What's New

Everything about a customer or partner in one place: the new Organizations section replaces the former Clients area and gives every company, customer, or partner a detail view of its own, with contacts, projects, and history.

Each organization has a dedicated detail view with three tabs:

• General: Name, number, address, domain, and description, plus linked items and the activity feed with comments and change history.
• Persons: All contacts assigned to the organization.
• Projects: All projects the organization is linked to.

Like any other list view, the Organizations list can be filtered, sorted, grouped, and saved as a customized view. Custom fields and multi-editing are supported as well.

AI in InLoox Self-Hosted for the first time: The AI features used to be reserved for the cloud editions, because the default model runs in the InLoox Cloud only. With a model of your own, the full range of features is now available in a self-hosted installation as well:

• Generate project tasks from a short description
• Identify tasks in emails, both in the web app and in the Outlook add-in
• Have project descriptions written for you

To do so, register your own OpenAI-compatible endpoint in the new InLoox AI area of the Account Settings, which the cloud editions can do just as well if they prefer not to use the default model. Every AI feature then runs through that model, so you determine which provider is used and under which terms your data is processed. The same area is where you allow or block AI support for your account as a whole.

Plans that used to be maintained in Excel now go straight into InLoox. In the Planning tab, you can import planning data from a Microsoft Excel (.xlsx) or CSV (.csv) file and continue working with it in the Gantt chart.

This shortens the path considerably when you are getting started with InLoox: your existing project schedule does not have to be retyped, it comes across with its structure intact. During the import, the Map Excel Columns window is where you assign the columns of your file to the planning fields in InLoox.

Not every template is meant for everyone. You now decide who can use a planning template: a newly saved template is private and visible only to you, and you then release it deliberately to the people and groups that actually work with it. Previously, every saved template was immediately available to everyone in the account.

Three levels of publication are available:

• Private (not published): Only you can see and use the template.
• Entire Organization: Everyone in your account can see and use the template.
• Specific departments, groups and persons: Only the recipients you select can see and use the template.

Under Manage templates, an icon next to each template shows its current publish status at a glance. A different owner can be assigned as well.

InLoox offers many places to track time, now also right where you keep an eye on your tasks. Next to the name of each task in the Workplace, two icons let you book working time in a single click, without opening the task:

• Stopwatch : Starts the stopwatch with a single click.
• Quick Track : Books a predefined duration on the task immediately (5 min, 15 min, 30 min, 45 min, 1h, 2h, 4h). Other Duration covers any value that is not in the list.

The time entry is linked to the task and takes over its information. Both icons are available for tasks that are assigned to a project.

Long result lists are no longer something you have to scroll through. New filter options in the global search let you get to the entry you actually need:

• Date: Restrict results to a time range (Any, Today, Yesterday, Last 7 days, Last 30 days, or Last year).
• Project: Limit results to a single selected project.
• Persons: Filter results by one or several selected persons.

These filters appear in the search toolbar and can be combined with any search term to get focused, relevant results faster.

Status, project manager, or portfolio are now visible right next to the bars, without opening a project. The column list on the left side of the multi-project timeline is no longer limited to the project name.

The Select columns window lets you show exactly the information you want to keep an eye on:

• Division
• Customer and Customer Number
• Project Categories
• Project Number
• Portfolio
• Project Status
• Project Manager
• All custom fields defined for projects

The columns appear in the list immediately and can be dragged into the order you want. As in other list views, you can also sort, filter, and group by them, for example all projects of one division, grouped by project status. That is how you put together exactly the overview your projects need.

Discussions on a task are often more sensitive than the task itself. The new permission Read task comments lets you separate the two, so you can involve people in the work without opening up internal conversations: without the permission, a user can still open and work on the task, but its comments are not displayed.

Assign or revoke the permission in Account Settings → User Management. It can be set as a global user permission, as a department permission, or through role permissions.

Find a filed email by what was written in it, not only by who sent it. Emails that you file into a project from Microsoft Outlook are stored as .eml documents in InLoox. Until now, the global search only matched their file name, sender, recipient, and subject.

The search now also covers the preview excerpt of these emails. A half-remembered phrase from the beginning of the message is enough to find it again.

Not every team estimates its tasks in hours — and not every task has an effort from the start. Two additions make the workload useful in these cases as well.

