Navigating Project Management Features

Navigating Workspaces

Workspaces are the highest-level containers in Motion. They hold all your folders, projects, tasks, and documents, giving you a central place to organize and manage work.

Sidebar Access

Sidebar Access

• Workspace list (left sidebar): Open any workspace by clicking its name under Workspaces. Expanding a workspace shows all folders, projects, and docs inside.

• Quick create (+): Use the plus button next to a workspace or folder to create a new folder, project, or doc without leaving the sidebar.

• Favorites: Pin important workspaces or folders to the Favorites section for quick access.

Folder Navigation

Folder Navigation

• Structured organization: Inside a workspace, use folders to group related projects and docs.

• Context menu (⋮): Right-click a workspace, folder, or project to change its color, copy a link, add to Favorites, share, duplicate, move, or delete.

• Drag & drop: Reorder folders and projects to match the way your team works.

Task List Tab

Task List Tab

• Navigate tab: Provides a folder-style view of everything in the workspace — folders, projects, docs, and tasks.

• Task List tab: Switch here to see every task in your workspace in one view. Tasks are grouped by Project → Stage → Task.

• View options: Toggle between List, Kanban, and Gantt views to manage tasks visually.

• Filters & sorting: Apply filters by assignee, due date, or project. Show only overdue tasks or include resolved ones.

Workspace Settings

Click Workspace Settings (⚙️) in the top-right corner to customize how your workspace runs:

• Overview: Rename and manage workspace details.

• Statuses: Define the stages your tasks move through (e.g., To Do → In Progress → Done).

• Project Templates: Save reusable project structures for repeat workflows.

• Task Templates: Standardize recurring tasks so you don’t need to start from scratch.

• Custom Fields & Labels: Add tags and metadata to organize tasks and projects at scale.

Navigating Projects & Tasks

The Projects & Tasks view is where all your structured work lives. From here, you can manage projects, break them into stages, and track every task to completion.

Key areas on the screen:

• Sidebar Access: Open Projects & Tasks from the left sidebar.

• Top Navigation Tabs:

  • Navigate: Go back to a workspace view.

  • Task List: See every task grouped by project and stage.

  • My Tasks / My Deadlines: Filter down to your personal assignments and due dates.

  • Past Due Projects: Highlight overdue work.

  • Project Timelines / Team Schedule: Switch to timeline or scheduling views for a bigger-picture look.

• Grouping Controls:

  • Use Group by (e.g., Workspace > Project > Stage > Task) to structure your list.

  • Sort Groups and Sort Tasks let you control order.

  • Filters: Narrow tasks by workspace, assignee, or deadlines.

• Task List (main panel):

  • Projects contain stages, which break work into phases.

  • Each stage has tasks, shown with ETA, assignee, project, duration, and deadline.

  • Tasks can be expanded/collapsed under stages for clarity.

• Add Task Button: Add a new task directly under a stage or project.

• Quick Actions (inline): Assign tasks, set ETA, mark complete, or edit deadlines without leaving the list.

• Create Dashboard (top right): Build a dashboard to visualize progress across projects

Navigating Project Templates

Projects are where work gets organized into stages, tasks, and timelines. Unlike templates, projects represent live, ongoing initiatives that you and your team are actively working on.

Accessing a Project

• Open any project from your workspace by clicking on its name.

• This will launch the project modal, your central hub for managing that project.

Inside the Project Modal

When you open a project, you’ll see the project modal with tools to manage and track progress:

• Project Name: Rename or update the project title to keep it clear and relevant.

• Stages: Break the project into phases (e.g., Planning, Content Creation, Execution).

• Tasks: Add tasks under each stage with deadlines, assignees, and priorities.

• Stage Timeline: View your progress with a timeline at the top of the modal, showing when stages start and end.

• Docs & Attachments: Attach reference documents or create new docs directly inside the project.

• Activity Feed: Track updates and comments from your team in real time.

• Project Info: Adjust metadata like priority, status, start and end dates, or labels.

Navigating Views

Header Controls applicable to all 3 views (List, Kanban, Gantt)

• Group by (dropdown) – Choose how tasks are grouped, such as by Workspace, Project, Stage, or Status.

• Sort Groups – Adjust the order in which your groups appear.

• Sort Tasks – Define how tasks inside each group are ordered (e.g., by deadline, priority).

• Filters – Apply filters to narrow the list down (by workspace, assignee, status, etc.).

• Workspace selector – Switch between all workspaces or focus on a single one.

• Show/hide toggles –

• Only show scheduled past deadline – Displays overdue tasks only.

• Show resolved tasks – Includes completed or resolved tasks in your view.

Top-Right Controls applicable to all 3 views (List, Kanban, Gantt)

• Create Dashboard – Build a dashboard directly from your current view.

• List View Tutorial – Access an in-app guide for how to use List View.

• Search – Find specific tasks or projects by keyword.

• Hide options – Collapse advanced view options for a simpler screen.

List View

The List View gives you a structured, row-by-row view of tasks with columns for details like ETA, assignee, project, and deadline. It’s ideal for scanning large sets of tasks and working in bulk.

Column Layout

Each task appears in a row, with the following default columns:

• Name – The title of the task. Expandable for project and stage hierarchy.

• ETA – Estimated time required for the task.

• Assignee – Person responsible for the task.

• Project – The project the task belongs to.

• Stage – The project stage the task is in.

• Status – Current task status (Todo, In Progress, Completed, etc.).

• Priority – Task urgency level (Low, Medium, High).

• Completed At – Time spent before the task was closed.

• Duration – Planned length of time to complete the task.

• Deadline – Due date for the task.

