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Share project with sub projects


Is it possible to have the option to share a project with subproject?

All responses

Brendon Wadey staff
Replied on Jan 22, 2014 - 22:54


Yes, a project having a sub-project should make no difference in if you can share it or not. Though, the sub-project will not be shared from my understanding.


Doug Richards premium
Replied on Jan 27, 2014 - 07:16

This is problematic. I think the default behavior should be that if a project is shared, its sub-projects are also shared. This is how folders work in Google Drive, Dropbox, all modern filesystems, etc.

Having to share individual sub-projects is so cumbersome that it means we won't use them... which takes away some of the appeal of having that hierarchical structure.

Thanks for listening,

Doug Richards premium
Replied on Jan 27, 2014 - 07:24

Following up, having played with this now a bit:

If I do share the sub-project (separately), when the recipient sees the sub-project in their account, it appears at the top level in their hierarchy.

Worse, they have the ability to indent and move it anywhere... even making what was the main project a sub-project! This completely undermines my requirement for complete control!

Doug Richards premium
Replied on Jan 27, 2014 - 07:25

Issue added to Votebox:

David Trey staff
Replied on Jan 27, 2014 - 13:24

Hello Doug,

Thank you for adding this request to the Votebox. We chose not to include grouped projects being shared because this can lead to serious security and privacy issues/concerns if someone wants to share only data in one project and the other person will suddenly see all sub-projects - this mistake could not be corrected by the user as all this data could already be accessed by the other person and to prevent it, you would have to edit the structure just to share the project, then edit it back.

Nonetheless, we may consider adding it as an option in the future.

Best regards,

Doug Nelson premium
Replied on Jan 28, 2014 - 08:46

Hi David,

Thanks for the quick reply. I see the concern about inadvertently sharing more than intended.

Unfortunately, the downside to not having the feature is pretty severe. If my hierarchy looks like:

Project 1
- Step 1
- Step 2

Project 2
- Step 1
- Step 2

... and I share all six (!) lists, it's possible that on the other end, after some rearranging, the left-column looks like this:

Project 1
Project 2
Step 1
Step 1
Step 2
Step 2

Perhaps that's a worst case scenario. But I'd suggest that a) people mostly understand how hierarchy works with sharing, and b) lots of comparable workflows exist in the consumer space.

Your thought about a warning may be a good answer. Dropbox doesn't give you one, but if you create a new item in a shared folder within Google Drive, it does ask "Create a new item and share it with the same people?" Perhaps Todoist could say, when sharing a project that has subs, "Share this project and all sub-projects?"


David Trey staff
Replied on Jan 28, 2014 - 13:07


We'll keep that in mind for future updates. A lot of features and improvements are always being added to Todoist so we'll consider this one as well :)

Best regards,

Replied on Jan 28, 2014 - 15:28

I am also using a software called WRIKE (wrike.com) that works like dropbox or drive when sharing, and sometimes I do not want this behavior. I believe the best solution will be to let the user choose how much want to share. Wrike is even having a new version that lets users define folder permissions. http://www.wrike.com/blog/12/30/2013/Folder-Permissions-Greater-Control-Over-Data-Editing-Rights

ddjerin premium
Replied on Jan 28, 2014 - 23:09

I agree with this thread. I would like the option of sharing sub-projects or choose which sub-projects will be shared. If I can choose, then I believe it eliminates the privacy concern. I just started trying to use this feature today and granted I can manually move the sub-projects., but it is still a pain. Thanks for the feature though as I do look forward to using it! I think I might be able to convert a few more people over if this feature improves.

Replied on Feb 11, 2014 - 15:23

Totally agree with you.
If i want to share my todo's list in a specifit order of priority... it's a must have feature to share projects and subprojects exactly as I created them. Otherwise my partners won't know which task goes first...

Leonardo Reyes premium
Replied on Feb 18, 2014 - 14:26

We are just test driving TDoist with my whole team, and we were about to all go premium... but my manager found the issue of the hierarchy and he is not happy at all with the shared hierarchy issue.

