Discover how specialized fields streamline project and task management, improving organization, clarity, and efficiency at every stage.
Plan Availability | All plan types |
Permissions | General access, Solution Creators, Administrators |
Related Reading |
Overview
This guide outlines how SmartSuite’s project management field types help streamline tasks and projects. Whether you're assigning tasks, tracking progress, or managing deadlines, these fields ensure your team stays organized and productive.
How Certain Fields Help You Manage Projects and Tasks
Assigned To
The Assigned To field allows you to assign a record within a table to one or more members.
Assigned records:
Display in assigned members' "My Work" panel when linked to a Status field.
Trigger Notifications to members.
Are easily used in Automations to support process workflows.
Roll up in Saved views to filter, sort, or craft personal views of assigned work.
Due Date
The Due Date Field helps you keep everything running smoothly by displaying due dates.
Use cases include:
Indicating if a task or project is complete.
Highlighting whether tasks are behind schedule.
Supporting workflow management with visible timelines.
Duration
The Duration Field helps you better manage timelines and team bandwidth.
Benefits of using Duration include:
Visualizing task timelines clearly.
Estimating the effort required for specific tasks.
Balancing team workloads effectively.
Percent Complete
Monitor progress with the Percent Complete Field to ensure tasks stay on track.
Features include:
Providing team updates on progress.
Offering a clear view of how close tasks are to completion.
Checklist
Use the Checklist Field to create collaborative to-do lists.
Features include:
Adding and managing default checklists easily.
Keeping tasks organized with detailed to-dos.
Enhancing collaboration through shared lists.
Time Tracking Log
Track work performed and time spent with the Time Tracking Log Field.
Use cases include:
Recording who worked on tasks and for how long.
Supporting accurate time tracking for billing or analysis.
Enhancing accountability and transparency.
Status
Track the overall status of tasks with the Status Field.
Key functionalities:
Offering a real-time view of task statuses.
Simplifying project monitoring for stakeholders.
Status & My Work
When a Status field is associated with an Assigned To field, it enables task management for records in your table
Links with Assigned To for task tracking.
Can reference Due Date for deadline monitoring.
You can add multiple Status fields to your table, along with separate Assign To fields. Enables tracking of multiple tasks within a workflow by using separate Status Fields.
Example: A marketing workflow can have:
Content Creation tracked with its own Assigned To, Status, and Due Date Fields.
Approval Process tracked separately with its own fields.
Practical Use Cases and Scenarios
Scenario: A project manager needs to delegate tasks to team members and ensure accountability.
Solution: Use the Assigned To field to assign tasks to specific team members. Team members can view their assigned tasks in their "My Work" panel, receive notifications for due dates, and update the status to keep the workflow transparent.
Scenario: A marketing team is launching a campaign and needs to manage deadlines effectively.
Solution: Utilize the Due Date field to assign deadlines to each campaign task. Combine it with the Assigned To field to ensure team members are aware of their responsibilities and timelines.
Scenario: A cross-functional team is working on a long-term project and needs to track progress.
Solution: Use the Percent Complete field to provide regular updates on project progress.
Make the most of these fields to enhance project and task management in SmartSuite.