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Projects Guide

The Projects area is the organizational level above tasks: it groups related actions toward a common goal, with an owner, due dates, participants, and overall progress. A project answers the question «who does what and when» on a structured initiative — product launch, client onboarding, marketing campaign.

What the Projects area is for

Projects let you:

• Structure work by initiative, each with its own tasks.
• Track progress via the completed/total task counter (e.g. 5/12) visible on the panel and in Kanban.
• Organize by Workarea — macro-categories such as Marketing, Sales, Operations — for an overview by business area.
• Coordinate teams with an owner, participants (stakeholders), and public or private visibility.
• Link to the CRM contacts, companies, and tickets via Connections.
• Analyze aggregated data in project reports.

Access it from the Projects page in the Activities menu. Project tasks are managed in the Tasks tab of the project panel or from the dedicated tasks guide.

Top bar of the Projects page

• Group by (Kanban): Workarea (default), Due date, Owner, Labels, Color (Premium).
• Filters (Premium): advanced filters modal.
• Actions: import/export, project archive, trash, edit columns (List).
• Views: Kanban | Cards | List (no dedicated Calendar — use due dates in Cards).
• Users / Teams: filter by owner or team.
• + Project: create a new project.

The project panel

Click a project title to open the side panel. With Premium, the Full page icon opens the page project full screen with a fixed Save button.

Panel header

• Checkbox: closes the project when all tasks are completed; if open tasks remain, clicking opens a guided close modal.
• Title: inline edit by clicking the text.
• Archived badge: visible if the project is in the archive.

Panel action bar

Same logic as tasks, with three priority levels (Low, Medium, High):

• Priority (flag): Low / Medium / High.
• Privacy (lock): Public or Private (visible to owner, participants, and mentioned users).
• Labels: see the Labels guide.
• Color: title and card background.
• Attachments: see the Attachments guide.
• Sticky notes, Copy link, Full page (Premium).
• Options (three dots): Clone, Move, Convert to task, Archive, Edit panel, Delete.
• + Create and connect: create linked entities (task, ticket, contact…) already associated with the project.

Options menu (three dots)

• Clone: duplicate the project; in the modal choose what to copy (checklist, attachments, connections, comments, child tasks if applicable).
• Move: transfer the project to another workarea or organization (if multi-org).
• Convert to task: converts the project into a single task; project tasks become checklist items in the new task.
• Archive / Restore (Premium).
• Edit panel (admin): project panel field layout.
• Delete / Restore: soft delete to trash.

Project panel tabs

• Data: title, workarea, owner, participants, dates, description, custom fields.
• Tasks: list of project tasks with counter (closed/total); create and manage tasks here. For operational details see the Tasks guide.
• Connections, Time: common guides in Related sections.
• Additional menu: Marketing, Integrations, Updates.

Workarea

Workareas are macro-categories for grouping projects: business functions (Marketing, Sales, HR), product lines, or any grouping useful to your team. In project Kanban the default view organizes columns by Workarea.

What they are for

• Visually separate projects from different scopes without mixing them on a single board.
• Filter and report by area (e.g. how many active projects in Sales vs Marketing).
• Assign a reference team to a workarea (optional in settings).

Creating a Workarea

1. Go to Project Settings → Workarea card, or directly to the Workarea page.
2. Click New workarea (limit based on your plan: Small, Medium, Large).
3. Enter a title and, if applicable, associate a team.
4. Save: the workarea appears in the list and as a column in Kanban.

Assigning a project to a Workarea

1. Open the project panel → Data tab.
2. In the Workarea field, select the desired category.
3. Save: the project appears in the corresponding column in Kanban (group by Workarea).

You can also drag a project between Workarea columns in Kanban to change assignment quickly.

Editing and deleting a Workarea

On the Workarea page, click the title to edit it or use the card actions (edit/delete). Deleting a workarea does not delete projects: they remain without an assigned workarea («No workarea» column in Kanban).