In my case I would like to keep using todoist, so would the hierarchy sharing be activated some time soon? that would be great.


David Trey staff
Replied on Feb 18, 2014 - 19:18

Hello Leonardo,

Unfortunately, we can't give you an ETA on when such option becomes available :-(

Best regards,

Replied on Feb 18, 2014 - 22:40

+1 (keep order & apply sharing to all things included) (+1)

Mark MacCabe
Replied on Mar 10, 2014 - 00:43

I also need this. I have organized several subprojects under one specific heading. I need a group of people to have access to all of it exactly as I have organized it. Not all in the group are all that tech savvy, so sending them 6 or 8 lists would only confuse them (especially if the hierarchy is lost).

Motivation: If this can get implemented, I know I can get a LOT of people in my organization to use this application. :) Hurry :)


Leonardo Reyes premium
Replied on Mar 10, 2014 - 09:26

My Whole Team is ready to start using Todoist, It would be great to have this functionality available when that happens. Any update?

Please everyone use the votebox




Angela  premium
Replied on Mar 21, 2014 - 13:29

Recommendation: Consider having the option of sharing one, two,....or all. Perhaps check boxes of which items you would like to share with someone.

Mindy Noxon Iannotti premium
Replied on Apr 10, 2014 - 18:36

I'm in complete agreement with this thread. I'm fairly new to TD but my husband and I are sharing a project with several sub-projects. Whoever creates can set the hierarchy but the other person doesn't see it. It's crazy-making. And dis-orderly. And very un-TD-like. Please consider the change.

Angelo Vanmarcke
Replied on Apr 14, 2014 - 08:29

My team and I agree on this too!

I've been testing the app to integrate it in our workflow for over a month now, and now I've shared my 30+ projects with subprojects, it's quite a hassle to see my very nice structure of projects all ripped out of eachother...

So please put the sharing of subprojects in, along with the keeping of the project-structure, because you can understand this takes quite some time to rearrange.

Love the app though!

Replied on Jun 18, 2014 - 13:32

+1 on this.

BTW, is the votebox gone for good? I tried to cast my vote in the votebox below, but it says TD has done away with votebox.

B Atelson premium
Replied on Jun 23, 2014 - 16:12

+1 here as well

Samuli Koivisto premium
Replied on Jun 25, 2014 - 13:39

Our team purchased Todoist and we're amazed that there is no possibility to share subprojects with primary projects since, as noted in previous messages, people assume this feature to be included in any modern collaborative software. Otherwise Todoist serves us brilliantly.

I think it would be best to give the customers the ability to choose weather they want to share the whole project or only certain parts of it, instead of hampering the use of the software because someone might mess up their sharing :)

Samuli Koivisto
Vinokino Filmfestival

Trish Putnam premium
Replied on Jun 25, 2014 - 16:39

+1 from me, as well. It's not a deal-breaker for me, but it's a bit of an annoyance.

Michael Hawryluk premium
Replied on Jun 27, 2014 - 07:57

+1 for me....love the app (for personal use it is a killer app) but this is a collaboration bottleneck.

I'd like to be able to share the whole thing or pieces (with structure in tact) and decide if certain sections are read only or full access.

Christian Haintz premium
Replied on Jul 01, 2014 - 11:06


Paul Cravens premium
Replied on Jul 02, 2014 - 22:45

Came to this thread when our trial run at work for ToDoist identified this weakness. I +1 the majority above.

Having the ability to share a whole project with sub-projects, locking in the hierarchy, would make the most sense to meet my team's immediate need. I hear the concern about security, but if a user has sensitive content, they can simple choose to share a sub-project at at time.

Long term fix would be to allow a whole project share with a lockout of select sub-projects. That's a tiered security element, so I understand that would take longer to develop. ToDoist Development Team, please dare to be imperfect and give us a quick fix for this first!

