--- sourceDocument: Australia Strategic Portfolio Management sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/it-business-management Release : - australia ft:locale : - en-US ft:publication_title : - Australia Strategic Portfolio Management ft:clusterId : - itbm bundleId : - itbm workflow : - Technology --- # Manage projects # Managing projects with Project Workspace {#ariaid-title1} Release version: Australia Updated March 12, 2026 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 7 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 Australia release offers a comprehensive interface for planning, managing, and collaborating on projects. It consolidates project details, tasks, resources, and analytics into a single environment designed to streamline project management activities. Show full answer Show less ## Key Features * **Homepage Views:** Toggle between grid/card and list views to access projects efficiently. Inline editing allows direct updates to project details from the list view. * **Project Lists:** View and manage projects, RIDAC records, programs, and portfolios with customizable filters, sorting, grouping, and export options. Personalize and save lists for quick access. * **Planning Header:** Access project editing, stakeholder conversations, attachments, refresh and save controls, baseline creation, critical path toggling, task addition, and project actions like duplication or import/export. * **Resource Assignment Pane:** Manage resource allocations with effort tracking by FTE, hours, or person-days, including weekly or monthly views and resource addition. * **Data Grid \& Timeline View:** Plan tasks and subprojects with drag-and-drop row management, bulk and individual cell editing, and a timeline showing task bars, milestones, dependencies, and critical path. Parent-child task rollups automatically update progress and effort data. * **Collaboration Tools:** Comment and attach files for stakeholder communication, use Docs for project charters and briefs, and leverage AI-powered assistants like Ask Otto for project Q\&A and AI-generated project plans and status reports. * **Project Baselines and Reports:** Create and compare schedule and financial baselines, generate customizable status reports, and export reports to Microsoft PowerPoint for stakeholder presentations. * **Integration and Automation:** Manage asset project requests, procurement tracking, and schedule email insights for priority monitoring. Export complete project data for external sharing. ## Key Outcomes * Efficiently plan and control project schedules, tasks, resources, and dependencies within a unified workspace. * Enhance collaboration across teams and stakeholders with integrated communication and document management capabilities. * Leverage AI-driven insights and automation to generate project plans and status reports, improving decision-making and reporting accuracy. * Maintain project alignment with organizational priorities through customizable dashboards, analytics, and playbook-driven stage planning. * Streamline project closure with automatic closure of all related tasks, subprojects, and resource assignments when a project ends. Use the features of Project Workspace to plan and manage your project. Figure 1. Grid view of Homepage Figure 2. List view of Homepage Project managers can now edit the project details directly from the list view using the inline edit feature. 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. | | Create from template | Option to create a project from template. | | New | Option to create a project. | [Table 1. Project Workspace homepage UI] {#use-projects-pw__table_t11_fpz_hsb} ## Lists in Project Workspace {#use-projects-pw__section_oz3_352_kkc} Lists view provides a single place to view, filter, sort, and manage project, RIDAC, program, and portfolio records in Project Workspace. Select the Lists icon on the left navigation bar to open this view, and use the left panel to browse by category. Lists are organized into two tabs. The Default lists tab displays standard, default lists, such as Projects, Project RIDAC, and Programs and portfolios. The My lists tab displays lists that you personalize or save for quick access. The following table describes the key elements of the Lists view.{#use-projects-pw__table_lists_view_pw__entry__2} | Feature | Description | |-|-| | Navigation panel | Browse lists by category, such as Projects, Project RIDAC, and Programs and portfolios. | | Default lists | Displays standard, default lists for projects, RIDAC records, programs, and portfolios. | | My lists | Displays lists that you personalize or save for quick access. | | Search | Search for records based on project names or project number. | | Filter | Option to define a filter condition the list using column-level operators, such as contains, starts with, or on, along with a value to view custom required projects. | | Sort by | Option to sort the list based on the required fields. | | Group by | Option to group the list records by an attribute. | | Export | Option to download or email the list as Excel, CSV, json, or PDF files. | | New | Option to create a project. | | Refresh | Reloads the list and displays the time of latest refresh. | [ ] {#use-projects-pw__table_lists_view_pw} ## 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://servicenow-prod.fluidtopics.net/OZYSpI3Trxi40QHhgdks7A "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://servicenow-prod.fluidtopics.net/duI3j0HlxhH5Im_5ATl7Eg "Add comments and attachments to the project or a project task and share them with other users of your organization. Collaborate and verify 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://servicenow-prod.fluidtopics.net/duI3j0HlxhH5Im_5ATl7Eg "Add comments and attachments to the project or a project task and share them with other users of your organization. Collaborate and verify 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://servicenow-prod.fluidtopics.net/T6uDvsT4bpydwn_YsS2O4Q "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://servicenow-prod.fluidtopics.net/KqF0k6SMKT8G0cdmZP7yWw "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. ![Column context menu.]