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.
Please note the following:
In Task List Projects, Task Duration, Start Date, and Finish Date fields default to blank (NULL) when creating new tasks. This gives users the flexibility to either leave them empty or populate them as needed.
You can also manage Tasks within a Kanban board, allowing you to easily update Tasks by moving them on the board.
You create Task List Projects similar to how Waterfall Projects are created, except that you are setting the Project Type to "Task List".
For Task List Projects, you can see, create and manage Tasks within the simplified Gantt or in a Kanban Board.
To create Tasks within the simplified Gantt, simply double click on a row and type in your Task. Pressing the return (enter) key on your keyboard moves you to the next row.
Click on the Save icon when finished. You may also press CTRL+S on your keyboard to invoke a save.
To create Tasks in the Kanban board, click on Create New Task.
Populate the details of the Task. Start and Finish Dates/Times are optional. Click on Save when finished.
Please Note:
When switching between Tabs, the page does not auto refresh. It is therefore recommended that you refresh the page to see the most recent updates in both Gantt and Kanban.
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 create 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 Tasks as complete, simply double-click on the checkbox for "Done" and check the box. When you click out of the checkbox, you will notice that Inspire Planner crosses out the Task.
When Tasks are marked as "Done", it automatically set % Complete to 100% and Status to "Completed. Although you do not see the Task Status or % Complete fields, you can still add them to the Gantt and use them.
This also means that although you do not need to populate Start/Finish Dates, Planned Effort, Budgeted/Actual Cost, etc. You can still choose to do so. You can also still utilize the Project Task Chatter & File Attachment option for Tasks.
You can also manage and update Tasks via the Kanban board.
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 in 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 Subject.
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.