Smarter Project Management with AI -Powered Sitecore Stream 

Managing marketing projects can feel like a constant juggling act, balancing deadlines, coordinating teams, and keeping content fresh while ensuring everything aligns with strategy. What if AI could take some of the weight off your shoulders?

Sitecore went big on AI-powered innovation at Sitecore Symposium last October with , Sitecore Stream. It revolutionizes project management and marketing operations. Built on Microsoft Azure OpenAI services, this cutting-edge solution leverages advanced Large Language Model (LLM) technology to automate and simplify complex tasks.

From content creation and campaign development to message personalization, Sitecore Stream seamlessly integrates with Sitecore’s ecosystem—including XM Cloud, Content Hub, and Experience Platform XP—ensuring a connected, efficient workflow. By combining human expertise with AI-driven automation, it empowers marketing teams to execute projects faster, reduce bottlenecks, and focus on delivering exceptional customer experiences.

Key Features of Sitecore Stream for Project Management

Projects in Sitecore Stream help teams plan, execute, and track marketing initiatives in a structured way. Instead of juggling scattered tasks and deadlines, projects bring everything into one place, making it easier to collaborate, stay organized, and move work forward with:

• Agentic Workflows: Stream equips teams with advanced tools to view, organize, and manage projects across teams and Sitecore products.
• AI-Enhanced Workflows: Stream automates repetitive tasks such as scheduling, approvals, and asset management, allowing teams to focus on creative work and strategic planning.
• Generative Copilots: These AI assistants help draft content, prepare campaign briefs, and manage approvals, giving teams a head start on projects and keeping them on track.
• Brand-Aware AI: Ensures all marketing actions align with the organization's brand identity, values, and guidelines, maintaining consistency across campaigns and channels.

Viewing Projects at a Glance

When you open the Projects tab, you’ll see a list of all active projects, giving you a quick snapshot of ongoing work. Each project card includes: 

• The project name and description so you know what it’s about.
• Status tracking so you can see what’s in progress or completed.
• Labels to categorize work by themes like “Vertical Campaigns” or “Brand Initiatives.
• Assigned team members so you can easily see who’s working on what.

Filters at the top let you refine the list by status, labels, or brand kits, so you can quickly find exactly what you need. Whether you’re tracking multiple campaigns or just checking in on a specific initiative, the Projects dashboard keeps everything in one place.

Creating a Project

 Starting a new project is simple. Click "Create Project" and fill in the key details:

•  Give it a name and description so the team knows what it’s for.
• Set start and end dates to keep things on schedule.
• (Optional) Link it to a Brand Kit so any generated content aligns with your brand guidelines.
• Add labels for easy filtering later.
• Choose a thumbnail icon to make it visually stand out.

Once you hit save, your project is live in the dashboard, ready for your team to start working on it.

The Project Dashboard

Once a project is live, clicking on it takes you to the Project Dashboard, where you can track progress and manage work. Here’s what you’ll find: 

• A progress tracker showing how far along the project is.
• Task lists organized by due dates and statuses (Not Started, In Progress, Completed).
• Assigned team members so you know who’s responsible for what.
• Filters to quickly find overdue work or upcoming deadlines.

You can switch between different views like List, Kanban, Timeline, and Funnel to manage work in the way that makes the most sense for your team. And if things change, you can easily update tasks, reassign work, or adjust due dates, all from the same place.

With Projects, Deliverables, and Tasks, Sitecore Stream gives teams everything they need to plan smarter, execute faster, and stay organized without the chaos.

Breaking Work into Deliverables

Rather than treating a project as one big task, Sitecore Stream organizes work into deliverables—the major pieces that make up a project. Think of deliverables as the key milestones or outcomes you need to accomplish.

For example, if you’re launching a new campaign, deliverables might include: 

• Writing a blog post to introduce the campaign.
• Creating social media assets to promote it.
• Developing an email nurture sequence to engage potential customers.

