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Learn about Projects
Creating a project
Projects allow users to plan, prepare, monitor and measure the activities of their employees and clients. The project represents a series of meaningfully organized tasks that need to be done by the persons assigned to the project - participants.
To create a project, click on Projects module in sidebar, and click Add new button.
This will open the New project form.
Here you can:
Set project name
Assign project to specific client (or mark it as internal)
Add project category, stage and tags
Set estimated budget
Set start and end date
Assign project to responsible person
Write project description
Additionally, it is possible to extend this form with custom fields. To add additional fields to New project form select Attribute set. This will add fields (attributes) that are part of selected attribute set. To learn how to create additional fields check our article about creating attributes and attribute sets.
Creating a new project form
Attribute set - Selects attribute set that contains additional fields (attributes) that can be added to describe the project.
Name - Name of the project you are creating.
Client - In the case of an external project, the client for whom the project is being developed. If the Internal project field is checked, this field is disabled.
Internal project - Select If it this project is an internal project.
Category - Project category. If these form categories can be managed via the Manage button. They are common to all projects in the system.
Stage - Designation of the phase in which the project is located. Marks can be managed from the form using the Manage button. They are common to all projects in the system.
Tags - Additional descriptive tags of the project. From the form, tags can be managed using the Manage button.
Estimated budget - Estimated value of the project without VAT
Start - Project start date and time.
End - Date and time of completion of the project.
Responsible person - User who is the project manager. The manager sees everything and can edit everything within the project.
Create first task - If it is checked, the system will automatically create the first task called "General" within the project.
Estimated in hours - Estimated duration of all project activities in hours.
Log est. units without assignation to task - If checked, you can create additional estimation units and log them to all tasks created within this project without assigning them to every single task.
Logs is billable by default - If checked, all tasks created within this project will be marked as billable.
Description - Project description.
Project roles
Within the Projects module you can create unlimited number of project roles. Project role defines what project participants can see, do and what they will be notified for. One person can have different project roles on different projects.
To create a project role, click on Projects module in sidebar, and click Roles button.
This will open list of all previously created roles within the system. To create new role, click Add new button.
Once you create roles, you can add participants to project and assign them these roles.
Creating a new role form
General
Role name - Role name. Will be visible when assigning role to project participant.
Description - Role description. Will be visible when assigning role to project participant. To see the role description, hover over the role name when assigning the role to project participant.
Project
Can manage project participants - If selected, participant with this role will be able to add or remove other project participants.
Receive notifications for everyone - If selected, participant with this role will receive notification for every action done on the project that triggers notification.
Task
Can view all - Participant with this role will be able to view all tasks created on that project.
Can view only where assigned - Participant with this role will be able to view only tasks that he is assigned to.
Can create tasks - If selected, participant with this role will be able to create tasks on that project.
Can manage project participants on tasks - If selected, participant with this role will be able to add or remove other task participants.
Can edit tasks - If selected, participant with this role will be able to edit tasks on that project.
Can archive tasks - If selected, participant with this role will be able to archive tasks on that project.
Can restore archived tasks - If selected, participant with this role will be able to restore archived tasks on that project.
Logs
Can view all - Participant with this role will be able to view all time and expense logs created on that project.
Can view only where assigned - Participant with this role will be able to view only logs that he created.
Can create an entry - If selected, participant with this role will be able to log time, expenses or other custom logs.
Notebook
Can view all - Participant with this role will be able to view all notebooks created on that project.
Can view only where assigned - Participant with this role will be able to view only notebooks that he is assigned to.
Can create notebooks - If selected, participant with this role will be able to create notebooks on that project.
Can manage participants on notebook - If selected, participant with this role will be able to add or remove other notebook participants.
Can edit notebooks - If selected, participant with this role will be able to edit notebooks on that project.
Can archive notebooks - If selected, participant with this role will be able to archive notebooks on that project.
Can restore archived notebooks - If selected, participant with this role will be able to restore archived notebooks on that project.
Discussions
Can view all - Participant with this role will be able to view all discussions created on that project.
Can view only where assigned - Participant with this role will be able to view only discussions that he is assigned to.
Can create discussions - If selected, participant with this role will be able to create discussions on that project.
Can manage participants on discussion - If selected, participant with this role will be able to add or remove other discussions participants.
Can edit discussion - If selected, participant with this role will be able to edit discussions on that project.
Can archive discussion - If selected, participant with this role will be able to archive discussions on that project.
Can restore archived discussion - If selected, participant with this role will be able to restore archived discussions on that project.
Project activities
The activity tab displays two types of data:
List of activities that were done on the project, related to tasks or discussions
Project summary along with project cover image, participant avatars and Edit button
The list of activities shows a summary of the activities done on the project in terms of creating, editing tasks or discussing the given project, as well as by which participant did them.
Date and time of each activity is displayed. The activities are ordered from the newest to the oldest completed activity.
