Overview #
Projects are the foundation of Corcava’s work organization system. Every piece of work, from simple tasks to complex campaigns, is organized within projects that connect to your clients, team members, and business processes. Understanding how projects work is essential for maximizing your team’s productivity and maintaining clear client relationships.
Projects Overview #
What is a Project? #
A Project in Corcava is a container that organizes all work related to a specific client engagement, internal initiative, or business objective. Projects serve as the central hub that connects:
- Client relationships – Link work directly to your clients
- Team collaboration – Assign team members and manage access
- Work organization – Contain boards, tasks, and activities
- Time tracking – Capture billable and non-billable hours
- Financial management – Track budgets and generate invoices
- Project Name – Clear, descriptive title (up to 255 characters)
- Team Assignment – Automatically assigned to your current team
- Project Owner – The user who created the project (you)
- Description – Detailed project overview (up to 5,000 characters)
- Client Association – Link to a specific client (can be changed later)
- Billable Status – Whether time tracking should be billable by default
- Team Members – Specific users assigned to work on this project
- All projects belong to your team/organization
- Team settings control project visibility and permissions
- Team members can be assigned to multiple projects
- Projects can be linked to specific clients (optional)
- Client association enables automatic billing and invoicing
- Multiple projects can serve the same client
- Projects can exist without client assignment (internal projects)
- Project owners have full control over their projects
- Team members can be assigned to specific projects
- User roles determine what actions are possible within projects
- Permissions can be customized per project
- Each project can contain multiple boards (different workflows)
- Boards contain columns that represent workflow stages
- Tasks are the individual work items within columns
- Time tracking happens at the task and project level
- Project owner is automatically set to the creator
- Team assignment happens automatically
- Basic permissions are configured based on user roles
- Project is immediately available for board and task creation
- Create Kanban boards to organize different workflows
- Set up columns that match your team’s process
- Configure board-specific settings and permissions
- Add or remove team members as needed
- Assign specific users to tasks and activities
- Manage permissions and access levels
- Create and manage tasks within boards
- Track time spent on project activities
- Upload files and maintain project documentation
- Monitor progress and completion rates
- Share project progress through the client portal
- Generate reports and status updates
- Maintain transparency with automatic activity tracking
- Leave project active for ongoing maintenance
- Continue time tracking for support activities
- Maintain client access through portal
- Move project to archived status
- Preserve all data and history
- Remove from active project lists
- Maintain ability to restore if needed
- ✅ Project removed from active lists
- ✅ All data preserved (tasks, time, files, comments)
- ✅ Historical reports remain available
- ✅ Client portal access is maintained
- ✅ Time tracking is disabled
- ✅ New tasks cannot be created
- Clean up active project lists
- Maintain professional organization
- Preserve complete project history
- Enable easy restoration if needed
- Navigate to Project Archives
- Find the archived project
- Click “Restore” to return to active status
- All functionality returns immediately
- ✅ Full access to all projects
- ✅ Can create, edit, delete any project
- ✅ Can assign users to any project
- ✅ Can modify project permissions
- ✅ Access to all project data and reports
- ✅ Full access to all team projects
- ✅ Can create and manage projects
- ✅ Can assign team members to projects
- ✅ Can archive and restore projects
- ✅ Access to comprehensive project reporting
- ✅ Can view and manage assigned projects
- ✅ Can create projects for their clients
- ✅ Can assign team members to their projects
- ✅ Limited to projects they own or are assigned to
- ✅ Can generate client reports and updates
- ✅ Can create projects for their clients
- ✅ Can manage projects they own
- ✅ Limited access to assigned projects only
- ✅ Can collaborate on shared projects
- ✅ Can track time and create tasks
- ✅ Can view assigned projects through client portal
- ✅ Can see project progress and completed work
- ✅ Can access time reports and invoices
- ✅ Can participate in project chat/communication
- ❌ Cannot create or modify projects
- ❌ Cannot access internal project management tools
- ✅ Can view and work on assigned projects
- ✅ Can create tasks and track time
- ✅ Can collaborate within assigned projects
- ❌ Cannot create new projects
- ❌ Cannot assign other users to projects
- Create, edit, and delete projects
- Manage project settings and configuration
- Assign and remove team members
- Archive and restore projects
- Access all project data and reports
- View assigned projects
- Create and manage tasks within projects
- Track time and add project notes
- Upload files and participate in discussions
- Generate basic progress reports
- See project information and progress
- View completed work and time reports
- Access shared files and documentation
- Participate in project communication
- Cannot modify project structure or settings
- All project data is encrypted and secure
- User access is logged and auditable
- Client information is protected and isolated
- File uploads are scanned and secured
- Regular backups ensure data preservation
- Multi-factor authentication available for enhanced security
- Session management prevents unauthorized access
- Role-based permissions prevent privilege escalation
- Team isolation ensures data separation
- Regular security updates maintain protection
- Link to specific client for billing
- Enable time tracking for accurate invoicing
- Set up client portal access for transparency
- Create boards that match client deliverables
- No client assignment needed
- Focus on team collaboration and task management
- Use for company initiatives, training, or development
- Track time for internal cost analysis
- Organize by campaign phases or deliverables
- Multiple boards for different campaign aspects
- Team assignments based on expertise areas
- Time tracking for campaign ROI analysis
- [Project Boards](boards.md) – Learn how to create and manage Kanban boards
- [Task Management](tasks.md) – Discover advanced task organization and collaboration
- [Team Collaboration](collaboration.md) – Master team coordination and communication
- [Time Tracking Integration](time-tracking.md) – Connect project work with accurate billing
Core Project Properties #
Every project includes these essential elements:
Required Information:
Optional Information:
Project Benefits #
✅ Centralized Organization – All project-related work in one place ✅ Client Transparency – Clear connection between work and clients ✅ Team Coordination – Controlled access and collaboration ✅ Time Tracking – Automatic time capture for billing ✅ Progress Visibility – Clear overview of project status ✅ Historical Records – Complete project lifecycle documentation
Project Hierarchy #
Understanding how projects fit into Corcava’s organizational structure helps you work more effectively and maintain clear relationships between different elements.