When setting up a deliverable, you’ll enter:

• A name (e.g., Write a Blog Post on Sitecore Stream).
• A due date so it stays on track.
• Funnel Stage to indicate whether it’s a top, middle, or bottom-funnel initiative.
• Funnel Tactics, which are fully configurable and later feed into the Funnel View, showing how work contributes to broader marketing goals.

Once you’ve added deliverables, it’s time to define the actual steps needed to complete them.

Managing Tasks: Manual or AI-Suggested

 Each deliverable consists of tasks, which break the work into actionable steps. You can create these manually or use AI-generated task suggestions to speed up planning.

When using AI-generated suggestions, Stream will provide a list of recommended tasks based on best practices for your deliverable. You can:

• Keep tasks that make sense
• Discard tasks that aren’t relevant
• Manually add new tasks if needed

For example, if your deliverable is writing a blog post, AI might suggest:

• Researching the target audience’s needs
• Interviewing industry experts for quotes
• Creating a structured content outline
• Designing engaging visuals
• Optimizing the post for SEO

By combining AI assistance with manual customization, you get a solid starting point without losing control over what’s important.

Managing Tasks: Assignments, Dependencies, and Actions 

Every deliverable in Sitecore Stream is made up of tasks, which represent the individual steps required to complete the work. Tasks aren’t just simple to-do items—they are structured with assignees, due dates, priorities, dependencies, linked actions, attachments, and real-time collaboration tools to keep work organized and on track.

Task Details: Organizing Work Effectively 

Each task in Sitecore Stream includes key details that help teams manage work efficiently:

• Start & Due Dates – Ensures work stays on schedule and deadlines are met.
• Assignees – Tasks can be assigned to individuals, making it clear who is responsible for what.
• Priority – Tasks can be marked as Low, Medium, or High to indicate urgency.
• Description – Provides space for instructions, background details, or links to additional resources.

This structured approach makes it easy to track work, avoid missed deadlines, and ensure accountability.

Attachments for Easy Reference

Each task can have attachments, allowing team members to upload: 

• Images and design assets
• Documents like content briefs or creative guidelines
• Reference materials needed to complete the task

This helps keep everything in one place, reducing the need to track down files in multiple locations.

Setting Task Dependencies

Sometimes, a task can’t be completed until another one is finished. In Sitecore Stream, you can add dependencies between tasks, ensuring that work happens in the right order.

For example, if you’re designing promotional materials, the content outline might need to be finalized before the design work can begin. By setting dependencies, teams can avoid bottlenecks and keep projects moving smoothly. 

Linking Actions to Other Systems

One of the most powerful features of Sitecore Stream tasks is the ability to link actions to activities across Sitecore’s ecosystem and beyond. Depending on which Sitecore products your organization has, tasks can be connected to:

• XM Cloud – Triggering or tracking content creation and publishing.
• Content Hub – Linking directly to assets or workflows in your Digital Asset Management (DAM) or Product Content Management (PCM).
• CDP and Personalize – Assigning tasks related to customer segmentation, experience optimization, or testing.

For organizations using external tools, you’re not limited to Sitecore integrations—tasks can also be linked to external URLs, allowing you to connect work to project management systems, data dashboards, or other non-Sitecore platforms.

Collaborating Through Comments and Mentions

Each task includes a comment section, enabling real-time collaboration. Team members can:

• Discuss progress, ask questions, and share updates directly within the task.
• Use @mentions to notify specific colleagues, ensuring quick responses and seamless coordination.
• Track conversations in one place, rather than relying on scattered emails or chat threads.

With attachments for context, dependencies for structured workflows, integrations with Sitecore products, and real-time discussions via comments and mentions, tasks in Sitecore Stream are more than just to-do items—they are a fully connected part of your marketing workflow, ensuring alignment and efficiency across teams.

