Main page for each individual project
This page displays information about the project to give you a quick overview. You can also drill down for further information or navigate to parts of the project. It also has a wall where you can post messages to your team members, a list of tasks / appointments, as well as links to various other features and reports.
You can invite internal and external project participants to participate in rights-managed projects. All contacts to be invited on a project must be stored in your customer database and they must have a registered Community account to access the projects. The reason you have to register a Community account is in order to be able to access projects across a number of companies using 24SevenOffice, and to give a better idea of what projects you have access to.
– any participant must be stored in your customer database with an e-mail
– invitation will be sent via e-mail to the participant with a link to the Community
– invitation must be approved by Community
– if the participant does not have a community account, he / she gets the registration form for this in the invitation
– at the registration of Community account the participant can choose which language to be applicable to his / her use
If the user already has an account registered to the Community e-mail address, those inviting can tick the Auto Accept. The project will then become available in the Participants quick list. The participant can automatically access the project without the need to send out an invitation.
Updates the screen if this is required.
Removes access for selected participants to the project. In order to give the person access again you can right-click on the participant’s name and select ‘Include in Project ‘.
By marking a participant, and then clicking, the Participant Properties dialog box appears where you can change the participant’s project role.
Project roles determine what access rights a participant has on the project.
There are three roles by default in the Project module.
1. Project Leader (The creator of the project is automatically set to this role.)
2. Project Participant
3. Project Observer
Each of these roles has its own set of rights associated with the project.
If you need multiple roles for projects, these are created based on a standard role.
To create new roles, go to the main page for the Project module and click on Project roles. This can only be completed by users with administrator rights.
Send e-mail to participants
By clicking this button, you will be open an e-mail with the e-mail addresses of all the project participants added. The sent e-mail(s) will be automatically linked the project. You can also right click on any one participant, and select Send e-mail.
Please note, this feature requires that you have registered an email account in the email module in 24SevenOffice.
Registration of Community Account
To take full advantage of the module, you must register for a Community account. Registration is free and is easy to set up. The Community account enables you to share project information and provide the opportunity to access projects by several 24SevenOffice users. External project participants will also find logging in much easier and more secure.
To register a Community Account
Go to 24SevenOffice Community page or click on Project and choose Free Registration and fill in your details. Once you have filled in the required information and click on Register you will get a dialog box which requires you to enter your confirmation code. Your confirmation number will be sent to the email address that you registered. Once you have confirmed your registration you can use the registered information (e-mail address and password) to log in 24SevenOffice in the same way as before via our website. The difference is that you now have direct access to the Community.
Via the project settings, you can define a number of standards that are applicable when creating new projects. By defining these standards, you will be able to create projects efficiently without having to fill in standard information each time. If necessary, modify or override the default settings directly on the project via the project board under the tab Properties. The choices presented in drop-down list Standard types of work created during the module Administration Settings and Time Sheet.
In a rights-managed project, it is the roles that determine what rights a participant have in a project. If you require more roles/different types for the projects, these are created on the basis of one of the standard roles. Default roles can be edited/changed and you can define multiple roles through the front module in the left menu under Roles. NB! Only the super-user/administrator of your client can make changes to the roles.
Acceptance of invitations for projects
All invitations to participate in a project for external project participants must be accepted through the Community. The invitation will be sent via e-mail to the participant with a link to the Community. The reason for this is that in order to be able to access projects from several 24SevenOfficeusers and to get a full list of projects you are participating in. If you invite a person who is registered as an employee of your customer’s 24SevenOffice, this person will automatically have access to the project and it will be added to the person’s Quick list. As internal participants are added automatically, they will not receive an invitation to the project by e-mail.
The Project and Hours modules are now 100% integrated. This means that all registered hours must be recorded against projects. The reason for this is to present better reports and reduce the amount of incorrect entries within hours.
If you are not using project, but still wants to record time, it is easiest to create a timesheet project for the registration of hours for those customers that require it. See the help file Time sheet for further information.
Project Login for external project participants
External project participants log in in the same manner as all other users through our login page. To take advantage of the module, you must have registered for a Community account. Registration is free and does not take long. The reason that you need to a Community account is to make sharing of project information easier, providing the opportunity to access projects across 24SevenOffice clients and improve logging for external project participants.
Planning & Gantt
This is a facility to create a project plan containing tasks, subtasks, milestones, and also allows for assigning the different tasks to the different project participants.
You can also add hour estimates to compare this to the recorded hours and hours reserved via the resource scheduler.
How to add tasks?
The “Main Task” will always be the project name. Click New below the main task to create the first task on the list. Once you’ve created your first task, click New Task to create the remaining tasks.
To create a sub-task, select the task that should have a corresponding sub-task and click the New Sub-task.
Click New milestone to add a milestone. Milestones cannot have the task related to them. The specified start date determines the order of tasks in the task list.
