Project Management
A complete PM suite — Kanban, Timeline, Tasks, Notes, Workflows, and Presentations, all AI-assisted.
What's Included
TotalApp's Project Management module is a full-featured suite of 8 interconnected screens. Every screen in the PM module shares the same underlying project data, so a task created on the Kanban board is immediately visible on the Timeline and in My Tasks.
Activate PM mode by clicking the mode chip in the header until it reads "PM", or select PM from Settings → My Apps.
Shared Data Model
All PM screens read from the same server-backed JSON store. There is no "sync" step — create a task on Kanban and it appears in Timeline and My Tasks within the same second.
PM Screen Guide
Kanban Board
Multi-project drag-and-drop board. Each project gets its own tab. Move cards between Backlog, To Do, In Progress, Review, and Done columns. The go-to screen for daily task execution.
Timeline
Gantt-style horizontal chart showing all tasks as time bars. Colour-coded by priority. Same project tabs as Kanban — switch between views without losing your place. Best for sprint planning and deadline visibility.
My Tasks
A personal task dashboard aggregating every task assigned to the current user across all projects. Filter by status (Active / Overdue / Completed) and sort by due date or priority.
My Notes
Tabbed markdown note editor with server-side persistence. Open multiple notes simultaneously, link them to projects, and ask the AI assistant to summarise or extract action items.
My Projects
Project directory listing all projects with status, task counts, deadlines, and team members. Add a new project, archive completed ones, or link related documents and notes.
My Workflows
Library of saved automation workflows built in the Workflow Editor. Run, duplicate, export, or delete workflows. The AI assistant can explain any workflow or suggest improvements.
My Presentations
Library of AI-generated slide decks. Open the presentation wizard to generate a new deck from a topic prompt, then view, edit, and export from this screen.
AI on Every Screen
Every PM screen has a built-in AI assistant panel. The panel knows your live data — your actual tasks, notes, projects, and workflows — so it can answer specific questions rather than giving generic advice.
How to Open the Assistant
Look for the "AI Assistant" tab anchored to the right edge of the screen. Click it to slide the panel open. A Sparkles icon marks the entry point on every PM screen.
Example Questions by Screen
| Screen | Example Prompts |
|---|---|
| Kanban | "Summarise the current sprint progress" · "Which tasks are blocking the release?" |
| My Tasks | "What are my top 3 priorities today?" · "List all overdue items" |
| My Notes | "Extract action items from this note" · "Draft a meeting agenda based on this" |
| My Workflows | "Explain what this workflow does" · "Suggest optimisations" |
| My Presentations | "Summarise the key slides" · "What audience is this deck aimed at?" |
Data Model
Understanding the PM data model helps you decide which screen to use for each task.
| Entity | Where Created | Shared With |
|---|---|---|
| Project | Kanban Board (new tab) or My Projects | All PM screens — the top-level container |
| Task | Kanban Board (card), My Tasks (quick add) | Kanban Board, Timeline, My Tasks |
| Note | My Notes (new tab) | Can be linked to a project; accessible from My Projects |
| Workflow | Workflow Editor (Developer Tools) | Saved to My Workflows; AI assistant has context |
| Presentation | Presentation Wizard (AI generation) | Saved to My Presentations; can be linked to projects |
Linking Notes to Projects
In My Notes, open a note's options menu and select Link to Project. The note will then appear in the project's related documents list in My Projects, giving teammates easy access to meeting minutes or design notes without leaving the PM context.
Project Assets — Every Linked File in One Modal
My Documents, My Writings, and My Knowledge sources can each be linked to a project. Open the ⋯ menu on any project row — in either My Projects or the Project Management Projects tab — and choose Project Assets to see every document, writing, and knowledge source linked to that project, contributed by any team member in your tenant, not just your own. Click any item in the list to open it directly in its normal viewer.
Getting Started
Follow this workflow to go from zero to a running project in under five minutes:
- Switch to PM Mode — click the mode chip in the header until it shows "PM".
- Create your first project — open Kanban Board, click the "+" tab button to add a project, type a name, and press Enter.
- Add tasks — click the "Add Card" button under any column, enter a title, assign it to a team member, set a due date, and choose a priority.
- Review the Timeline — switch to the Timeline screen (same tab appears). Adjust task durations by viewing the Gantt bars.
- Ask the AI — open the AI Assistant panel and ask "What should the team focus on this week?"