My Projects

Overview

My Projects is the top-level directory of all projects you have created in TotalApp. Each project entry shows the project name, current status, member count, and creation date. From here you can create new projects, navigate to a project's Kanban board or Timeline, and ask the AI assistant questions about your entire project portfolio.

Creating a Project

Click New Project in the top-right toolbar. The form collects:

• Name (required) — the project display name. Visible in the Kanban tab bar and Timeline tab bar.
• Key — a short code (auto-derived from the name, editable) used as the prefix for task IDs, e.g. MOB-1, MOB-2.
• Status — Planning, Active, On Hold, or Done. Defaults to Planning.
• Priority — Low, Medium, or High.
• Target Date — an optional estimated completion date, picked from a native date picker.
• Category — a free-text label (e.g. "Engineering", "Marketing"). As you type, TotalApp suggests categories already used by other projects so naming stays consistent across the portfolio.
• Accent colour — the colour used for this project's tab indicator in Kanban and Timeline. Choose a colour that helps differentiate projects visually when multiple tabs are open.
• Default column set — choose a starting template: Standard (Backlog / To Do / In Progress / Review / Done), Minimal (To Do / In Progress / Done), or Custom (start with no columns).
• Initial members — pick team members from the employee list to assign to the project at creation time. The creator is pre-selected automatically, and an All Members checkbox lets you select or deselect everyone at once.
• Description — optional text describing the project's scope or objective.

The Save button is disabled until the Name field contains at least one non-whitespace character.

Project Navigation

Click any project row to expand it and reveal quick-navigation buttons:

• Kanban — opens the Kanban Board with this project's tab selected.
• Timeline — opens the Timeline view with this project's tab selected.

These buttons take you directly to the right view and project tab without requiring you to manually switch screens and locate the correct tab.

Project Assets

Every project can accumulate linked Documents (My Documents), Writings (My Writings), and Knowledge Sources (My Knowledge) from across the team. Project Assets is the single view that brings all of them together for a given project.

Opening Project Assets

1. Find the project row in the table (no need to expand it).
2. Click the ⋯ menu at the right edge of the row.
3. Choose Project Assets.

A modal opens showing three filterable tabs — All, Documents, Writings, and Knowledge — each listing the items linked to that project, with the contributor's name and link date next to every entry. Click any row to open it directly in its normal viewer (Document Viewer, Writing Viewer, or Knowledge Preview) without leaving the modal.

The same ⋯ → Project Assets action is also available on project rows inside Project Management → Projects, so you can reach the identical view from either screen.

Project History

Every project keeps a full audit trail of what happened to it and who did it. Open it from the ⋯ menu on any project row → History.

The History panel lists events newest-first, each showing who performed the action, what changed, and exactly when:

• Created — who created the project and when.
• Status changed — every transition between Planning / Active / On Hold / Done, showing the previous and new status.
• Owner assigned — every time the project's owner/lead was (re)assigned via ⋯ → Assign.
• Member added / removed — when a team member was added to or removed from the project, including the initial members picked at creation time.
• Deadline changed — every time the Target Date was set, changed, or cleared via ⋯ → Set Deadline.

Project Status

Each project has a status that helps the team communicate its overall health:

• Planning — not yet started, still being scoped.
• Active — ongoing work, visible in all filters by default.
• On Hold — temporarily paused. Still visible but clearly flagged.
• Done — work finished. Kept for reference but excluded from active filters.

Change a project's status from the ⋯ row menu → Set Status, or from within the project's Kanban/Timeline view. Every status change is recorded in the project's History, along with who made the change and when.

AI Assistant

The AI assistant panel for My Projects understands your full project portfolio — names, statuses, member counts, creation dates, and relations between projects. Example prompts:

Archiving vs Deleting

When a project is no longer actively worked on but you want to preserve its history:

• Archive — the project disappears from the default list view but all data (tasks, members, history) is preserved. The project still appears when you filter by "Archived" status. Archiving is reversible — you can set the status back to Active at any time.
• Delete — permanently removes the project and all its associated tasks, columns, and linked artefacts (reports, workflows, presentations linked to this project). This action cannot be undone. A confirmation dialog is shown before deletion proceeds.

My Boards AI Assistant

The AI assistant for My Boards analyzes your project kanban boards to identify blockers, forecast completion dates, detect risks, and provide executive summaries. It understands card status, assignments, aging tasks, and board velocity to give you actionable insights about board health.

Board Analysis & Risk Detection

• Blocker Identification — spots cards stuck in "In Progress" or "Review" for too long, indicating potential bottlenecks or blocking dependencies.
• Aging Task Detection — flags tasks that have been open longer than expected relative to similar work items, suggesting they may need attention or re-prioritization.
• Team Workload Balance — analyzes card distribution across team members to identify if anyone is over or under-loaded.
• Velocity Insights — tracks how many cards your team typically completes per week and forecasts when current work will finish.
• Risk Scoring — rates each card's risk level based on complexity, assignee experience, and historical similar work patterns.

How to Use It

Open the AI Assistant panel from the right edge of My Projects. Select one or more boards you want to analyze, then ask your question. The assistant reads the current board state, card history, and team assignment patterns. Use it for quick health checks before standups or for deep analysis to plan sprints.

Example Use Cases

• "Give me a weekly standup summary for [Project Name]"
• "Which cards are blocking other work?"
• "Who is overloaded? Who has capacity?"
• "Predict when we'll complete current work based on our velocity"
• "What are the top 3 risks on this board?"
• "Show me cards that have been in progress for more than 3 days"

My Goals AI Assistant

The AI assistant for My Goals (OKRs and objectives) tracks goal progress, identifies at-risk goals, and provides regular health checks on your strategic objectives. It understands goal status, key results, progress metrics, and team alignment to help you stay on track to deliver strategic outcomes.

Goal Tracking & Strategic Alignment

• At-Risk Goal Detection — automatically identifies goals that are off-track or at risk of missing their deadline based on current progress.
• Progress Forecasting — estimates whether each goal will be achieved on time given current velocity and remaining time.
• Dependency Analysis — identifies which goals depend on the successful completion of other goals or projects.
• Team Goal Alignment — shows how individual goals connect to larger organizational objectives.
• Quarterly Reviews — generates automated summaries of goal achievement, wins, and lessons learned at quarter end.

How to Use It

Open the AI Assistant panel from the right edge of My Projects. Ask about your goals for the current quarter, select specific goals to analyze, or request a portfolio-wide health check. The assistant reads your goal metrics, milestones, and associated project data to provide insights.

Example Prompts

• "Which of my Q3 OKRs are at risk of missing targets?"
• "What's my overall goal progress for this quarter?"
• "Identify goals that are blocking each other"
• "Which goal has the most momentum?"
• "Predict which goals we'll achieve and which need re-planning"
• "Generate a quarterly goal review report with wins and learnings"

Frequently Asked Questions