Getting Started

Learn how to set up your workspace, navigate the platform, and configure essential settings.

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Setting Up Your Workspace

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How to Create and Customize Your First Project

Creating a project in Soto is the first step to organizing your workflow and ensuring seamless collaboration. This guide will walk you through setting up a project, customizing its features, and making it work for your team’s needs.

1. Creating a New Project

Before you start assigning tasks, setting deadlines, or managing workflows, you need to create a project within the platform. Follow these steps to set up your first project:

  1. Log in to Your Account – Ensure you have the necessary permissions to create a project.
  2. Navigate to the Projects Section – Click on the “Projects” tab in the main dashboard.
  3. Click on "Create New Project" – Locate the “+ New Project” button and select it.
  4. Enter Project Details – Fill in essential details, such as:
    • Project Name – Choose a clear, descriptive title.
    • Project Description – Briefly explain the purpose of the project.
    • Project Type – Select from available templates (e.g., Agile, Kanban, Scrum).
  5. Set Visibility & Permissions – Choose whether the project is public, private, or accessible to specific team members.
  6. Click “Create” – Once all details are filled in, confirm the creation.

After completing these steps, your project will appear in the dashboard, ready for customization.

2. Customizing Your Project Layout

Every team has different workflows, and customizing your project ensures it aligns with your processes. Here’s how you can tailor it to your needs:

Choosing a View: Board, List, or Timeline

Depending on your preference and project type, you can choose from multiple views:

  • Board View – Ideal for teams using Kanban-style task management.
  • List View – A structured way to track tasks in a linear format.
  • Timeline View – Best suited for projects that require scheduling and dependencies.

To change the view, navigate to the project settings and select the preferred layout.

Adding Sections or Categories

Organizing your project into sections or categories helps break down work efficiently:

  • Create sections for different phases (e.g., Planning, Development, Review).
  • Group tasks by department or responsibility (e.g., Design, Marketing, Engineering).
  • Use labels and color-coding to categorize tasks visually.

To create a new section:

  1. Open the project and click on “Add Section”.
  2. Enter a section name and choose a color (if available).
  3. Click Save to apply changes.

3. Setting Up Project Preferences

Configuring Task Priorities and Statuses

Every project involves different levels of urgency. To keep tasks organized:

  • Assign priority levels (e.g., High, Medium, Low).
  • Customize task statuses beyond the default (e.g., “In Review,” “Blocked,” “Ready for Deployment”).
  • Enable automatic status updates based on task completion.

Adjusting Notifications and Alerts

Stay informed without being overwhelmed by unnecessary notifications. You can:

  • Enable or disable real-time notifications for project updates.
  • Choose to receive alerts via email, push notifications, or in-app messages.
  • Set reminders for deadlines and upcoming tasks.

To modify these settings, go to Project Settings > Notifications and adjust preferences.

4. Inviting Team Members and Assigning Roles

Collaboration is key in any project. To invite teammates and set permissions:

  1. Navigate to Project Settings > Team Members.
  2. Click "Invite Member" and enter their email address.
  3. Assign a role:
    • Project Admin – Full access to project settings and team management.
    • Editor – Can create, edit, and assign tasks.
    • Viewer – Can view tasks but cannot edit.
  4. Click Send Invite, and the member will receive an email to join.

You can also create custom roles with specific permissions based on your organization’s needs.

5. Enhancing Your Project with Custom Fields and Integrations

To make your project more efficient, consider adding custom fields and third-party integrations.

Custom Fields

Use custom fields to track specific project details such as:

  • Budget allocation
  • Estimated hours vs. actual time spent
  • Client or stakeholder information

To add a custom field:

  1. Go to Project Settings > Custom Fields.
  2. Click "Add Field", choose a field type (text, dropdown, date, etc.), and name it.
  3. Save and apply it to the project.

Integrations

Connect your project with essential tools like:

  • Slack – Get real-time project updates in team channels.
  • Google Drive – Attach documents and collaborate efficiently.
  • Jira or GitHub – Sync development tasks with engineering workflows.

To integrate with third-party apps, go to Settings > Integrations and enable the tools you need.

6. Final Review and Best Practices

Once your project is set up and customized, here are some best practices to follow:

Review project settings regularly – Ensure permissions, views, and workflows still align with team needs.
Encourage team members to update statuses – Keeping tasks current helps with project tracking.
Leverage templates for repetitive projects – Save time by reusing successful structures.
Monitor project performance – Use reports and analytics to measure progress and adjust strategies as needed.