• Display the workload by number of elements: Next to Show percentage and Show hours, the navigation bar now offers Show element count . Each period then shows how many elements are assigned to the resource, which gives you an overview of how the work is distributed even without effort estimates.

  

• Recognize tasks without effort: If a task is scheduled but has no planned effort, the workload now shows 0 h or 0 % instead of an empty cell — the cell stays empty only when nothing is scheduled at all. Previously both cases looked the same, because only effort was displayed. So you can now tell that a resource is assigned to something even when the effort is still missing.

  

Whether it is a week of vacation, a free afternoon, or just a couple of hours: entering absences and recognizing them in the workload is now noticeably quicker.

• Enter days off conveniently: When adding a day off, you choose between Full days, Partial day, and Exact time. A half day is now a single option instead of a start and end time you have to set by hand. Exact times remain available wherever you really need them.

  

• Recognize conflicts at a glance: The workload marks absences on the resource rows. In black, means the resource is absent with nothing scheduled. In red, means at least one task falls into the absence, so you can reschedule or redistribute it.

  

What your team knows about a contact no longer lives in someone's inbox. Contact entries now have the same Activities area you know from projects and tasks. Open a contact and you find it on the right-hand side, with three tabs:

• Comments: Post comments on the contact entry, for example to note working hours, responsibilities, or agreements. Use @ to address colleagues directly, and they receive a notification.
• Changes: See who changed which contact data and when.
• All: Comments and changes together in chronological order.

Assigning a task and finding out much later that nobody ever worked on it, because the assigned person could not see it in the first place, no longer goes unnoticed.

You can still assign a task to any person in your account and add further people as collaborators. If one of them has no access to the associated project, however, they cannot open the task. InLoox now points this out directly in the open task: This task is not visible to [First name Last name] due to missing project membership.

The note also resolves the situation right where it appears: you add the person to the project as Team or Managers without leaving the task. They can open it immediately afterwards, and the note disappears.

Knowledge belongs where your team works. The new Knowledge section gives you a shared wiki directly inside InLoox — centrally document work instructions, onboarding materials, best practices, FAQs, and much more.

Structure content in a flexible page hierarchy, edit in the visual editor or code view, and link knowledge pages directly to projects, tasks and more. This ensures your team always works from the same source, follows established standards, and maintains consistent quality across all projects.

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

You can now save permission configurations as templates and apply them to users or roles with a single click. This makes it easier to manage permissions consistently across your account — and eliminates repetitive manual configuration.

A new Person type is now available for custom fields. It lets you assign one or more persons from your InLoox contacts directly to projects, tasks, or any other item that supports custom fields.

Typical use cases include assigning a responsible contact, linking a key account manager to a project, or recording a reviewer for a document.

When creating a Person field, you can enable Allow Multiple Persons to let users select more than one contact. The selected persons are displayed with their profile picture and name.

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

For people, you can now set a capacity of 0% on the Availability tab. This supports proactive capacity planning at the team level.

For example, create a dummy resource with 0% capacity and add it to a team in the Workload/Resource Overview. Then assign tasks along with their effort to the dummy resource before it's clear which team member will take on the implementation. This makes the planned team load visible without distorting the individual workload of single team members.

Once responsibilities are finalized, the tasks can simply be reassigned to the actual team members.

Combined with the existing ability to set capacities above 100% for generic resources like machines or teams, you now have full flexibility from 0% to any upper limit.

The multi-project timeline now supports additional filters. You can filter projects by category and division, in addition to the existing filters for time frame, status, favorites, and managers.

This makes it easier to focus on specific project groups and get a clearer overview of your portfolio.

The project search in the global search now also searches through project comments. When you search for a term, InLoox will return matching comments from projects alongside other results.

This makes it easier to find discussions, decisions, and context that were captured in project comments without having to open individual projects.

Word, Excel, and PowerPoint documents now open directly in the corresponding local app — without requiring local OneDrive synchronization. This applies to both cloud and self-hosted installations.

For all other file types, the project folder must still be synchronized locally with Microsoft OneDrive.

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.

The mobile app has been enhanced with several new features that make managing your projects on the go even more efficient:

• Document detail view: The new detail view lets you access and edit all relevant document information at a glance, such as the document name, description, and all custom fields. In addition, documents can now be moved to other project folders or new folders can be created directly.

