About Projects

The optional Projects feature allows you to define key elements of a Project and associate issues to that Project. Attachments may also be added to a Project, allowing you to retain critical documents independent of issue-specific attachments. The Project Summary page presents certain users with up to the minute statistics on all open Projects in your system.

Project elements may include Project Status and Substatus, Percent Complete, Target Date, Required By Date, Estimated Hours, Actual Hours, Estimated Budget, Actual Budget, and Percent Complete. The system will calculate Variance in Hours and Variance in Budget.

User roles within a Project include:

  • Project Manager
  • Project Members
  • Project Email Distribution List Members above and beyond its Project Members

A Project may also be marked as Exclusive, allowing only Project Members to see the Project and its related issues. In this case, members of the Project Email Distribution List, the issue submitter, enterer, any task assignees, and administrative users will also be able to see the issues related to a Project, but not the Project record itself.


 

Related Permissions

  • Can access and maintain Administration functions determines which users will have administrative rights to the Projects menu from the Home Menu, as well as can select and maintain Project values in an issue (if the user also has Menu Options/Pages Allowed > Projects).
  • Can access and maintain all Projects determines which users will be granted administrative rights to the Projects menu. This also allows users to access all issues related to the projects they can see.
  • Menu Options/Pages Allowed > Projects determines which users will see the Projects menu but have read-only access to its content, as well as can select and maintain Project values in an issue.

 

Activating Projects

Steps:

  1. Go to Administration > System > System Settings > Features.
  2. Select Use Projects.

  1. If you intend to group projects into categories, select Activate Categories.
  2. If you want Actual Hours on Projects automatically calculated based on Labor Hours added to Project-related issues, select Issue Labor Hours roll up to Project Actual Hours.
  3. If you want to use your own terminology for the menu option and fields related to Projects, enter it in the Project Label fields.
  4. If you activated Project Categories and want to use your own terminology for the menu option and fields related to these categories, enter it in the Category Label fields.
  5. Click Update from the top or bottom of the screen.

A confirmation message will appear when this process is complete.


 

Managing Projects

Adding a Project

Steps:

Project Members and Email Distribution Lists can only be added and maintained after a Project record has been saved.                         

  1. Go to Home > Projects > List All > Add.
  2. Enter your new Project’s details.
  3. Click Save.

A confirmation message will appear when this process is complete.


Editing a Project

Steps:

  1. Go to Home > Projects > List All.

  1. Click edit next to the appropriate project.
  2. Edit the appropriate field value(s).
  3. Click Update.

A confirmation message will appear when this process is complete.


Deleting a Project

As a best practice, you should always deactivate rather than delete any existing items within your system. This will help prevent issues with reporting and having orphaned data in your site.

Steps:

  1. Click Home > Projects > List All.
  2. Click del next to the appropriate Project from the Open Projects list that is displayed.
  3. Click OK when prompted.

A confirmation message will appear when this process is complete.


 

Managing Project Catagories

Adding a Project Catagory

Steps:

  1. Go to Home > Projects > Categories > Add.
  2. Enter a name for the new Category.
  3. Enter a Display Order to define its rank in the Category drop-down in a project record.
  4. Click Save.

A confirmation message will appear when this process is complete.


Editing a Project Catagory

Steps:

  1. Go to Home > Projects > Project Categories > List All.
  2. Click edit next to the appropriate category.
  3. Edit the appropriate field value(s).
  4. Click Update.

A confirmation message will appear when this process is complete.


Deleting a Project Catagory

As a best practice, you should always deactivate rather than delete any existing items within your system. This will help prevent issues with reporting and having orphaned data in your site.

Steps:

  1. Go to Home > Project > Project Categories > List All.
  2. Click del next to the appropriate category.
  3. Click OK when prompted.

A confirmation message will appear when this process is complete.


 

Managing Project Substatus

Adding a Project Substatus

Steps:

  1. Go to Home > Projects > Project Substatus > Add.
  2. Enter a name for the new Project Substatus.
  3. If you want a color flag to appear in the Projects Summary, List, and View screens for Projects that are in this Substatus, select it from the Color Indicator drop-down.
  4. Click Save.

A confirmation message will appear when this process is complete.


Editing a Project Substatus

Steps:

  1. Go to Home > Projects > Project Substatus > List All.
  2. Click edit next to the appropriate Substatus.

  1. Edit the appropriate field value(s).
  2. Click Update.

A confirmation message will appear when this process is complete.


Deleting a Project Substatus

As a best practice, you should always deactivate rather than delete any existing items within your system. This will help prevent issues with reporting and having orphaned data in your site.

Steps:

  1. Go to Home > Projects > Project Substatus > List All.
  2. Click del next to the appropriate Substatus.
  3. Click OK when prompted.

A confirmation message will appear when this process is complete.


 

Searching Projects

Searching Projects Using the Projects List

Steps:

Your searches will return only the Projects you are allowed to view.                                                                                                                          

  1. Go to Home > Projects > List All.
  2. Enter your criteria in the Search On fields at the top of the screen.
  3. Click Search.

The Projects List will then reload with only Projects that meet your criteria.


Searching Projects

Steps:

  1. Go to Home > Projects > Search.
  2. Enter your search criteria.
  3. Click Search.

A list of Projects that meet your criteria will be returned when the search is complete.