--- sourceDocument: Yokohama Strategic Portfolio Management sourceDocumentLink: https://www.servicenow.com/docs/r/yokohama/it-business-management Release : - yokohama ft:locale : - en-US ft:publication_title : - Yokohama Strategic Portfolio Management ft:clusterId : - itbm bundleId : - itbm workflow : - Technology --- # Manage Projects # Managing projects with Project Workspace {#ariaid-title1} Release version: Yokohama Updated January 30, 2025 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 6 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of Managing projects with Project Workspace Project Workspace in ServiceNow Yokohama release offers a comprehensive interface to plan, manage, and collaborate on projects efficiently. It provides a centralized homepage with customizable views and navigation tools, enabling project managers and teams to oversee projects, tasks, and resources from a single workspace. Show full answer Show less ## Homepage and Navigation * **Views:** Toggle between grid (card) view and list view of projects for personalized navigation. * **Project Sections:** Access My Projects, All Projects, only Projects, or only Subprojects to easily filter project types. * **Project Cards:** Display key details such as project name, status, dates, and manager at a glance. * **Search and Filters:** Search projects by name or assigned user and apply persistent filters to streamline project discovery. * **Actions:** Create new projects, refresh data, and personalize column displays in list view. ## Planning Page Features * **Project Header:** Edit project details, collaborate with stakeholders via activity and attachments, refresh project data, and save changes with auto-save options. * **Views:** Switch between combined grid and Gantt views, Gantt-only for timeline and dependencies, or grid-only for task management. * **Project Controls:** Manage baselines for schedule and financials, toggle critical path visibility, and add tasks directly. * **Project Actions:** Apply templates, delete, move, duplicate, import/export projects, launch help videos, calculate completion estimates, and synchronize project dates with related plans. ## Resource Assignment Pane Manage and view resource allocations with options to refresh assignments, display effort types (FTE, hours, person-days), view effort by week or month, and add resources directly within Project Workspace. ## Data Grid and Task Management * View project tasks and subprojects in rows with capabilities to sort, filter, rearrange, select multiple rows, and perform bulk actions. * Use row and cell context menus to edit tasks, add or delete tasks, set dependencies, and copy/paste cell data. * Expand or collapse task rows to manage task hierarchies and drill down into subproject details. * Drag to resize the data grid area for optimal workspace layout. ## Timeline View and Dependencies * Visualize project timelines with task bars and milestones based on planned start/end dates. * Customize timeline display with bar labels, dependency lines, critical path, and adjustable timescales (Year, Quarter, Month, Week, Day), which are saved as preferences. * Create and edit task dependencies interactively on the timeline to define task relationships within and across projects. ## Project Collaboration and Analytics * Collaborate by adding comments and attachments to projects and tasks, ensuring alignment with organizational priorities. * Use integrated Docs to save notes, create project charters, and briefs. * Leverage Now Assist to summarize project documentation quickly. * Schedule automated project summary emails to track critical project updates. * Analyze project performance with built-in analytics summarizing health, metrics, risks, and milestones. ## Project Financials and Risk Management * Manage procurement requests through Source-to-Pay Operations integration for project assets. * Add, associate, and convert RIDAC (Risks, Issues, Decisions, Actions, Request Changes) records to track and analyze project risks and issues throughout the project lifecycle. ## Reporting and Export * Create and customize status report templates for consistent project reporting. * Generate status reports within Project Workspace and export them as Microsoft PowerPoint files for stakeholder presentations and collaboration. * Export complete project data files to share project updates with external stakeholders efficiently. ## Project Closure Close projects when all tasks are completed; this action automatically closes all associated tasks, subprojects, and resource assignments, ensuring comprehensive project completion management. ## Practical Benefits for ServiceNow Customers * Efficient project planning and resource management with intuitive UI and integrated views. * Improved collaboration through embedded communication tools and document management. * Enhanced project tracking via baselines, critical path visualization, and dependency management. * Streamlined reporting and stakeholder communication with export options and customizable templates. * Robust risk and issue tracking integrated into project lifecycle management. * Time-saving automation features such as auto-save, scheduled emails, and synchronized planning across related plans. Use the features of Project Workspace to plan and manage your project. Figure 1. Grid view of Homepage Figure 2. List view of Homepage The homepage contains the following UI components to help you navigate through the workspace.