• Multi-selection of tasks via long press: Edit multiple tasks at once, for example by adjusting due dates, assigning resources, or completing several tasks simultaneously.
• Duplicate projects: Recurring workflows can be set up faster by duplicating existing projects.

• Switch accounts: Switch between accounts with a single tap. Ideal for users managing multiple teams or clients.

To support more accurate allocation and planning of workloads, you can now add collaborators to tasks in addition to the owner. This makes it possible to assign workloads to specific individuals and capture resource utilization more precisely. All assigned workloads are automatically summed up to form the total effort of the task.

Two new columns have been added in this context:

• Effort (Owner) Hours: Displays the workload assigned exclusively to the task owner.
• Effort (Task) Hours: Displays the total workload of the task (owner + collaborators).

Task permissions have been expanded to more precisely reflect roles and responsibilities within a project. In addition to the previous permissions "Read Tasks" and "Edit Tasks," several new, more granular permissions are now available. These allow you to individually control reading, editing, and status-change rights.

Overview of new and existing task permissions:

• Read tasks
• NEW Read own tasks
• Edit tasks
• NEW Change task status
• NEW Edit own tasks
• NEW Change status of own tasks

Custom fields are now also available for people/contacts, allowing you to capture and maintain additional information in a structured way.

Typical use cases include storing extra details about external partners like additional customer addresses, recording employee numbers, or adding simple checkboxes such as "DPA available." Custom fields are also ideal for data imported via interfaces from other systems, such as ERP or CRM solutions.

When attaching existing documents to a task, a new document list is now available. This extended dialog can display all available document columns, offers filtering and sorting options, and allows you to browse through folder structures. This makes it much easier to locate and select the right document quickly and accurately.

You can now add links to files stored in the local file system and open them directly from within the application.

Project managers can now receive notifications when new documents are added to a project or existing ones are deleted. To enable this, activate the corresponding toggle in the Account Settings > Personal under Notifications: Projects > Documents.

The contact selection when adding people to a project has been enhanced. In addition to searching by name, you can now also search specifically by email address. This is particularly useful when inviting external participants and only the company domain is known. This enables you to find the right contacts more quickly, even without knowing their exact name.

In the yearly and monthly views, the calendar week (CW) is now displayed in addition to the date. This means CW information is available in almost all zoom levels (except for the multi-year view).

The project description can now be used in report data sources, both as an HTML version (DescriptionHTML) and as plain text (DescriptionText).

Notifications are now also sent when the start or end date of a task changes.

With the new Project Dashboards, you always keep track of each individual project – quickly, transparently, and without detours. In the new "Dashboard" tab, you will find a standard dashboard that presents the most important project metrics:

• Tasks by status and assignee: Who is working on what, and what's the progress
• Burndown chart: How open tasks evolve over time
• Planned vs. actual costs and revenues: Financial transparency at a glance
• Risk matrix: Impact and likelihood of potential risks always visible

New permissions for dashboards​

Alongside the new features, permissions have been expanded to give you more control. You can now precisely define who may only view dashboards and who may actively edit them. The following rights are available:

• Read project dashboard
• Edit project dashboard
• Read dashboards
• Edit dashboards

Dashboards can now be created even more easily: via the "Add Widget" button, you can select from numerous templates already linked to the right data sources. This allows you to add meaningful charts with just a few clicks – no expert knowledge required.

The new widgets are available not only in project dashboards, but also in cross-project dashboards. From the overall organization down to the individual project, you always get the exact reports you need.

Brand new in InLoox is the Task Burndown data source. For the first time, you can now display burndown charts in dashboards, either by number of tasks or by workload. This gives you immediate insight into how remaining effort develops over time and whether your team is on track.

You can now define who is allowed to fill out custom fields. This allows you to control and secure inputs much more precisely. In the settings, you can configure:

• Role-based: e.g., only the project manager may edit a specific field
• User-specific: specific individuals may edit certain fields
• Combination of both: maximum flexibility for complex scenarios

Custom fields can now be configured so that missing entries no longer go unnoticed. If an important field is left empty, users receive a clear notification with a warning.

This ensures that critical information is added in time, keeping processes running smoothly and preventing incomplete project data.

