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Changing Item Types

Table 11. Availability - Legacy plans


Overview

You can turn your regular tasks and projects into custom items and revert back in 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:

  • Convert tasks and projects (including Blueprints) into task- and project-based custom items, respectively

  • Convert task- and project-based custom items (including Blueprints) into tasks and projects, respectively

  • Convert task- and project-based custom items into different task- and project-based custom items, respectively

You can convert existing tasks and projects into both account- and Space-level custom types. But to convert to a Space-level type, the task/project has to be located in the relevant space. For Blueprints, only account-level Custom Item Types are available.

Keep in mind that 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.

Convert tasks and projects into custom items

All users, except collaborators, can convert tasks and projects to custom items and back, unless their access role in the current location restricts it.

  1. Navigate to the location where the relevant task or project is situated.

  2. Start by using one of the following options:

    1. For tasks:

      1. Open the location in Table view.

      2. Right-click on the task or click on the three-dot menu button 1 next to the task title.

      3. Click on View details 2 to open Item view.

      4. Or click on task's title to open Item view.

      Task_into_CIT_sheet_1.png
    2. For projects:

      1. Open the location in Table view.

      2. Right-click on the project or click on the three-dot menu button 1 in the project’s or folder's title.

      3. Click on View details 2 to open Item view.

      4. Or click on project's or folder's title to open Item view.

      5. Or click on the project’s or folder's info button 3 to open Item view.

    Project_into_CIT_sheet_1.png
    Project_into_CIT_sheet_2.png
  3. Click on the three-dot menu button 4 in the upper right corner in the Item view.

  4. Hover over the Change item type 5 option from the menu that appears.

  5. Select the relevant item type 6 from the list.

  6. Click Change type 7 in the pop-up that appears.

Task___project_into_CIT_sheet_1.png
Task___project_into_CIT_sheet_2.png

There are other options available in the Change item type menu. It’s possible to convert task-based items into project-based items there, read more on this in the dedicated section.

Mass-convert tasks and projects into custom items

All users, except collaborators, can convert tasks to custom items and back, unless their access role in the current location restricts it.

  1. Open the location where all the relevant tasks are situated in Table view.

  2. Check all the relevant tasks.

  3. Click Item type 1 in the toolbar.

  4. Select the relevant Custom Item Type 2.

  5. Click Change type 3 in the pop-up that appears.

Learn more about Mass Editing Tasks.

Note

Note: Mass-conversion between task-based items and project-based items is not supported.

Mass_covert_sheet_1.png
Mass_covert_sheet_2.png

Convert tasks into projects and vice-versa

All users, except collaborators, 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.

Now, you have the ability to 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. 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.

Retained Data

Non-Retained  Data**

Title

Item history and comments

Assignee*

Approvals

Dates*

Importance

Tracked time

Location

Dependencies

Custom field values

Recurrences

Description

Effort

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

  • Task-based subitems of a task-based item (subtasks) cannot be converted into a project-based type.

  • Project-based items or folders with sub-projects or subfolders cannot be converted into task-based types.

  • Mass-converting items is not possible.

Convert task-based item type into project

You can convert existing tasks into projects when they evolve beyond their initial scope or complexity. You can choose to convert tasks into projects if additional resources are needed or if tasks become interdependent.

To convert a task into project:

  1. Navigate to a relevant task within a folder, project, or space.

  2. Click on the task for which you want to change the item type.

  3. Click the three-dot menu button 1 in the upper right corner of the item view.

  4. Locate the Change item type 2 from the menu that appears and click on it.

  5. Select the item type Project 3 from the menu list.

  6. Click Change item type 4 in the pop-up that appears.

Change_item_type_task_sheet_1.png
task-based_item_type_into_project_sheet_2.png

Convert a project-based item type into a task

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 available resources.

To convert a project into tasks:

  1. Navigate to the relevant project within a space.

  2. Click on the Info 1 button next to the project’s title.

  3. Click the three-dot menu button 2 in the upper right corner of the item view of the project.

  4. Locate the Change item type 3 from the menu that appears and click on it.

  5. Select the item type task 4 from the menu list.

  6. Click Change item type 5 in the pop-up that appears.

change_item_type_project_1.png
project-based_item_type_into_a_task_sheet_2.png

Convert a project into a task from the sidebar

To do this:

  1. Locate the relevant project within a space in the sidebar.

  2. Right click on the project or click on the three-dot menu button 1 in the sidebar.

  3. Click on the Change item type 2 from the menu that appears.

  4. Click on the item type Task 3 from the available menu.

  5. Click Change item type 4 in the pop-up that appears.

Change_item_type_project_sheet_1.png
Change_item_type_project_sidebar_1.png
_project_into_a_task_from_the_sidebar_sheet_2.png

FAQ

Will any data be lost when I convert a task to a task-based, projects or folders to a project-based custom item or vice versa?

No, there is no loss if you convert with the same type (tasks to task-based, projects or folders to project-based). All data is carried over when you convert, including all system and custom field data, the list of subitems, the status, the dependencies, and all other data available.

Will any data be lost during the conversion between a task and a project, or vice versa?

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).

Why can’t I convert the item type of a task to a project, or vice versa?

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:

  • Change item types

  • Create tasks or projects in the current location***

  • Delete tasks or projects ***

*** depending on the direction of change

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