{#use-projects-pw__table_t11_fpz_hsb__entry__2} | Feature | Description | |-|-| | Grid view of projects (![grid view of projects.]()) | Opens the project in grid view or card view. | | List view of projects (![list view of projects.]()) | Opens the project in list view. | | My Projects | This section displays all the projects that you own, including subprojects. | | All Projects | This section displays all projects in the system. All projects include projects from customer projects, team spaces, and audit. | | Projects | This section displays only projects. | | Subprojects | This section displays only subprojects. | | Project cards | Each project is represented by a project card. These cards display high-level details, such as the project name, status, planned dates, and the manager that the project is assigned to. | | Project search | Option to search for projects by name or by the user it's assigned to. | | Filter | Option to apply filters on the homepage. The filter preferences that you choose are retained in the filter criteria. | | Refresh | Reloads the homepage. | | New | Option to create a project. | | More actions (![More-actions-homepage-icon.]()) | Option to open the column configuration icon to personalize the columns displayed in the list view. | [Table 1. Project Workspace homepage UI] {#use-projects-pw__table_t11_fpz_hsb} ## Planning header {#use-projects-pw__section_ns2_p13_gtb} The header displays the project name and provides the following various options.{#use-projects-pw__table_qrt_q13_gtb__entry__2} | Name | Description | |-|-| | Edit project details (![Edit icon.]()) | Opens the project details in the side panel to edit. See [Create a project from Project Workspace](https://www.servicenow.com/docs/2_Ki73d~rHz4Y1YARhcxZw "Use Project Workspace to create a project and start planning for your project tasks."). | | Activity (![Activity icon.]()) | Facilitates conversation between different stakeholders. See [Collaborate with stakeholders from Project Workspace](https://www.servicenow.com/docs/iZp7THRXW0BAj_Cje8i94g "Add comments and attachments to the project or a project task and share them with other users of your organization. Collaborate and ensure that your project is in line with your organizational priorities."). | | Attachments (![Attachments icon.]()) | Enables you to add files to the project. See [Collaborate with stakeholders from Project Workspace](https://www.servicenow.com/docs/iZp7THRXW0BAj_Cje8i94g "Add comments and attachments to the project or a project task and share them with other users of your organization. Collaborate and ensure that your project is in line with your organizational priorities."). | | Refresh the project (![Refresh project workspace.]()) | Reloads the planning page. | | Save (![Save.]()) | Saves your changes. This button is inactive by default to facilitate auto-save of any changes made to the project plans. Enable or disable the auto-save functionality from the Advanced tab of the Settings (![Settings icon.]()) panel. | | Resources not synced (![resources-not-synced-icon]()) | Enables you to synchronize the project and resource assignment dates. When there's a change in the planned or actual dates of the project tasks, this icon is enabled. When the project has classic resource plans, this icon is inactive by default. | | ![resource-plan-toggle]() | Enable this toggle to display the resource assignment pane. | | ![all-view-button]() | Displays data in both grid and gantt view on planning page. This button is active by default. | | ![gantt-view-button]() | Displays data in Gantt view on planning page. Use this button to change task dates and dependencies. | | ![grid-view-button]() | Displays data in Grid view on planning page. Use this button to add and delete tasks, change task dates and dependencies, and assess the progress of the overall project. | | Baselines (![Baselines option.]()) | Enables you to create and compare schedule and financial baselines. See [Create and compare project baselines in Project Workspace](https://www.servicenow.com/docs/BNjS4lZjle6slpEm8xv2Zw "Create a schedule baseline and financial baseline of a project. A baseline is a snapshot of the project's progress at the particular moment of time."). | | Critical path (![Critical path.]()) | Toggle the button to switch on/off the display of the critical path of the project. | | Add Task ![Add project task.]() | Adds a project task in the data grid. See [Create and assign project tasks from Project Workspace](https://www.servicenow.com/docs/LNfPIDHIhDWa2eqx~9PVcw "Add new tasks for your projects and assign them to your team directly from the new Project Workspace."). | | Project actions (![more-actions-icon.]()) | Provides other actions to perform on the project. * Apply template * Delete project * Move project * Duplicate project * Import from MS project * Export project * Launch help video * Calculate Completion Estimates * Copy partial project {#use-projects-pw__ul_dst_q13_gtb} Synchronize the project's date with the start dates of the associated resource plans, cost plans, benefit plans, resource assignments, project tasks, and subprojects using Move Project. | [ ] {#use-projects-pw__table_qrt_q13_gtb} ## Resource assignment pane {#use-projects-pw__section_x2d_cdk_2xb} The resource assignment pane contains the following UI components to help you manage your resources from Project Workspace.{#use-projects-pw__table_czr_ddk_2xb__entry__2} | Name | Description | |-|-| | Refresh the resource assignment (![Refresh project workspace.]()) | Reloads the selected assignment and allocation. | | ![allocation-heatmap-toggle]() | Displays the resource allocation in the resource assignment pane. | | ![effort-type-dropdown]() | Displays the effort type as FTE, Hours, or Person days. | | ![month-week-dropdown]() | Displays the effort by week or month. This button is displayed only when the Allocation heatmap toggle is enabled. | | ![add-resource-button]() | Add a resource in the resource assignment pane. | [ ] {#use-projects-pw__table_czr_ddk_2xb} ## Data grid {#use-projects-pw__section_mq3_r13_gtb} The data grid shows the list of project tasks and subprojects in rows, and the following options to perform actions on the rows. If a project has subprojects, you can drill down into the tasks and scheduling of these subprojects too.{#use-projects-pw__table_pxp_xwz_hsb__entry__2} | Option | Description | |-|-| | Column actions | Sort and filter the project tasks using the actions on the header. Point your mouse device to a column header to see the context menu icon (![Row context menu.]()). Using this menu, you can perform actions such as autofit, hide, or reset. If you select the context menu (![Row context menu.]()) for certain columns, such as Short description or State, you can also filter the project task rows. | | Rearrange rows (![Rearrange rows.]()) | Enables the dragging of the project task rows to a position of your choice on the grid. | | Select row (![Select row.]()) | Choose to select multiple project task rows at once. Use the row context menu (![Row context menu.]()) to perform various actions. | | Row context menu (![Row context menu.]()) | Provides various actions for the selected rows, such as edit task, add task above or below, delete row, add dependency, and more. You can also select multiple rows and perform an action on them at once, using the row context menu. For example, indenting or deleting multiple tasks. | | Expanded row (![Expanded row.]()) | Indicates that a project task row is expanded to show its child tasks. Select this icon to collapse the row and hide the child tasks. | | Collapsed row (![Collapsed row.]()) | Indicates that the project task contains child tasks. Select this icon to expand the row and view the child tasks. | | Reorder column (![reorder-column-icon]()) | Reorders the columns of the data grid. | | Edit an individual cell | Edit or copy the info of this cell by selecting the cell context menu (![Context menu.]()) or select and hold (or right-click) a cell. Use this menu to copy and paste cell contents, add dependencies, add project tasks directly above or below this cell position, or delete the whole row. | | Edit multiple cells | Bulk-edit cells by selecting multiple cells and select and hold (or right-click) one of the cells. You can also use the cell context menu (![Context menu.]()) for more options. | [ ] {#use-projects-pw__table_pxp_xwz_hsb} Selecting a project task by selecting its short description opens the task details in a side panel, enabling you to edit them. See [Update a project task from the Project Workspace](https://www.servicenow.com/docs/EvWEEnq8f2dkInfcjajmSw "Update the details of existing tasks from the planning page of the Project Workspace."). You can also increase or reduce the area occupied by the data grid by dragging the line that separates them. ## Timeline view {#use-projects-pw__section_kcp_vd3_gtb} The timeline view shows the project timeline based on its planned start and end dates, and displays the project task bars and milestones. By using the planning settings (![Settings icon.]()), you can choose to display the bar labels, dependency lines, and the critical path. See [Personalize the planning page view in Project Workspace](https://www.servicenow.com/docs/0MORL0twT3vaScv5nCnrQA "Customize the display of the planning page. Choose the data you want to see on the data grid and the timeline."). ## Project timeline {#use-projects-pw__section_hxg_f23_gtb} The timeline shows the planned period of the project. You can reduce or increase the visibility of the project period by changing the timescale to Year, Quarter, Month, Day, or Week. Select the timescale icon (![Timescale icon.]()) and choose an option. The timescale view that you choose is saved in the preferences. ## Dependency lines {#use-projects-pw__section_cq2_g23_gtb} These lines show the dependencies between the project tasks. You can add new dependencies by drawing them on the timeline view, or select an existing dependency to edit its details in the side panel. See [Add internal project task dependencies from Project Workspace](https://www.servicenow.com/docs/JK17EpXqdICuq5fMHQGHvA "Create dependencies between project tasks using the interactive UI of Project Workspace."). The dependencies that you choose are saved in the preferences. * **[Access Project Workspace](https://www.servicenow.com/docs/hp6s65ww1E4vZvE3ix1biw)** Learn how to navigate to Project Workspace and open a project in the planning page. * **[Create a project from Project Workspace](https://www.servicenow.com/docs/2_Ki73d~rHz4Y1YARhcxZw)** Use Project Workspace to create a project and start planning for your project tasks. * **[Update the project details from Project Workspace](https://www.servicenow.com/docs/lSak1R886Makkw6vJEgXAQ)** Update the details of a project to reflect the updates or changed priorities using the details page from Project Workspace. * **[Use Playbooks in Project workspace](https://www.servicenow.com/docs/~yShpkEonVyytiPdsOJ~1A)** Plan your project stages and assign specific actions to each stage using Playbooks. * **[Analyze project analytics from