Projects

Overview

A project is a series of tasks that need to be completed to reach a specific outcome.

Projects is made up of 3 levels of components:

• Tasks
• Steps
• Resources

A Project has one or many Tasks that need to be completed.

A Task might have one or many Steps that need to be completed.

A Step might have one or many Resources that may assist in the completion of the Step.

Permissions

As a user with Projects permissions, you will be able to Create, View, Edit and Delete Data from the Portal.

To access Projects, you need to have the following permissions.

• Project.View
• Project.Create
• Project.Edit
• Project.Delete

View a Project

Projects are viewed by selecting Projects under Projects in the left-hand menu.

We can search for a Project by typing a name or adding filters in the search bar on the top.

View Projects assigned to me

In the ‘Assigned to me’ view you will see all Projects you are an Owner of, and all Projects where you are assigned to a Task. From this view you are able to perform many Project functions such as:

• Mark the Project as Complete
• Add a Due Data
• Mark a Task as Complete
• Edit the name of a Task
• Run a Timer against a Task
• Add or Remove an Assignee
• Change the status of a Task
• Delete a Task

Clicking the Project name will take you to that Project's page.

View all Projects

If you are having trouble finding a Project, you may need to move from the ‘Assigned to me view’ to the ‘All’ view.

The ‘All’ view allows you to see a list of all Projects. This view provides a quick summary of Project information such as:

• Id
• Name
• Business Area
• Capability
• Sub-Capability
• Due Date
• Status
• Scheduler

You cannot perform any quick actions from this view, but clicking a Project will take you to that Project's page.

Filter

If you are still having trouble finding a Project you can use the filter beside the search bar to specify the Status (either Open or Completed) and Type (Project or Scheduled) of the Project you are searching for. Here you can also filter further by Owner and/or Business Area.

Add a new Project

To add a new Project, click on the home tab in the left-hand side menu and search for Projects under Projects section. Click on the + sign to add a new Project.

We can also add a new Project by clicking on the Add Project button on top right corner of the Projects page.

We can also make use of quick link button in the top icon menu to add a new Project from any page. Click the + icon and select Project.

This will open a box, where you can enter all the required details.

• Name
• Owner

You can also optionally select to create the Project from a template, or automatically provision a Sharepoint folder.

Fill all the details and click on confirm.

Edit a Project

To edit a Project, click on the name of the Project you wish to edit from the Projects list. This will take you to the info page for the Project. Here you can make changes in the fields you wish to change.

After changing the data in the field click on the green tick symbol to save the changes or click on the red cross to discard the changes.

Complete a Project

We can hide a Project from the list after it is completed. From the Assigned to me view, click on the complete button on the right-hand side of the Project name.

When on the Info section for a particular Project, you can complete the Project by clicking the Mark as Complete button in the top-right of the Info section

View completed Project

We can view completed Projects from the Projects list. Use the filter to change the Project Status filter to Completed

Sections you can access from a project

• Overview
• Info
• Tasks
• Time Entries
• Notes
• Emails
• Documents
• Metadata

Info

In the info section we can view and edit information regarding the project

• Name
• Owner
• Due date
• Business Area
• Sharepoint Folder Name
• Description

Tasks

A Task is a single unit of work - an action to carry out in a project, a single step in a multi-step project.

In the Tasks section of a Project, we can view the Tasks as either a Kanban table or a list by using the toggle at the top left of the section.

Kanban view

List view

Add a new Task

We can also add multiple Tasks under each Project.

From the Kanban view, we can add a new Task under the To Do, Doing or Done columns by clicking the + Add Project Task button at the bottom of the respective lists.

Clicking the toggle to the left of the Task name in the Create Project Task modal will allow you to select a Standard Task from the list.

From the List view, we can add a new Task by typing the name of our new Task in the bar at the end of the list and hitting Enter or clicking the green tick.

We can access the Standard Tasks in this view with the same toggle as above.

If you can't see your new Task you may need to deselect ‘Show Mine Only’ as the new Task has not been assigned to anyone yet.

Edit a Task

To edit a Task, click on the Task name to view its full details.

From here you can edit the various properties associated with a Task, including:

• Name
• Estimated Units
• Due Date
• Description
• Assignees
• Business Area
• Story Points
• Development Stag
• Steps

After changing Task details such as Name and Description, you will need to click on the green tick symbol to save the changes or click on the red cross to discard the changes. Other details will update automatically.

You can also edit the Task name and Assignees from the Task list view, or the Projects Assigned to me view.

Complete a Task

You can hide a Task from the list after it is completed by clicking on the Mark Complete button in the Project Task's details view.

You can also complete a Task by checking the box next to the Task name in the Task list view, or the Projects Assigned to me view.

In the Kanban view, moving a Task into the Done column will automatically complete it.

View completed Tasks

You can view completed Tasks from the Task list. Click on the ‘show completed’ toggle in the Task list to view all the completed tasks.

Steps

Steps are made up of actions and each Step outlines the results or outcomes of a Task. Steps may or may not include Resources.

Add a new Step

We can add multiple steps under each Task. To do so, click on the Task you wish to add Steps to, to open the Task details view.

Under Steps, type the Step name in the bar at the end of the list, and press enter or click the green check icon to add the Step to the Task.

Edit a Step

To edit a Step, click on the pencil symbol next to the Step name you wish to edit from the Step list in the Task details view.

After changing the data in the field click on the green tick icon to save the changes or click on the red cross icon to discard the changes.

Add Resources

We can add links to documents, forms or urls for each Step, if required. Simply click the ellipsis icon for a Step and select which of the items you would like to add.

You can only add Resources that have been created by a Portal Admin.

Once a Resource has been added, it will be visible underneath the Step it was added to.

Resources can be deleted from a Step via the ellipsis

Step checklist

We can make the list of Steps a checklist by toggling the ‘Step checklist’ slider to the on position. This will make each Step able to be checked by the user as they are completing the Task.

Complete a Step

We can mark a Step as complete by checking the box to the left of the Step name.

Delete a Step

We can remove a step permanently by deleting it from the list. To do so, Click on the ellipse next to step name.

Click on delete to delete the step.