One conversation,
the whole team
A project is a shared workspace for one topic: the same files, the same history of conversations, the same decisions. A new person joins and has the context immediately instead of an hour-long briefing.
A shared case,cut into pieces.
When everyone works with AI separately, a shared case stops being shared. The decisions sit in Marta’s thread, the file in Ola’s inbox, the numbers in Piotr’s spreadsheet — and the AI only ever sees one piece. That is where answers come from that sound right and cannot be used.
Marta · private chat Terms of cooperation for 24 months covering refrigerated transport on domestic routes and to Czechia and Slovakia. Prices apply to orders above twelve shipments per month and assume collection from the Gliwice warehouse. Monthly settlement, based on a shipment statement confirmed by both parties. Exceeding the declared number of shipments does not change the rate.
Approved by: Piotr · Template: B2B quote standardContact on the customer’s side: Anna K.
Everyone starts from zeroMarta explains the background in her thread, Piotr in his. The same work, four times over.
Piotr · sheet on the drive Nobody has the wholeEach thread holds a fragment of what was decided. The full picture is nowhere.
Ola · inbox Files live in versionsThe same quote in three places and three versions. Nobody knows which one is current.
Tomek · meeting notes Conclusions drift apartThe same AI, a different piece of background, a different answer. None of them is the binding one.
The more people work on one case, the less of it the AI sees — because each of them shows it only their own piece.
A project puts it backtogether into one thing.
This is not another folder for files. In a project the same pieces — the document, the decision, the thread and the result — sit around one case, in one place. Everyone works on the whole, not on their own fragment — and so does the AI.
The case moves forward,not in circles.
Every day leaves something in the project that becomes the input of the next step: a document, a decision, a finished file. Nothing has to be reconstructed from memory or gathered from inboxes — the case has a state, not just a history.
This is where you know what the customer requires, and by when.
Margin never goes below 12% decided by Marta and Piotr · 6 August This is where you know where the negotiation stops.
This is where the real rates come from, not the ones from before the fuel increase.
Built from the three things above. Nobody collected them from emails.
It is visible in the project, so nobody has to raise it at a meeting.
See it on a case of your own
Project templates.One layout for every recurring topic.
A tender, a rollout, a hire, a complaint — each comes back every few weeks in the same shape: these files, these people, these decisions. A template is that shape saved once, so the next project starts from something that already knows what it is about.
Files to start with
- Tender docs — Kamex.pdf
- Price list 2026.xlsx
- References — cold chain.pdf
Who is inside
- Marta
- Piotr
- Tomek
Decisions up front
- Margin never goes below 12%
- Payment terms up to 45 days
- Piotr approves the quote
What it is all for
A quote on your templatesubmitted before the deadline, with terms nobody had to ask about twice
It is still the same appto.Just at one table.
A project is not a separate product or a separate account. The same company knowledge, the same agents, the same tools — the only change is that the result stays with the team instead of in a private thread.
/ Tender — Kamex Logistics Context
A project reaches for the same company knowledge as a private chat: the price list, procedures, decisions from your tools.
Google Drive
Slack
HubSpot
Notion Agents
The same agent the team uses every day works in the project too — with the same skills and the same boundaries.
Sales agentQuote builderComplaintsTools
Email, CRM and drive work in a project just the same. What changes is that the result stays with the team.
GmailHubSpotGoogle Drive
Asana Start your first project
Take a topic you discussed in three different threads over the last month, and put it in one place.
No card. Your account takes 30 seconds.
Common questions
Not sure whether a project is worth it for your case? We will go through it with you.
When should we start a project, and when is a normal thread enough?
A one-off task for one person is fine in a normal thread — do not create a project for a quote you are sending tomorrow. A project pays for itself on three signals, and one is enough: the topic has been coming back for weeks, several people work on it, or the same files circulate by email in three versions.
What do project members see?
Everything in it: the files, the history of conversations and the decisions. That is not a flaw, it is the point of a project — but it is worth remembering when you create one. Material that should stay between two people stays in a private thread, not in a team project.
Does a project replace Asana or Jira?
No. A project holds context, not deadlines — there is no board, no statuses and no reminders. You keep running tasks where you run them, and appto can create and update them through integrations.
Where does appto get knowledge inside a project?
From two places at once: the context of the whole company (price list, procedures, material connected at the organization level) and the files added to that specific project. That is why an answer inside a project is narrower and more concrete than in an ordinary chat — it stands on the material of that one case.
Do decisions get recorded automatically?
A decision can go into the project’s memory straight from the conversation, or you can write it in by hand. Either way you see what is recorded and can correct or delete it at any time — it is your list, not a black box.
What happens to a project that has ended?
You can put it to sleep or archive it. It disappears from the active list, but the history, files and decisions stay — and you come back to them when the same customer gets in touch six months later.