Project Workspace](https://www.servicenow.com/docs/_vxSM6V3~LXMM0IMn9rE4A)** View the summary of a project in Analytics tab of Project Workspace. * **[Personalize the planning page view in Project Workspace](https://www.servicenow.com/docs/0MORL0twT3vaScv5nCnrQA)** Customize the display of the planning page. Choose the data you want to see on the data grid and the timeline. * **[Create and assign project tasks from Project Workspace](https://www.servicenow.com/docs/LNfPIDHIhDWa2eqx~9PVcw)** Add new tasks for your projects and assign them to your team directly from the new Project Workspace. * **[Create checklist items for a project task](https://www.servicenow.com/docs/AFBrfQA8Meaq7qm8ROOExw)** Create checklist items for a project task to track items to be completed in the task. * **[Add internal project task dependencies from Project Workspace](https://www.servicenow.com/docs/JK17EpXqdICuq5fMHQGHvA)** Create dependencies between project tasks using the interactive UI of Project Workspace. * **[Add external dependencies between projects from Project Workspace](https://www.servicenow.com/docs/U3m2clwpky3gxtkEtnkCvw)** Set up a dependency between tasks of different projects using the new Project Workspace. * **[Create and compare project baselines in Project Workspace](https://www.servicenow.com/docs/BNjS4lZjle6slpEm8xv2Zw)** Create a schedule baseline and financial baseline of a project. A baseline is a snapshot of the project's progress at the particular moment of time. * **[Create a status report template in Project Workspace](https://www.servicenow.com/docs/ptwlBxvMj_XJIeXPzG9Hyw)** Create a custom template for status reporting in Project Workspace. Use the template to create status reports according to your specific requirements. * **[Create a status report in Project Workspace](https://www.servicenow.com/docs/RoIUfxUWLheu67uzF2dyPA)** Create a status report in Project Workspace for your projects. Your team can view the report and be updated on project health, metrics, risks, issues, and milestones. * **[Collaborate with stakeholders from Project Workspace](https://www.servicenow.com/docs/iZp7THRXW0BAj_Cje8i94g)** Add comments and attachments to the project or a project task and share them with other users of your organization. Collaborate and ensure that your project is in line with your organizational priorities. * **[Collaborate on projects using Docs](https://www.servicenow.com/docs/mri~Ak6geBjuZ2xin7_oHg)** Collaborate with team members, save notes, create project charters, and project briefs using Docs. * **[Summarize content with Project doc summarization skill](https://www.servicenow.com/docs/s6p6MjE7726KAqDKV448ng)** Quickly learn the details of the documents from the summary that is generated by Now Assist in Strategic Planning. * **[Schedule project summary emails with Email skill](https://www.servicenow.com/docs/DNoKWan8tezPNVTQOts7ww)** Schedule the project summary email to prioritize and track the most important changes in the project in Project Workspace. * **[Project financials and Source-to-Pay Operations integration](https://www.servicenow.com/docs/LI4W6wv03Cc8xyTjeOM2Iw)** Request, track, and manage procurement requests of assets for your projects. * **[Add a RIDAC record to a project in Project Workspace](https://www.servicenow.com/docs/NEIDElojGL7NMoa1IirHBQ)** Add a Risk, Issue, Decision, Action, or Request Change (RIDAC) record to your project in the Project Workspace. Adding RIDAC records enable you to keep a track of risks or issues during the project life cycle and help in analyzing the outcome of a project. * **[Associate existing RIDAC records for a project in Project Workspace](https://www.servicenow.com/docs/YrbN5g1oHl9wtmu~Q23Z2Q)** Link existing RIDAC records to one another for your project in Project Workspace. A RIDAC record stands for Risks, Issues, Actions, Decisions, and Request Changes. Keep a record of risks or issues and their outcome for analysis at project closure and planning. * **[Convert one RIDAC record to another for a project in Project Workspace](https://www.servicenow.com/docs/ibOhd~FcxCwRhlQj~yY82Q)** Convert one RIDAC (Risk, Issue, Decision, Action, and Request Change) record to another for a project in the Project Workspace. Keep a record of risks or issues and their outcome for analysis at project closure and planning. Track the risks and issues throughout the project life cycle. * **[Export a project status report to Microsoft PowerPoint from Project Workspace](https://www.servicenow.com/docs/xGeT0gOkCy_OAjCz4tdx5w)** Generate a status report of your project and export it as a Microsoft PowerPoint file from Project Workspace. You can use this file to present the project status to stakeholders or to collaborate with them over risks and next steps. Save time by generating a Microsoft PowerPoint file with the latest information and avoid copying information into slides. * **[Export a project from Project Workspace](https://www.servicenow.com/docs/~YRJysm7~x81rvByT1AU3A)** Export your project as a file from Project Workspace. Use this file to provide project updates to external stakeholders or a wider audience. Save time by generating an export file with the latest information and avoid copying information into different files. * **[Closing a project in Project Workspace](https://www.servicenow.com/docs/K5Is7uRTnGPpOvebmWXWsQ)** End the project when all tasks are completed. When you close a project, all project tasks, sub-projects, and resource assignments associated with the project are closed automatically.