Projects: An Admin's Guide

Projects is BoardX's checklist-style compliance tool. As an admin, you'll use it to set up the regulations, codes, and strategic plans your organisation needs to comply with, then track each requirement as Compliant or Non-compliant with supporting evidence attached.

This guide walks you through the whole admin flow, step by step — from opening Projects for the first time to publishing a finished Authority Document for your team.

Click Projects in the left sidebar.

You'll land on the Projects page, which lists every Authority Document for this company.

Before you create anything, take a moment to look around. Across the top of the Projects page you'll see three summary cards. The first, Authority Documents, is a donut chart showing how many of your Authority Documents are currently Compliant versus Non-compliant. Next to it, Compliance by Authority Document is a bar chart of the compliance score for each Authority Document, so you can see which ones need the most attention. The third card, Tasks, is a donut chart of every task across the Projects module, broken out into Completed, Requested, Overdue, Rejected, and Cancelled.

Below the cards, the All Authority Documents table lists every document available to you. Each row shows the document's name, type, compliance score, owner (the person who created it), the date it was last modified, and its current status — Draft or Published. You can search by name using the search bar, or use the Type filter on the right to narrow the list.

When you're ready to add a new document, click + New Authority Document in the top-right corner of the Projects page. This takes you to the Build Authority Document screen, where you'll choose how to start.

If you have a specific regulation, code, or plan that doesn't match any of our templates, click New Authority Document to build it from scratch — you'll define the Principles, Sections, and Citations yourself.

If a pre-built template fits your needs, click Best Practices Template instead. The template comes with a ready-made structure and citations for a common framework, and you can edit any of it after import to match your organisation.

Once you've made your choice, follow the build flow to add Principles, Sections, and Citations.

After your Authority Document is created, open it and add a few basic details at the top of the page. These help you and your team find the document later and keep track of when it was approved.

Start with the title of the authority document. Click on it to change the title.

Then Type, which describes what kind of document this is — for example, Best Practice Guideline or Governance Code.

Then set the Annual Reporting Period: the year or cycle against which you're reviewing this document.

Finally, fill in the Date of Board Approval — the day your board signed off on the document.

In the same header area, you'll also see the document's overall Compliance Score and whether it's still a Draft or already Published.

Inside the Authority Document, you'll see the citation hierarchy laid out in order: Principles at the top, Sections inside them, and Citations inside those. As an admin, you can add, rename, or remove items at any level by clicking on the three dots next to them.

You can also reorder them by dragging the handle(three lines) on the left of each row.

To jump straight to a specific clause, type a name or number into the Search Citation name or N° field.

Citations are automatically numbered (e.g., 1.1.1, 1.1.2), so they stay aligned with the source document — you don't have to manage the numbering yourself.

Once the structure is in place, the real work begins: going through each citation and recording where you stand.

First, decide whether the citation applies to your organisation. If it doesn't, flip the On / Off toggle to Off — Off citations are excluded from the Compliance Score.

Next, open the Status dropdown and set the citation to Compliant or Non-compliant.

Then attach whatever supporting items make sense.

Click + Evidence to add a short note describing how the requirement is met.

Click + Upload file to attach a file from your computer, or + from Doc Centre to pull in a document that's already stored in your Document Centre.

If there's follow-up work to do, click + Task to assign it to a person with a due date.

And if a confirmed meeting minute is the proof you need, click + Minutes to link it as supporting evidence.

While you're still building or reviewing, the Authority Document sits in Draft status. Drafts aren't considered "live" in your portfolio in the same way as published documents.

When the document is finalised and ready to share with the rest of your regular users in your system, change its status from Draft to Published. You can keep updating it after publishing — publishing isn't permanent.

A Project isn't a one-and-done exercise — it's a live channel that lives in BoardX from one reporting cycle to the next. When a new year rolls around, you don't need to rebuild the Authority Document from scratch. You can reuse the same one and refresh it for the new period.

The typical yearly cycle looks like this.

First, generate a report from the project to capture where you stand at the end of the current period — this gives you a record of that year's compliance position before you start changing anything. To do that, open the Authority Document and click Export in the top-right corner of the page.

Next, head back to the document header and update the Annual Reporting Period to the new cycle. Change the Date of Board Approval to the day your board signs off on this year's version of the document.

Then work through each citation again. Keep any evidence that's still accurate and relevant — there's no need to remove proof that's still valid. Remove evidence that's out of date or no longer applies. And as your team does new work over the year, add fresh evidence to reflect what's been done in the current cycle.

This way, the Authority Document captures a fresh snapshot of compliance every year, while the project itself stays in place as your ongoing, year-over-year record.

Over time, the Projects landing page becomes your dashboard. Check the three summary cards regularly to spot Authority Documents with low compliance scores that need attention, overdue tasks piling up across the module, and documents still sitting in Draft that should be published.

Click into any Authority Document to see its own focused view, including a Citations donut, a highlighted bar in the portfolio chart, and the tasks attached to citations within that document.

If you get stuck, click the chat bubble in the bottom-right corner of any Projects page — we're happy to help.