Related sections (common to multiple entities)

• Connections — link the project to clients, partners, tickets.
• Time — logged and estimated hours on the project (Premium).
• Labels — categorization and Kanban grouping.
• Attachments — project documents.
• Tasks — operational actions within the project.

Creating a project

1. Go to the Projects page.
2. Click + Project.
3. Enter the title (required).
4. In the Data tab: workarea, owner, participants, start/end dates, description.
5. In the Tasks tab add project tasks, or create them later from the tab or with + Task filtering by project.
6. Save the panel.

Main fields

• Workarea: macro-category of belonging.
• Owner: project point of contact.
• Participants (stakeholders): collaborators with visibility on the project.
• Dates: project start and due date.
• Description: goals and notes; mentions with @name.
• Visibility: Public (default) or Private.
• Priority: Low, Medium, High.

Editing a project

Single edit

1. Open the project panel.
2. Edit fields in the Data tab or use the action bar.
3. Manage tasks in the Tasks tab (open, create, close).
4. Save (inline in side panel, Save button in page project).

Closing and reopening

Checkbox next to the title: if all tasks are closed, marks the project as completed. With tasks still open, Mokapen offers to close them or proceed anyway. Click again to reopen.

Bulk edit (List, Premium)

1. Go to the List view.
2. Select projects with checkboxes.
3. Click Edit → set common fields (workarea, owner, dates…).
4. Confirm.

Deleting a project

Delete projects created by mistake or duplicate test entries. Prefer Archive if the project has tasks, logged hours, or connections you want to keep in history.

Single deletion

1. Open the panel → Options (three dots) → Delete (red item).
2. Confirm in the modal.

With Advanced Premium, the project goes to the trash (Projects page → Actions → Project trash). From there you can Restore or Delete permanently. If you open a project already in trash, a Restore / Delete permanently banner appears.

On the Free plan (without Advanced Premium), deletion is generally permanent immediately after confirmation, with no trash — check your organization's permissions.

Multiple deletion

1. List view → select projects with checkboxes.
2. Click Delete (red button) → confirm.

Archiving a project

The archive is the right choice for completed or suspended projects you want to keep in history without cluttering Kanban and Cards.

Archiving a single project

1. Open the panel → Options → Archive (Premium) → confirm.

Archiving multiple projects / viewing the archive

• Multiple: List view → select → Archive in the action bar.
• View: Projects page → Actions → Project archive.
• Restore: from the archive select and click Restore, or Options → Restore from archive on the single panel.

Archived projects do not appear in standard operational views but remain accessible from archive, connections, and historical reports.

Cloning a project

Single clone

1. Open the panel → Options → Clone.
2. In the modal select: checklist, attachments, connections, comments.
3. Confirm: the new project opens; update title and dates before using it operationally.

Multiple clone

1. List view → select projects → Clone → choose options → confirm.

Project views

Kanban (default)

Columns by Workarea by default. Drag-and-drop between columns to change workarea. Group by: Workarea, Due date, Owner, Labels, Color (Premium).

Cards

Projects sorted by due date; overdue or upcoming ones at the top. Each card expands the project's tasks.

List (Premium)

Table with configurable columns, search, bulk actions (Edit, Clone, Archive, Delete).

Filters

Filters modal (Premium), Users/Teams menu, search in List — same logic as tasks.

Project Settings

In Project Settings:

• Workarea: create and manage macro-categories (see Workarea section).
• Fields: custom project fields.
• Panel: project panel layout.
• List and columns: table view.
• Charts: report widgets.

Project Reports

The Project Reports section (Premium) summarizes projects you have access to based on role and organization permissions: you see only authorized records and fields. Use it for workload analysis, delays, and export — for day-to-day work use Kanban, Cards, and List.

• Dashboard: status, workarea, priority, team, owner, hours, labels.
• Report list: tabular analysis and export.
• Project Gantt (Premium): due date timeline.

Useful for workload by workarea, overdue projects, and resource distribution.