Projects are at their best when each one does a single, clear job across a batch of posts. If you manage hundreds or thousands of posts, a few habits will keep your projects easy to finish and easy to measure. This guide explains how projects work behind the scenes and how to plan around that.
How Projects Work
You Choose the Posts, and the List Stays Put
A project is a fixed list of posts. When you add posts from a filter or Super Search, Clariti adds the posts that match at that moment. The project does not rerun your filter, and posts that start matching later are not added on their own. Posts stay in the project until you remove them.
Each Project Has One Checklist
Every post in a project gets the same set of tasks, and there is one due date and one set of assignees for the whole project. There are no sub-projects, per-post due dates, or per-task assignees.
Progress Belongs to the Project
Checking off a task only counts in that project. If a post is in two projects, each keeps its own checkboxes.
Checklist Changes Reach Every Post
Adding a task to an existing project adds it unchecked to every post already in the project, which moves finished posts back to To Do. Plan your checklist before you start, or put new work in a new project.
Duplicates Start Fresh
Duplicating a project copies the name, description, assignees, and tasks, and you can choose to copy the posts. The copied posts start with every task unchecked, and the due date is not copied.
Filtering Works at the Post Level
In Explore, the Projects filter can find posts that are In or Not In a project, and narrow to posts whose checklist is To Do or Done. You cannot filter by whether one specific task is checked.
Build Smaller, Focused Projects
A focused project applies one type of improvement across many posts. For example:
"Add Featured Review" project
"Add a Jump to Recipe Summary Box" project
"Improve Meta Descriptions" project
"Replace Outdated Affiliate Links" project
"Add 3 Inbound Links" project
"Fix Broken Images" project
Focused projects work better because:
They are quick to finish, so you see real progress.
Each checkbox means one thing, so the progress bar is accurate.
You can see exactly which posts got which improvement, and when, on each post's Timeline.
You can reuse the checklist next season with Duplicate.
Workflows That Scale
1. Make One Project per Type of Improvement
Instead of one "optimize everything" project, create smaller ones such as Internal Links, Photos, SEO Fixes, Structured Data, and Affiliate Updates. If a post needs all five, add it to all five.
2. Use Filters and Super Search to Build Precise Lists
For example:
Posts published before 2020 with no FAQ: Date Published plus the Structured Data (JSON-LD) filter set to no FAQ.
Posts with fewer than 3 inbound links: the Inbound Link Count filter.
Posts with broken images: Super Search Posts with broken images.
Posts losing traffic: see How to Find Content Decay in Clariti.
Posts you have never worked on: the Projects filter set to Not In and Any Project.
Once the list looks right, use Assign to Project with Filtered Items. See How to Add Posts and Pages to a Project.
3. Split Work by Deadline
Because due dates belong to the whole project, give time-sensitive work its own project. Put your Thanksgiving posts in a project due in October, and the rest of your fall refresh in a project due later.
4. Archive Instead of Reshaping
If a project grows too big or goes stale, archive it and start a fresh one. Archiving keeps the history of what you finished, while deleting a project removes its completed tasks from your post Timelines.
5. Use Labels for Lasting Status
Projects track work in progress. Labels are better for long-term status that you want to filter on later, such as:
"Photos Updated"
"Needs Review"
"Has Featured Review"
"Schema Updated"
"Affiliate Links Updated"
A good habit is to add a label as the last task in a project, like "Add the Photos Updated label," so the post keeps that status after the project is archived.
The Takeaway
Clariti Projects work best as focused tools for batching one kind of update at a time. Smaller projects lead to faster finishes, clearer progress, more accurate tracking, and easier upkeep over the long run.
We are always gathering feedback from people who manage large, busy content libraries. If there is something you wish projects could do, tell us at [email protected].
Still Have Questions?
Reach out anytime and we will help you sort it out. Email us at [email protected].