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Project Overview

Projects are the primary organizational units for work within workspaces, serving as containers for workflows, bots, knowledge bases, and other product-specific resources. They enable teams to organize, collaborate, and manage resources effectively.

What is a Project?​

A Project is a focused container within a workspace that groups related resources together. Think of it as a specific initiative, product, or area of work that has its own team members, resources, and access controls. Projects sit between workspaces and individual resources in the platform hierarchy.

Key Benefits​

  • Resource Organization: Group related workflows, bots, and knowledge bases together
  • Team Collaboration: Assign specific team members to projects
  • Access Control: Project-level permissions and RBAC integration
  • Product Integration: Works with FluidGrids (workflows), Botlit (bots), and Knowledge Bases
  • Lifecycle Management: Archive/restore projects without deletion
  • Context Switching: Easily switch between projects within a workspace
  • Member Management: Add/remove members with project-specific roles

Core Concepts​

Project Structure​

Each project contains:

Identity & Metadata:

  • Project ID: Unique identifier (UUID)
  • Project Key: Unique key for RBAC resource identification (UUID v6)
  • Name: Descriptive project name
  • Workspace Association: Parent workspace
  • Creator: User who created the project
  • Status: Active or inactive
  • Archive State: Archived (soft deleted) or active

Members & Access:

  • Project Members: Users with access to the project
  • Roles: Project-specific role assignments
  • RBAC Integration: Hierarchical permission system

Resources (via Product Integrations):

  • Workflows: FluidGrids workflow automations
  • Bots: Botlit AI bots and agents
  • Knowledge Bases: Knowledge management resources

Billing (Optional):

  • Billing Account: Associated billing for project resources

Project Lifecycle​

States:

  1. Active: Project is fully operational
    • archived: false
    • status: active
  2. Archived: Project is soft-deleted but recoverable
    • archived: true
    • Data preserved, access restricted
note

Projects use soft deletion (archiving) rather than hard deletion by default, ensuring data can be recovered if needed.

Resource Hierarchy​

Understanding how projects fit in the platform structure:

Organization
└── Workspace
    └── Project
        ├── Project Members
        ├── Workflows (FluidGrids)
        ├── Bots (Botlit)
        ├── Knowledge Bases
        └── Billing Account (optional)

Hierarchical RBAC:

Workspace (root scope)
└── Project (child resource)
    ├── Workflow (child resource)
    ├── Bot (child resource)
    └── KnowledgeBase (child resource)

How Projects Work​

Project Creation Flow​

  1. User initiates creation in current workspace
  2. System generates IDs:
    • Project ID (UUID)
    • Project Key (UUID v6 for RBAC)
  3. Project created with creator as first member
  4. RBAC resource registered with project key as identifier
  5. Permissions initialized for hierarchical access control
  6. Activity logged and notification sent
  7. Ready for resources: Can immediately add workflows, bots, etc.

Automatic Components​

When you create a project:

  • ✅ Project record created
  • ✅ You become first project member
  • ✅ RBAC resource registered
  • ✅ Permissions initialized
  • ✅ Activity logged
  • ✅ Creation notification sent

Default Project​

Every workspace starts with a default project named "My Project":

  • Created automatically with workspace
  • Creator is automatic project member
  • Can be renamed or deleted
  • Serves as initial organization point

Project Features​

Member Management​

Add Members:

  • Project members have project-specific access
  • Can assign project-level roles
  • Members can be part of multiple projects

Remove Members:

  • Remove users from project
  • User loses project access
  • Notification sent to removed member

Role Assignment:

  • Project-specific roles
  • RBAC integration
  • Hierarchical permission inheritance

Resource Organization​

Workflows (FluidGrids):

  • Visual workflow automation
  • Drag-and-drop builder
  • Process automation
  • Integration capabilities

Bots (Botlit):

  • AI-powered bots
  • Natural language processing
  • Automated assistance
  • Custom bot development

Knowledge Bases:

  • Centralized knowledge management
  • Document storage and retrieval
  • Search and discovery
  • Team collaboration

Context Switching​

Switch Between Projects:

  • JWT token-based switching
  • Maintains workspace context
  • Quick project navigation
  • Seamless transition

Archive & Restore​

Soft Deletion:

  • Archive projects instead of deleting
  • Preserve all data
  • Can restore anytime
  • Safe alternative to permanent deletion

Common Use Cases​

For Development Teams​

Feature-Based Projects:

Engineering Workspace
├── Backend API Project
│   ├── Authentication Workflows
│   ├── API Integration Bots
│   └── API Documentation
├── Frontend Application Project
│   ├── UI Component Workflows
│   ├── Testing Bots
│   └── Design System Docs
└── Infrastructure Project
    ├── Deployment Workflows
    ├── Monitoring Bots
    └── Infrastructure Docs

For Product Teams​

Product-Based Organization:

Product Workspace
├── Product A Project
│   ├── User Workflows
│   ├── Support Bots
│   └── Product Knowledge Base
├── Product B Project
│   ├── Analytics Workflows
│   ├── Recommendation Bots
│   └── Feature Docs
└── Shared Resources Project
    ├── Common Workflows
    ├── Utility Bots
    └── Company Knowledge Base

For Agencies​

Client-Centric Projects:

Client XYZ Workspace
├── Website Redesign Project
│   ├── Design Workflows
│   ├── Content Bots
│   └── Site Documentation
├── Marketing Campaign Project
│   ├── Campaign Workflows
│   ├── Social Media Bots
│   └── Campaign Assets
└── Ongoing Support Project
    ├── Maintenance Workflows
    ├── Support Bots
    └── Client Knowledge Base

For Research Teams​

Research-Based Structure:

Research Workspace
├── Project Alpha Study
│   ├── Data Collection Workflows
│   ├── Analysis Bots
│   └── Research Documentation
├── Project Beta Experiments
│   ├── Experiment Workflows
│   ├── Lab Automation Bots
│   └── Results Database
└── Publications Project
    ├── Writing Workflows
    ├── Citation Bots
    └── Publication Archive

Project Permissions​

RBAC Integration​

Projects are fully integrated with the RBAC system:

Scoped Create Permission:

  • create:project - Create projects within workspace

Project-Specific Permissions:

  • project.read - View project details
  • project.update - Modify project settings
  • project.delete - Delete the project
  • project.all - Full project control
  • project.archive - Archive the project
  • project.unarchive - Restore archived project
  • project.addMember - Add users to project
  • project.removeMember - Remove users from project

Permission Hierarchy:

Workspace Permission
├── Can create projects
└── Project Permission
    ├── Can create workflows
    ├── Can create bots
    └── Can create knowledge bases

Access Patterns​

Create Project:

  • Requires create:project permission at workspace level
  • Action: create:project
  • Resource Type: project

Update Project:

  • Requires project.update permission
  • Resource-specific permission
  • Checks against specific project ID

Archive/Unarchive:

  • Uses project.update permission (not delete)
  • Allows recovery from archival
  • Safe operation with preserved data

Getting Started​

Ready to work with projects? Here's your journey:

  1. Get Started with Projects: Create your first project and understand basics
  2. Manage Projects: Update settings, archive/restore, switch contexts
  3. Project Members: Add, remove, and manage project members

Best Practices​

Project Organization​

Do:

  • Create projects for logical groupings of work
  • Use descriptive, purpose-driven names
  • Keep projects focused on specific initiatives
  • Document project purposes and ownership
  • Review project structure regularly

Don't:

  • Create projects for every tiny task
  • Use generic names ("Project 1", "Test")
  • Mix unrelated work in single project
  • Leave archived projects without reviewing
  • Create duplicate projects unnecessarily

Naming Conventions​

Good Names:

  • "Customer Portal Backend"
  • "Marketing Campaign Q1 2024"
  • "Mobile App iOS"
  • "AI Chatbot Development"
  • "Website Redesign"

Avoid:

  • "Project 1", "New Project"
  • "asdf", "test123"
  • Overly long names
  • Names with special characters
  • Ambiguous abbreviations

Member Management​

Principles:

  • Add only necessary team members
  • Assign appropriate roles
  • Review membership regularly
  • Remove members when work complete
  • Document member responsibilities

Archival Strategy​

When to Archive:

  • Project completion
  • Temporary inactivity
  • End of initiative
  • Resource consolidation

When to Delete:

  • Permanent cancellation
  • No future reference needed
  • Compliance requirements
  • Created in error

Activity Tracking​

Tracked Operations​

All project operations are logged:

  • Project creation
  • Project updates (name changes)
  • Project archival
  • Project restoration
  • Member additions
  • Member removals
  • Context switching

Notifications​

Notification Types:

  • Success: Project created successfully
  • Info: Member removed from project
  • Warning: Unusual activity
  • Error: Operation failed

Notification Channels:

  • In-app notifications
  • Email notifications
  • Activity logs

Integration with Products​

FluidGrids (Workflows)​

Projects contain FluidGrids workflows:

  • Visual workflow builder
  • Automation capabilities
  • Integration connectors
  • Execution monitoring

Botlit (Bots)​

Projects contain Botlit bots:

  • AI-powered automation
  • Natural language interfaces
  • Custom bot development
  • Bot deployment and management

Knowledge Bases​

Projects contain knowledge bases:

  • Document management
  • Search and retrieval
  • Team collaboration
  • Version control

Need Help?​

  • Can't create project? Verify you have create:project permission
  • Can't see project? Check if you're a project member
  • Permission errors? Review RBAC role assignments
  • Resource issues? Verify project is not archived
  • Member problems? Check project member list

Next Steps: Learn how to get started with projects and create your first project.