By clicking on an activity in the list, the user will be taken to a page with details of the task or discussion where the activity was performed.
The activity summary in the sidebar allows you to:
Uploading the cover image of the project via the + Upload file button
Editing the project via the Edit button
Adding project participants
Project participants represent users (whether they are employees or external collaborators or clients), who are involved in the project and who will perform various activities on the project.
IMPORTANT! The user who created the project as well as the user who is the Project Manager have the ability to see everything within the project as well as perform all actions within the project, regardless of whether they are assigned as a participant or not. If there is a need for said users to be assigned to a task, discussion or be directly tagged in comments* - they need to be assigned as project participants.
You can assign users to project in following way:
Click the Projects in left sidebar
Select the project you want to add participants to
Click the tab PARTICIPANTS
Click the button Participants
Manage participants form will appear
Manage participants forms
Role - Select role that you want to assign to project participant. This role will be assigned to employees and/or clients that you choose. You need to select the role before choosing users from employee/client list. If you are not sure which role is right or you need to create a new role, read this article about creating project roles. If you add user as project participant, you can change their role anytime. To do this, simply click on the role name next to chosen employee/client. This will open dropdown menu with list of roles. You can click on role name and it will replace previous role with new one.
Employees - Choose employees or external associates that you want to add as project participants. You can assign all employees/external associates that exist in the system by clicking Assign all. Once you add them, you have the option to remove all added employees/external associates by clicking Remove all.
Clients - Choose clients that you want to add as project participants. You can assign all clients that exist in the system (list of all clients can be accessed by going to Contacts > Contacts) by clicking Assign all. Once you add them, you have the option to remove all added employees/external associates by clicking Remove all.
You can add participants in following way:
Choose the role you want to assign to participant
Choose employees or external associates that will be given this role
Choose clients that will be given this role
If you need to add participants with different role, repeat steps 2 and 3
If you need to remove participants, click the X next to each participant's role
Click the Save button
System will add chosen users as project participants.
Creating a task
The tab Task enables overview of all tasks that exist within a single project. You can create new task in four different ways:
Projects > Select specific project > click the tab TASKS > List view > Click the Add new button
Projects > Select specific project > click the tab TASKS > Kanban view > Click the Add new button
Projects > Select specific project > click the tab TASKS > Gantt view > Click the Add new button
Quick add button > Click on Task > Select the project > Click the Next button
All these actions will open a form for creating a new task, which can then be filled out and created as a task.
This form consists of four sections:
General data
Additional estimations
Description
Assigned people
New task form
General
Task name - Task name.
Responsible person - Participant of the project who is responsible for the execution of the task.
Billable - Defines task as billable (can be added to outgoing invoice) or non-billable (cannot be added to outgoing invoice).
Stage - Marks the stage of task completion. Task completion goes through several pre-defined stages. You can add or remove stages by clicking Manage. These stages are used within all projects.
Category - Task category. By clicking Manage you can add or remove categories. If you turn on the toggle to Is global, created category will be used within all projects.
Priority - Task priority. Can be Lowes, Low, Normal, High, Highest. default priority is Normal.
Tags - Tags can be used to describe tasks. They can be shared among all tasks on all projects (global tag). If tag is not marked as global it will be considered project-specific (can be used for tasks only on that project).
Start date - Date and time when task participants should start working on tasks.
End date - Date and time when task participants should complete the task.
Milestone - A milestone is the planned completion of a significant event in the project. You can create milestone by clicking Manage.
Sprint - A sprint is a set period of time during which specific work has to be completed and made ready for review. You can create a sprint by clicking Manage.
Estimated in hours - Estimated time of execution of all activities on the task in hours.
Basic price per hour - Price per logged hour of activity of assigned persons on a given task without the VAT.
Total without tax - Result of multiplication of Estimated in hours with Basic price per hour without VAT. Editing of this field is disabled and is for display only.
Attribute set - Selects attribute set that contains additional fields (attributes) that can be added to describe the task.
Additional estimations
Estimation unit - Choice of type of additional estimation unit. Clicking on the Manage button opens the form for creating estimation units.
Estimation in est. units - Estimated amount of additional estimation units for the task you are creating.
Basic price per est. unit - Price per logged estimation unit of assigned persons on a given task without the VAT.
Unit total without VAT - Result of multiplication of Estimation in est. units with Basic price est. unit without VAT. Editing of this field is disabled and is for display only.
Description
Upload file - This button enabled upload of different file types that will be used as attachment to task description.
Description - Task description.
Working with subtasks
Subtasks are used for detailed specification of task they are assigned to. They are especially used to better define large and complex tasks. Having this in mind, subtasks are more simple and have certain limitations.
These limitations are:
Subtask can be assigned to only one person
Subtask doesn't have start date
You cannot attach files to subtask
You cannot comment on a subtask
Tags and categories cannot be assigned to subtasks
Subtask labels are identical to task labels on a particular project