Project Attachments: Centralized File Sharing

In addition to attachments at the task level, Sitecore Stream also provides a project-level attachments feature, allowing teams to share files relevant to the entire project.

• These attachments are not tied to specific tasks, but instead serve as a central repository for important project resources.
• Team members can upload PowerPoint presentations, PDFs, spreadsheets, and other relevant files, ensuring easy access for everyone involved in the project.
• A search bar and file type filters make it easy to find specific documents quickly.

This feature is particularly useful for storing strategy decks, reference guides, brand guidelines, and campaign assets that multiple team members might need throughout the project. Rather than hunting through emails or chat messages, everything is stored in one place, making collaboration more efficient.

Tracking Deliverables and Tasks: Multiple Views to Stay Organized

Sitecore Stream offers multiple ways to track progress across projects, making it easy to visualize work, monitor deadlines, and keep everything on track. Depending on how you like to manage work, you can choose from three different views:

Kanban Board: A Flexible Way to Track Task Progress

The Kanban Board organizes tasks visually into columns based on their status:

• Not Started – Tasks that haven’t been worked on yet
• In Progress – Tasks that are actively being worked on
• Done – Completed tasks

Each task card displays important details like:

• Task name and description
• Due date, with overdue tasks flagged
• Assigned team members
• Any attached files for reference

You can easily drag and drop tasks between columns as work progresses, giving you an at-a-glance view of where things stand. This is particularly useful for teams managing multiple tasks at once, ensuring nothing gets stuck or forgotten.

Timeline View: Plan Work with a Gantt-Style Chart

For those who prefer a more structured, date-driven approach, the Timeline View (similar to a Gantt chart) shows how deliverables and tasks are spread over time. 

• Tasks are laid out on a horizontal timeline, showing when each one is scheduled to start and end.
• You can view timelines by day, week, month, or quarter, depending on how far ahead you need to plan.
• It helps identify overlapping work, ensuring resources are properly allocated.

This view is ideal for long-term project planning, making sure key deadlines don’t overlap and that teams aren’t overwhelmed with too many tasks at once.

Funnel Board: See Work by Funnel Stage and Tactic

The Funnel Board is unique because it organizes work based on marketing funnel stages and tactics. Instead of just tracking progress, it helps teams see how their efforts are contributing to broader marketing goals.

• Deliverables are categorized by funnel stage (Top, Middle, Bottom).
• Within each stage, deliverables are grouped by funnel tactic (e.g., Email Marketing, Website Personalization, Social Media).
• AI can suggest additional deliverables to ensure full coverage across tactics.

This view is especially useful for marketing teams who need to align content and campaigns to different stages of the customer journey, ensuring a well-balanced strategy.

Choosing the Right View for Your Workflow

 Each of these views serves a different purpose:

• Kanban Board are great for agile teams managing task progress.
• Timeline View is best for long-term planning and avoiding scheduling conflicts.
• Funnel Board helps marketing teams track how deliverables contribute to customer engagement.

With these flexible tracking options, Sitecore Stream adapts to the way your team works, making it easier to plan, execute, and optimize marketing initiatives.

What’s Next?

Sitecore Stream is a powerful tool for modern marketing teams, offering a unique blend of AI-driven automation and brand-aware intelligence. By adopting Stream, organizations can transform their project management processes, freeing up resources for strategic innovation and creativity.

Project Management brings together deliverables, tasks, and AI-driven recommendations, with multiple views like Kanban, Timeline, and Funnel Board to track progress and execution. This is just the beginning of what Sitecore Stream can do. Co-Pilot features, which will be covered in a future article, take AI assistance even further by integrating with XM Cloud, Content Hub, CDP, and Personalize to help automate and optimize content creation and personalization workflows.

At Altudo, we’re actively developing solutions to help customers seamlessly adopt and maximize the potential of Sitecore Stream. Whether you’re looking to streamline your workflows or see its capabilities in action, we’re here to help. Connect with us for a live demo, we’d love to show you what’s possible.