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Feature Primary Users: Admins, End Users, and Project Managers


When it comes to projects, there is no one-size-fits-all approach to management and organization. In fact, finding the right approach to structure projects is a critical step to work management. Often, projects are robust enough to require a complex architecture with multiple layers to organize the work. On the contrary, other types of projects are a better fit for a flatter structure. After determining which approach works best for your project, there are considerations and implications to keep in mind, such as the impact on reporting and how to prepare automated processes.

TaskRay offers various options for structuring projects, empowering customers to customize the way they organize and manage their projects with any combination of the following layers:

  • Projects
  • Sub-Projects
  • Task Groups
  • Tasks
  • Checklists


Benefits of the Project Hierarchy & Task Group Features

Regardless of size and scope, all projects benefit from customization. To provide this for your projects, Simple Architecture in TaskRay introduces the concept of Task Groups. Using task groups, you can organize the project tasks into groupings that best match your needs, such as phases, sprints, themes, or other attributes. Depending on your overall requirements, task groups are potentially the ideal approach for flatter project structures, for stitching, etc. Keep in mind that task groups are much easier to automate using our out-of-the-box apex actions and to visualize when it comes to reporting. 

Often, though, projects are more complicated and detailed. For these cases, Complex Architecture in TaskRay sets a solid foundation with parent projects and subprojects. This is the way to go when managing multiple projects at once. Complex Architecture provides the most efficient and comprehensive approach for when a project needs multiple levels for organizing. Visualizing complex architecture in a report can be challenging. TaskRay Projects add a new level of visibility by offering up to 5 levels of hierarchy with parent projects and subprojects. You have full control over if and how you utilize Task Groups, Checklist Groups, and Checklist Items incorporate additional levels to organize work. 

Admins, end users, and project managers alike can take full advantage of the various approaches offered by TaskRay to find the perfect option to structure projects, whether it be through hierarchies, task groups, or even a combination of both! Overall, Simple and Complex Architecture in TaskRay work beautifully together to manage all of your project needs.



Project Hierarchy & Task Groups Example Case Studies

Consider the following cases for examples of practical use of Complex and Simple Architecture.


Complex Architecture (Project Hierarchy – Hospitality): 

Pass Go Inc is a Property Management company. They manage multiple apartment complexes at a time. Each complex consists of multiple properties, often worked on by different teams. They need a way to visualize the full scope of their property management responsibilities. Pass Go Inc has determined the following requirements for their TaskRay implementation:

  • The individual teams want to be able to search for their project, and display only its task groups (categories of work orders), tasks (work orders), and checklists (steps for completing each work order).
  • The executive team wants a high-level review of all projects and how they relate to the overall complex’s account.
  • Each property project needs to have a different timeline
    • There are no interdependencies between remodeling for different properties.
  • Some properties have external stakeholders who require insight into their project’s progress
    • Some apartment complex projects should not be seen by teams who are not directly a part of that project.


Simple Architecture (Task Groups – B2B SaaS): 

SaaSy Co. is a professional services business that implements SaaS solutions. Their product is people (billable hours). For each implementation, they follow a five-phase project management cadence. SaaSy Co. has determined the following requirements for their TaskRay implementation:

  • The projects all need to follow the same timeline
    • All phases are dependent on each other, such that phase 1 must be completed before the next can begin.
  • There is one project team that needs visibility into the entire project.
  • The projects need to be customized based on customer-specific data points
    • Additional phases of tasks need to be added to the project 
      • (e.g., enterprise customers receive an extended, on-site end-user training phase).


Learn more about TaskRay’s Project Hierarchy & Task Group features: