On this page we have gathered information about the project in question so that you immediately get a quick overview of the project as you open it. You can browse a wall where you can post messages to your project participants, an overview of tasks / appointments, as well as links to various other functions and reports.
Participants
You can invite internal and external project participants to participate in rights-controlled projects. All contacts to be invited to a project must be stored in your customer database and they must register a Community account to access the projects. The reason you need to register a Community account is for example. to be able to access projects across 24SevenOffice clients, and to provide a better overview of which projects you have access to.
Invitations
-
the participant must be stored in your customer database with an email address
-
the invitation will be emailed to the participant with a link to Community
-
invitation must be approved via Community
-
if the participant does not have a Community account, he / she will bring up the registration form for this in the invitation
-
When registering a Community account, the participant can choose which language is applicable to his / her user
Auto Acceptor
If the user already has a Community Account registered to their email address, you can check Auto Accept. The project will then be added to the participant's quick list and the participant will automatically access it without sending an invitation.
Refresh
Updates the interface if needed.
Remove Participant
Closes access for selected participants on the project. To give the person access again, you can right-click on the participant's name and select Include in the project.
Participant Properties
By selecting a participant and then clicking Participant Properties, a dialog box appears where you can change the participant's project role. Checking Auto Accept will change the properties automatically.
Project
Roles In Projects, Roles determine the rights a participant has in a Project.
There are 3 Roles as standard in the Project module.
1. Project Manager (The person who creates the project is automatically assigned to this role.)
2. Project participant
3. Project observer (read access).
Each of these roles has its own set of rights associated with the project.
If you need more roles for your projects, these can be created based on one of the standard roles.
The roles are created via the main project page and can only be done by people with administrator rights.
Send e-mail to participants
Clicking on this button will generate an e-mail picture containing all the e-mail addresses of the project participants . This way, you can easily email all project participants. The e-mail will also be automatically linked to the project. You can also right-click a participant and select Send Email .
NB! This feature requires that you have registered an email account in the email module of your 24SevenOffice client.
Planning & Gantt
This is a planner to be able to create tasks, sub-tasks, milestones and further delegate these to the project participants.
You can also enter hourly estimates to compare this against registered hours and reserved hours through the resource planner. Taken tasks automatically appear under the Gantt tab as you enter them.
How to enter tasks?
The root assignment will always be the name of the Project. Click New Subtask to create the first task in the list. Once you have created your first task, you can click New Task to create remaining tasks.
To create sub-tasks, select the task that should have a corresponding sub-task and click New sub- task .
Click New Milestones to add a milestone. Milestones cannot have sub-tasks associated with them. The task start date determines the order in the task list.
Shortcuts
-
Shift + N = New task
-
Shift + S = Creates new sub-task for highlighted task
-
Shift + M = New milestones
-
Shift + Enter = Opens the task form
-
Shift + D = Deletes highlighted task
-
Shift + E = Opens field to rename selected task
|
Explanation of the columns |
|||||
|
column |
Explanation |
|
|
|
|
|
Name |
The name of the task. |
|
|
|
|
|
work Types |
Displays the type of work used if hours are spent on the task. By default, assigned the task type of work that is put on project .Double click in field work type if you want to change the type of work on a specific field. Showing a predefined work types created via the general settings |
|
|
|
|
|
Status |
Displays the status of the task. Double-click the field to change the status of the task. You can choose from the following statuses: Not Started, Pending, Completed, and Canceled. |
|
|
|
|
|
Start and end date |
Displays the task start and end date. By default, the task will get the start and end dates according to the start and end dates set on the project. You can change the date by double-clicking the fields. |
|
|
|
|
|
Participants |
Displays the initials of project participants linked to the task. Double-click the field to add participants to the task. |
|
|
|
|
|
precursor |
Shows which task precedes the task if there is an addiction relationship. Double-click the field to enter the task to be the precursor. |
|
|
|
|
|
Priority |
Displays priority set on the task. By default, this is displayed as Normal. Double-click the field to change the priority. You can choose between Normal, Low and High. |
|
|
|
|
|
Estimate and sum estimate |
In the Estimate column, you can enter estimated hours that you think will be spent on each task. Sum Estimate shows the total estimate for all tasks. |
|
|
|
|
|
reserved |
Displays the number of hours reserved for the task via the Resources tab. |
|
|
|
|
|
Registered |
This column actually shows the number of hours registered on the task via the hour registration module. |
|
|
|
|
|
Remaining / Overtime |
In connection with registration of hours, provided that the project accepts the assignment of assignments, you can also enter how much time is left in the assignment. This will then appear in the project planner both as "Remaining" and a calculated "Overtime". The project scheduler will then also act as a monitor of project progression. In order for data to appear in this column, it assumes that resources are allocated to the task with allocated hours via the Resources tab. |
|
|
|
|
|
Previous change |
This column shows the day, time, who the person and what change has been made to the task. |
|
|
|
|
Recalculate Estimates
Updates the column estimates by resetting all estimate summaries and recalculating them. Initially, the sums will vote, but because of the freedom you have in entering the estimates, we have added this feature as an extra check.