() | | 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 before or after 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://servicenow-prod.fluidtopics.net/n69XJDuHfqiOHLxnSdjJoQ "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://servicenow-prod.fluidtopics.net/d1xgQIDlV35mmoC3O7qlbw "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://servicenow-prod.fluidtopics.net/xTNXf7tK5pMCSnShL4d3TQ "Create dependencies between project tasks using the interactive UI of Project Workspace."). The dependencies that you choose are saved in the preferences. ## Parent-child rollups {#use-projects-pw__parent-child-rollup-pws} Date changes, state changes, effort and percent complete made to child project tasks automatically roll up to update the parent task and the project on the planning page. Rollups include planned and actual effort values in the task planner, and duration, cost, and state changes. Planned effort is calculated as the sum of the planned effort values of all child tasks. Actual efforts are fetched from approved time cards, therefore making them read-only. Actual effort is set to read only for all parent and child tasks. * **[Access the Project Workspace](https://servicenow-prod.fluidtopics.net/NizzG8MYmtX6E2dj4LyjPw)** Learn how to navigate to the new Project Workspace and open a project in the planning page. * **[Create a project from Project Workspace](https://servicenow-prod.fluidtopics.net/OZYSpI3Trxi40QHhgdks7A)** Use Project Workspace to create a project and start planning for your project tasks. * **[Update the project details from Project Workspace](https://servicenow-prod.fluidtopics.net/~i016dlhaXtqZW6amGLQvQ)** Update the details of a project to reflect the updates or changed priorities using the details page from Project Workspace. * **[Ask project questions using the Project Answers agent](https://servicenow-prod.fluidtopics.net/4X3dS76THxFlHu_au7xzBQ)** Use Ask Otto to open an AI panel and get real-time answers about your projects and sub-projects using the Project Answers agent. * **[Generate and track project details from AI insights page](https://servicenow-prod.fluidtopics.net/Z2FRnnisiHBwHk4Lv9IjJQ)** Generate and monitor project insights directly from AI insights page in Project Workspace. * **[Generate a project plan using project plan generation skill](https://servicenow-prod.fluidtopics.net/HHgbJm4S1wa_cHCfsyjyRQ)** Use Project plan generation skill to generate a project plan from natural language input, uploaded files, or both. * **[Generate tasks using project plan generation skill](https://servicenow-prod.fluidtopics.net/31OadlMwDje7yKBqSFX_4A)** Use project plan generation skill to populate an empty project with tasks by providing text input, uploading files, or both. * **[Generate and improve Docs content with ServiceNow Otto for Strategic Portfolio Management](https://servicenow-prod.fluidtopics.net/Ucgtrz~3kMYmzNCuzbZmGQ)** Generate content with ServiceNow Otto for SPM directly in your Docs using custom prompts. In addition, summarize existing sections, elaborate where needed, and refine drafts to help improve your productivity. * **[Create an Asset Project Request from Project Workspace](https://servicenow-prod.fluidtopics.net/xq3MqHQqaNlNPMEDuswx6w)** Create a new asset project request directly from Project Workspace and associate it to a project for tracking and reporting purpose. * **[Use Playbooks in Project Workspace](https://servicenow-prod.fluidtopics.net/XiROBb3UlXXtinDuyivMPA)** Plan your project stages and assign specific actions to each stage using Playbooks. * **[Analyze project analytics from Project Workspace](https://servicenow-prod.fluidtopics.net/DE7ryEwNVLVWaW9pXLk6jw)** View the summary of a project in Analytics tab of Project Workspace. * **[Personalize the planning page view in Project Workspace](https://servicenow-prod.fluidtopics.net/d1xgQIDlV35mmoC3O7qlbw)** 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://servicenow-prod.fluidtopics.net/KqF0k6SMKT8G0cdmZP7yWw)** 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://servicenow-prod.fluidtopics.net/w~7dMvFGIdN5flnvl6rCbw)** 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://servicenow-prod.fluidtopics.net/xTNXf7tK5pMCSnShL4d3TQ)** Create dependencies between project tasks using the interactive UI of Project Workspace. * **[Add external dependencies between projects from Project Workspace](https://servicenow-prod.fluidtopics.net/xj5iz79cOzXXJhYJtXdD6Q)** Set up a dependency between tasks of different projects using the new Project Workspace. * **[Create and compare project baselines in Project Workspace](https://servicenow-prod.fluidtopics.net/T6uDvsT4bpydwn_YsS2O4Q)** 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 or docs template in Project Workspace](https://servicenow-prod.fluidtopics.net/aLgOYilEVVQ7j_gqS2ofGg)** Create a custom template for status reporting in Project Workspace. Use the template to create status reports according to your specific requirements. * **[Generate a project status report with Now Assist](https://servicenow-prod.fluidtopics.net/wmo7lZ20okbKLJsZy9h43w)** Generate an AI‑assisted project status report with predicted health indicators. AI pre-populates project health, an executive summary, and supporting rationale based on weekly project data. * **[Create a status report in Project Workspace](https://servicenow-prod.fluidtopics.net/8QxqsNtOZ4_uY3brQpoLRw)** 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://servicenow-prod.fluidtopics.net/duI3j0HlxhH5Im_5ATl7Eg)** Add comments and attachments to the project or a project task and share them with other users of your organization. Collaborate and verify that your project is in line with your organizational priorities. * **[Collaborate on projects using Docs](https://servicenow-prod.fluidtopics.net/IC9wiQuK6T78OGIRlrnSqw)** Collaborate with team members, save notes, create project charters, and project briefs using Docs. * **[Summarize content with project doc generation skill](https://servicenow-prod.fluidtopics.net/Y6CSAecxAqv1lPp4h_iJng)** Quickly learn the details of the documents from the summary that is generated by AI in Strategic Planning. * **[Schedule the project insights email](https://servicenow-prod.fluidtopics.net/CMc_9P54TaeEpn1~2IHOpQ)** Schedule the project insights email to prioritize and track the most important changes in the project in Project Workspace. * **[Project financials and Source-to-Pay Operations integration](https://servicenow-prod.fluidtopics.net/b0utW7J2ghUXJmi~pe5cZA)** Request, track, and manage procurement requests of assets for your projects. * **[Export a project status report to Microsoft PowerPoint from Project Workspace](https://servicenow-prod.fluidtopics.net/9gKLTthJ0xaDmKHmqZSQZg)** 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://servicenow-prod.fluidtopics.net/vSXGNqgozD_HFsEBKi6ptA)** 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://servicenow-prod.fluidtopics.net/tfdi6~jTtw2McbDAXvYIkQ)** 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.