Frequently Asked Questions

General

What is Projects App?

Projects App is the core project and task management application for FlowState. It provides comprehensive project lifecycle management including hierarchical task organization, time tracking, document workflows, team discussions, and personal productivity features through the My Day dashboard.

Who should use this app?

The Projects App is designed for:

How is Projects App different from a simple to-do list?

Projects App provides enterprise-grade project management features:

• Hierarchical organization: Projects contain Milestones, which contain Tasks, which can have Subtasks
• Time tracking: Built-in timers and time entry management
• Document workflows: Markdown documents with formal approval processes
• Team collaboration: Threaded discussions on any entity
• Calendar views: Visual scheduling with drag-drop rescheduling
• Templates: Save and reuse project structures
• Recurring tasks: Automated task generation with RRULE patterns

Projects & Milestones

How do I create a new project?

There are multiple ways to create a project:

1. Quick Create: Click the floating action button (FAB) or press Cmd/Ctrl+Shift+P
2. From Menu: Use the header action menu and select "Create Project"
3. From Template: Navigate to Templates and select "Create from Template"

See Creating a Project for a detailed guide.

What's the difference between a Project and a Milestone?

• Project: The top-level container representing a complete initiative or body of work
• Milestone: A phase or checkpoint within a project (e.g., "Phase 1", "Sprint 3", "Beta Release")

Milestones help you:

• Break large projects into manageable phases
• Set intermediate deadlines
• Track progress at the phase level
• Group related tasks together

Can I move tasks between milestones?

Yes. Open the task detail view, edit the task, and change the milestone assignment. The task will be moved to the new milestone while preserving its history and time entries.

How is project completion percentage calculated?

Project completion is calculated based on task completion:

Completion % = (Completed Tasks / Total Tasks) * 100

This includes tasks across all milestones in the project. Subtasks are counted separately.

Tasks & Subtasks

What task statuses are available?

The Projects App supports five task statuses:

How do I create subtasks?

From a task detail view:

1. Scroll to the Subtasks section
2. Click "Add Subtask" or use the inline input
3. Enter subtask title and details
4. Save the subtask

Subtasks inherit the parent task's project and milestone but can have their own due dates, assignees, and time entries.

Can I create recurring tasks?

Yes. When creating or editing a task:

1. Enable the "Recurring" toggle
2. Select frequency: Daily, Weekly, Monthly, or Yearly
3. Set interval (e.g., every 2 weeks)
4. For weekly recurrence, select specific days
5. Set end criteria: Never, After X occurrences, or By date

The system automatically generates task instances based on your pattern.

How do I bulk update tasks?

Currently, tasks must be updated individually. For bulk operations:

1. Use keyboard shortcuts to quickly navigate between tasks
2. Consider using templates for consistent task creation
3. API/MCP tools support batch operations for automation

Time Tracking

How do I start tracking time?

There are multiple ways to track time:

1. Timer: Click the play button on any task to start a live timer
2. Manual Entry: Add time entries with specific start/end times
3. Quick Entry: Use the FAB to create a time entry from anywhere

Can I run multiple timers simultaneously?

Yes. You can have multiple active timers running at once. All active timers appear as pills in the header. This is useful when:

• Context switching between tasks
• Tracking time on parallel activities
• Forgot to stop a timer before starting another

How do I edit a time entry?

1. Navigate to the task with the time entry
2. Find the Time Tracking section
3. Click on the time entry you want to edit
4. Modify start time, end time, or description
5. Save changes

Where can I see time statistics?

Time statistics are available in several places:

• Task Detail: Shows time tracked on that specific task
• Milestone Detail: Aggregates time from all tasks in the milestone
• Project Detail: Shows total time across the project
• My Day > Tracked Time: Shows your personal time breakdown
• Dashboard: Overview statistics widget

Documents & Approvals

What document types are supported?

Documents in Projects App use Markdown format. You can:

• Write formatted text with headers, lists, and tables
• Include code blocks with syntax highlighting
• Add images and links
• Attach files to documents

How does the approval workflow work?

The approval workflow follows these states:

Draft -> Pending Approval -> Approved
                        |-> Rejected
                        |-> Revision Requested -> Draft

1. Create document in Draft state
2. Request approval from one or more reviewers
3. Reviewer takes action: Approve, Reject, or Request Revision
4. If revision requested: Document returns to Draft for edits

Can I approve my own document?

No. For governance and audit purposes, document authors cannot approve their own documents. You must request approval from another user with approval permissions.

How do I see approval history?

Open the document detail view and scroll to the Approval History panel. This shows:

• All approval requests
• Actions taken (approve/reject/revision)
• Comments from reviewers
• Timestamps for each action

My Day & Personal Productivity

What appears in My Day Today view?

The Today view shows:

• Tasks due today
• Tasks assigned to you
• Active timers
• Time tracked today

Can I customize My Day?

Yes. You can:

• Change view scope (Workspace, Organization, All)
• Switch between Today, Week, and Month views
• Filter by project or milestone
• View time tracking breakdown

Preferences are saved in local storage and persist across sessions.

How do I add a task to My Day?

Tasks appear in My Day based on:

1. Due date: Tasks due within the selected view period
2. Assignment: Tasks assigned to you
3. Scope: Tasks within your selected scope

There's no manual "add to My Day" feature - it's automatically populated based on these criteria.

Calendar

How do I reschedule tasks using the calendar?

1. Navigate to a calendar view (Project Calendar or global calendar)
2. Click and drag a task to a new date
3. Release to drop the task on the target date
4. The task's due date is automatically updated

What items appear on the calendar?

The calendar can display:

• Tasks (by due date)
• Milestones (by target date)
• Time entries (by date worked)

Use the filter controls to show/hide different item types.

Can I create tasks directly from the calendar?

Yes. Click on an empty date slot to open the quick create modal with that date pre-filled.

Templates

How do I save a project as a template?

1. Open the project detail view
2. Click the actions menu (three dots)
3. Select "Save as Template"
4. Provide a template name and description
5. Choose which milestones and tasks to include
6. Save the template

What's included when creating from a template?

When you create from a template, the following are copied:

• Project structure and metadata
• Milestones with relative dates
• Tasks with relative dates
• Task descriptions and priorities
• Subtask structure

The following are NOT copied:

• Time entries
• Discussions
• Documents
• Approval history
• Assignees (must be set after creation)

Can I edit a template?

Yes. Navigate to Templates, select the template, and click Edit. You can modify:

• Template name and description
• Milestone and task structure
• Default values and descriptions

Changes to templates don't affect projects already created from them.

Technical

Which browsers are supported?

We support the latest versions of:

• Chrome (recommended)
• Firefox
• Safari
• Edge

Does Projects App work offline?

Yes. Projects App uses RxDB for local-first data storage. When offline:

• You can view all previously synced data
• Create and edit projects, tasks, documents
• Track time
• Changes sync automatically when back online

Is my data secure?

Yes. Security measures include:

• Data encryption in transit (HTTPS)
• Organization and workspace isolation
• RxDB encryption support for local data
• Input validation with Zod schemas

How do I access Projects App via API?

Use the FlowState MCP tools for programmatic access:

// Query tasks
mcp__epic-flowstate__collection-query({
  collection: "tasks",
  selector: { status: "In Progress" }
})

// Create a task
mcp__epic-flowstate__collection-create({
  collection: "tasks",
  data: { title: "New Task", status: "To Do" }
})

Still Have Questions?

If your question isn't answered here:

• Check Troubleshooting for common issues
• Review Features for detailed capability information
• Contact support for additional help