Managing projects with Project Workspace

Release version: Australia

Updated March 12, 2026

6 minutes to read

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Summary of Managing projects with Project Workspace

Project Workspace in ServiceNow Australia release offers a comprehensive interface for planning and managing projects efficiently. It provides both grid and list views of projects, facilitating easy navigation through owned projects, all projects in the system, and subprojects. Project Workspace integrates planning, resource management, collaboration, and reporting tools into a unified platform to help streamline project execution and oversight.

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Key Features

Homepage UI Components: Includes project views (grid and list), filters, search, project cards, and options to create projects or templates.
Planning Header: Displays project details and provides quick actions such as editing, collaboration, attachments, refreshing, saving, baseline management, and toggling views (grid/Gantt).
Resource Assignment Pane: Enables management of resource allocations, effort tracking, and refreshing resource data directly within the workspace.
Data Grid and Timeline View: Allows detailed task and subproject management with sorting, filtering, editing, dependencies, and visual timeline adjustments (timescale, dependency lines, critical path).
Project Actions: Includes applying templates, duplicating, importing/exporting projects, calculating completion estimates, and synchronizing dates across plans and assignments.
Collaboration Tools: Stakeholder communication via comments and attachments, Docs collaboration for project charters and briefs, and integration with AI-powered assistants for project insights and queries.
Project Planning and Tracking: Features include creating and assigning tasks, checklists, internal and external dependencies, baseline creation and comparison, and using Playbooks for stage-based planning.
Reporting and Analytics: Generate customizable status reports, AI-assisted project health insights, export reports to PowerPoint, and schedule project insights emails.
Risk and Issue Management (RIDAC): Add, associate, convert, export, and track risks, issues, decisions, actions, and request changes within projects for comprehensive lifecycle management.
Integration with Financials and Source-to-Pay: Manage procurement requests and asset tracking linked to projects.

Practical Benefits for ServiceNow Customers

Centralized project planning and execution with intuitive views and detailed task management.
Enhanced resource management through synchronized assignments and effort tracking.
Improved collaboration among stakeholders with embedded communication and document tools.
Insight-driven project monitoring powered by AI-generated answers, status reports, and risk assessments.
Flexible reporting capabilities with export options for stakeholder presentations and external communication.
Streamlined risk and issue tracking integrated directly into project workflows.
Automated project closure processes that ensure all related tasks and assignments are completed systematically.

Getting Started and Next Steps

Access the Project Workspace to create new projects or use templates to accelerate planning.
Use the planning header and data grid to update project details, assign tasks, and manage dependencies.
Leverage collaboration features and AI assistance to enhance project communication and decision-making.
Monitor project progress with baselines, critical path visualization, and analytics dashboards.
Manage risks and issues throughout the project lifecycle using RIDAC records and AI risk generation skills.
Generate and export status reports regularly to keep your team and stakeholders informed.
Close projects efficiently when all tasks are complete to maintain accurate project records.

Use the features of Project Workspace to plan and manage your project.

project-workspace-grid-view — Figure 1. Grid view of Homepage

project-workspace-list-view — Figure 2. List view of Homepage

The homepage contains the following UI components to help you navigate through the workspace.

Table 1. Project Workspace homepage UI
Feature	Description
Grid view of projects ()	Opens the project in grid view or card view.
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.

Planning header

The header displays the project name and provides the following various options.


Name	Description
Edit project details ()	Opens the project details in the side panel to edit. See Create a project from Project Workspace.
Activity ()	Facilitates conversation between different stakeholders. See Collaborate with stakeholders from Project Workspace.
Attachments ()	Enables you to add files to the project. See Collaborate with stakeholders from Project Workspace.
Refresh the project ()	Reloads the planning page.
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 () panel.
Resources not synced ()	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.
	Enable this toggle to display the resource assignment pane.
	Displays data in both grid and gantt view on planning page. This button is active by default.
	Displays data in Gantt view on planning page. Use this button to change task dates and dependencies.
	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 ()	Enables you to create and compare schedule and financial baselines. See Create and compare project baselines in Project Workspace.
Critical path ()	Toggle the button to switch on/off the display of the critical path of the project.
Add Task	Adds a project task in the data grid. See Create and assign project tasks from Project Workspace.
Project actions ()	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 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.

Resource assignment pane

The resource assignment pane contains the following UI components to help you manage your resources from Project Workspace.


Name	Description
Refresh the resource assignment ()	Reloads the selected assignment and allocation.
	Displays the resource allocation in the resource assignment pane.
	Displays the effort type as FTE, Hours, or Person days.
	Displays the effort by week or month. This button is displayed only when the Allocation heatmap toggle is enabled.
	Add a resource in the resource assignment pane.

Data grid

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.


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 (). Using this menu, you can perform actions such as autofit, hide, or reset. If you select the context menu () for certain columns, such as Short description or State, you can also filter the project task rows.
Rearrange rows ()	Enables the dragging of the project task rows to a position of your choice on the grid.
Select row ()	Choose to select multiple project task rows at once. Use the row context menu () to perform various actions.
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 ()	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 ()	Indicates that the project task contains child tasks. Select this icon to expand the row and view the child tasks.
Reorder column ()	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 () 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 () for more options.

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.

You can also increase or reduce the area occupied by the data grid by dragging the line that separates them.

Timeline view

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 (), you can choose to display the bar labels, dependency lines, and the critical path. See Personalize the planning page view in Project Workspace.

Project timeline

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 () and choose an option.

The timescale view that you choose is saved in the preferences.

Dependency lines

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. The dependencies that you choose are saved in the preferences.