Edit a Booking

Edit a Booking

To edit an existing booking in the Resource Planner, click on the Action menu on the booking.

The options available are:

  1. Edit a booking - update any of the details of the booking
  2. Details - Displays full details of the booking on hover, without needing to open the booking
  3. Split - Split the book into two separate bookings
  4. Duplicate the booking
  5. Reassign - Reassign the booking to a different user
  6. Delete the booking
  7. Change the start date or the end date

Example : Changing the dates of a booking

 

Next page: Roles

Export Permission Manager

Export Permission Manager

The Export Permission Manager works in tandem with the Export Reports functionality. This tool is only available to superadmins and Export Permission managers. It allows these users to configure what data a user can report against when running an export or system resource/timesheet report:

- Which user profile field should be checked for the user running the export. i.e. company code
Then
- Which Project field to compare against [to filter projects in the export]
and
- Which Resource profile field to compare against [to filter users in the export]
and
- Which Project Template Tag to compare against [to filter project types in the export]

This results in the user running the export only seeing results for Project or Resources where there is a data match.

Note: Within the export builder, these filters will need to be visible to a Super Admin so that they can override the system rules. These will not be visible to other users.

Clicking on the Export Permissions Manager button opens a list of the permissions already configured. Each existing permission can be edited or deleted.

To create a new permission, click on the 'Create New' button:

Complete the fields as follows:

  • Title
  • Description
  • User Profile Field: Field from user's profile meta form to match against content meta form field. The value in the user's profile field must match the content items selected form fields value
  • Content Profile Field: Dropdown menu of user profile form fields - this is the resource profile meta form field to match against users profile form field.
  • Content Project Field: project meta form field to match against users profile form field.
  • Template Filter: whether to match template tags against the users profile field selected.

When running an export, a check is performed to ensure the users profile field value matches the values in the content items Project Form Field and Resource Form Fields selected.

Skin Builder

Skin Builder

Overview

The Skin Builder gives the system administrator the ability to add, edit, delete and preview skins. It also allows a skin to be selected as the default skin.

All skins are listed in the Skin Builder admin tool and actions available for each skin are Edit, Clone, Set (or Unset) as Default Skin and Delete.

 

Click on 'Create New' to create a new skin.

Complete the following details for each skin:

  • Skin Name
  • Description
  • Site Name
  • Logo Placement: This is either Full Width, Inline, Centered or Indented
  • Primary Brand Logo: Upload a logo of your choice]
  • Choose colors for the following: Primary Brand Color, Secondary Brand Color, Button/Link Color, Heading Color and Subheading Color

The Preview window shows how the colors and logos will be displayed.

For example, in the preview below, you can see how each of the colors chosen (red, blue, yellow, green and black) will be used in the site and how the logo is centered at the top of the screen.

User Permissions

User Permissions

The User Permissions functionality allows administrators to assign permissions to other users which will allow them to create users and groups.

To access this functionality, click on the 'User Permissions' tab and 'Create New'

Complete the title and description in the Permissions Info tab, the Assignees who will be given permissions in the Assignees tab and the users they will have access to in the Assignees Access tab:

Library Structure

Library Structure

 

 

Features of the Library application:

  1. Search for content
  2. Menu of folders and sub-folders
  3. Click on a thumbnail of a file to open a quick view version of the file
  4. Filter files on meta values
  5. Action buttons:
    1. Favorite/Remove from favorites
    2. Add to Featured/Remove from Featured
    3. Like a file
    4. Download a file
    5. Edit a file
  6. Sort by any of the following: Author, Date, Title, Favorite, Ascending or Descending
  7. Change view: Compact View, List View or Thumb View
  8. Add New: Article, Discussion, Document or Link or open the Folder Manager

 

Next page: Adding Files

Tasks

Tasks

Tasks are managed within the 'Tasks' module or directly within the Resource Planner.

Tasks can also be reused in new projects when they are saved to a project template. Permissions can be set for which templates are available for which projects.

The task details are easily accessed to review and edit through a reading pane on the right hand side.

When new tasks are added to a project, the sort order is defaulted to Task Start Date with the earliest start date listed at the top (This can be configured to another sort order if required).

 

 

Inline Editing

In-line editing is available to update details of the task by clicking on the cell you wish to update.