I see some above have discussed that they're evaluating ToDoist for their organizations. I guess one could read that as pressure. I'd see it as an unmet market opportunity with ambassadors waiting to sell your product. I know I am.

Paul Cravens premium
Replied on Jul 02, 2014 - 22:50

Correction to my post, what I meant to say was,

"... if a user has sensitive content, they can simple choose to extract out the sensitive sub-project. It would be easier for me to keep track of that shard than to have to manage multiple, fragmented sub-projects I've shared one at a time."

Replied on Jul 03, 2014 - 06:57

Just jump to another program! There are a lot of other alternatives managing like god this simple feature!!
Bye bye Todoist!
More than a year since this request... Todoist team should start using wanderlust, nozbe, omnifocus, things2 or any other "friendly" tool for being efficient and get their TASKS finally DONE!!

Christian Haintz premium
Replied on Jul 03, 2014 - 08:34

We are currently in the evaluation period for todoist, and we are also thinking of switching to another service because of this unintuitive missing feature.

@Francis: which one of these alternative services do you suggest most?

Geert-Jan Bouwhuis premium
Replied on Jul 07, 2014 - 07:45


Ryan premium
Replied on Jul 08, 2014 - 15:54

Agree with all the comments above. It would be helpful if someone from TD would engage in a conversation about if this is seriously being considered. I have not met a single TD user yet that doesn't want it. Thank you!

David Trey staff
Replied on Jul 08, 2014 - 16:02

Hello Ryan,

We're reading every reply in every thread and keep track of all requests and suggestions. Although right now we are not working on such implementation, we may of course consider it in future updates, but again - we don't know when at this point.

Best regards,

Ryan premium
Replied on Jul 08, 2014 - 17:38

David, thank you for the quick reply! It is helpful to know that TD is monitoring these forums. Truly, thank you.

You mentioned back in January (in the thread above) that TD would consider this option. Thank you! Then in February you mentioned that there was no set date, which is understandable considering that this is still just a suggestion. I think what would be helpful is if we could know why this it not being implemented (outside of the security risk mentioned above). It seems from this thread that there are a number of people who would use TD if it had this feature, or who sadly are going to leave TD if this feature isn't added. Though I'm sure TD has many features that people want (or require), is there a main reason why TD is not moving on this one? Plenty of other companies use this feature (Dropbox, Google Drive, Sugarsync, others), so it seems that it's been vetted so as to address the security risk, as long as the user is warned. But without this feature, it seems almost untenable to use TD as a sharing project manager, since almost all serious projects are likely to have sub-projects if they are big enough to need to be shared amongst a group. Though perhaps our personal projects may rarely need sub-projects, I can't imagine many companies not needing sub projects regularly. Seeing as it is incredibly impractical to have to share each subproject, I think we are all wondering how TD handles this for their own projects. Does TD share each sub-project when working on things? Do they request the "sharees" recreate the file structure on their own?

What we are having to do to get around this is to name each subproject with the title of the root project. So if the project is "Smith", then we have to name the subproject "Smith-garage", so that the sharee knows what that subproject is. It's a lot of work for an app that is so good otherwise at limiting clicks, etc.

A possible compromise would be to have a "new folder" option, and that can be the root project, and then put projects underneath that folder to. Then if you share that folder, it will share all the projects inside of it. However, if you create projects and sub projects as TD has it setup now, then it will not share the sub projects.

Anyway, just a suggestion.

I sure hope that TD can add this feature, though I don't think it's a deal breaker for us at this point. We love TD, and have almost 100% positive experience with it. The only irritation has been to have to share each subproject, and then tell my group members how to order those projects.

Thank you again for taking time to help with this.

David Trey staff
Replied on Jul 08, 2014 - 19:46


On the back-end, this is not an implementation as easy as it would appear. Right now is a very simplified and specific process - one project with a certain ID is being requested to share with one account of a certain ID, the account gets an email notification mentioning this project and a link to accept the invitation which links user ID to project ID - very straight-forward.

