# Projects FAQ (https://yapl.app/en/docs/faq/projects-faq) # 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? | Concept | Description | |---------|-------------| | **Project** | Container for work - has budget, timeline, team access | | **Plan** | Schedule within a project - has tasks, dependencies, resources | One project can have multiple plans (e.g., baseline plan, revised plan, scenarios). ### How many projects can I have? | Tier | Active Project Limit | |------|----------------------| | Trial | 1 | | Basic | 5 | | Professional | Unlimited | "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? | Status | Description | |--------|-------------| | **Planning** | Initial setup (default for new projects) | | **Active** | Work in progress | | **On Hold** | Temporarily paused | | **Completed** | Work finished | | **Cancelled** | Project terminated (won't proceed) | **Note**: Archiving is a separate operation (soft-delete), not a status. See "Archiving" section below. ### 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. | Tier | Plans per Workspace | |------|---------------------| | Trial | 1 | | Basic | 10 | | Professional | Unlimited | ### 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? | Tier | Tasks per Plan | |------|----------------| | Trial | 200 | | Basic | 200 | | Professional | 500 | ### 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? | | Cancelled | Archived | |---|-----------|----------| | **What is it** | A project status | A soft-delete operation | | **Meaning** | Project won't proceed | Project stored for records | | **Reversible** | No (terminal status) | Yes (can restore) | | **Use when** | Client cancelled, project terminated | Completed work needs storage | ### 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](/contact) for help with projects.