Add a Task

The following describes how to create a task within a project in a step-by-step manner: 

  • Select ‘+Add’ within the task module as shown above (1). In the 'Add New task' line give the task a name and select return. The Task is now saved and if you select it in the list view by clicking on the three dots (2) you can add more details through the form on the right hand side.

 

 

The task details include the following:

    • Name – The name of the task
    • Description – A brief description of the task
    • Start– When the task will become available
    • End– When the task will expire (Due date)
    • Status – The current status of the task
    • Phase – The phase in which the task is present
    • Duration - The length of time the task should take
    • Priority - When this is ticked, there will be a flag highlighting the task on the task list and a red exclamation mark on any Outlook emails
    • Subscribe - Select 'Subscribe' to be alerted to a status change on a task
    • View History - Click on this to see the history of the task
    • Set Task Over Weekend - Allow the task to be run over the weekend

Note: You need to select in your profile if you wish to receive email notifications on task status:

  • Receive Email Notifications each time you are assigned a task.

 

Actions

Use the Actions button at the top right hand corner to open the following drop-down list of actions:

 

  • Delete Task
  • Copy Task - Allows you to copy the task and gives the option of also copying the assignees.
  • Set Recurrence - Allows you to set up the task to recur at specified intervals. It also gives the option of copying the assignees.

 

 

 

 

 

 

 

 

 

 

  • Split Task allows you to split the task into two individual tasks. It also gives the option of copying the assignees.

 

 

 

 

 

 

 

 

  • Add Attachment – allows you to add an attachment to the task 
  • Send Notification – opens an email dialog to send a notification to a specified user 
  • Set Task Over Weekend – allow the task to run over the weekend 

 

Assign

The Assign tab of the Task allows you to assign it to a user, a group or any user of a certain Role:

 

Dependencies

You can link any two tasks in a project to show their relationship (also called a task dependency). Dependencies drive the project schedule — once you link the tasks, every change you make to the predecessor affects the successor, which affects the next one, and so on. 

We mostly use the dependency type: Finish to Start - The dependent task cannot begin until the task that it depends on is complete. 

Tasks can be linked using their task ID shown here in the LHS column: 

Or by using their task name as shown below:

 

 

Link your task in 3 ways: 

  1. Using the task details dialog  
  2. Using the task list 
  3. Using the Gantt view

1. Using the task details tab dependency dialog “finish to start”

2. Adding dependencies using the task list

3. Gantt view click and link

Task dependencies, Sub Tasks, and limitations: 

All Sub tasks only exist in their parent – so by default they already have 2 dependencies set – their start date cannot be before their parent start date and their end date cannot be after the end of their parent task end date. Additional limitation dependencies can be added from another task or another sub tasks, but they must not require existing dependency to be broken obviously: 

Sub Task A1 cannot have a dependency to Task B or any sub task in B that contradicts the start date of Parent A 

Multitask dependencies: 

Adding multitask dependencies can be easier to confirm in Gant view – for example below – B and C cannot start till A finishes 

 Therefore, you cannot set a dependency of A à D with zero delay because D also has a dependency on C finishing - zero delay won’t allow C to happen – you will break C-> D. And you break A->B and A->C if A->D = 0 

Time Allocation 

The Time Allocation tab allows you to decide how the task time should be allocated i.e., as a percentage, an average or a total number of hours. 

Click on the Assign button to select from the list of available users. 

Task Import/Export 

Users can download a ‘Task Import’ template which when filled out, can be re-uploaded to any given project. Tasks and sub tasks will automatically be created to a specified phase. 

To Import/Export a task list, click on the ‘Filter the List’ menu: 

 

 

Bulk Action Options

The checkboxes on the LHS are used to multi-select tasks. The bulk action button on top of tasks allows you to assign/delete the chosen tasks.

 

 

 

Mark as Complete - This will mark the task as complete

Allocate - Assign a user to all selected tasks within a specific allocation

Delete Tasks - This will delete the selected tasks

Copy Tasks - Copies all the selected tasks

Link - This will link your tasks with a zero-lag finish to start dependency

Unlink - This will unlink the tasks

Viewing Tasks

There are four other views, besides the default list view above, which can be used to view tasks:

  1. Kanban Phase View
  2. Kanban Status View
  3. Gantt View
  4. Resource Budget View

Kanban Phase View

 

Tasks can be added, edited and deleted from the Kanban list view

Kanban Status View

Tasks are displayed on a phase basis and you can switch to see which tasks are assigned to you using the 'Show My Tasks' button

Gantt View

Gantt charts display the relationship between the start and end dates of tasks, milestones, and dependent tasks.

