# Data Hierarchy FAQ ## **Can tasks live outside projects?** Yes. Tasks can exist directly inside a workspace or folder without being assigned to a project. However, tasks outside projects do not roll up into project-level reporting or timelines. ## **When should I use a folder vs a project?** * **Folder** → Organizes work by theme, department, or taxonomy; contains projects, tasks, or docs. * **Project** → Goal-focused container with a defined scope, schedule, and outcomes. **How do permissions differ across levels?**\ Permissions are inherited downward: ----------------------------------- * Workspace → applies to all content inside. * Folder → applies to all projects, tasks, and docs inside. * Project → applies to all tasks, and docs inside. Direct sharing can override inherited rules. ## **Can I move items without breaking links?** Yes. Tasks, projects, and docs can be moved between folders or projects. Links and references remain intact, since they are tied to the item ID rather than its location. ## **Do completed items affect reporting and scheduling?** Yes. Completed tasks remain visible in reporting views. They are excluded from active scheduling but roll up into project completion metrics. ## **Can I nest folders inside other folders?** No. Folders are a top-level container for projects only. Nesting folders would create complexity that makes search and permissions harder to manage. ## **Can tasks exist outside of a project?** No. Tasks always belong to a project. This ensures every task has context, metadata, and a clear place in the lifecycle. ## **What happens if I rename a folder or project?** Renaming updates everywhere automatically. Links remain intact, and permissions carry over — no need to re-share. ## **What’s the maximum depth of the hierarchy?** The deepest structure is: *Workspace → Folder → Project → Task*. ## **If I archive a folder, what happens to projects inside?** Archiving a folder archives all projects, tasks within it. You can still search and reference archived items. ## **Can I link across folders or projects?** Yes. Tasks and docs can be linked across containers. This creates context without breaking the hierarchy. ## **Who can see metadata like due dates or owners?** Anyone with visibility into the object (folder, project, task) can see its metadata. Permissions scope what’s visible. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://www.usemotion.com/help/knowledge-management/data-hierarchy/data-hierarchy-faq.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.