Implementing such change is what we'd consider a "full process" - not something that can be added with a line of code or a minor change, but the whole process - changing the email invitations, generating different type of invitation accepting links for them, allowing the system to link multiple project IDs to an account at once, translating all modified emails to all supported languages and repeating this for iOS and Android separately as a back-end change alone wouldn't do it.

Now, to clarify - that's of course not an excuse, we've been adding even more complex features, but that's one of the reasons why it hasn't been added from one day to another right-away. Other reasons are of course the demand which only becomes clear once some time passes as at any launch of any features, dozens if not hundreds of requests for every possible modification of the new feature come up and since our main goal is and always will be - simplicity, we have to carefully pick the most useful improvements that won't break the concept of Todoist being an easy to use app that doesn't ask you to fill 10 forms before you can decide which projects to share with which sub-projects with which people etc. It must be a very easy, clear and of course secure - at no point should you be able to accidentally reveal some potentially crucial and secret information from sub-projects when sharing one project. This alone introduces a dilemma - make the UI and process easy enough, but also hard enough to not make it accidentally accessible.

That said, again, this is just a small insight into our thought process, we can't give you a clear reason why this feature has not been added by a certain deadline. It's a combination of a lot of reasons. What I can assure you is that we read all feedback, pass it to the developers, let them know what's often requested and based on that and other reasons, something may be implemented.

As for how we handle this - so far, we seem to use sub-tasks more than sub-projects. They offer 4 indent levels so we very rarely have something so complex that there's need for a 5th level that would then become a level 1 sub-project. That's again, just to answer your question and not a reason why this feature isn't implemented yet ;-)

Best regards,

Gauthier Nadaud premium
Replied on Jul 18, 2014 - 10:07

+ 1000 for this feature (as the votebox seems unaivalable)

I'd like to know how others do without this feature

Gauthier Nadaud premium
Replied on Jul 18, 2014 - 11:10

Hey guys,

After testing your solution of using subtasks instead of subproject to ease the sharing of projects/subprojects, many problems appear :

- If I decide to lower the level of indent of a task, the level of all substasks attached to this one won't get lower, we have to manually lower the indent of all the subtasks (and even worse when you have one or more level inside these subtasks)

- let's say someone accidently check the box on a main task, he can cancel that but all the subtask will keep the status of "done", we have to manually uncheck every box...that could lead to a lot of issues...losing things...etc

- No drag and drop into subtasks, that slows a lot the process of ordering all tasks that have been thrown in the Team Inbox...

I've just read all the thread and understand the technical difficulties to implement that but unfortunately this could become a no-go for us...and for many other as I understood...

Replied on Jul 18, 2014 - 23:54


The primary issue for me is not that sub-projects need to be shared individually (PITA, but workable for me). The much bigger issue is that the hierarchy is not preserved across the multiple shared users. So, if I create:

Project assigning my overflow to someone
-->subproject Project One
-->subproject Project Two

I would like all of my tasks to show up on the other user's interface listed below the master project. Otherwise, they get Project One, Project Two, etc. all mixed in with their other projects. Blech.



Ryan premium
Replied on Jul 22, 2014 - 15:01

David, thank you for your super helpful reply. I really appreciate it! I understand now that it's not as easy to implement, and that there are other priorities for TD at the time. Here's hoping that this feature will be implemented soon.

Thank you again for your quick and helpful response.



MIchael premium
Replied on Jul 25, 2014 - 08:56

that would be a great feature :-) +1

Denis Rafter premium
Replied on Jul 29, 2014 - 18:01

I have same problem, TD is of limited use if I can't share a structured project group. Such a shame. Was hoping for an Omnifocus for teams experience. It is vital that we share most projects within a structure.

Thomas Jensen premium
Replied on Aug 14, 2014 - 07:14


It would be great to be able to share a project with all sub-projects and have the structure preserved. Very useful when collaborating on large projects with coworkers.

Craig McPhaden premium
Replied on Sep 04, 2014 - 15:41

+1 for me as well. It is a pain to have to share every individual project. It would be extremely beneficial to have this feature.

