Data Hierarchy: How Data is Structured in Motion (Task > Project > Folder > Workspace)

Note: This article assumes you've read "Creating a Task in Motion" and "Projects in Motion: Regular Projects vs Workflow Projects". If you haven't, we recommend starting there for foundational concepts.

Summary:

Understanding Motion's data hierarchy is key to managing tasks, projects, and teams efficiently. Motion's structure follows a clear hierarchy:

Task → Project (optional) → Folder (optional) → Workspace

Each layer serves a specific purpose, from granular task management to high-level organizational visibility. This article will explain every layer, its role, and how it connects to the others, with real examples, images, and cross-references to relevant articles.

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1. Tasks: The Smallest, Most Important Unit of Work

1.1 Definition

A task is the smallest unit of work in Motion. It represents an action or responsibility assigned to a single person, with clear timing and purpose.

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1.2 Why Tasks Are the Starting Point in Motion

Tasks are the foundation of productivity in Motion. Every outcome begins with tasks.

Auto-Scheduling in Tasks:

Motion uses AI-powered auto-scheduling to manage tasks efficiently:

• Automatically places tasks on your calendar.

• Adjusts task timing based on dependencies and availability.

• Prevents overlaps and prioritizes the most important work.

Example:

• Task: "Prepare Q1 Presentation Deck"

• Deadline: Friday, 5 PM

• Motion automatically schedules it into your week, considering your existing workload, task priority and deadline. Motion will always do its best to help you meet your deadline.

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1.3 Types of Tasks in Motion

Tasks fall into two main categories:

1. Standalone Tasks:

• Independent tasks that do not roll up into a project.

• Quick, actionable tasks like: "Email client about contract terms."

1. Project Tasks:

• Tasks that are part of a larger project, contributing to specific goals.

• Example: "Design landing page mockup" as part of "Website Redesign Project."

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1.4 Key Data Characteristics of Tasks

• Deadline-Driven: Every task has a duration, deadline, or time estimate.

• Single Assignee: Tasks can only be assigned to one person.

• Dependencies: Tasks can depend on others for sequential workflows.

• Dynamic Scheduling: Tasks automatically adjust based on conflicts or changes.

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1.5 Real-World Examples of Tasks in Motion

Example 1: Standalone Task

• Task: "Follow up with supplier for invoice clarification."

• Owner: Sarah

• Deadline: Tomorrow at 3 PM

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Example 2: Project Task

• Project: "Launch Marketing Campaign"

  • Task: "Write campaign email copy" (Owner: Alex)

  • Task: "Schedule campaign launch" (Owner: Jamie)

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1.6 How Tasks Connect to Projects, Folders, and Workspaces

Tasks can exist independently or roll up into projects, folders, and workspaces.

1.7 Troubleshooting Common Task Issues

• Task Doesn't Fit the Calendar: Use the Resolve Issues Box (See: How to Resolve Task Conflicts here).
• Task Scheduled After Deadline: Adjust task priority manually.

• Task Not Visible on Calendar: Check your calendar filters: 'show completed tasks' and 'hide future tasks'. (Hint: if you've checked these filters and your task still isn't appearing, it is likely this task has auto-scheduling turned off.)

1.8 Related Articles for Tasks:

• How to Make a Task
• How Auto-Scheduling Works in Motion
• Why Tasks Look Different on the Calendar (Task States)
• How to Resolve Task Conflicts

2. Projects: Grouping Related Tasks Toward a Goal

2.1 Definition

A project is a collection of related tasks working together toward a shared goal.

2.2 Projects Template Options in Motion

• PWT (Project Workflow Template)

  • Pre-built templates for recurring workflows.

  • Tasks roll up into Stages, representing key milestones.

  • Stages Example:

    • Stage 1: Design

    • Stage 2: Development

    • Stage 3: Deployment

• RT (Regular Project Template)

  • Custom projects created from scratch.

  • No predefined stages—tasks exist directly within the project.

PWT:

Regular Project Template:

2.3 Why Projects Matter

• Provide structure for task groups.

• Enable milestone tracking.

• Simplify collaboration and oversight.

2.4 Related Articles for Projects:

• How to Make a Project
• Understanding Stages (PWT Only)
• Task Dependencies in Projects

3. Folders: Logical Grouping of Projects and Tasks

3.1 Definition

A folder is a higher-level structure that groups projects under themes or teams. (Note: projects can be moved into folders, but individual task cannot)

Example Folders:

• Engineering: Frontend, Backend, Infrastructure

• Marketing: Campaigns, Analytics

3.2 Folder Intelligence

4. Workspaces: The Top-Level Hub

4.1 Definition

A workspace is the highest layer, containing everything—tasks, projects, and folders.

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4.2 Workspace Intelligence

Your workspace provides:

• Team collaboration tools: invite team members to a shared workspace and work on projects together.

• Resource allocation insights: ETA's and PWT stage-deadlines give your entire workspace team an insight into project resource requirements.

• Cross-project visibility: using project views to track progress on ongoing workspace projects.

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5. Final Takeaways:

• Motion follows a hierarchy: Task → Project → Folder → Workspace.

• Each layer serves a unique purpose.

• Tasks form the foundation of all work.

• Expedite project creation using PWTs or RTs depending on your needs.

• Folders organize work logically.

• Workspaces provide enterprise-wide visibility.

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Related Articles:

• How to Make a Task
• How to Make a Project
• What Are Folders?
• How to Set Up Your Workspace