Document Configuration

General

The General tab contains the document progression calculation mode.

By level (average of children) calculates a parent from the average completion of its direct children. This keeps each hierarchy level balanced.

By task count (hierarchical total completed tasks) calculates progress from all completed tasks below a parent, regardless of nesting depth. This is useful when every task should count equally.

Spaces

Spaces are top-level roots inside one document. They let one file contain separate work areas such as Work, Personal, Clients, or Admin.

The Spaces tab keeps separate Active and Archived lists visible at the same time. Each list uses half of the available height. Active spaces define the order used by the application sidebar, while archived spaces are dimmed and stay in the file without appearing in the normal workflow.

For each space, you can edit:

• Name: the label shown in the sidebar and move targets.
• Icon: the icon used to identify the space.
• Color: the accent color used for the space.

Use the icon toolbar below the lists to add, archive or unarchive, duplicate, and delete spaces. Hover or focus an icon to see its label. Dragging a space within its group changes its order. Dragging it into the other group also archives or unarchives it. Home and Trash are system spaces, so their archive and delete actions are disabled.

For the everyday workflow around spaces, see Columns & Calendar Views.

Tags

Tags are reusable labels stored in the current document. Use them for classifications such as Waiting, Client, Urgent, Admin, or any other grouping you want to reuse.

For each tag, you can edit:

• Name: the label shown in tag menus.
• Icon: the icon displayed with the tag.
• Color: the tag color used in the interface.

Use the icon toolbar below the list to add, duplicate, and delete tags. Hover or focus an icon to see its label. Drag tags to choose the order used by the application toolbar. When you delete a tag, Colonnes removes it from items and removes references to that tag from conditional formatting rules.

For applying tags to items, see Colors, Tags, and Conditional Formatting.

Conditional Formatting

Conditional formatting styles items automatically when they match document rules.

Create a Task Rule for task-style items, or a Folder Rule for folder-style containers. Active and archived rules remain visible in two equal-height lists. The icon toolbar below the lists contains the add, archive or unarchive, duplicate, and delete actions. Reordering a rule within a list changes its priority; moving it between lists changes whether it participates in formatting.

The rule editor has three areas:

Properties control the rule name and whether all conditions or any condition must match.

Conditions define what the rule checks. Task rules can check tags, text, space, schedule date, and finished state. Folder rules can check tags, text, space, progress, total tasks, finished tasks, and unfinished tasks.

Style defines what happens when the rule matches. A rule can apply bold, italic, strikethrough, text color, or accent color.

If multiple active rules match the same item, Colonnes combines the matching style settings. Keep rules ordered and specific to make the result predictable.