Shift + N = new task
Shift + S = creates a new task for the selected task
Shift + M = new milestone
Shift + Enter = Opens the task form
Shift + D = delete selected task
Shift + E = opens the field to rename the highlighted task
Explanations of the columns:
Name = Name/Description of the task.
Work Type = View the work type that is specified for this task. Double click the field “Work type” if you want to change the type of work on a specific task. The available drop-down menu displays the predefined types of work created through the general settings (see: Settings for Time Register)
Category = Display project task category. A Category is created by the administrator on the Project module home page>Project task category. Double click on the field and you can change Project task category as per the drop down list.
Allow Hours = Tick if hours are to be registered
Status = Displays the status of the task. Double click on the field to change the status, you can choose from the following statuses: Not started, Ongoing, Completed, and Canceled.
Start date and End date = Displays task projected start and end date. The task will by default get the start and end dates according to the start and end date set for the project. You can change the date by double clicking on the fields.
Participants = Displays initials of the project participants who are linked to the task. Double click on the field to add participants for a task.
Predecessor = Displays what task is a precursor to the task if there is a dependency relationship. Double-click the field to add the task as a predecessor.
Priority = Displays the priority set for the task. By default, it appears as normal. Double-click the field to change the priority. You can choose between Normal, Low and High.
Estimates and the total estimate in column estimate, you can enter the estimated hours you think will be spent on each task. Total estimate shows the total estimate for all tasks.
Allocated = Displays how many hours are reserved for an assignment via the tab Resources.
Registered = Displays the actual number of hours recorded on the task via the Timesheet module.
Remaining / Overtime In connection with registration of hours, provided that the project agrees on the time accounting tasks, you can also enter the amount of the estimated time remaining on task.
This will then appear in the project planner, both as “Remaining” and a calculated “Overtime”.
Project Planner also acts as a monitor of project progress.
In order for data to be displayed in these columns it is necessary to have allocated resources to the task or allocated hours via the tab Resources.
Last Edit: Displays date, time, and the person who made changes to the task.
You may update the column estimates by resetting all the summations estimated and recalculating them. The sums are accepted as “true”, but because of the freedom you have for the re-insertion of estimates, we have added this feature as an extra check.
There are many columns in the project planner, and not all will necessarily be useful for everyone. By pressing “Select Columns” in the toolbar you will be able to choose which columns you want to display. It is also possible for users to create their own column order; this is accomplished by grasping the column header and dragging it to where you want it. This information will be stored locally using cookies.
You can import the project plan from one or more other projects. This is to make it easier to create recurring projects, and to make it possible to apply one or more project templates. After selecting which projects you want to import, you will be prompted to select which data for the activities you wish to be taken across. Most are self explanatory, but it is worth mentioning that for a participant on a task to be imported, he must exist in both projects. The tasks that are imported will automatically have the start and end dates adjusted. This takes into account the start dates for the projects and tries to add tasks and adjust start and end dates using the start date of the destination project. It is worth noting that there may be small adjustments required, particularly in a leap year.
Resource allocation is a tool for keeping track of the availability of resources in the company. Initially this will apply only to project participants, but in the long term this can also be more general resources (tools, vehicles, etc.). Access to this function is determined by the role you have in the project and whether the role has access to resources.
How does Resources work?
The way this works is that you set up a fixed number of available hours a week for the resources you wish to use in resource allocation (only available if you have access rights to it). Then enter the number of hours used in a week on one or several projects by one resource. Completing this for all resources on all projects will give you a great overview of what resources you can work with, and their availability 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 on the Resource Management 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, a row with the number of hours available (total minus reserved on other projects), and one with the number of hours reserved on this project. The latter is editable. To reserve a resource, enter the number of hours in the column for the week of the resource you wish to book.
NB! As there are no limitations, if a resource is reserved for more than the available time, it will appear as negative availability.
By clicking this button you will display a list of estimated and reserved hours per task, and the total amount reserved and the estimated hours.
Here you can upload project-specific documents. A participant’s defined project role will determine whether they have access to the documents. Those granted access will be able to see and use the available documentation. Documents work the same way as elsewhere in the file directory system. See File Explorer for further explanation.
You can easily create a budget for the project. See the help files for Budget for a more detailed explanation.
Here you can see received and sent e-mail that has been linked to the project from users with access to e-mail in 24SevenOffice. If you send e-mail using the Send e-mail function under the tab Participants, the sent e-mail will be automatically linked to the project.
Here appears all the registered hours that are charged against the project and that need approval. You choose the hours that are registered against the project to be approved when you create the project (or in setting via the tab Properties). Requiring approval of hours can also be set as default in Project Settings. Highlight the hours you wish to approve, and then approve or reject them. Approved hours will now be available for billing.
Rejected will be removed from the Approval screen and will be marked as Rejected. They will be displayed in Red in the weekly summary in the Employees Time registration window. To submit the hours for approval again, the employee must go to Detailed editing and resave the hours with any amendments.
You can mark several hour registrations by holding down the Ctrl or Shift. The approver may also make changes to the columns for work type, hours, billable, price and comments.