark all tasks in the Testing stage as Approved”
Contact Support: For questions about project configuration, profitability tracking, task dependencies, or advanced workflows, contact Knowlix support through the Help menu.