Managing projects with Project Workspace

---
title: Managing projects with Project Workspace
description: Use the features of Project Workspace to plan and manage your project.
locale: en-US
canonical_url: https://www.servicenow.com/docs/r/australia/it-business-management/project-workspace/use-projects-pw.html
release: australia
product: Project Workspace
classification: project-workspace
topic_type: concept
last_updated: "2026-09-29"
reading_time_minutes: 14
breadcrumb: [Project Workspace, Project Portfolio Management, Strategic Portfolio Management]
---

# Managing projects with Project Workspace

Use the features of Project Workspace to plan and manage your project.

\[Omitted image "project-workspace-homepage.png"\] Alt text: project-workspace-grid-view

\[Omitted image "project-workspace-listview.png"\] Alt text: project-workspace-list-view

Project managers can now edit the project details directly from the list view using the inline edit feature. The homepage contains the following UI components to help you navigate through the workspace.

<table id="table_t11_fpz_hsb"><thead><tr><th>

Feature

</th><th>

Description

</th></tr></thead><tbody><tr><td>

Grid view of projects \(\[Omitted image "grid-view-homepage-icon.png"\] Alt text: grid view of projects.\)

</td><td>

Opens the project in grid view or card view.

</td></tr><tr><td>

List view of projects \(\[Omitted image "list-view-homepage-icon.png"\] Alt text: list view of projects.\)

</td><td>

Opens the project in list view.

</td></tr><tr><td>

My Projects

</td><td>

This section displays all the projects that you own, including subprojects.

</td></tr><tr><td>

All Projects

</td><td>

This section displays all projects in the system.

 All projects include projects from customer projects, team spaces, and audit.

</td></tr><tr><td>

Projects

</td><td>

This section displays only projects.

</td></tr><tr><td>

Subprojects

</td><td>

This section displays only subprojects.

</td></tr><tr><td>

Project cards

</td><td>

Each project is represented by a project card.

 These cards display high-level details, such as the project name, status, planned dates, and the manager that the project is assigned to.

</td></tr><tr><td>

Project search

</td><td>

Option to search for projects by name or by the user it’s assigned to.

</td></tr><tr><td>

Filter

</td><td>

Option to apply filters on the homepage. The filter preferences that you choose are retained in the filter criteria.

</td></tr><tr><td>

Refresh

</td><td>

Reloads the homepage.

</td></tr><tr><td>

Create from template

</td><td>

Option to create a project from template.

</td></tr><tr><td>

New

</td><td>

Option to create a project.

</td></tr></tbody>
</table>## Lists in Project Workspace

Lists view provides a single place to view, filter, sort, and manage project, RIDAC, program, and portfolio records in Project Workspace.

Select the **Lists** icon on the left navigation bar to open this view, and use the left panel to browse by category.

Lists are organized into two tabs. The **Default lists** tab displays standard, default lists, such as **Projects**, **Project RIDAC**, and **Programs and portfolios**. The **My lists** tab displays lists that you personalize or save for quick access.

The following table describes the key elements of the **Lists** view.

|Feature|Description|
|-------|-----------|
|Navigation panel|Browse lists by category, such as **Projects**, **Project RIDAC**, and **Programs and portfolios**.|
|Default lists|Displays standard, default lists for projects, RIDAC records, programs, and portfolios.|
|My lists|Displays lists that you personalize or save for quick access.|
|Search|Search for records based on project names or project number.|
|Filter|Option to define a filter condition the list using column-level operators, such as contains, starts with, or on, along with a value to view custom required projects.|
|Sort by|Option to sort the list based on the required fields.|
|Group by|Option to group the list records by an attribute.|
|Export|Option to download or email the list as Excel, CSV, json, or PDF files.|
|New|Option to create a project.|
|Refresh|Reloads the list and displays the time of latest refresh.|

## Planning header

The header displays the project name and provides the following various options.

<table id="table_qrt_q13_gtb"><thead><tr><th>

Name

</th><th>

Description

</th></tr></thead><tbody><tr><td>

Edit project details \(\[Omitted image "icon-edit.png"\] Alt text: Edit icon.\)

</td><td>

Opens the project details in the side panel to edit.

 See [Create a project from Project Workspace](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/it-business-management/project-workspace/create-project-from-project-workspace.md).

</td></tr><tr><td>

Activity \(\[Omitted image "icon-activity.png"\] Alt text: Activity icon.\)

</td><td>

Facilitates conversation between different stakeholders.

 See [Collaborate with stakeholders from Project Workspace](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/it-business-management/project-workspace/collaborate-with-stakeholders-from-project-workspace.md).

</td></tr><tr><td>

Attachments \(\[Omitted image "icon-attachments.png"\] Alt text: Attachments icon.\)

</td><td>

Enables you to add files to the project.

 See [Collaborate with stakeholders from Project Workspace](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/it-business-management/project-workspace/collaborate-with-stakeholders-from-project-workspace.md).

</td></tr><tr><td>

Refresh the project \(\[Omitted image "icon-refresh.png"\] Alt text: Refresh project workspace.\)

</td><td>

Reloads the planning page.