Resource Budget View

The Resource Budget View is a view of Project Estimating, Resourcing & Timesheets in monthly grid view with Resourcing being editable.

Next page: Budget Module

 

 

Currency Manager

Currency Manager

The Currency Manager allows system admins to assign symbols to currencies to use throughout the system.

 

 

Click on the 'Create New' button to assign a new currency:

 

Click on the 'Edit' button to update or delete an existing currency:

Previewer Manager

Previewer Manager

The Previewer Manager allows for multiple "Views" (settings) to be built up for the previewer per section type. These views allow us to:

  • Enable / Disable annotations
  • Enable/ Disable discussions
  • Set the default Annotation color
  • Set "equates to" logic on the four default status's, allowing for status term changes
  • Re-label and order annotation status (with exception to New as needed for system purposes)

 

 

The new previewer rules can then be applied when setting up a library/workspace in the Application Manager:

Administrator Tools Overview

Administrator Tools Overview

The Administrator Tools section consists of multiple different admin areas depending on the system setup and the tools required. Access to Administrator Tools is granted in the User Manager (see Admin Access section here for more info).

To access the various tools:

1. Click on the Admin Tools button - the cog icon - on the top right hand corner of the Dashboard

A new Admintools window will open. The list of Admintools can be maximised or minimised using the 'X' button above the list:

 

2. Click on the relevant area

  1. Alert Manager - Configure alerts to be displayed to targeted user groups when they login.
  2. Application Manager - Manage Site Applications and Access.
  3. Archive Manager - The Archive Manager allows system administrators to set archive and purge rules against all content types.
  4. Attribute Management - The Attribute Manager is a centralized source to manage meta attributes to be used and displayed throughout the system.
  5. Connection Manager - The Connection Manager allows the system administrator to build and configure connectors to supported applications.
  6. Content Templates - Admintool for creating article templates
  7. Currency Manager - Assign a symbol to a particular currency
  8. Dashboard Manager - Create a number of different dashboards for the site and control access to each dashboard.
  9. Digest Manager - The Digest Manager allows reports to be sent on a daily/weekly basis.
  10. Email Log Manager - Verify emails sent from the system
  11. Email Manager - Manage system email content
  12. Export Permission Manager - Create site-wide export permissions to be applied when generating Export, Resource or Timesheet reports.
  13. Form Builder - The Form Builder provides the tools to add and remove fields, edit forms, configure dependencies and more.
  14. Form View Config - Manage the form view configs i.e. the ‘layouts’ that appear in the dropdown on a form list
  15. Holiday Manager - The Holiday Manager gives the system administrator the ability to block out holiday/company days from the resource planner and tasks.
  16. Integration Management - The Integration Manager allows the configuration of webhooks that can be used for certain system events (e.g. new task/project etc.) and also as workflow triggers.
  17. List Manager - Manage the column structure used in your form lists.
  18. Metrics - View metric reports on various statistical elements of the system.
  19. Notification Centre - Manage the system notification for Task and Approval reminders.
  20. Previewer Manager - Create "Previewer Views" to turn on and off features of the Previewer and update the label of the annotation status.
  21. Project Permissions Manager - Manage what users can create projects and also default access to projects
  22. Resource Manager - Manage Roles, Event types and working week details for the resource manager.
  23. Template Builder - Here you can manage project template layouts as well as accessing advanced configuration settings.
  24. Timesheet Manager - Manage the timesheets
  25. User Log Manager - The User Log Manager allows the system administrator to track a user’s account history.
  26. User Management - An area to add and remove users, create groups and manage user permissions.
  27. Workflow Builder - A graphical Workflow Builder used to visually and interactively customize project workflow processes to your exact needs.

Content Templates

Content Templates

The Content Templates tool gives system administrators the ability to create an article template that will be presented to the user.

The Content Template list is a list of current templates. Archived templates are listed in the Archive tab.

 

The Content Template canvas is where the administrator builds the template that will be presented to the user:

 

If the 'Allow Block Update/Edit' switch is set to ON, users can edit a block

If the 'Allow Block Add' switch is set to ON, users can add blocks.

When the end user creates a new article, they are presented with a list of templates to choose from: