What's New

The InLoox Help Center has been completely redesigned and is now available at docs.inloox.com. It is the central hub for all InLoox documentation, bringing together everything from InLoox Web App and InLoox for Outlook Add-in to Microsoft Teams integration, InLoox Mobile Apps, the InLoox API, and InLoox Self-Hosted installation.

You can access the InLoox documentation directly from InLoox Web App: simply click the question mark icon. The new Help Center offers a significantly improved user experience with clearer navigation, faster access to information, enhanced search capabilities, and integrated AI assistance.

What You'll Find​

• Comprehensive product documentation: Step-by-step guidance for all InLoox features in InLoox Web App and the Outlook and Teams Add-ins.
• Getting started guides: Quick introductions to help new users set up their InLoox Account and successfully launch their first projects.
• Video tutorials and learning content: A dedicated Learning Center with short video walkthroughs for the most important workflows and use cases.
• InLoox API reference documentation: Detailed technical documentation for developers integrating InLoox through the OData REST API.
• InLoox for Outlook and InLoox for Teams integration guides: Dedicated sections covering the InLoox Outlook Add-in and Microsoft Teams integration.
• Self-Hosted installation documentation: Setup and configuration guides for on-premise deployments.

Faster Search and AI-Powered Assistance​

The new full-text search helps you quickly find relevant articles, tutorials, and API endpoints across all documentation sections. In addition, the integrated InLoox AI Assistant can answer questions directly based on the official InLoox documentation. Simply describe your issue or ask a question to receive contextual guidance instantly.

The InLoox Help Center is available in English and German:

• docs.inloox.com
• docs.inloox.com/de

With My Board, you organize your tasks from all projects on a personal Kanban board. It is fully customizable with your own columns tailored to your personal workflow.

Unlike the project Kanban board, My Board is completely personal: column names, order, and card arrangement are visible only to you. Moving a card does not change the task status in the project.

Switch between My Board and the classic list view at any time using the toggle in the top-left corner.

You can now import plans from Microsoft Planner directly into InLoox. Activate the Planner Import in the Integration Center, then start the import via your profile picture with Import from Microsoft Planner.

InLoox creates each selected Planner plan as a new project and imports the contained tasks directly as project tasks — ideal for a quick tool switch without manual data entry.

You can now organize custom fields into named sections. Sections group related fields together under a clear heading in the side panel, making it easier to find and fill in the right fields.

In the Account Settings, you can create, rename, sort, and delete sections. Fields can be moved between sections and rearranged using drag and drop. Note: Administrator rights are required for this.

Note: Custom fields are not available in the InLoox Professional Edition.

Two new custom field types are now available:

• Multi-Select — Tag items with multiple values from a predefined list. Values are displayed as tags. If the Allow to add new item option is enabled in the field settings, users can also add new values directly in the field.
• Range — Select a numeric value using a slider within a defined minimum and maximum, for example as a scale or percentage.

The new field types are ideal for classifications, ratings, or prioritizations and are available in all areas that support custom fields.

Note: Custom fields are not available in the InLoox Professional Edition.

Two improvements for collaborators on project tasks:

• Workplace and task list visibility: Tasks where you are listed as a collaborator now automatically appear in your Workplace under My Tasks and in the global task list. A Collaborator column is available to identify these tasks at a glance.
• Activity tracking: Adding or removing collaborators is now recorded in the change history of the task and on the project's Manage page — for greater transparency in collaboration.

Note: You need at least the Read tasks permission to use these features.

You can now select multiple items for bulk editing in two additional views:

• Kanban board: Hold Ctrl or Shift and click on task cards to select them. Selected cards are highlighted with a blue border. A command bar at the bottom of the screen shows available actions such as delete, mark as complete, set status, assign a resource, or edit custom fields.

• Time tracking calendar: Select multiple time entries in the calendar view to duplicate them to the next week, track them on a project, or delete them.

The Time Tracking section in the task side panel now also displays all time entries linked to the task. This gives you an immediate overview of how much time has been tracked — without having to switch to the time tracking view.

All description fields and comments in InLoox now feature a full HTML editor. You can format text with fonts, sizes, headings, bold, italic, lists, text color, and alignment. The editor also supports inserting images, links, and tables — giving you more flexibility to structure your content clearly.