</td></tr><tr><td>

Save \(\[Omitted image "icon-save.png"\] Alt text: Save.\)

</td><td>

Saves your changes. This button is inactive by default to facilitate auto-save of any changes made to the project plans.

 Enable or disable the auto-save functionality from the Advanced tab of the Settings \(\[Omitted image "icon-settings.png"\] Alt text: Settings icon.\) panel.

</td></tr><tr><td>

Resources not synced \(\[Omitted image "resources-not-synced-icon.png"\] Alt text: resources-not-synced-icon\)

</td><td>

Enables you to synchronize the project and resource assignment dates. When there’s a change in the planned or actual dates of the project tasks, this icon is enabled.

 When the project has classic resource plans, this icon is inactive by default.

</td></tr><tr><td>

\[Omitted image "resource-plan-toggle.png"\] Alt text: resource-plan-toggle

</td><td>

Enable this toggle to display the resource assignment pane.

</td></tr><tr><td>

\[Omitted image "all-view-button.png"\] Alt text: all-view-button

</td><td>

Displays data in both grid and gantt view on planning page. This button is active by default.

</td></tr><tr><td>

\[Omitted image "gantt-view-button.png"\] Alt text: gantt-view-button

</td><td>

Displays data in Gantt view on planning page. Use this button to change task dates and dependencies.

</td></tr><tr><td>

\[Omitted image "grid-view-button.png"\] Alt text: grid-view-button

</td><td>

Displays data in Grid view on planning page. Use this button to add and delete tasks, change task dates and dependencies, and assess the progress of the overall project.

</td></tr><tr><td>

Baselines \(\[Omitted image "icon-baselines.png"\] Alt text: Baselines option.\)

</td><td>

Enables you to create and compare schedule and financial baselines.

 See [Create and compare project baselines in Project Workspace](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/it-business-management/project-workspace/create-project-baselines-in-project-workspace.md).

</td></tr><tr><td>

Critical path \(\[Omitted image "icon-critical-path.png"\] Alt text: Critical path.\)

</td><td>

Toggle the button to switch on/off the display of the critical path of the project.

 \[Omitted image "workspace-critical-path.png"\] Alt text: Project critical path.

</td></tr><tr><td>

Add Task\[Omitted image "workspace-add-task.png"\] Alt text: Add project task.

</td><td>

Adds a project task in the data grid.

 See [Create and assign project tasks from Project Workspace](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/it-business-management/project-workspace/create-a-project-task-from-project-workspace.md).

</td></tr><tr><td>

Project actions \(\[Omitted image "more-actions-homepage-icon.png"\] Alt text: more-actions-icon.\)

</td><td>

Provides other actions to perform on the project.

-   Apply template
-   Delete project
-   Move project
-   Duplicate project
-   Import from MS project
-   Export project
-   Launch help video
-   Calculate Completion Estimates
-   Copy partial project

 \[Omitted image "workspace-more-actions.png"\] Alt text: More actions menu.

 Synchronize the project's date with the start dates of the associated resource plans, cost plans, benefit plans, resource assignments, project tasks, and subprojects using **Move Project**.

</td></tr></tbody>
</table>## Resource assignment pane

The resource assignment pane contains the following UI components to help you manage your resources from Project Workspace.

<table id="table_czr_ddk_2xb"><thead><tr><th>

Name

</th><th>

Description

</th></tr></thead><tbody><tr><td>

Refresh the resource assignment \(\[Omitted image "icon-refresh.png"\] Alt text: Refresh project workspace.\)

</td><td>

Reloads the selected assignment and allocation.

</td></tr><tr><td>

\[Omitted image "allocation-heatmap-toggle.png"\] Alt text: allocation-heatmap-toggle

</td><td>

Displays the resource allocation in the resource assignment pane.

</td></tr><tr><td>

\[Omitted image "effort-type-dropdown.png"\] Alt text: effort-type-dropdown

</td><td>

Displays the effort type as FTE, Hours, or Person days.

</td></tr><tr><td>

\[Omitted image "month-week-dropdown.png"\] Alt text: month-week-dropdown

</td><td>

Displays the effort by week or month. This button is displayed only when the Allocation heatmap toggle is enabled.

</td></tr><tr><td>

\[Omitted image "add-resource-button.png"\] Alt text: add-resource-button

</td><td>

Add a resource in the resource assignment pane.

</td></tr></tbody>
</table>## Data grid

The data grid shows the list of project tasks and subprojects in rows, and the following options to perform actions on the rows. If a project has subprojects, you can drill down into the tasks and scheduling of these subprojects too.

<table id="table_pxp_xwz_hsb"><thead><tr><th>

Option

</th><th>

Description

</th></tr></thead><tbody><tr><td>

Column actions

</td><td>

Sort and filter the project tasks using the actions on the header. Point your mouse device to a column header to see the context menu icon \(\[Omitted image "icon-row-context-menu.png"\] Alt text: Row context menu.\).

 Using this menu, you can perform actions such as autofit, hide, or reset.

 If you select the context menu \(\[Omitted image "icon-row-context-menu.png"\] Alt text: Row context menu.\) for certain columns, such as Short description or State, you can also filter the project task rows.

 \[Omitted image "workspace-column-actions.png"\] Alt text: Column context menu.

</td></tr><tr><td>

Rearrange rows \(\[Omitted image "icon-rearrange.png"\] Alt text: Rearrange rows.\)

</td><td>

Enables the dragging of the project task rows to a position of your choice on the grid.

</td></tr><tr><td>

Select row \(\[Omitted image "icon-select.png"\] Alt text: Select row.\)

</td><td>

Choose to select multiple project task rows at once.

 Use the row context menu \(\[Omitted image "icon-row-context-menu.png"\] Alt text: Row context menu.\) to perform various actions.

</td></tr><tr><td>

Row context menu \(\[Omitted image "icon-row-context-menu.png"\] Alt text: Row context menu.\)

</td><td>

Provides various actions for the selected rows, such as edit task, add task above or below, delete row, add dependency, and more.

 You can also select multiple rows and perform an action on them at once, using the row context menu. For example, indenting or deleting multiple tasks.

 \[Omitted image "row-context-menu.png"\] Alt text: row-context-menu

</td></tr><tr><td>

Expanded row \(\[Omitted image "icon-expanded-row.png"\] Alt text: Expanded row.\)

</td><td>

Indicates that a project task row is expanded to show its child tasks. Select this icon to collapse the row and hide the child tasks.

</td></tr><tr><td>

Collapsed row \(\[Omitted image "icon-collapsed-row.png"\] Alt text: Collapsed row.\)

</td><td>

Indicates that the project task contains child tasks. Select this icon to expand the row and view the child tasks.

</td></tr><tr><td>

Reorder column \(\[Omitted image "reorder-column-icon.png"\] Alt text: reorder-column-icon\)

</td><td>

Reorders the columns of the data grid.

</td></tr><tr><td>

Edit an individual cell

</td><td>

Edit or copy the info of this cell by selecting the cell context menu \(\[Omitted image "icon-row-context-menu.png"\] Alt text: Context menu.\) or select and hold \(or right-click\) a cell.

 Use this menu to copy and paste cell contents, add dependencies, add project tasks directly before or after this cell position, or delete the whole row.

</td></tr><tr><td>

Edit multiple cells

</td><td>

Bulk-edit cells by selecting multiple cells and select and hold \(or right-click\) one of the cells. You can also use the cell context menu \(\[Omitted image "icon-row-context-menu.png"\] Alt text: Context menu.\) for more options.

</td></tr></tbody>
</table>Selecting a project task by selecting its short description opens the task details in a side panel, enabling you to edit them. See [Update a project task from the Project Workspace](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/it-business-management/project-workspace/update-project-task-from-project-workspace.md).

You can also increase or reduce the area occupied by the data grid by dragging the line that separates them.

## Timeline view

The timeline view shows the project timeline based on its planned start and end dates, and displays the project task bars and milestones.

By using the planning settings \(\[Omitted image "icon-settings.png"\] Alt text: Settings icon.\), you can choose to display the bar labels, dependency lines, and the critical path. See [Personalize the planning page view in Project Workspace](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/it-business-management/project-workspace/personalize-planning-console-in-project-workspace.md).

## Project timeline

The timeline shows the planned period of the project. You can reduce or increase the visibility of the project period by changing the timescale to Year, Quarter, Month, Day, or Week. Select the timescale icon \(\[Omitted image "icon-timesclae.png"\] Alt text: Timescale icon.\) and choose an option.

The timescale view that you choose is saved in the preferences.

## Dependency lines

These lines show the dependencies between the project tasks. You can add new dependencies by drawing them on the timeline view, or select an existing dependency to edit its details in the side panel. See [Add internal project task dependencies from Project Workspace](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/it-business-management/project-workspace/create-dependencies-for-project-tasks-from-project-workspace.md). The dependencies that you choose are saved in the preferences.

## Parent-child rollups

Date changes, state changes, effort and percent complete made to child project tasks automatically roll up to update the parent task and the project on the planning page. Rollups include planned and actual effort values in the task planner, and duration, cost, and state changes.

Planned effort is calculated as the sum of the planned effort values of all child tasks. Actual efforts are fetched from approved time cards, therefore making them read-only. Actual effort is set to read only for all parent and child tasks.

## Date restrictions for tasks with logged actuals

On a project task that has logged actuals, you can't change the Planned start date or move the Planned end date earlier than the last logged actual. This applies whether you edit dates directly or a dependency recalculation changes them.

When the Actual start date and Actual end date are present, the restriction applies to those dates instead.

For example, consider a project task whose resource assignment has logged actuals, with the last actual recorded on 12 Dec 2026. If you set the Planned end date to 05 Dec 2026, the planning page rejects the change and keeps the existing date. Setting the Planned end date to 12 Dec 2026 or later succeeds.

**Note:** Resource assignments or actuals created while the planning page is open aren't recognized until you refresh the planning page.

This restriction is on by default. To turn it off, set the **com.snc.project.restrict\_task\_dates\_with\_assignment\_actuals** property to `false`.

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**Parent Topic:**[Project Workspace](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/it-business-management/project-workspace/project-workspace-landing-page.md)