Last Modified On: May 22, 2025
Task List Projects refer to a simplified project structure where project work is organized as a flat list of tasks, rather than a complex hierarchy with dependencies. Task list projects are ideal for straightforward, checklist-style projects.
Task List projects are suitable for smaller, short-term projects. Common use-cases include internal checklist items, onboarding task management, or marketing campaigns.
Like Waterfall projects, Task List projects also support the use of templates, allowing teams to quickly create standardized sets of tasks for recurring workflows—saving time and ensuring consistency across projects.
Please note the following:
You can also manage tasks using the Kanban Board, making it easy to update task progress by simply dragging and dropping tasks between columns.
You create Task List Projects similar to how Waterfall Projects are created, except that you are setting the Project Type to "Task List".
Enter a name for the project in the Project Name field. You can also fill in any additional project details as needed. When you’re ready, click Save.
To apply a template, use the Project Template lookup field to search for and select the desired template.
For Task List Projects, you can view, create, and manage tasks using either the simplified Gantt view or the Kanban Board—whichever suits your workflow best.
To create tasks in the simplified Gantt view, just double-click a row and start typing your task. Pressing the Enter key will automatically move you to the next row for quick, continuous task entry.
When you’re finished, click the Save Project icon. You can also press Ctrl + S on your keyboard to save your changes quickly.
To create Tasks in the Kanban board, click on Create New Task.
Fill in the task details. Start and Finish Dates/Times are optional. When you’re done, click Save to add the task.
You can also create a new task by clicking the Create New Task button at the bottom of any status column. Enter the task details and click Save—the task will be added directly under the status column where it was created. For example, if you create the task under the In Progress column, it will be saved with a status of In Progress.
Please Note:
When switching between tabs, the page does not automatically refresh. To ensure you’re viewing the most up-to-date information in both the Gantt and Kanban views, it’s recommended to manually refresh the page.
Tasks can be assigned to Resources from either the Project Gantt or from the Kanban Board.
Similar to Waterfall Projects, you can still manually assign Tasks one at a time or you can auto-assign Tasks using Project Teams & Roles. When Task are assigned, it also still creates an equivalent Salesforce Task. Assigned resources can complete their Tasks from Salesforce Tasks or directly from the Project (if given editing permissions to the Project).
You can refer to these help articles that walk you through how to assign Tasks:
To be able to assign tasks in Kanban, you will need to add your resources as Project Team members first.
Tasks can be managed from either the Project Gantt or the Kanban board.
Since Task Lists are meant to be simpler, the Gantt only displays a few columns as a default.
Like Waterfall Projects, you can still continue to enjoy the range of features available within the Project Gantt such as:
To mark a task as complete, just check the “Done” box. This will automatically:
Cross out the task subject
Set the task status to “Complete”
Update the % Complete to 100%
This makes it easy to visually track completed work at a glance.
By default, the Status and % Complete columns are hidden—but you can easily show them. Just right-click on any column header, select Columns, and choose the fields you’d like to display.
Additionally, while fields like Start/Finish Dates, Planned Effort, Budgeted/Actual Cost, etc., are not required, you still have the option to populate them if needed.
You can also continue to use Chatter and file attachments.
You can also manage and update tasks in the Kanban view.
The Kanban board references your Project Task Status picklist and displays each status as a column.
To update the status of a Task, simply drag and drop it under the appropriate Status column.
At the bottom of each task card are icons that perform different actions.
On top of the Kanban board, you will find different options for filtering.
If you would like to be able to search for tasks using Task Keys, you will need to populate a Project Key on the Project Detail page. The Project Key needs to be unique. Task Keys are used as an easy way to reference Tasks instead of using Task IDs or Task Subjects.
You may also choose to group tasks by assignment.
When Tasks in a Task List Project are assigned to a resource, an equivalent Salesforce Task is still created. Resources can therefore still continue to update their Salesforce Tasks instead of going directly to the Project.
For more information on how Inspire Project Tasks and Salesforce Tasks integrate and synchronize, please see Inspire Planner Project Tasks and Salesforce Tasks
From the Salesforce Task, resources update the Task Status using the Status picklist. When the Salesforce Task is set to "Complete", then the Inspire Project Task will also update to "Complete" (unless there are multiple resources assigned, in which case it will wait until all related Salesforce Task are completed). When the Inspire Project Task is complete, then "Done" will automatically be set to TRUE.