Changing Item Types
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Availability: Legacy Business, Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional.; |
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Availability: Business, Enterprise, Pinnacle. ; Unavailability: Free, Team; |
You can convert your regular tasks and projects into custom items and revert them back with just a few clicks. In this way, you can turn your day-to-day work into custom items, as well as convert your Blueprints and connected template tasks/projects to request forms.
There are several conversion options:
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Convert tasks and projects (including Blueprints) into task- and project-based custom items, respectively
Note
If a task or project is tagged across multiple spaces, you need to access it from the space that has the Custom Item Type you want to use.
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Convert task- and project-based custom items (including Blueprints) into tasks and projects, respectively
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Convert task- and project-based custom items into different task- and project-based custom items, respectively
Note
If you convert Blueprints, please note that at the account level, only account-level Custom Item Types are available. However, at the space level, both account-level and space-level Custom Item Types can be used.
Note
When you convert a task or project to a custom item, the data doesn't change, but some custom fields and attribute sections can become hidden due to the custom item's type settings. If you need to unhide some of them, you'll have to edit the Custom Item Type. However, if you convert between task-based and project-based types (e.g. convert a task into a project or folder), you may lose some data.
All users, except External users, Collaborators, Contributors and Viewers, can convert tasks and projects to custom items and back, unless their access role in the current location restricts it.
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Navigate to the location where the relevant task or project is situated.
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Start by using one of the following options:
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For tasks:
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Open the location in Table view.
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Right-click on the task or click on the three-dot menu button 1 next to the task title.
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Click on View details 2 to open Item view.
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Or click on the task's title to open Item view.
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For projects:
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Open the location in Table view.
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Right-click on the project or click on the three-dot menu button 1 in the project’s or folder's title.
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Click on View details 2 to open Item view.
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Or click on the project's or folder's title to open Item view.
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Alternatively, click on the project’s or folder's info button 3 to open Item view.
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Click on the three-dot menu button 4 in the upper right corner in the Item view.
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Hover over the Change item type 5 option from the menu that appears.
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Select the relevant item type 6 from the list.
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Click Change type 7 in the pop-up that appears.
There are additional options available in the Change item type menu, including converting task-based items into project-based items. Read more on this in the dedicated section.
All users, except External users, Collaborators, Contributors and Viewers, can convert tasks to custom items and back, unless their access role in the current location restricts it.
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Open the location where all the relevant tasks are situated in Table view.
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Check all the relevant tasks.
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Click Item type 1 in the toolbar.
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Select the relevant Custom Item Type 2.
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Click Change type 3 in the pop-up that appears.
Learn more about Mass Editing Tasks.
Note
Mass-conversion between task-based items and project-based items is not supported.
All users, except External users, Collaborators, Contributors and Viewers, can convert tasks and task-based items into projects, folders, and project-based items and vice versa, unless their access role in the current location restricts it.
You can seamlessly convert tasks and task-based items into projects, folders, and project-based items, and vice versa. When you initiate this conversion, a new item is created while the original item is placed in the Recycle bin. Some information from the original item is not retained. Refer to Table.
Important
Once you convert an item from task-based to project-based or vice versa, you can't change it back. However, the original item can however be recovered from the Recycle bin.
Check the table below to see what data stays the same and what changes after the conversion.
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Retained Data |
Non-Retained Data** |
|---|---|
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Title |
Item history and comments |
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Assignee* |
Approvals |
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Dates* |
Importance Tracked time |
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Location |
Dependencies |
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Custom field values |
Recurrences |
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Description |
Effort |
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Task-based subitems Attachments Sharing settings |
Item ID |
* Not applicable for folders
** Data is not retained in the new item, but it can still be found in the original item in the Recycle bin.
Limitations
You can convert existing tasks into projects when they evolve beyond their initial scope or complexity. This is useful if additional resources are needed or if tasks become interdependent.
To convert a task into project:
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Navigate to a relevant task within a folder, project, or space.
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Click on the task you want to convert.
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Click the three-dot menu button 1 in the upper right corner of the item view.
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Click Change item type 2 from the menu.
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Select the item type Project 3 from the menu list.
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Click Change item type 4 in the pop-up that appears.
Converting project items into tasks enables you to break down complex projects into actionable steps, assign responsibilities, track progress, and ensure successful completion within the allocated time and with the available resources.
To convert a project into tasks:
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Navigate to the relevant project within a space.
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Click on the Info 1 button next to the project’s title.
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Click the three-dot menu button 2 in the upper right corner of the item view of the project.
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Locate the Change item type 3 from the menu that appears and click on it.
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Select the item type Task 4 from the menu list.
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Click Change item type 5 in the pop-up that appears.
To do this:
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Locate the relevant project within a space in the sidebar.
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Right click on the project or click on the three-dot menu button 1 in the sidebar.
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Click on the Change item type 2 from the menu that appears.
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Select the item type Task 3 from the available options.
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Click Change item type 4 in the pop-up that appears.
No, there is no data loss when converting within the same type (tasks to task-based, projects or folders to project-based). All data is carried over, including system and custom field data, subitems, status, dependencies, and other information.
Yes, converting a task into a project will result in the loss of certain data, including item history, comments, approvals, tracked time, dependencies, recurrences, effort, item ID, and subtasks (which cannot be converted into projects).
Please make sure that the item you want to convert is not a subtask and there are no subprojects or subfolders before trying again.
Note
Please remember that you must have permissions to:
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Change item types
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Create tasks or projects in the current location***
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Delete tasks or projects ***
*** depending on the direction of change
No, the item will keep its existing status and workflow when you change the item type. This doesn’t happen automatically to preserve the item’s current progress. If you want the status to match the new item type’s workflow, you’ll need to change it manually.