Projects FAQ

Common questions about creating projects, managing plans, and working with tasks.

Project Basics

What is a project in YAPL?

A project is the main organizational unit containing:

• Basic information (name, code, description)
• Timeline (start and end dates)
• Budget (optional)
• Team assignments
• Plans (schedules with tasks)

What's the difference between a project and a plan?

One project can have multiple plans (e.g., baseline plan, revised plan, scenarios).

How many projects can I have?

"Active" means Planning, Active, or On Hold status. Completed, Cancelled, and Archived don't count toward your limit.

Creating Projects

Do I need a team before creating a project?

• Workspace owners: Can create projects without teams
• Everyone else: Must assign at least one team

What information is required to create a project?

Minimum requirements:

• Team assignment (for non-owners)
• Project name (3-255 characters)

Everything else (description, dates, budget) is optional.

What's a project code?

A unique identifier for your project, automatically generated based on workspace settings:

• Format: PREFIX-YEAR-SEQUENCE (e.g., PROJ-25-001)
• Customizable during creation
• Must be unique within workspace

Project Status

What project statuses are available?

Can I change a project's status?

Yes. The allowed transitions are:

• Planning → Active, Cancelled
• Active → On Hold, Completed, Cancelled
• On Hold → Active, Cancelled
• Completed → (terminal, no further changes)
• Cancelled → (terminal, no further changes)

Why can't I put my project "On Hold"?

Only Active projects can be put on hold. If your project is in Planning status, change it to Active first.

Do completed projects count toward my limit?

No. Only Planning, Active, and On Hold projects count toward your limit. Complete, cancel, or archive projects to free up space.

Project Access

Who can see my projects?

• Workspace owners: Can see all projects
• Team members: Can see projects their team is assigned to

How do I give someone access to a project?

Add their team to the project:

1. Open the project
2. Go to team assignment settings
3. Add the team
4. Save changes

Or add them to a team already assigned to the project.

Can I share a project with another workspace?

No. Projects are workspace-specific. Each workspace is completely isolated.

Why can't some team members edit the project?

Check their team role:

• Lead/Member: Can edit
• Viewer: Read-only access

Plans

How many plans can I have?

Plans are counted at the workspace level, not per project.

What's the difference between personal and project plans?

• Project plans: Associated with a project, team access applies
• Personal plans: Standalone, only you can access (unless assigned to project)

Can I move a plan to a different project?

Plans can be assigned to projects via the plan assignments feature. You can change or remove project associations.

Tasks

How many tasks can I have per plan?

What's a WBS code?

Work Breakdown Structure (WBS) codes identify tasks in a hierarchy:

• 1 - First level task
• 1.1 - Subtask of task 1
• 1.1.1 - Sub-subtask

WBS codes help organize and reference tasks.

Can I have subtasks?

Yes! Tasks can have child tasks (subtasks) to any depth. This creates a hierarchical work breakdown structure.

What task statuses are available?

Default statuses:

• To Do - Not started
• In Progress - Active work
• In Review - Pending approval
• Completed - Finished

Workspaces can add custom statuses.

Budget & Cost

Is budget tracking available on all plans?

• Basic: No cost tracking
• Professional: Full cost tracking features

What currency options are available?

Any ISO 4217 currency code (USD, EUR, TRY, GBP, etc.). The workspace default currency can be set in organization settings.

Where do I see project budget status?

Open your project and view the overview/dashboard. Budget metrics show:

• Total budget
• Spent amount
• Remaining budget
• Usage percentage

Timeline

Do I need to set project dates?

No, dates are optional. However, having dates enables:

• Timeline progress tracking
• Duration calculations
• Gantt chart visualization

What happens if my end date is before the start date?

You'll get a validation error. The end date must be after the start date when both are specified.

Archiving

What does archiving a project do?

Archiving is a soft-delete operation (separate from status changes):

• Hides the project from default lists
• Frees up project limit quota
• Preserves all data for reference
• Can be viewed with "Show Archived" filter

Can I restore an archived project?

Yes, archived projects can be restored by workspace owners. Contact your workspace owner if you need to restore an archived project.

What's the difference between Cancelled and Archived?

How long are archived projects kept?

Retention varies by tier. Contact support for specific retention policies.

Troubleshooting

I hit my project limit but don't have many active projects

Check that you're counting correctly:

• Planning, Active, On Hold = counts toward limit
• Completed, Cancelled, Archived = doesn't count

Complete, cancel, or archive older projects to free space.

My project disappeared

It might be:

• Archived (check filter settings)
• Team assignment changed
• Deleted by workspace owner

I can't edit my project

Check your access:

• Team role must be Lead or Member
• Project must not be archived
• You must be on an assigned team

Still Have Questions?

Contact Support for help with projects.