New global permissions let you control access to the People section more precisely:

• Read people — Controls whether a user can see the People section. If disabled, the section is completely hidden.
• Edit people — Controls whether a user can edit contact entries. Without this permission, users can only manage their own availability.
• All people available in contact picker — Controls whether a user can see all contacts when adding project members.

These permissions are configured in the Account Settings under User Management. Administrator rights are required.

In addition to the option of requiring login via Microsoft 365, an alternative security option is now available for organizations without Microsoft login: mandatory two-factor authentication (2FA) for the entire InLoox account.

Administrators can require that only users with 2FA enabled are allowed to log in to InLoox. The setting is located in the Account Settings under User Management > Advanced. Activate the toggle Two-factor authentication required for InLoox Login.

For two-factor authentication, users can choose between a verification code via email or an authenticator app. Users who sign in via Microsoft 365 are automatically exempt from this requirement.

If a user without 2FA attempts to log in, access is blocked and instructions for setting up two-factor authentication are displayed.

A new advanced column chooser makes it easier to find and add columns to your list views. Hover over an existing column header and click the + icon to open it. All available columns are grouped into practical thematic categories. More complex columns include a description of the data they contain.

You can also display and copy database field keys directly, which is especially helpful for dashboards and reports.

Two new columns are available in the document view for SharePoint-synchronized documents:

• SharePoint Version — Displays the document version number from SharePoint.
• Sensitivity Label — Displays the sensitivity label assigned in SharePoint.

Add these columns using Choose Columns in the document view. InLoox displays the data read-only — the values are managed in SharePoint.

InLoox for Outlook now supports time tracking from calendar appointments for both Microsoft Exchange Online and Microsoft Exchange Server (Self-Hosted).

With Exchange Online, browse and track appointments directly from the Time tab in the add-in. With Exchange Server, open a calendar appointment in Microsoft Outlook, launch the InLoox add-in, and track the appointment from there.

When saving a template with a name that already exists, InLoox now shows a Name already exists confirmation dialog. You can choose to Overwrite the existing template or Cancel to keep it unchanged. This prevents accidental overwrites of existing templates.

Orphaned documents and folders — files that are no longer connected to the active SharePoint folder structure — can now be permanently deleted all at once. Open the three-dot menu in the Documents section and select Delete orphaned elements. InLoox shows a confirmation dialog with the number of affected items before deleting them.

This action requires administrator rights and cannot be undone.

Custom fields can already be shown or hidden based on rules to support specific use cases. With the new Filter Designer, you now have significantly more options to define complex conditions and combinations.

A particularly useful enhancement: custom fields can now be shown or hidden depending on the values of other custom fields. This allows you to control field visibility more precisely and create cleaner, more context-aware input forms.

Example: You have two custom fields, "Idea approved" and "Approved by." The field "Approved by" can be displayed depending on the value of the other field, for example, only if "Idea approved" is set to "Yes."

Please note: Custom fields are not available in the InLoox Professional Edition.

Inviting new users is now much more convenient: in the invitation dialog, you can directly access your Microsoft 365 directory and invite people from there. This allows you to add team members much faster.

Prerequisites​

The required user permissions must be enabled in the Integration Center. Basic user information includes name and email address, while full user information provides additional profile details such as department or job title.

You can now easily import contacts into InLoox using Excel or CSV files. After uploading your file, a matching assistant automatically analyzes the columns and suggests how they map to InLoox fields. The only required field is the email address — any additional information such as name, department, or phone number is optional and can be flexibly assigned.

This feature is especially useful when transferring contacts from external systems such as CRM tools or other data sources.

Conditional formatting has been enhanced with more flexible date comparisons. New comparison operators such as "Is earlier than N days from today" and "Is later than N days from today" are now available.

This allows you, for example, to highlight tasks whose due date falls within the next 14 calendar days, or to mark projects whose start date is more than 30 days in the past. It also enables you to visually represent sprint periods or upcoming deadlines.

Custom colors are now available in conditional formatting. In addition to the predefined color options, you can now select "Custom" which opens a full color picker. There, you can define colors using RGB, Hex, or HSL values, or simply choose your desired shade using the integrated color picker.

This allows you, for example, to apply precise brand-compliant colors (CI colors) — for maximum flexibility in visually designing your project and task lists.

In addition to two-factor authentication via email, you can now use multi-factor authentication (MFA) with an authenticator app for login.

Setup is done via your user profile: After activating MFA, a QR code is displayed that can be scanned with any authenticator app. Once configured, a one-time code is required for each login, significantly increasing account security.