Select columns
There are many columns in the project scheduler, and not all will necessarily be useful to everyone. By pressing “Select Columns” in the toolbar you will be able to select which columns you want to see.
It is also possible to create its own column order, which you do by grabbing the column head and dragging it to where you want it. This information will be stored locally using cookies, in other words, all planners in all projects that open on the machine you are sitting on will be displayed in this way. This is because it will have a close connection between the screen resolution.
Import tasks
You can import project plans from one or more other projects. This is to make it easier to create repetitive projects, and to make it possible to operate with one or more project templates.
When you have chosen which projects you want to import the project plan from, you will be asked what data on the tasks will also be included, most of them here are self explanatory but it is worth mentioning that in order for a participant on a task to join in the import, the participant must exist in both projects. The tasks being imported will automatically have their start and end dates adjusted.
This calculation takes into account the start dates of the projects and attempts to set the tasks to start and end just as long after the source project start date as the target project.
It is worth noting that there may be small adjustments that need to be made, especially in connection with leap years.
Resources
Resource allocation is a tool for keeping track of the availability of resources in the company. Initially, this will only apply to project participants, but in the long term this may also be more general resources (tools, vehicles).
Whether you have access to this function is determined by the role you have been given in the project and whether the relevant role has access to resources.
How do resources work?
The way this works is that you set up a set number of available hours per week for the resources you want to use in the resource allocation (can only do if you have rights to it).
You then specify how many hours a resource should spend in a week on a project, or more. Doing this all the time with all the resources on all projects will give you a good overview of what the resources will be working on, and when in the future you have available resources to work on new projects.
How to set up a resource?
You can reserve resources for a project if they are added as participants in the project. Click the Resource Management button in the top menu and then click Add Resource (requires that you have the rights to it).
How to use resources?
In the resource screen you will see two rows per project participant; one row of hours available (total minus reserved on other projects), and one with number of hours reserved on the project. The latter is editable.
To reserve a resource, enter the number of hours in the column for the week of the resource you want to reserve.
NB! As of now there are no restrictions, if a resource is reserved for more than available time it will only be shown as negative availability.
Show overview
By clicking on this button you will get an overview of estimated and reserved hours per assignment, as well as the total total reserved and estimated hours.
Documents
Here you can upload project-specific documents. Project participants who, based on their project role, have access to Documents will be able to view and use current documentation.
Documents work in the same way as the file area otherwise in the system. See File Explorer for further explanation.
Budget
Here you can easily create a budget for the project.
Here you can see received and sent e-mails that have been linked to the project from users with access to the email module in your 24SevenOffice client.
If you send email via the Send Email feature under the Participants tab, sent email will automatically be linked to the project.
Approval
Here are all the hours that have been spent on the project and need approval. You choose whether to approve the hours spent on the project as you create the project or afterwards via the Properties tab on the project card. Approval of hours can also be set as a default via Project Settings. Select the desired hours and click Accept or Fail .
-
Approved hours will now be available for billing.
-
Failed hours are removed from the approval screen and are marked as failed (shown in red background color) in the weekly schedule in the hour registration module of the employees the hours belong to. In order to resubmit the hours for approval, you have to save the hours again with the event via the Hour Recorder and Detailed Editing. changes.
You can highlight several hours by holding down Ctrl or Shift. The person approving the hours can also make changes to the columns working type, hours, billable, price and comment.
Invoicing
The project invoicing is arranged so that you can invoice hours, costs or the project with a fixed price. It is also possible to invoice the project with a combination of fixed price, costs and hours.
In order to invoice the project, you must create an invoice plan. Creating an invoice plan gives you the opportunity to distribute invoicing for a project over several periods, as you can set up several invoice plans for one and the same project.
The date set on the invoice schedule also determines which hours can be included in our simple invoice schedule.
After you create an order based on the invoice plan, the invoice plan will be locked and it will not be possible to add or change the invoice basis in this overview.
If you need to make changes, this can be done via Search Order / Invoice or Order Status under the main module Finance.
New Invoice Plan
To be able to invoice in from the project, you must create an invoice plan. In the upper right corner, click New and specify the date in the dialog that appears.
New Invoice Plan - Multi-Customer Projects
When you create a new invoice plan for a Multi-customer project, you must choose which customer the invoice plan should apply to. In the drop-down menu for customer selection, the customers you have led hours on the project will appear.
Billing of hours
After creating the invoice plan, click Hours. Hours entered against the project with date earlier or equal to the date set on the invoice plan will then appear in the list.
Select the hours you want to transfer to the invoice basis and click Transfer and continue Back to get to the overview that now shows the invoice basis.
To create an order of transferred hours, click Create Order - an order is now created based on invoice based with order status Timer in the system.
To finalize the order, go to Search Order / Invoice or Order Status under the main module Finance .
Fixed Price Billing
After creating the invoice plan, click Fixed Price. A dialog box appears on the screen where you can search for the product to be used and further determine the number, price, price and add a description.
By default, the description is set to the product name, and if you change the description, it will affect the product name as it appears in the order and on the printout.
Costs
After creating the invoice plan, click Costs. Charges entered through the hour record with date earlier or equal to the date set on the invoice schedule will then appear in the list.
Highlight the costs you want to add to the invoice basis and click on Transfer and Back to get to the overview that now shows the invoice basis.
To create an order of transferred costs, click Create Order - an order is now created based on invoice based with order status Timer in the system.
To finalize the order, go to Search Order / Invoice or Order Status under the main module Finance .
Change the invoice basis
Right-click on the item line to add another product to be used in the item line or to delete the item line from the invoice basis.
If you delete the item line from the invoice basis, you will find it again by clicking Hours or Costs in the menu.
Work Types
All work types are created via the Administration-Settings-Time Record module and Work Types.
Whether you have access to this feature on the project is determined by the role you have been given in the project and whether the relevant role has access to work types.
Work types on the project itself let you specify which specific work types should be possible to use for each project, as well as what prices each project participant should use per work type on each specific project.
If you do not make any specifications here, it will be possible to track hours against all types of work that you have created, and that standard prices for the types of work will apply.
How to choose which specific work types can be used for specific projects
Click on the project name in the upper left corner. In the form on the left you can now tick the check boxes under the column Use in the project and this will then decide which work types can be used in the project (work types that are not checked will then not be able to be used in the project).
How to override standard project prices
Click on the project name in the upper left corner. In the form to the right, you can now double-click the Price column to override the default price for each type of work.
How to override prices per employee
Click on the name of the project participant you want to change the price of. In the form on the right you can now double-click the field in the Price column and further enter specific price for the employee.
Properties
Here you will be able to view and change all the properties of the project, which in the starting point are determined based on the default settings you have chosen and the event. settings you made when creating the project.
Record hours by work type or task
Determines whether hours should be registered against work types or tasks created on the project.
Approve hours
Determines whether hours taken against the project must be approved. If selected, the hours are sent directly for approval after registration.
Project Manager
Here you can enter who is to be the project manager. A project manager can be selected from internal or external contacts.
The project manager entered here only has the function that it appears in reports as project manager.
Disable
Projects you disable will no longer be searchable or displayed in the project module. If you want to reactivate the project, this can be done via the Administration-Settings module and Restore Projects.