The building blocks
Workflows
Define the statuses a task moves through (e.g. Open → In Review → Done) and the transition rules between them.
Task Types
Categorize work by kind — Bug, Feature, Change Request, Incident. Each type controls which fields appear or are required.
Field Collections
Named groups of custom fields that can be attached to a project or bundled into a template. One collection can be reused across many projects.
Project Templates
A saved configuration that bundles a workflow, task types, field collections, and enabled views. Apply a template when creating a project to skip manual setup.
Step 1 — Configure a workflow
A workflow defines the statuses that tasks in your project can have and how they move between them.1
Open Workflow settings
Navigate to Admin → Workflows (for a global workflow reused across projects) or Project → Settings → Statuses (for a project-specific workflow).
2
Add statuses
Click + New Status for each stage in your process. Give each status a name (e.g. “Open”, “In Progress”, “In Review”, “Done”), a color, and a category.
3
Set transition rules (optional)
By default tasks can move to any status freely. To enforce a fixed path, open Settings → Transitions and define which statuses each status is allowed to move to. Any unlisted transition is blocked.
4
Reorder statuses
Drag statuses into the order you want. The order here matches the left-to-right column order on the Kanban board.
Workflows created under Admin → Workflows are global and can be assigned to multiple project templates. A workflow created inside a specific project’s settings only applies to that project.
Step 2 — Create task types
Task types let you distinguish between different kinds of work and control which fields appear for each.1
Open Task Types
Go to Admin → Task Types to create a type that is available in every project, or go to Project → Settings → Task Types to create one local to a specific project.
2
Add a new type
Click + New Task Type. Set a name (e.g. “Bug”, “Feature”, “Epic”), an icon, and a color.
3
Configure field rules
For each type, add field rules to control how standard and custom fields behave:
Example: a “Bug” type might require “Steps to Reproduce” (a custom text field) and hide “Story Points”.
4
Save
Click Save. The type is immediately available when creating tasks at the configured level.
Inheritance
Task types follow a three-level hierarchy. Each level can add types but cannot remove types defined at a higher level.Step 3 — Create a field collection
A field collection is a named group of custom fields. Instead of assigning individual custom fields to each project, you group them once and attach the collection.1
Open Custom Fields
Go to Admin → Custom Fields, then open the Collections tab.
2
Create a collection
Click + New Collection. Give it a name that describes the use case (e.g. “IT Service Desk Fields”, “Bug Report Fields”).
3
Add fields to the collection
Click + Add Field within the collection. For each field, choose a type:
4
Assign the collection to a project
Open Project → Settings → Fields, click + Attach Collection, and select the collection. All fields in the collection immediately become available on tasks in that project.
A collection can be attached to multiple projects. Changes to the collection (adding or removing fields) automatically apply to all projects it is assigned to.
Step 4 — Apply a project template (optional)
If your admin has created project templates, you can skip steps 1–3 entirely by applying a template when you create the project.1
Create a new project
Inside a Space, click + New Project.
2
Choose a template
In the project creation dialog, select a template from the gallery. Each template shows the included workflow, task types, and field collections.
3
Confirm and create
Click Create Project. The workflow, task types, and field collections from the template are applied automatically.
Linked vs. detached projects
When a project is created from a template it stays linked to that template by default. This means:- If an admin updates the template (e.g. adds a new task type or changes a field collection), those changes can be propagated to all linked projects.
- You can see the template link status in Project → Settings → General.
Next steps
Project Templates
Create and manage reusable project configurations that bundle a workflow, task types, and field collections.
Projects
Projects is Collabase’s project management app.