Ask AI lets you create the same task in several projects with one prompt, instead of adding it to each project by hand. It's useful for recurring work that every client project needs, such as a monthly report, a QA check or a kickoff call.

Available to: Site admins, project admins, and users with permission to add tasks in each target project

Prerequisite: Each project, and a task list inside it, must already exist

Before You Start

  • Ask AI must be enabled for your site. If you don't see it, contact your site admin.
  • Ask AI can only add tasks to projects you have access to. Projects you can't see are skipped.
  • Tasks are created inside task lists. Name the task list in your prompt, or Ask AI will ask you which one to use.
  • AI responses count toward your plan's AI allowance.

Creating a Task Across Multiple Projects

Step 1: Open Ask AI

  • Click Teamwork AI in the left sidebar (or the top navigation bar)
  • Open the Ask AI tab
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Step 2: Describe the Task

  • In the message box, describe the task you want to create
  • Include the task name, the projects it should go in, and the task list to use
  • Add any details you want set on every copy, such as assignee, due date, priority or tags

Example prompt: Create a task called "Submit September report" in the Acme, Brightside and Northwind projects. Add it to the Reporting task list, assign it to me, and set the due date to 30 September.

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Step 3: Send the Prompt

  • Press Enter or click the Send arrow
  • Ask AI finds the matching projects and task lists
  • If a project name or task list is unclear, Ask AI asks you to choose the right one

Step 4: Review the Summary

Before anything is created, Ask AI shows a summary of the tasks it will add. Check that:

  • Every project you asked for is listed
  • The task list, assignee and due date are correct for each project
  • No extra projects have been included

To change something, reply in the chat, for example: Remove Northwind and set the due date to 1 October.

Step 5: Confirm and Create

  • Click Confirm to create the tasks
  • Ask AI replies with a link to each new task
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Step 6: Check the Tasks

  • Click any link to open the task in its project
  • Or open a project's Table view to see the new task in its task list

Best Practices

  • Use exact project names: Ask AI matches projects by name, so the closer you are to the real name, the fewer follow-up questions you'll get
  • Name the task list: Tell Ask AI which task list to use so tasks land in the right place in every project
  • Target a group: You can refer to projects by category or company, for example all active projects for Acme
  • Always review the summary: Check the list of projects before you confirm, especially when using a group
  • Use templates for bigger sets: If you add the same group of tasks often, a task list template may be quicker