Task Manager premium
Replied on Sep 08, 2014 - 00:16

Todoist should really consider providing more support to customers to demonstrate how to use their platform to reach certain goals. I was initially very happy to use todoist and became a premium member, only to learn of all these issues. I DEFINITELY thought that i subprojects would automatically be shared....much to my chagrin.

Then after reading all this madness about subtasks. I was surprised I couldn't even find info online about subtasks vs. subprojects. What's going on??? Just collecting $29 huh?

Task Manager premium
Replied on Sep 08, 2014 - 00:16

Todoist should really consider providing more support to customers to demonstrate how to use their platform to reach certain goals. I was initially very happy to use todoist and became a premium member, only to learn of all these issues. I DEFINITELY thought that i subprojects would automatically be shared....much to my chagrin.

Then after reading all this madness about subtasks. I was surprised I couldn't even find info online about subtasks vs. subprojects. What's going on??? Just collecting $29 huh?

Eddie @Marhen premium
Replied on Sep 09, 2014 - 16:00

+1 for Share project with sub projects

Michel premium
Replied on Sep 11, 2014 - 11:44

+1 As of now this is not usable for us. We would create weekly projects with 7 sub project folders with 10 people. That would mean, every week our people have to indent 70 sub projects manually... and imagine the mess if we launch two main projects with same-name subfolders....

Ryan premium
Replied on Sep 11, 2014 - 11:58

Michael, agreed. It's just confusing why this isn't being addressed. I unfortunately have moved on to use another app, as I can't wait for them to update this.

Ryan premium
Replied on Sep 11, 2014 - 11:59

I should say, "My entire team has moved on to another app".

Christian Haintz premium
Replied on Sep 11, 2014 - 14:36

@Ryan: Can you tell me, which app? We are also looking for Todoist alternatives because of this issue. Thx.

Ryan premium
Replied on Sep 12, 2014 - 03:39

Well, the Todoist frustration with not only sub-projects, but also other TD issues actually made our team re-evaluate our collaboration needs. So I doubt you will like my answer.

We actually are finding that collaborating, though necessary, is secondary to having an app that we all like. And it's tough for us all to like the same app, since we are process our own work differently. So, we are letting everyone choose for themselves, and then we will use a collaboration tool if we absolutely need it (Todoist, or Asana likely). After taking a GTD class online (Skillshare with Tiago Forte), I am now using Things! It's crazy that I've come full circle over these past 5 years or so, and come back to a crazy simple and outdated app. But Things it is.

I started using Things when it came out 5 years ago, and quickly moved on to other apps that either had more features, or updated themselves quicker (Wunderlist, Todoist, Omnifocus, Evernote). However, when I saw Tiago's Skillshare GTD videos recently, and saw that he was using Things, I decided to give it another try.

Things has a TON of limitations. And it's interface is crazy dated. But, it does the basics of GTD really wonderfully, and I think that is what I have been missing. I've been trying to get Todoist and Wunderlist and others to fit into the GTD model, instead of just using an app that did GTD out of the box (I actually first tried Omnifocus, the other app that I've always wanted to master, but quickly remember that OF is just too complicated for it's own good....I just want to shake the developers to get them to wake up!).

So, for now, Things is working for me really well. Again, there are a ton of limitations, but it's simplicity helps me focus on the tasks at hand, and it's actually it's lack of features that help me not get caught up in all the features! I just get work done.

So, that's my answer. I hope it's helpful.

Paul Cravens premium
Replied on Sep 12, 2014 - 04:55

David Trey, just read your July 8th post. Thank you for such a complete and straight forward response. Breath of fresh air in the online support world!

I love ToDoist for personal use and will continue to use it. As a business collaboration tool though, we'll have to go a different direction (I won't advertise your competitor here). I'll keep checking in though. I'm rooting for such a responsive company with a great product.

Glenn Fujimura premium
Replied on Sep 29, 2014 - 18:37