By following these steps, you’ll have a well-structured, fully customized project that enhances efficiency and collaboration.

Adding and Managing Team Members

Effective collaboration begins with properly adding and managing your team within the tool. Ensuring the right people have access, assigning appropriate roles, and maintaining clear organization helps streamline workflows and boost productivity. This guide will walk you through inviting new team members, assigning permissions, and managing roles efficiently.

Inviting Team Members to a Project

Once a project is set up, the next step is to bring in your team. Adding members allows them to collaborate, contribute, and stay updated on project progress. To invite a team member, navigate to the project’s settings and locate the Team Management section. Here, you’ll find an option to add new users by entering their email addresses or selecting them from the organization’s existing directory.

When sending an invitation, it’s important to ensure that the right permissions are assigned from the start. Each member should have the appropriate level of access based on their responsibilities within the project. After sending the invitation, the team member will receive an email with instructions on how to join and start participating.

Understanding User Roles and Permissions

Not every team member requires full administrative control over a project. Assigning roles helps maintain structure and ensures that users only access the features relevant to their work. The tool provides multiple role levels, including administrators, editors, and viewers.

Administrators have full control over the project, allowing them to modify settings, invite new members, and manage permissions. This role is typically assigned to project leads or managers who oversee the workflow. Editors, on the other hand, have the ability to create, modify, and assign tasks but may not have access to critical project settings. This role is ideal for team members who are actively involved in executing project tasks. Viewers, the most restricted role, can observe project progress but cannot make any modifications. This role is useful for stakeholders or clients who need visibility without direct involvement.

To adjust a member’s role, visit the Team Management panel within the project settings. Here, you can change access levels, revoke permissions, or promote users when necessary. Keeping roles clearly defined helps maintain security and ensures that each user’s responsibilities are well-structured.

Managing Team Member Activity and Engagement

As teams grow, keeping track of each member’s activity becomes crucial. Regularly monitoring engagement helps ensure that everyone is contributing effectively. Within the Activity Log, project admins can review recent actions such as task assignments, deadline modifications, and status updates. This feature provides insight into team performance and allows managers to address potential bottlenecks early.

Encouraging team members to update their task progress regularly is essential for keeping the project on track. Assigning clear responsibilities and setting expectations for check-ins can prevent misunderstandings and ensure that deadlines are met. Additionally, team communication tools within the platform allow members to leave comments, ask questions, and collaborate in real-time, reducing the need for lengthy email threads or external messaging platforms.

Handling Member Transitions and Access Revocation

Projects often evolve, and team structures may change over time. Whether a member’s role shifts, they move to another project, or they leave the organization, managing transitions smoothly is essential. Removing a user from a project should be done carefully to avoid losing any valuable input they’ve contributed.

Before revoking access, it’s advisable to review their assigned tasks and reassign them to other team members. This ensures that ongoing work is not disrupted. Once tasks are transferred, navigate to the Team Management section and remove the user from the project. In cases where a team member is transitioning to a different role, updating their permissions rather than removing them may be a better approach.

Ensuring that only active, relevant users have access to a project minimizes security risks and keeps the workspace organized. Periodically reviewing the team list and updating permissions as needed can help maintain efficiency and clarity within the project.

Best Practices for Effective Team Management

Maintaining a well-organized team structure requires a proactive approach. Regularly checking user roles, ensuring that responsibilities are clearly defined, and encouraging communication all contribute to a successful project. Encouraging feedback from team members about workflow improvements can also enhance collaboration and make the platform more effective for everyone involved.

By carefully managing team access and maintaining a structured approach to collaboration, the tool helps teams work more efficiently, stay aligned, and drive projects forward without unnecessary roadblocks.

Configuring Permissions and Roles

Managing permissions effectively ensures that every team member has the right level of access to perform their tasks without unnecessary restrictions or risks. A well-structured permission system helps maintain security, streamline collaboration, and prevent unauthorized changes within a project.

Understanding the Role-Based Access System

Within a project, team members are assigned roles that define their level of control over tasks, settings, and overall project management. A clear hierarchy of permissions prevents confusion and ensures that sensitive configurations remain protected while allowing flexibility for everyday contributors.

Roles are structured to support different levels of involvement. Administrators have the highest level of access, allowing them to modify project settings, manage team members, and oversee workflow structures.

Editors are granted permissions to create, modify, and assign tasks but may not be able to change core project settings. For those who need visibility without direct interaction, Viewers can access the project but cannot make modifications.

Choosing the appropriate role for each team member ensures that responsibilities remain clearly defined. When new members are added, setting permissions correctly from the beginning prevents disruptions and maintains project integrity.

Assigning and Adjusting Permissions

Roles and permissions can be configured during the initial team setup or adjusted as the project evolves. To assign a role, navigate to the Team Management section and select the user whose permissions need to be modified. The available roles will be listed, and selecting a new one will immediately update their access level.

For organizations with complex workflows, custom roles can be created to meet specific needs. These roles allow for granular control over actions such as creating new projects, modifying workflows, or accessing sensitive data. By tailoring permissions to match job functions, the project remains both flexible and secure.

Ensuring Secure Access Control

A structured permission system not only improves efficiency but also strengthens security. Limiting administrative access to only essential users reduces the risk of accidental or unauthorized changes. In larger teams, periodic reviews of permissions help ensure that access levels remain aligned with current responsibilities.

When a team member's role changes or they transition to a different project, their permissions should be updated accordingly. Instead of removing access entirely, adjusting roles allows for a smooth transition without disrupting ongoing work. In cases where a user no longer requires any access, deactivating their account or revoking permissions prevents unnecessary exposure of project information.

Best Practices for Managing Permissions

To maintain an efficient and secure permission structure, consider the following best practices:

  • Assign roles based on responsibilities rather than seniority. Permissions should reflect what a team member needs to do within the project, not their job title.
  • Regularly review permissions and update them as needed. As projects evolve, so do team roles. Ensuring permissions stay relevant minimizes confusion and security risks.
  • Limit administrative access to key individuals. Too many users with full control can lead to inconsistencies and potential errors in project settings.
  • Use custom roles when necessary. If default roles do not provide enough flexibility, create specialized permissions tailored to specific job functions.
  • Monitor activity logs to track changes. Reviewing updates made by team members helps identify any accidental modifications or unauthorized actions.

By carefully managing permissions and roles, teams can collaborate efficiently while maintaining the security and stability of their projects. Proper access control ensures that every team member has the tools they need without unnecessary complexity or risks.

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Navigating the Dashboard

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Customizing Notifications and Preferences

Efficient project management relies on clear communication, and notifications play a crucial role in keeping team members informed. However, too many notifications can become overwhelming, while too few can lead to missed updates.

Customizing notifications and preferences ensures that users receive relevant updates without unnecessary distractions. This guide explores how to personalize notification settings and configure preferences for a more streamlined workflow.

Understanding Notification Types

Notifications in the tool are designed to keep users updated on important project activities. They can be delivered through multiple channels, allowing flexibility based on user preferences. The main types of notifications include:

  • In-App Notifications – Appear directly within the platform, keeping users informed without requiring external communication.
  • Email Notifications – Sent to the registered email address for updates that require immediate attention.
  • Push Notifications – Delivered to mobile devices, ensuring users receive alerts even when not actively using the platform.
  • Desktop Alerts – Pop-up notifications for real-time updates on task assignments, mentions, and critical project changes.

By customizing these notifications, users can ensure they receive the right information in the most convenient way.

Adjusting Notification Settings

Every user has different preferences when it comes to staying informed. Some may need real-time updates, while others prefer daily summaries. The tool allows users to adjust notification settings based on their individual needs.

To configure notifications:

  1. Go to the User Settings Panel – Located in the top-right corner of the dashboard.
  2. Select “Notifications” – This opens a menu with various notification preferences.
  3. Choose Delivery Preferences – Enable or disable notifications for in-app alerts, emails, push notifications, or desktop alerts.
  4. Set Notification Frequency – Choose between real-time updates, daily summaries, or weekly digests.
  5. Save Changes – Ensure preferences are updated for immediate application.

By fine-tuning notification settings, users can reduce unnecessary distractions while staying informed about essential project updates.

Managing Task and Project Alerts

Projects involve multiple moving parts, and not every update requires immediate attention. To maintain focus, users can customize which events trigger notifications.

Key Events to Enable or Disable Notifications For:

  • Task Assignments – Receive notifications when a new task is assigned or reassigned.
  • Deadline Reminders – Get notified about upcoming due dates to ensure timely completion.
  • Mentions & Comments – Stay updated when tagged in a discussion or when someone replies to a comment.
  • Status Updates – Control whether notifications are sent when a task moves from one phase to another.
  • Project-Wide Announcements – Receive updates when major changes occur, such as project milestones or team restructuring.

These settings can be adjusted per project or applied globally across all projects a user is involved in.

Configuring Personal Preferences for a Better User Experience

Beyond notifications, users can tailor it to match their workflow and productivity style. Preferences allow adjustments to interface settings, display modes, and accessibility features.

Personalization Options:

  • Default Project View – Choose between board, list, timeline, or calendar view upon logging in.
  • Theme and Appearance – Adjust color themes or enable dark mode for a more comfortable viewing experience.
  • Language and Time Zone Settings – Ensure deadlines and notifications align with the user’s preferred time zone.
  • Keyboard Shortcuts – Enable or customize shortcuts for quicker navigation.

By personalizing these settings, users can create a more efficient and comfortable workspace.

Best Practices for Managing Notifications and Preferences

  • Enable only essential notifications to prevent alert fatigue and distractions.
  • Use summary emails for non-urgent updates to stay informed without interruptions.
  • Adjust task-related notifications to focus on assignments that require direct involvement.
  • Regularly review and update settings as workflows and project needs change.
  • Test different notification frequencies to find the right balance between staying updated and minimizing disruptions.

By configuring notifications and preferences effectively, team members can stay informed, reduce unnecessary alerts, and focus on what matters most. A well-managed notification system ensures smooth collaboration without overwhelming users with excessive updates.

Understanding the Project Overview

A well-structured project overview serves as the central hub for tracking progress, managing tasks, and ensuring team alignment. It provides a high-level view of the project’s status, helping team members and stakeholders stay informed about key objectives, deadlines, and overall performance.

This guide will explore the core components of the project overview and how to leverage them for efficient project management.

Navigating the Project Overview

The Project Overview serves as the starting point for all users, offering a clear summary of the project’s current state. Upon opening a project, users are presented with key metrics, active tasks, upcoming deadlines, and recent updates. This section is designed to provide immediate insights without requiring manual tracking or searching.

The interface is typically divided into several sections, ensuring all critical information is easily accessible. The main dashboard displays real-time project data, highlighting task completion rates, overdue assignments, and recent team activity.

The progress summary provides an overview of completed, in-progress, and pending tasks, offering a visual representation of workload distribution.

For users managing multiple projects, the overview helps in prioritizing efforts by identifying areas that require immediate attention. Customization options allow teams to tailor the display, ensuring the most relevant data is always visible.

Key Components of the Project Overview

A well-organized project overview consists of several essential components that support productivity and workflow management.

1. Project Summary & Key Details

The top section of the overview typically includes fundamental project details such as:

  • Project Name – Clearly defining the scope of work.
  • Start and End Dates – Ensuring teams stay aligned with deadlines.
  • Assigned Team Members – Providing visibility into project contributors.
  • Project Status – Indicating whether the project is active, on hold, or completed.

These details help set expectations and ensure that all stakeholders remain on the same page regarding the project's objectives and timeline.

2. Task Breakdown and Progress Tracking

A crucial aspect of the project overview is the ability to monitor tasks and track overall progress. This section highlights:

  • Number of Completed, Pending, and Overdue Tasks – Allowing teams to assess workload distribution.
  • Task Priorities and Deadlines – Ensuring urgent items are addressed promptly.
  • Task Ownership and Assignments – Keeping team members accountable for their respective responsibilities.

By maintaining clear visibility into task progress, project managers can proactively address bottlenecks and redistribute workloads if necessary.

3. Recent Activity & Updates

The recent activity section logs important actions taken within the project, helping teams stay informed about changes without needing direct communication. Updates may include:

  • New tasks created or assigned.
  • Status changes and deadline modifications.
  • Comments and discussions related to specific tasks.

This feature enhances collaboration by ensuring that all team members remain up to date on the latest project developments.

4. Milestones and Key Deliverables

Milestones serve as checkpoints within a project, marking significant achievements or deadlines. These are typically displayed prominently within the overview, helping teams stay focused on critical goals.

Tracking milestones allows project managers to ensure timely progress and provides a clear roadmap for completing essential deliverables. If a milestone is at risk of being delayed, early visibility enables teams to take corrective action before it impacts the overall timeline.

5. Resource Allocation and Workload Management

Understanding team capacity is essential for maintaining a balanced workload. The project overview provides insights into:

  • Resource allocation per team member – Avoiding overloading individuals with excessive tasks.
  • Workload distribution charts – Identifying areas where additional support may be required.
  • Upcoming availability – Helping managers assign new tasks efficiently.

Effective workload management ensures that productivity remains high while preventing burnout among team members.

Optimizing the Project Overview for Maximum Efficiency

To make the most of the project overview, teams should regularly update key information and leverage customization options. Best practices include:

  • Keeping task statuses updated – Ensuring the dashboard reflects the current state of work.
  • Using filters to focus on specific data – Customizing views to display the most relevant information.
  • Reviewing the overview before team meetings – Providing context for discussions and planning sessions.
  • Enabling notifications for critical updates – Ensuring important changes are communicated in real-time.

By maintaining an organized and up-to-date project overview, teams can work more efficiently, reduce miscommunication, and achieve project goals with greater clarity and coordination.

 
 
 
 
Using Filters and Views for Better Task Management

Managing tasks efficiently is essential for keeping projects on track, meeting deadlines, and ensuring smooth collaboration. Filters and views play a crucial role in simplifying task tracking by allowing users to organize, sort, and prioritize work based on specific criteria.

This guide will explore how to use these tools effectively to optimize task management.

Understanding Filters and Views in Task Management

Filters and views help users navigate large task lists by narrowing down the information they see based on relevance. Instead of manually searching for specific tasks, these tools allow team members to focus on what matters most—whether it’s high-priority assignments, upcoming deadlines, or tasks assigned to a particular team member.

Filters vs. Views: What’s the Difference?

While both filters and views help organize task lists, they serve different purposes:

  • Filters allow users to apply temporary search criteria to find specific tasks without changing the default project structure.
  • Views provide customized layouts that can be saved and reused, offering different ways to visualize tasks for improved workflow management.

By combining filters and views effectively, teams can create a more structured and intuitive task management experience.

Applying Filters for Quick Task Sorting

Filters help refine task lists by displaying only the most relevant items. Depending on project complexity, different filters can be applied to improve visibility and efficiency.

Common Filtering Options

  1. By Status – Show only tasks that are open, in progress, completed, or overdue.
  2. By Priority – Focus on high-priority or urgent tasks to ensure deadlines are met.
  3. By Assignee – View tasks assigned to a specific team member for better workload distribution.
  4. By Due Date – Sort tasks based on deadlines to prevent missed deliverables.
  5. By Tags or Labels – Group related tasks together for better organization.
  6. By Task Type – Separate different kinds of tasks, such as bugs, feature requests, or administrative work.

To apply a filter, users simply select the relevant criteria from the filter menu, instantly adjusting the task list to display only what’s needed. This helps eliminate distractions and focus on actionable items.

Utilizing Views for Personalized Task Management

Views allow users to customize how they see and interact with tasks. Instead of relying on a single standard layout, different views enable teams to visualize work in a way that best suits their workflow.

Popular Task Views and When to Use Them

  1. List View – A structured, detailed view showing tasks in a table-like format. Ideal for teams that prefer a straightforward task breakdown with essential details displayed in rows.
  2. Board View (Kanban) – A visual layout that organizes tasks into columns based on status (e.g., To-Do, In Progress, Done). Best for teams managing tasks in an agile workflow.
  3. Calendar View – Displays tasks and deadlines on a calendar, helping teams plan work based on due dates. Useful for scheduling projects with fixed timelines.
  4. Timeline (Gantt) View – Provides a timeline-based visualization of tasks and dependencies. Ideal for tracking long-term projects with multiple phases.
  5. Workload View – Helps managers distribute tasks evenly among team members, preventing overloading and balancing assignments.

Users can switch between these views depending on their current needs, ensuring a flexible approach to task management.

Creating and Saving Custom Views

For recurring workflows, creating and saving custom views ensures that team members always have access to their preferred way of working. Custom views allow users to apply multiple filters, adjust layout settings, and save configurations for future use.

To create a custom view:

  1. Apply desired filters to refine the task list.
  2. Select the preferred display mode (list, board, calendar, etc.).
  3. Customize columns, grouping options, or sorting preferences.
  4. Save the view and assign it a name for easy access later.

Once saved, custom views can be shared with other team members or set as default for specific projects. This helps maintain consistency and ensures everyone is working with the most relevant data.

Best Practices for Optimizing Task Management with Filters and Views

  • Use filters to declutter large task lists and focus on high-priority work.
  • Encourage team members to switch views based on their role or workflow needs.
  • Save commonly used views to reduce repetitive filtering and sorting.
  • Regularly update and refine views as project requirements evolve.
  • Leverage workload views to balance team assignments and prevent burnout.

By effectively utilizing filters and views, teams can streamline task management, enhance productivity, and maintain better control over project workflows. A well-organized task management system ensures that work progresses efficiently while keeping teams aligned and focused on their goals.

 
 
 
 
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