Battle of the Objects: Task Groups vs. Sub-Projects

With all the buzz around the TaskRay August 2017 release, you might have heard about the all-new Task Groups that can be used to structure your projects. Task groups were introduced to allow grouping and organizing tasks within projects into phases, themes, sprints, or other ad hoc attributes that are relevant to the project at hand. If you would like to learn more about this, please see the Task Groups section of the TaskRay support guide.

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Historically, we know that sub-projects have been used to serve the functionality of organizing tasks. However, we recommend using task groups over sub-projects whenever possible and keeping your project hierarchy as flat as it can be. Some of the benefits of using task groups include the ability to keep all related work within a single project, opportunity to simplify the project naming convention, as well as enhanced reporting capabilities and visibility.

In the short time since task groups have been introduced, we’ve already gotten some great feedback and questions from users about the new functionality. In this blog post, we answer two of the most popular questions that we have received so far.


How can sub-projects be transitioned into task groups?

We understand that you might already have all of your projects built out sans task groups, possibly using sub-projects instead. Will task groups have a direct impact on your current project structure? Not necessarily, because this is an optional feature that you might or might not utilize. Will task groups help you organize your projects and keep more related work within individual projects? We sure hope so!

If you do want to flatten out your project hierarchy, please see our FAQ on the subject: How do I transfer my sub-projects into task groups? 

The bottom line is that there are three main options to handle task groups: you can choose to transition your existing sub-projects into task groups, you can keep existing project structure as is and start to use task groups going forward, or you can just keep using sub-projects, if that’s what works for you and your team.


Are there any risks or complications in using task groups and sub-projects at the same time?

As mentioned earlier, task groups are optional. Therefore, there shouldn’t be any significant risks or complications when using task groups and sub-projects simultaneously.

However, there are a couple of considerations that are good to keep in mind if both are used at the same time.

Consistency. As a best practice, it is a good idea to keep your projects consistent in organization and structure. When using task groups and sub-projects at the same time, it is good practice to commit to what each of those objects is used for in all of your projects to keep work manageable.

Reporting. This also ties in with consistency. If you are not being consistent with how task groups and sub-projects are used, you might run in into some complications when it comes to reporting. For example, if you are using task groups to define phases in one project, but are using sub-projects for the same purpose in a different project, you could end up with disjointed reports that do not show all necessary information in one place and in the same format.


Hopefully, this blog post has clarified any uncertainties that you might have had regarding task groups. If you have any other questions about the new features or TaskRay in general, reach out to us through

As always, if you have any feature requests or ideas, submit them on our Ideas forum. We would love to hear from you!