The views for people and time entries now include quick grouping options, allowing you to structure and analyze your data with just a few clicks:

People list:

• Company
• Department
• Location
• Company > Department

Time list:

• Performed by
• Group
• Billable
• Performed by > Group

These predefined quick groupings provide a fast and convenient way to get started. You can still use the Advanced Mode to group by any columns and create custom analyses.

You can now define a default group for time entries on a per-project basis. This setting is configured by the project manager and applies to all project members. As a result, all newly created time entries in the project are automatically assigned to the defined group.

This feature originates from real-world use cases in consulting environments, where it is important to ensure that all time entries are consistently recorded in the correct group for billing purposes.

The workload view now allows you to include completed tasks in the calculation. Using the new Done Tasks toggle, you can define whether finished tasks should be considered in workload calculations. This makes it possible to analyze workload retrospectively — for example, to review how team capacity was distributed over the past week.

In the email integration, you can now automatically assign the category "InLoox" to emails that have been processed — such as when a task is created from an email (e.g., via flagging). This allows you to easily identify which emails have already been turned into tasks in InLoox directly within your inbox.

Prerequisite: The toggle Set category on processed emails must be enabled in the Integration Center.

With InLoox 26.2, project-wide dashboards now include a refresh button. With a single click, all data is updated while preserving the current filter settings within the widgets. This allows you to work across projects, make changes in between, and then quickly bring your dashboard up to date — without the need to reapply filters.

If a delay is shown for a summary activity in the Gantt chart (indicated by the hourglass icon), clicking on it will now take you directly to the deepest child element causing the delay.

This means you no longer need to manually search for the source of a delay in complex project plans — you are taken straight to the relevant planning element.

With InLoox 26.1, we are introducing the new Integration Center, your central hub for all Microsoft 365 integrations. It brings together everything related to emails, calendars, tasks, and documents in one clear, structured location. All integrations and their associated permissions are logically organized, giving you full transparency at a glance: see which features are active and how InLoox is connected to your Microsoft 365 environment.

The Integration Center provides the foundation for many of the new features in version 26.1. The individual functions will be presented in detail throughout this What's New.

With version 26.1, the inbox in the "Track" section has been fundamentally redesigned and is now called Emails. The core idea remains the same: emails and attachments can be assigned to projects, and tasks can be created using the AI Assistant.

The redesign brings numerous improvements and new features:

• Unified tracking process: Emails and attachments can now be tracked just as easily as in the Outlook add-in: select, choose project and project folder, save — done.
• Automatic project suggestions: If the email subject contains an InLoox project number (starting with #), matching projects are automatically suggested when filing.
• Duplicate check: You can instantly see if emails or attachments have already been tracked, including their project assignment.
• Automatic email tracking: When emails are filed in a project folder, all subsequent replies within the same conversation can be automatically stored in the same project folder. This requires enabling "Automatically transfer emails from the same conversation to the project" in the Integration Center.

• Improved previews: Reliable display of email content and attachments, regardless of format.
• Outlook folder structure, search & filters: Work within your familiar Outlook folder structure, search for emails, or filter by All, Unread, Tracked, or Not tracked.

Project tasks can now be directly linked to your Microsoft Outlook calendar. After enabling the required permission in the Integration Center, simply toggle a switch within the task to add it to your calendar.

Synchronization Options​

Two new options are available in the Integration Center:

• Changes to InLoox tasks update calendar entries
• Changes to calendar entries update the InLoox task

When both permissions are enabled, bidirectional synchronization is possible. Changes to date, time, or duration can be made either in InLoox or directly in the Outlook calendar, ensuring the task always remains up to date and consistent.

InLoox users are already familiar with creating tasks directly from emails — for example via the InLoox for Outlook side panel, where tasks can be generated from an email with just one click.

New in InLoox 26.1 is an additional, convenient option: after activating the feature Create tasks from flagged emails in the Integration Center, emails flagged in Outlook (e.g., Today, Tomorrow, Next Week) automatically generate corresponding InLoox tasks.

Optionally, synchronization can also be enabled here: if Update flags in emails is activated, completing the task in InLoox will automatically update Outlook and mark the email flag as completed as well. This new flag-based logic complements the existing side panel and provides another flexible way to quickly turn emails into structured tasks.

With version 26.1, we've made time tracking from calendar appointments even more straightforward. The former calendar section under "Track" has now been fully integrated into the main menu item Time.