Many features already available in the InLoox Web App are now also available in the Mobile App. This lets you organize and manage your tasks just as comfortably on the go:

• Checklists in tasks: Tasks can now also be structured with checklists in the mobile app – ideal for smaller, subordinate to-dos.
• Comment function: You can now read and add comments to any task directly in the app and mention team members or entire groups (e.g., "the team"). This keeps communication transparent and centralized in the right place.
• Recurring tasks: Regularly recurring activities no longer need to be created from scratch each time. With the repeat task feature, you can now also create series in the mobile app, e.g., for weekly reports or monthly reviews.

Documents often need to be reviewed or approved by multiple people – and many organizations already use approval workflows in SharePoint Online for this. With InLoox 12.4, these processes are now also visible directly in InLoox.

In the project documents, you can immediately see the current status of an approval process, without having to switch between systems.

New columns in InLoox display the following SharePoint information:

• Approval State: e.g., "Not submitted", "Requested", "Approved", "Rejected"
• Approval request sent by
• Approval request responded by
• Approval request assigned to

This gives you full transparency over ongoing approvals and ensures complete traceability.

Under People in the tab Availability, you can now specify the percentage of capacity a resource can contribute to projects. This makes it easier to reflect realistic workloads:

• Example: A person allocated only 80% to project work will be displayed accordingly in workload planning.
• Higher values are also possible, e.g., for team or machine resources that can provide more than 100% capacity.

This lets you flexibly and precisely model both individual base workloads and abstract resources such as teams or machines.

In the workload view, you no longer have to add each person individually. Instead, you can now select entire divisions or create freely definable teams. This immediately shows the cumulative workload of a whole unit, ideal for resource planners who need an overview at a higher level.

In the workload you can now create individual configurations of resources not only for yourself, but also share views globally with all users in the account. This ensures that everyone works with the same view – no one has to manually create their own setup with the right people.

A view can easily be shared via the three-dot menu using the Share View option. Shared views are easy to recognize: a person icon appears next to the name, and it is also indicated who shared the view. Users will, of course, only see workload data if they have the corresponding permissions.

Do you want to reflect non-working days such as public holidays or company vacation in the calendar? You no longer need to enter them manually in the settings. Instead, you can conveniently import them via Excel file or iCalendar.

The file must include information on the Name of the non-working day, Start and End. Optionally, you can also add a column "For all calendars" if days off should apply to all calendars. This allows you to quickly import extensive calendar data and centrally provide it for the entire organization.

• Select open vs. done tasks: When creating time entries, you can now instantly see which tasks are open and which are already done. Open tasks are displayed at the top, making it quicker to find the right assignment.
• Toggle: Show tasks from others: By default, only your own tasks are shown when assigning a time entry. This makes the list clearer and speeds up the process. If needed, you can use a toggle to show tasks of other team members.

• New column "Duration (work days)": In addition to the column "Duration (hours)", the new column "Duration (work days)" is now available in time tracking. This gives you more flexibility in how effort is displayed and reported.

You can now move entire folders in projects. Changes are automatically synchronized to SharePoint, FileStore etc. (if linked).

You can now create, assess, and mitigate project risks directly in InLoox – for greater transparency and control throughout the project. The new "Risks" section helps you evaluate potential threats based on likelihood and impact using a 5-level scale. This automatically determines the overall risk level: Low, Medium, or High.

A particularly useful feature: To move directly from analysis to action, you can link risks to risk mitigating tasks.

You can now create your own checklists within tasks. This is ideal for capturing smaller, subordinate to-dos directly in the task. This way, progress can be tracked more precisely without having to create separate tasks. Each checklist item can be easily checked off once completed, ensuring that you and your team always have a clear overview of the task's progress.

You can now add project-specific custom columns to the task list without needing administrator rights. These fields apply only within a specific project and appear exclusively in the task list view.

How it works: Open a project, go to the Tasks section, and switch to the List view (not the Kanban view). You'll now see the new "Add field" button, which lets you add a custom column to capture individual information directly. The available field types are: String, Datetime, Integer, Decimal, Boolean, List, or Currency.

