Project Settings and Configuration

Control access, fields, defaults, and integrations for a single project.

What is covered

• Project details and defaults
• Teammates, roles, and permissions
• Custom fields
• Integrations, templates, and automation (if enabled)

Permissions

Most settings require Project Admin access.

Some options are account-level.

For example: statuses and shared fields.

Overview

Project settings shape how a single Project works. They affect access, structure, and day-to-day workflows.

Key Concepts

• Scope: changes apply at Account, Organization, or Project scope
• Teammate roles: permissions granted within a scope
• Custom fields: structured metadata for reporting and filtering
• Templates and automation: repeatable defaults and trigger-based actions (if enabled)

How It’s Used

Use this page when setting up a new Project. Use it for governance changes that affect access and reporting.

Benefits

• More consistent workflows for delivery teams
• Cleaner reporting through standardized fields
• Reduced access drift through defined roles

Setup Steps

1

Open the project

Open the Project to configure.

2

Open settings

Click the Settings gear icon in the project navigation.

3

Confirm permissions

Project Admin access is required in most configurations. Some Accounts also use an Owner role.

Screenshot placeholder: Project navigation with the Settings (gear) icon.

Project settings menu

Common sections:

• Project details
• Team / members
• Custom fields
• Connectors / integrations
• Templates (if enabled)
• Automation (if enabled)
• Advanced (if enabled)

Screenshot placeholder: Settings sidebar showing the menu items above.

Project details

Project information

Typical fields:

• Name and description
• Color / icon
• Project key (short identifier used in item IDs)
• Start date and end date

Screenshot placeholder: Project details form (name, description, key, dates).

Visibility and privacy

Options vary by Account configuration:

• Private: only invited Teammates
• Team: all Teammates in the Account
• Public: anyone with the link (if enabled)

Status

Common statuses:

• Active
• On hold
• Complete
• Archived

Default view

Set the first view Teammates land on.

Common defaults: List, Board, Gantt.

Team, roles, and permissions

Add Teammates

1

Open the team page

Go to Settings → Team (or Members).

2

Add a person

Click Add member or Invite.

3

Select Teammates

Select existing Teammates, or invite a new Teammate.

4

Assign a role

Choose the role they should have in this project.

Screenshot placeholder: Project members list with role dropdowns.

Roles (typical)

Transform role names vary by Account configuration.

These are the most common:

• Admin: manage settings, access, and content
• Member: create and edit work items
• Viewer: read-only

For scope vs role, see Understanding Access Levels.

Permissions to review

• Set who can create tasks
• Set who can delete tasks
• Set who can invite new Teammates
• Set who can change project settings
• Set who can archive the project

Screenshot placeholder: Permission controls (toggles/checkboxes).

Custom fields

Custom fields standardize how teams capture metadata.

Create a custom field

1

Open custom fields

Go to Settings → Custom fields.

2

Add a field

Click Add custom field.

3

Configure the field

Set:

• Name (for example: Client, Workstream, Phase)
• Type

  • Text (single line)
  • Text (multi-line)
  • Number
  • Date
  • Dropdown (single select)
  • Multi-select
  • Checkbox
  • URL
  • Currency
• Required (optional)
• Default value (optional)

GIF placeholder: Add custom field → name it → pick type → save.

Manage custom fields

• Reorder fields by dragging
• Hide fields from views
• Archive unused fields (data stays)
• Edit options for dropdowns and multi-selects

Screenshot placeholder: Drag-and-drop reorder in the custom fields list.

Best practices

• Avoid duplicates of built-in fields.
• Keep names consistent across Projects.
• Document meanings in an internal SOP.
• Keep the list short. Too many fields slow everyone down.

For deeper setup, see Custom Fields.

Workflow and statuses

Statuses and shared workflow fields are often Account-level.

Set them once, then reuse them across Projects.

1

Open statuses

Go to Account settings for Statuses.

2

Review current status columns

Review current status columns.

3

Update statuses

Add, edit, or remove:

• Name (for example: Discovery, Build, UAT)
• Color
• Type (Not started / In progress / Complete)

Workflow rules (if enabled)

• Define which statuses can transition to which
• Set a default status for new work
• Align on what “complete” means

Automation rules (if enabled)

• Auto-assign tasks when status changes
• Send notifications on specific transitions
• Update fields when conditions match

Templates (if enabled)

Templates speed up repeatable work.

Create a task template

1

Open templates

Go to Settings → Templates.

2

Create a template

Click Create template.

3

Configure defaults

Set:

• Template name
• Default title and description
• Default assignee (optional)
• Default status and fields
• Subtasks (optional)

4

Save

Save template.

Use a template

When creating a new task, pick From template.

Then adjust the task as needed.

GIF placeholder: Create task → From template → pick template → fields prefill.

For example:

• Customer onboarding
• Bug report
• Feature request
• Meeting follow-up

Automation (if enabled)

Automation applies simple trigger → action rules.

Create an automation rule

1

Open automation

Go to Settings → Automation.

2

Create a rule

Click Create automation rule.

3

Define trigger and action

For example:

• Triggers: task created, status changed, due date approaching, field updated
• Actions: assign owner, add comment, update field, send notification, create subtask

For example:

• Status = Ready for review → assign to project lead
• Priority = High → send a notification to a messaging channel
• Overdue by 2 days → notify assignee and manager

Connectors / integrations

Connectors link a Project to external tools.

Configure a connector

Go to Settings → Connectors.

Select a service and complete the authentication flow.

Screenshot placeholder: Connectors list (notifications, calendar, document storage, and other external tools).

Typical connector patterns include:

• Notifications to messaging or email tools
• Calendar sync for due dates
• Document storage links

1

Select a service

Open a connector to enable.

2

Authenticate

Complete authentication and approve permissions.

3

Configure and test

Set options. Then run a test event if available.

For account-wide integrations, see Connectors.

Archive and delete

Archive a Project

1

Open advanced settings

Go to Settings → Advanced.

2

Archive

Select Archive project.

3

Confirm

Confirm archival.

4

Result

Archived projects are hidden, but restorable.

Delete a Project

1

Permissions

Only available to Project Admins or Account Owners.

2

Open advanced settings

Go to Settings → Advanced.

3

Delete

Select Delete project.

4

Confirm

Confirm deletion (this cannot be undone).

5

Result

All tasks, comments, and history are permanently deleted.

Deletion is permanent.

Archive when restoration may be required.

Best Practices

When setting up a new Project

• Set up custom fields before importing or creating many tasks.
• Pick a default view that matches the team’s workflow.
• Add key Teammates early, with least-privilege roles.

Ongoing maintenance

• Archive fields you no longer use.
• Review automation rules quarterly.
• Keep naming conventions consistent across Projects.

Team alignment

• Make one person accountable for configuration changes.
• Collect feedback before changing shared statuses or fields.
• Document field definitions and “done” criteria.

Summary

Project Settings control access, fields, defaults, automation, and connectors for a Project.

Treat configuration changes as governed updates. Keep shared settings stable.

Related:

• Understanding Access Levels
• Add Teammates
• Custom Fields
• Connectors
• Working with Views
• Statuses