In the new time tracking calendar, you can work in a daily, weekly, or workweek view and display your Outlook appointments directly using a simple toggle (connection to Microsoft 365 account required). An additional Tracked column instantly shows which appointments have already been logged.

Tracking time is simple: click the appointment, track it, select the project — done. Time entries can be flexibly adjusted, moved, or duplicated using drag and drop.

New features also include:

• Automatic project suggestions when logging time, based on an InLoox project number (starting with #) included in the appointment title
• Capacity display showing booked time and target working hours per day
• Conditional formatting for color-coded highlighting of appointments

Of course, you can still create time entries independently of Outlook and switch between calendar and list views whenever needed.

With version 26.1, we're introducing a centralized Notification Center, now located in the top-right corner. This is where all important updates related to your projects and tasks come together — clearly organized, up to date, and always within reach.

You'll see project news, task changes, and notifications when you're mentioned in comments — all in one place.

Managing project participants is now easier: In the Account Settings, you can create user groups within user management and assign individual users to them. The key benefit: project roles can now be assigned at group level.

In practice, many projects regularly involve the same teams — such as Marketing, HR, Development, or Procurement. Instead of adding each team member individually to every new project, simply assign the appropriate group to the desired project role. This significantly reduces the manual effort required when setting up new large-scale projects.

This feature is available in the InLoox Enterprise, Enterprise Plus, and Self-Hosted editions only.

With InLoox 26.1, the workload view has been further enhanced. In addition to Team / Resource / Task, the following columns are now displayed by default:

• Capacity — available working hours (e.g., 40 hours per week)
• Allocation — working hours already scheduled
• Availability — working hours still available

New Navigation Features​

• Switch between absolute values (hours) and a relative percentage view
• Centralized level selector to switch the view between Teams & Departments, People, Projects, or Tasks & Appointments

This makes it easy to move all resources to the desired level of detail at once — especially helpful for larger-scale resource planning. The utilization view now provides a fast and reliable forecast of how much capacity will still be available over the coming months.

You can now search comments with ease. In areas that include comments — such as projects, tasks, or documents — a search field is now available, allowing you to filter existing comments by keywords. This helps you find relevant information and agreements much faster, fulfilling a frequently requested customer feature with this release.

The project list now includes four new columns with visual indicators. These provide an instant overview of your projects' timeline, costs, and revenue — without the need for additional reports or dashboards:

• Progress Performance: Visualizes the project timeline between start and end dates. A traffic light system (red, orange, green) shows whether the project is on schedule, while a marker indicates the actual work progress. This makes delays immediately visible.
• Revenue Performance: Compares planned and actual revenue. Once the revenue target is reached or exceeded, the bar turns green.
• Cost Performance: Compares planned and actual total expenses, making budget deviations instantly visible.
• Resource Cost Performance: Based on time tracking data, this shows whether planned resource costs are being met or exceeded.

The workplace has been further optimized with this release. New enhancements include:

• New "Start" column: Displays the start date of a task directly in the overview.
• Inline editing of start and due dates: Dates can now be adjusted directly without having to open the task in full.
• Direct tracking of stopwatch time: When using the stopwatch, an additional button is now available to track the recorded time immediately.
• Simplified filter selection: In the top-right corner, you can now switch only between "Today" (including overdue tasks) and "Upcoming", providing a clearer structure for day-to-day work.

With version 26.1, the Project > Documents area has been expanded, particularly in the way emails are handled.

A new Emails folder is now available on the left-hand side. It provides a consolidated view of all emails posted to the project, regardless of which subfolder they were originally saved in — similar to "All Documents" but dedicated exclusively to emails.

Within this folder, you can choose between two views:

• The familiar, classic list view
• The new conversation view, where related emails are grouped together and displayed in a layout reminiscent of a CRM interface

With InLoox 26.1, permissions have been expanded and further refined. The following new rights have been introduced:

• Edit people: Editing contacts is now a separate permission. Administrators receive this right by default, but it can be specifically revoked or assigned to other users as needed.
• Add task comments: Controls who is allowed to create comments on tasks.
• Delete task comments: Defines who is permitted to remove task comments.
• Delete own task comments: Allows users to delete only the comments they have created themselves.
• Delete tasks: Determines who is generally allowed to delete tasks.
• Delete own tasks: Allows users to delete tasks for which they are assigned as the responsible resource.

These additions enable even more precise control over access rights and responsibilities.