❓Data Hierarchy FAQ

Can tasks live outside projects?

Yes. Tasks can exist directly inside a workspace or folder without being assigned to a project. However, tasks outside projects do not roll up into project-level reporting or timelines.

When should I use a folder vs a project?

• Folder → Organizes work by theme, department, or taxonomy; contains projects, tasks, docs, or sheets.

• Project → Goal-focused container with a defined scope, schedule, and outcomes.

How do permissions differ across levels? Permissions are inherited downward:

• Workspace → applies to all content inside.

• Folder → applies to all projects, tasks, docs, and sheets inside.

• Project → applies to all tasks, subtasks, docs, and sheets inside. Direct sharing can override inherited rules.

Can I move items without breaking links?

Yes. Tasks, projects, docs, and sheets can be moved between folders or projects. Links and references remain intact, since they are tied to the item ID rather than its location.

Do completed items affect reporting and scheduling?

Yes. Completed tasks and subtasks remain visible in reporting views. They are excluded from active scheduling but roll up into project completion metrics.

Can I nest folders inside other folders?

No. Folders are a top-level container for projects only. Nesting folders would create complexity that makes search and permissions harder to manage.

Can tasks exist outside of a project?

No. Tasks always belong to a project. This ensures every task has context, metadata, and a clear place in the lifecycle.

What happens if I rename a folder or project?

Renaming updates everywhere automatically. Links remain intact, and permissions carry over — no need to re-share.

What’s the maximum depth of the hierarchy?

The deepest structure is: Workspace → Folder → Project → Task → Subtask. Subtasks cannot contain more subtasks.

If I archive a folder, what happens to projects inside?

Archiving a folder archives all projects, tasks, and subtasks within it. You can still search and reference archived items.

Can I link across folders or projects?

Yes. Tasks and docs can be linked across containers. This creates context without breaking the hierarchy.

Who can see metadata like due dates or owners?

Anyone with visibility into the object (folder, project, task) can see its metadata. Permissions scope what’s visible.