Kanban View

The Kanban View organizes tasks into visual columns, making it easy to track progress across different statuses or stages. It’s perfect for managing workflows at a glance and moving tasks between categories.

Columns & Task Cards

• Columns – Each column represents the group you selected (e.g., Todo, In Progress, Completed, Cancelled).

• Task cards – Each task is displayed as a card with:

  • Task name

  • Deadline

  • Workspace/project tag

  • Assignee

  • Status/priority indicators

You can drag and drop task cards between columns to update their status instantly.

Gantt View

The Gantt View displays your projects and tasks on a timeline, making it easy to see how work overlaps, track deadlines, and manage dependencies. It’s best for long-term planning and visualizing project schedules.

Timeline Controls

• Date range navigator – At the top, scroll horizontally through weeks, months, or quarters.

• Zoom options – Adjust timeline granularity (days, weeks, months, quarters).

• Jump to date / Today – Quickly return to today’s marker or skip ahead to a specific date.

• Quarter view – See tasks spread across a quarterly window for high-level planning.

Project & Task Bars

• Project bars – Represent entire projects, spanning their start and end dates.

• Task bars – Show each task’s duration within its project.

• Status indicators – Colored labels (e.g., In Progress, Completed, Cancelled) appear directly on bars.

• Dependencies – (If enabled) lines connect tasks to show sequencing or dependencies.

• Drag to adjust – Move or extend task bars directly to reschedule work.

See Reference: Auto-scheduling for status indicator legend.

List View

Kanban View

Gantt View

Dashboard View

The Dashboard View gives you real-time insights into projects, tasks, and workloads. It’s fully customizable with cards and charts, so you can track progress, monitor productivity, and spot bottlenecks at a glance.

Dashboard Layout

• Cards: Each card represents a metric or visualization. You can add as many cards as you need.

• Add Card (+): Opens options to insert a new card into the dashboard.

Card Types

• Number Cards – Show totals (e.g., number of tasks completed this week, open bugs, or overdue items).

• Pie Charts – Display proportions (e.g., task distribution by assignee, project, or status).

• Bar Charts – Compare categories (e.g., tasks by project, tasks by account, tasks completed vs. open).

• Line Graphs – Track trends over time (e.g., tasks completed per week, project velocity).

Editing Cards

• Pencil Icon (✏️): Edit a card’s settings. Depending on the chart, you can:

• Change the metric (e.g., tasks completed, overdue tasks).

• Adjust grouping (by assignee, project, stage, etc.).

• Apply filters (e.g., only show tasks from a specific workspace).

• Drag and Drop: Rearrange cards within the dashboard to match your priorities.

• Delete: Remove a card you no longer need.

Navigating Docs

Docs in Motion act as collaborative spaces where you can draft, edit, and organize content — whether that’s project briefs, meeting notes, or process documentation. The Docs view gives you AI assistance while still keeping the structure and tools of a traditional editor.

What you’ll see on the screen

• Add a Doc

  • From the workspace sidebar, click the + button next to any folder or workspace, then choose New doc.

  • Or type /doc inside an open project or doc to create inline.

• Doc Title

  • At the top, you’ll see New doc. Click to rename your document to something descriptive.

• AI to Describe Your Doc

  • Beneath the title, there’s a description bar: “Describe what you want to draft…”.

  • Motion AI uses this to generate a first draft for you automatically. Use @ to reference other docs, projects, or tasks.

• Writing Area

  • The main canvas is your editor. Press Esc if you prefer to write manually.

  • Use formatting (bold, italics, headings, lists) just like a traditional editor.

• Slash Commands ( / )

  • Type / anywhere to open quick actions: create tasks, projects, or docs, insert lists, headings, tables, and more.

  • Example: /task to turn a line into an actionable Motion task.

• Version History

  • Access version history from the top-right menu (⋯). This shows edits over time and lets you restore previous versions.

• Comments

  • Click the speech bubble icon to leave comments or mention teammates for feedback.

• Move & Organize

  • Use the Move button (top-right) to place your doc into the right folder, workspace, or project.

• Share

  • Hit Share to control permissions and send docs to teammates or external collaborators.

• Chat Modal

  • At the bottom, you’ll see a chat input. Here you can ask Motion AI questions, request edits, or brainstorm content inside the doc.

Navigating Sheets

Sheets in Motion act as structured tables for organizing information — think lightweight databases you can customize with AI-powered automation.

What you’ll see on the screen

• Add a Sheet

  • From the workspace sidebar, click + → New sheet.

  • Sheets appear in your folder tree alongside docs, projects, and tasks.

• Sheet Title

  • At the top, rename New Sheet to give your sheet a clear purpose.

• Import

  • Use the Import button (top-right) to upload an existing CSV or spreadsheet.

• Columns

  • Click the + at the top of the table to add a new column.

  • You’ll see options:

    • AI automations: Run an AI Employee skill for each row.

    • Text: Standard text field.

    • Number: Track numeric values.

    • Date: Add deadlines, milestones, or time entries.

    • Checkbox: Mark items complete with a simple tick.

    • Combine columns: Merge multiple columns into one view.

    • Reference data: Pull values from another sheet for consistency.

• Rows

  • Add new rows with + Add row at the bottom.

  • Each row can represent a record, task, or dataset entry.

• Selection Checkboxes

  • Use the checkboxes on the left to select multiple rows for bulk updates or actions.

• Move & Share

  • Use the Move button to relocate your sheet into the correct workspace folder.

  • Click Share to adjust permissions and collaborate with your team.

• Search

  • Quickly find values or records across the sheet using the search bar (top-right).

• More Options (⋯)

  • Access version history, export, or advanced sheet settings.