Creating Sub-Projects Using Project Workflows
Project workflows can automatically create sub-projects (child projects) beneath an existing parent project. When you move a card to a designated column on a Project Pipeline board, Fluid generates a new sub-project and carries over all matching details from the card — details that were originally synced from the parent project. This means each new release or work package starts life with the right information already in place.
Before You Begin
Make sure the following are in place:
Project Pipeline is enabled for your Fluid environment (your system administrator can confirm this).
You have Project Administrator permissions as only project administrators can create project pipeline boards.
Step-by-Step Setup
1. Create a Project Pipeline Board
Click Create in the top navigation bar and select New Board.
Give the board a meaningful name (e.g. "Release Pipeline" or "Work Package Intake").
In the board settings, set the Board Category to Project Pipeline.
Set the Workflow Type to Project Workflow.
Set the Hide from Home Widget toggle to Yes.
2. Enable Automatic Project Creation
Open Board Settings.
Turn on Auto Create Projects. Without this, column-level settings will be ignored.
3. Designate a "Create Project" Column
In Board Settings, find the column where you want sub-projects to be created (e.g. "Approved", "In Delivery", or a column you name "Create Project").
Expand that column's settings.
Toggle Create Project to On.
Set the mode to Create Project (not "Sync Properties"). This is the key setting — it tells Fluid that this board is linked to a parent project and that any new projects created from cards should become child projects of that parent.
Optionally, choose a Default Project Status for the column. When a card arrives in this column, the new sub-project's status will be set to this value. Select Do Not Change if you want to leave the status as-is.
Save your board settings.
4. Set Up Your Card Fields (Optional but Recommended)
To make sure the right details flow into each sub-project, configure custom properties on the board that match the fields on your projects. Common fields include:
Project Type, Category, Portfolio, Sub-Portfolio
Start Date, End Date, Implementation Date
Methodology, Cost Centre, Funding Source
Any custom fields your organisation uses
When a sub-project is created, Fluid automatically copies all matching properties from the card into the new project.
How It Works Day-to-Day
Project managers trigger the workflow from the project workspace.
Cards are added to the board. Because this is a Project Workflow, each card is automatically linked to the parent project.
Fill in the card details. Add a title (this becomes the sub-project name), dates, and any custom fields that should carry over.
Move the card to your "Create Project" column. Fluid will prompt you to confirm: "Yes, Create Project" or "No, Create Project Later".
A sub-project is created automatically. The new project:
Appears as a child of the parent project in the project hierarchy.
Inherits classification fields such as Portfolio, Sub-Portfolio, Tier, and Cost Centre from the parent if these values are not sync'ed from the card.
Receives all matching custom properties from the card.
Has any attached documents copied across.
A confirmation message is posted to the card's channel with a link to the new sub-project.
From this point on, if the card moves to another column that has Create Project or Sync enabled, Fluid will sync properties to the existing sub-project rather than creating a duplicate.
Tips and Best Practices
Tip | Why It Matters |
|---|---|
Name your columns clearly (e.g. "Approved — Create Project") | Helps team members understand what happens when they move a card. |
Match your card custom fields to your project fields | Ensures the maximum amount of data transfers automatically. |
Use Default Project Status on each column | Keeps sub-project statuses aligned with your workflow stages. |
Use Sync Properties on later columns | Updates the sub-project as the card progresses without creating duplicates. |
Review the parent project's hierarchy view | Confirms that sub-projects are appearing in the correct structure for reporting. |
Frequently Asked Questions
Q: What if I move a card to the Create Project column but a sub-project already exists? A: Fluid will not create a duplicate. It will sync the card's properties to the existing sub-project instead.
Q: Who gets access to the new sub-project? A: The user who moves the card into the Create Project column is automatically added to the new sub-project as an Editor. You can also assign the Project Manager by syncing the relevant custom property from the card when the sub-project is created.
Q: Do project templates work with this feature? A: Yes. If your environment has Project Templates enabled and the card has a template or methodology assigned, those are applied to the new sub-project.
Q: Will this work on a regular board that isn't a Project Pipeline? A: No. The Create Project feature only works on boards with the Project Pipeline board category.