The Resource Utilization view is now even clearer thanks to a new color scheme. Depending on the utilization level, items are color-coded so you can instantly see where capacity is tight or has been exceeded:

• Green: up to 100%
• Yellow: over 100% to 150%
• Red: over 150% to 200%
• Purple: over 200%

Also new: Absences are now displayed directly in the utilization view with an icon. An exclamation mark indicates when people are booked for a task despite being absent – helping you quickly spot potential conflicts and make adjustments.

The data for this is based on non-working days that are either:

• defined for certain calendars in the Account Settings (e.g., public holidays), or
• set individually in the People section (e.g., personal vacation days).

The project number is now shown alongside the project name which avoids potential confusion with projects that have identical or similar names.

You can now easily export your Gantt planning to Excel – ideal if you want to share project plans outside of InLoox.

All columns and contents you have displayed in the Gantt view will be exported, giving you full control over what information is included in the Excel file.

In the Gantt view, you can now use multi-select to edit several elements simultaneously. This saves time and makes planning even more efficient. Specifically, you can:

• Assign or change a color for multiple planning elements
• Mark multiple elements as completed
• Delete multiple planning elements
• Assign a resource to several tasks in the plan at once

The Gantt print function now offers more flexibility and information:

• Print only selected rows: You no longer have to print the entire plan – simply select the rows you need and print just those.
• All columns available: All columns are now available for printing, including custom fields (previously only selected columns were available).
• New "Header and Footer" option: When enabled, the printout will also include the project name, print date, name of the person who printed it, and the page number.

New Options for Activity Labels in the Gantt Plan​

In the Gantt view, you can now flexibly decide where the labels of your planning elements should appear. Choose to display them either to the left or right of the activity bar – or hide the labels completely if you prefer a clean, minimalistic view.

With the new "Project Health" dashboard template, you can keep track of the overall status of your projects at all times – compact, visual, and insightful. The dashboard displays the status from three key perspectives:

• Time: Based on the time alerts "Planned end date exceeded" and "Project end date exceeded"
• Budget: Compares planned vs. actual values. Using the dashboard parameter settings (button at the very top right), you can customize the percentage range for budget alerts
• Risk: Evaluated according to the level of risk (set on the project manage page)

From these, an overall status is calculated as the average of the three values Time, Budget, and Risk.

You can download this and other templates under Templates and then import them into InLoox.

The global search field at the top of InLoox is now even more convenient: when you click into the search box, you'll not only see the regular search results but also a list of your last viewed projects. This lets you quickly return to the projects you worked on most recently, without having to search through the entire project list.

When booking calendar appointments or mails to projects in the Track section, the view is now much clearer thanks to two new toggles that let you focus on what matters:

• Show Tracked Items: Hide previously tracked times to avoid overly long, cluttered lists.
• Show Completed Projects: Hide completed projects to focus on current, active ones.

When saving emails or attachments to InLoox via the Track section, you first select a project to store them in. Now, you can move saved emails, attachments, or documents into a specific folder within the project afterwards.

Next to the document name, you'll find a new icon that opens the "Move to Folder" dialog, allowing you to move the file into an existing folder or create a new one on the spot.

The InLoox Mobile App has been expanded with another key project management feature: time tracking. You can now log time on project tasks directly from anywhere.

If a task is assigned to a project, you'll see the new "Time" tab in the top navigation bar. Tap the plus icon to select the desired duration and, as in the web app, add further details such as a description.

Mark Documents as Favorites​

In the Documents section, you now have the new "Favorite" column. Click the star icon to mark documents you use frequently or want to find quickly.

There is also a new "Document Favorites" folder in the left-hand menu, which shows all starred documents – regardless of which subfolder they are stored in. This makes it even easier to find important files.

Additional Preview Options for Documents​

For connected SharePoint Online libraries, the browser preview is now also available for more specific file formats such as MSG, ZIP, or audio files – no download required.

In the global task list, the context menu (three dots to the right of the task name) now includes more actions.

Previously, you could create a new task, mark the selected task as done, or delete it. The following options have now been added:

• Duplicate task: Creates an exact copy of the task.
• Go to project: Jumps directly to the project manage page.
• Go to project tasks: Opens the project's tasks in the Kanban board.

Two additional root data sources are now available for reports:

• Contacts >> Tasks
• Contacts >> Time Tracking

This allows you to create reports not only project-centered but also contact-centered. For example, you can see which tasks are assigned to a specific contact or which time entries a contact has recorded – regardless of the project they belong to.