Organizational Structure #
“` Team (Organization) ├── Clients │ ├── Contacts │ └── Projects ← Connected to specific clients └── Projects ← Can exist without client assignment ├── Project Boards (Kanban boards) │ ├── Columns (workflow stages) │ └── Tasks (individual work items) ├── Time Intervals (tracked work) ├── Bill Rates (client billing rates) └── Team Members (assigned users) “`
Key Relationships #
Team Level:
Client Connections:
User Assignments:
Work Organization:
Project Lifecycle #
Projects in Corcava follow a complete lifecycle that supports both active work and long-term record keeping.
1. Project Creation #
Creating a New Project:
1. Navigate to Projects – Go to the main Projects section 2. Click “Create Project” – Start the project creation process 3. Enter Project Details: – Name (required) – Choose a clear, descriptive name – Description (optional) – Add project overview and objectives – Client (optional) – Select from your existing clients – Billable Status (optional) – Set default billing behavior 4. Assign Team Members (optional) – Add users who will work on this project 5. Save Project – Create the project and begin organizing work
Automatic Setup:
2. Active Project Management #
During Active Work:
Board Creation:
Team Collaboration:
Work Organization:
Client Communication:
3. Project Completion #
Finishing a Project:
When project work is complete, you have several options:
Keep Active:
Archive Project:
4. Archive Management #
Archived Projects:
Archiving provides clean organization while preserving important data:
What Happens When Archived:
Archive Benefits:
Restoration Process:
Project Permissions & Access Control #
Corcava’s role-based permission system ensures that team members have appropriate access to projects while maintaining security and organization.
User Roles & Project Access #
Super Admin
Organization Manager
Sales Manager
Sales Representative
Project Viewer (Client Users)
Regular User
Permission Levels #
Project-Level Permissions:
Full Control:
Collaboration Access:
View-Only Access:
Managing Project Access #
Assigning Users to Projects:
1. Open Project Settings – Navigate to the specific project 2. Access User Management – Find the team/user assignment section 3. Add Team Members: – Select users from your team – Choose their role/permission level – Set project-specific access rights 4. Configure Permissions: – Determine what actions users can perform – Set visibility levels for project information – Configure client portal access if applicable 5. Save Changes – Apply the new user assignments
Best Practices for Project Permissions:
✅ Principle of Least Privilege – Give users only the access they need ✅ Regular Review – Periodically audit project access and remove unnecessary permissions ✅ Clear Role Definition – Ensure team members understand their project responsibilities ✅ Client Separation – Keep client projects separate and secure ✅ Documentation – Maintain records of who has access to what projects
Security Considerations #
Data Protection:
Access Control:
Getting Started with Your First Project #
Quick Start Guide #
Step 1: Create Your Project
1. Go to Projects → Create Project 2. Enter a descriptive project name 3. Add a brief description of the work 4. Select the client (if applicable) 5. Set billable status if time tracking is needed
Step 2: Set Up Your Team
1. Add team members who will work on this project 2. Assign appropriate roles and permissions 3. Communicate project goals and expectations
Step 3: Organize the Work
1. Create your first project board 2. Set up columns that match your workflow 3. Start creating tasks for the work to be done
Step 4: Begin Collaboration
1. Assign tasks to team members 2. Start tracking time on project activities 3. Use comments and file sharing for collaboration
Common Project Patterns #
Client Work Projects:
Internal Projects:
Campaign Projects:
Next Steps #
Now that you understand project fundamentals, you’re ready to explore:
Remember: Projects are the foundation of everything you do in Corcava. Taking time to set them up properly will pay dividends in organization, efficiency, and client satisfaction throughout your project lifecycle.
