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Beginner Certificate on pass

Projects: Task Management

Run delivery in AWRA: projects with a guarded status lifecycle, tasks and subtasks assigned to employees, the Kanban board and "my tasks", bulk actions, comments with @mentions, and the operational back-links that connect work to purchase orders, invoices, assets and more.

3 lessons 35 min 5-question assessment 75% to pass
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What you’ll learn

  • Create projects and move them through a guarded status lifecycle
  • Add tasks and one level of subtasks, and assign them to active employees
  • Work the Kanban board, "my tasks", and bulk actions efficiently
  • Link tasks to operational records and understand capacity + reassignment

Course content

3 lessons · 35 min of reading
01
Lesson 1 of 3 Reading 9 min

Projects, tasks, and the record-first mindset

A project in AWRA is a lightweight container for delivery — it has a name and optional code, an owner (an employee), a department, dates, and a status. It is deliberately not a heavyweight process engine: genuine automation, SLA timers and rule triggers live in the Workflow (BPM) module, and Projects integrates with that rather than reinventing it. What a project gives you is a place to gather work and a live, derived measure of progress: the percentage of its tasks that are done, computed on the fly and never stored, so it cannot drift out of date.

Tasks are the unit of work. Each has a title, description, status, priority, optional dates, and an assignee. A task can belong to a project or stand alone, and a task can have one level of subtasks — a parent with children, but no grandchildren. That single-level limit is intentional: it keeps the tree readable and keeps "progress" meaningful, because a parent can show a real done-of-total count without an unbounded hierarchy to reason about.

The mindset to carry from HR into Projects is "record first". You create the work and assign it to a person; whether that person ever logs in is a separate matter. Assignment targets an employee, and most of the value — capacity awareness, reassignment on exit, workload reporting — flows from the fact that the assignee is a real person in your organisation, not an anonymous seat.

Key takeaways

  • A project has an owner, department, dates and a status; progress is derived from its tasks, never stored.
  • Tasks carry status, priority, dates and an assignee; they may be standalone or under a project.
  • Subtasks are limited to one level — a parent and its children only.
  • Real automation stays in Workflow (BPM); Projects integrates with it instead of duplicating it.
02
Lesson 2 of 3 Reading 8 min

The project status lifecycle and the board

A project moves through planning → active → on hold → completed, with cancelled as an off-ramp. These transitions are guarded: from any status, only the sensible next statuses are offered, so a completed project is reopened deliberately and a cancelled one is revived on purpose rather than by a stray click. This mirrors how other AWRA modules guard their lifecycles, and it means a project's status is trustworthy at a glance.

Tasks, by contrast, move freely between their own statuses — by default To Do, In Progress, Blocked, Done and Cancelled — because task flow is a delivery concern, not a governance one. The Kanban board shows a project's tasks grouped into columns; drag a card to change its status. When a task reaches a "done" status its completion timestamp is set automatically, and when it leaves that status the timestamp clears, so completion data stays honest without manual bookkeeping.

A subtle but important point: a project can define its own board columns (covered in the Flexibility course). When it does, the board and the task status picker use that custom set, and the "done"/"cancelled" meaning is carried by flags on those columns — so progress and open/closed counts keep working even with a bespoke workflow. Until you customise, every project uses the safe default set.

Key takeaways

  • Project status transitions are guarded — only sensible next statuses are offered.
  • Tasks move freely between statuses; the Kanban board is drag-to-change.
  • Reaching a done status sets the completion timestamp automatically (and clears it when leaving).
  • Projects can define custom board columns; done/cancelled meaning is carried by flags on them.
03
Lesson 3 of 3 Reading 9 min

Assignment, capacity, and operational back-links

Assignment targets an active employee in your organisation — someone on probation or active status — never a raw login. Because the assignee is a real person, AWRA can be helpful about capacity: when a task's due date falls on a day the assignee is on approved leave or a public holiday, the task page shows a warning. It is a nudge, never a block: you can still schedule the work, but you do so with eyes open, reusing the same availability engine that powers HR.

When an employee is terminated, their open tasks do not vanish or silently orphan. They collect in a reassignment queue so a manager can hand the work to someone else — the delivery-side complement to the HR access-control lifecycle you may know from the HR course. This is a good example of the module being wired into the business rather than sitting beside it.

The strongest connection is operational back-links. A task can be linked to a purchase order, customer invoice, customer, asset, stock transfer or vendor, and that record shows the related task back on its own page. So "chase the delivery for PO-142" is a task that points at the actual PO, and the PO points back at the task — no copy-pasting identifiers between a tracker and your operations. Comments support @mentions (type @ and a colleague's first name to notify them), and files attach through the shared, access-logged Document Vault.

Key takeaways

  • Tasks are assigned to active employees; a due date on the assignee's leave/holiday triggers a warning, not a block.
  • A terminated employee's open tasks surface in a reassignment queue instead of being orphaned.
  • Tasks link two-way to POs, invoices, customers, assets, stock transfers and vendors.
  • @mentions notify colleagues; attachments use the shared, access-logged Document Vault.

Finished the material?

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