Working with Projects and Tasks
Projects and tasks are how work gets executed in CX. Every repeatable workflow your firm runs — collecting year-end census data, onboarding a new client, filing a 5500, processing a distribution — is modeled as a project with tasks inside it.
Projects link to a company (or plan, or deal opportunity) and break the work into individual steps that can be assigned, tracked, automated, and reported on.
Before You Begin
You need at least default access to see projects where you're the lead or assigned to a task. For full visibility across all projects, you need View All Projects permission.
To create projects, you need the Create Projects permission.
View Your Projects
Click To Do in the left sidebar.
You'll see two tabs: Projects and Tasks. Start on the Projects tab to see all active workflows.
✓ You should see a list of projects with their name, status, linked company, project lead, due date, and task progress (e.g., "4 of 12 complete").
Use the filter bar to narrow by status (To Do, In Progress, Blocked, Overdue, Done), project lead, due date range, tags, source template, or linked company.
Create a Project Manually
From the To Do section, click + New Project.
First begin by selecting if this project should be created from a template, or if it should be created from scratch.
Enter a Project Name — for example, 2026 Census Collection — Greenfield Manufacturing.
Select the Linked Entity — the company and/or plan this project is for.
Set the Project Lead, due date, and any tags.
Click Create Project.
Add Tasks to a Project
Inside the project, click + Add Task.
Enter the Task Name — for example, Send census questionnaire to HR contact.
Set the Task Type: Internal Task (visible only to your team) or Client Task (visible to the client in the portal).
Assign the task to a team member or client contact, set a due date, and add instructions in the Notes field.
Click Save.
⚠️ Warning: Task type is permanent. Once a task is created as Internal or Client, it cannot be changed. Internal tasks are never visible to portal users. Client tasks always appear in the client's portal view.
Launch a Project from a Template
For repeatable workflows, templates save significant time:
Click Library in the left sidebar, then Project Templates.
Find the template you want to use — for example, Annual Census Collection.
Click Launch.
Select the target entity (company or plan), set the Project Lead, and review the pre-configured tasks. Override any assignees or due dates as needed.
Click Launch Project. The project is created with all tasks, automations, and required data fields from the template.
💡 Tip: You can bulk-launch a template across multiple companies at once. From the template, click "Bulk Launch," then apply filters to select your target companies or upload an Excel manifest. Each company gets its own independent project instance.
Complete Tasks
Open a task assigned to you.
Complete the required work. If the task has Required Data Fields (marked with an asterisk), you must fill them in before the task can be marked complete.
Click Mark Complete. If any required fields are empty, you'll see a validation error listing what's missing.
When a task is completed, any attached automations fire: CX might send an email to the client, invite a contact to the portal, launch a follow-up project, or log a timestamp to a plan record's custom field.
What Success Looks Like
You can create projects manually or from templates, add and assign tasks, and complete work with the confidence that automations handle the downstream actions. Your To Do view shows your real workload filtered by status, and you can track progress at both the project and task level.
Related Articles
Connecting Email and Communication Tools — send emails to clients directly from CX
Managing Project Templates — create reusable blueprints for your firm's workflows
Using Automations in CX — understand how automated actions trigger from task events
Next step: Connecting Email and Communication Tools →