Modules are located on the left hand side of the Project Details page.
Modules are created in the Template Builder section of the Administrator Tools. This is where the system administrator manages project template layouts as well as accessing advanced configuration settings.
The types of module options are: Activity Log, Info, Notes, Forms, Subs, Tasks, Files, Team, Meetings, Planner, Channel and Budget
All activities performed within the project will be seen here. This allows users to track project progress and identify bottlenecks.
Add a comment: Comments can be added by entering them in the comment box and pressing "Post" to post the comment or "Post & Notify" to post the comment and send an 'Email notification' to other users. You can either select which users you want to notify or email all users.
An overview of Project activity and general project information is shown within this tab along with custom Meta tabs included with the project creation.
As projects are edited different versions are saved. By using the version history drop-down the updates performed across versions are highlighted and previous version information is displayed.
Print Preview shows you a preview of the printed form. Formatting options include: Header logo; Tab Header - Background and Text Color ; System Details Tab - Project Name; Larger font and Brand Color; Status Label bold and larger font; Standard width % lay the labels and content out; Label - bold and black ; Group Label - secondary color and underline ; Group with grid styling
Add Project Link
By clicking the “Add Project Link” button a project can be linked to other projects. On clicking the link generated the user can quickly switch between the projects. A link is available for both. A new multi-select option allows users to select multiple projects to link to - previously, users could only apply one link at a time
Notes are a useful addition to a project - they allow users to add projects notes for other users.
A new note can be created by clicking the “Create New” button. Users assigned access to the project are able to perform this action.
Forms created in the form builder (See: Form Builder) can be added and completed in the project 'Forms' module for assigned users to view. Here we show a form section for "Approvals" which can follow a workflow process of approval with assigned users:
To create a new form within the project click on the “Create New” button you will be prompted with a list of forms. On selecting a form a dialog appears to complete the form fields.
By clicking the “Clone Form” button a form can be cloned. A new unique name must be given to the copied form as identical names cannot exist.
Click on "Edit Form" to edit the form
Click on "Delete" to delete the form
Opening a workflow form
There are two options to open a workflow form:
- A ‘clickable’ element will open the form within the same browser tab
- Alternatively, clicking ‘Open in New Tab’ will display the form within a new browser tab
You can now action multiple workflows at once from the form list using the new check boxes. If you select one or more checkbox the bulk action button appears and shows you all the actions available to you and the number of selected workflows that action is available on
The selected workflows do not have to be on the same step or even the same workflow. The system looks at all the actions available at the current steps for all selected workflows and if any of the action labels are the same tells you via the number in brackets how may workflows have that action
After each bulk action an onscreen pops up showing you a report of all workflows affected and the new status of each. This can also be exported to excel.
In the 'Subs' module, users can create sub projects. All the 'view' features and search functions within the main project screen are the same here.
- Create New Sub - A sub-project can be created In the same way as creating the main project.
- Export to Excel - Clicking the “Export to Excel” button will export the shown list of sub projects to an excel document.
- Show My Drafts - When the “Show My Drafts” button is pressed the draft sub projects created by the user will be shown.
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 RHS.
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).
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 RHS
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.
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
The Assign tab of the Task allows you to assign it to a user, a group or any user of a certain Role:
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:
- Using the task details dialog
- Using the task list
- 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
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
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.
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
The Files section of a project works very similarly to a workbox in the files section. Files added can only be seen and used by users assigned access to the project.
- Select Files Module in the project LHS module list
- Select ‘Upload File’ from the dropdown menu or simply drag and drop into the File Area.
- Add folders to provide permissions if content needs to be restricted to certain team members.
- Complete the file details
- Description – A brief description of the file
- Publish Date – Determine from when the file will be displayed
- Expiry Date – Determine the expiry date of the file (no longer available)
- Block Download – Whether or not the file is available to download
- Email Notification – Users from within the project team are emailed
- Meta form – A meta form attached to the file on upload. This meta is used for search, filters and reporting.
- Select "Upload files" to complete
The file will now be present within the files tab of the project for the time specified between start and end date.
The following are the various actions that you the user can perform on files within a project
- Open a file - Open a file, screen which will allow you to add notes, see information, and download file, view file history and view associated files.
- Download a file - Download a file to your computer - on selecting this option you are prompted to save the file selected.
- Edit a file - Edit the file details - the visibility of the file can be adjusted by modifying the start and end dates.
- Cut a file - Allows you to cut and paste the file.
- Copy a file - Allows you to copy and paste a file.
- Paste a file - Allows a file that has been cut or copied to be pasted to the current location.
- Delete a file - Deletes the file(s).
- Check In / Out files - File versioning - Check out puts the file into a state that it can be updated with a new version, after doing so the file can be checked back in to be used again. On opening a file preview you will be able to view previous versions using the file history tab.
- Start workflow - Send the file on a selected workflow.
- File Share - This automatically creates a URL to be sent to users to access the selected file, the user can select email to launch their default email application with a draft email.
- External Share - This allows for a folder and its files to be shared with non system users. Note - Subfolders will not be shared and will need to be shared individually.
The teams tab show the profiles of users that have been added to the project when the project is being created or edited. These users will be able to view all aspects of the project and can be assigned to tasks and workflows.
- Meta Filters - The teams can be filtered by the information they contain such as Company, Expertise etc. This can be done using the meta filters tabs.
- View - By selecting the profile picture of a user you can see all the information contained within the user profile. This information is set within user management. (See: 4.User Management)
- Edit - When viewing a user profile the option is available to edit the user by clicking on the “Edit Profile” button
- Note - Users that have blanket permissions across a project type via the Project Permission Manager will also appear within the Team module.
To assign a Project Level Proxy Role/Rate:
- The default role for each user is always visible along with the rate for that role on the selected rate card. If an ad-hoc role is applied, this will be visible along with the rate for that role.
- The roles available for selection are the roles available in the rate card selected for that project
- It only affects new bookings assigned to the user
The Meetings tab allows users to create collaborative meeting spaces to upload and work on project assets.
The Resource Planner tab highlights all resources for this project and allows project admins to manage resource requirements. It will also show bookings from other projects so that you can check availability against other assigned work.
The Channel tab is a discussions board which offers more advanced discussion functionality than the standard comments section available in the Info tab.
The Budget tab shows the current costs associated with the project including resourcing costs and manually entered costs.
For more detailed info on the Budget Module please click here.