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Managing Projects and Tasks

ZeyOS separates larger delivery structures from individual work items. Projects provide the overall container, while Tasks are the formal work packages that belong to a project or stand on their own.

Live projects overview
Live projects overview
Live tasks overview
Live tasks overview

Projects vs Tasks vs Action Steps​

  • Project = the overall initiative, customer engagement, or internal work package
  • Task = the formal work item with assignee, status, and planning data
  • Action Step = the smaller operational follow-up item documented separately in Action Steps

What You See in Projects​

The live Projects list includes fields such as:

  • Name
  • Project No.
  • Status
  • Progress
  • Planned effort
  • Actual effort

The live filters distinguish between project drafts, open projects, cancelled projects, and completed projects.

What You See in Tasks​

The live Tasks list includes fields such as:

  • Name
  • Task No.
  • Editor / Assignee
  • Main reference
  • Project
  • Account

The live filters distinguish between task drafts, open tasks, cancelled tasks, and completed tasks.

Typical Workflow​

  1. Create the project if the work needs a shared container.
  2. Add the formal tasks required to deliver the work.
  3. Link the tasks to the relevant project, account, or reference record.
  4. Use Action Steps for smaller follow-ups that sit under broader work.
  5. Use Tickets if the work originates from support or service communication.

When to Start with a Project​

Start with a project when the work has multiple deliverables, multiple people, or reporting needs. Start with a task when one accountable work item is enough. Add an action step when the follow-up is real but smaller than a full task.

When Teams Need More Clarity​

The most common confusion points are:

  • creating a task when a project would provide better structure
  • using tickets for internal work that should really be a task
  • treating action steps like full tasks instead of smaller execution items

Best Practices​

  • Use projects for initiatives that contain multiple deliverables or require reporting.
  • Keep task names operational and specific.
  • Use projects and tasks together when you need both planning context and execution detail.
  • Separate internal delivery work from external service cases by using tickets where appropriate.