The Project Page is the area where you can see all the details associated with the project. We encourage building out the high-level details using the Project Schedule and the Project Worklist, then handling adjustments to project assignments on the Schedule.
Use Project Brief to Build and Manage Projects
Every project has an individual Project Page where you build new projects and monitor them regularly as you progress.
From the Project Page, you can:
Set a project budget in time, fee, or expenses (non-labor costs). This is your estimated goal to meet your targeted profitability or deadline.
Add people to the project and create a work plan that fits the estimated budget.
Create Work Items and assign project responsibilities and due dates to your team.
View real-time progress of the project and monitor your budget.
Use quick links to project reports to analyze the data behind the work progress
The Project Brief shows the project description, people currently working on the project, a visualization of the project timeline, and progress of current work. All project properties are also visible on this page.
Project Title and Description
The title section of the Project Brief includes:
- Client name
- Project name
- Project start and end dates
- Project owner
- Project description (up to 2,048 characters, including line breaks)
- Clickable links contained in the description
The Schedule displays project phases and people scheduled to work on the project, with the current day represented as a vertical grey line. Click anywhere on this schedule to access the Project Schedule tab. Right click (or ctrl + click) to save the schedule image for sharing with your team or other key stakeholders.
Current Work shows any phase, work, or assignment with a date range that overlaps with the current day. This section shows current project assignments, assignment types, and status of each assignment.
Click a phase name to access the Worklist. Click an assignment row to go to that specific assignment in the Worklist.
Tags and Custom Fields describe the project. Links added here are clickable.
Project Status and Reports
Status for the project’s work, time, and fees appear on the left side of the Project Brief. The Show dropdown filters what data is displayed.
You can see information about:
The entire project (default)
Quick links to the Time + Fees and Budget Reports are at the bottom of the left pane.
You can use Project Brief in weekly team meetings as an agenda, and a way to record and clearly communicate each person's responsibilites.
Manage Project Schedule
The Project Schedule is an interactive view of each project's plan. You can edit the project timeline and any associated assignments. You can create phases and assignments, and see the impact of those changes on the project's time and fee status.
By default, the Schedule auto-zooms to fit the length of your project. Use the sliders at either end of the phase or assignment bars to change dates.
Adding Items to the Project Schedule
To add phases:
Click the Schedule where you'd like the phase to begin and then select Add Phase.
Choose from one of the default phase names, or create a new phase name. The phase automatically extends to the end of the project, but you can edit it as needed.
To add assignments:
- Click anywhere on an empty date slot or Phase and then select Add Team Member.
- Select a team member from the list. You can also chose a placeholder if you don't have a resource in mind.The assignment starts on the current day (or the project start date if it’s in the future) and extends to the end of the project or phase, but you can edit it as needed.
To add descriptions of work:
- To add work to an existing assignment, click on a team member's assignment and then choose Work Item. Enter the your details in the text box.
- To add a description of work when without assigning it to a team member, click anywhere on a blank portion of the Schedule and select Add Work Item. Enter in text to create a new Work Item that starts on the current day (or the project start date if it’s in the future) and extends to the end of the project
Manage tasks and assignments with the Project Worklist
The Project Worklist shows all Work Items and assignments for a project, organized by phase. You can see all the work, its status, and who it’s assigned to. Using the Worklist, you can communicate and track the actual work within the project while staying high-level to focus on the project’s outcomes.
From the Worklist, you can create and edit project plans and indicate who should work on what and when. And you can add Work Items to indicate key deliverables or milestones within the project or specific project phases.
Before you can use the Worklist, you must set up a project.
Phases are a flexible way to break down a project into different kinds of work.
Add phases first, then add Work Items to each phase.
To add phases to Worklist:
- At the top left of the Worklist, click Phase. A new phase row appears at the bottom of the Worklist.
- Name the Phase. Use the Enter key to add more phases; click anywhere on screen when you’re done.
- To edit the Phase, click the new row. The properties pane opens in the right sidebar.
To adjust phase dates:
- On a phase row, click the start or end date to open the calendar.
- Select the new dates from the calendar.
Set the dates for each new phase as you create them; the next phase you add will start immediately after the previous phase ends.
Adding Work Items to the Worklist
Work Items clearly define the project deliverables, expectations, and responsibilities for the project, phase, or person.
To add work items:
- Hover over a person, and then click Work Item.
- In the right pane, fill out the Work Item properties.
Hovering over a row activates + Work Item text at the very bottom of the project or phase grouping, allowing you to quickly add a description of the work or outcome that will be associated at the project or phase-level
To assign work items
If you create a Work Item from the top of the Work List, you still need to assign it to a team member. If you create a Work Item from a person on your list, it’s automatically assigned to that person.
- Click the Work Item row to open the Work Item details on the right. You can now select Assign Team Member to assign someone to this work.
- Hover over the Work Item and then click Assign. Use the right panel to assign a team member to the Work Item.
Copying Work Items in the Worklist
You can duplicate a Work Item, copying it to either the project or a phase in the project. This can be useful when you when:
- You have multiple people working on the same thing. Copy the Work Item multiple times and assign each copy to the people working on it.
- You have similar assignments across many phases of a project, for example a design review. Copy the Work Item each phase and edit the dates.
- Need to move a Work Item. Copy the Work Item to the new phase and delete the old Work Item; this way you won’t lose any of the details.
To copy a Work Item:
- On the Worklist, click the Work Item you want to copy. The details pane opens on the right.
- At the bottom of the details pane, click Copy.
- Select the project or phase where you want to copy the Work Item.
Deleting Work Items from the Worklist
Only Administrators and Project Managers can delete Work Items. Deleting a Work Item deletes the entire row and all its contents, including the assignment. Any time already tracked to the assignment is retained.
- Click the Work Item row and then, at the bottom of the right pane, click Delete.
Adding People to the Worklist
To add a team member to a phase:
There are two ways to add a Team Member to the Worklist:
- Select the project or phase, and then click + Add Team Member from the right panel.
- Hover under the last entry in a phase or project and then click Team Member. Your team directory appears in the right panel.
To add a Team Member to multiple phases:
- At the top of the Worklist, click Team Member.
- In the right panel, select the Phases you want to add team members to. You can also select the whole project.
- At the bottom of the panel, select Add Phases.
- Select the Team Member you want to add.
All assignments have start and end dates. Depending on whether the person is assigned at the project or phase-level, assignments will inherit the project or phase start and end dates by default.
Specifying Work Status in the Worklist
You can specify a status for each Work Item to identify and communicate the real-time status for current project work. Administrators, Project Managers and the person assigned to the work can change the status over the course of a project will enable you to capture historical changes. Use this information to uncover insights about how work can run more smoothly.
Statuses can be used to visually identify items within a project that need attention and can be customized to suit your organization’s unique vocabulary.
When you change a status, the newly set status is shown wherever that Work Item appears, until it’s modified again.
For more information, see Work Status.
Shifting Dates in the Worklist
Project and phase dates change. If you’ve already defined phases and assignments, you can shift the dates without editing each item.
To shift dates:
- In the Worklist, click on the project or phase name. It’s in bold at the top of the project or phase section.
- In the right pane, click Shift Dates.
- Enter a new start date and then click Save
Shifting a project moves all phases, assignments, and due dates for tasks.
About Work Items
Create an outline of major deliverables for each project with Work Items. Work Items clearly define the project deliverables, expectations, and responsibilities for the project, phase, or person.
Work Items are dependent on assignments. When you add a Work Item to a person's project assignment, the item appears on the Today View of their Personal Page.
You can add work items in two places:
Project Schedule: Add unassigned work (at the project or phase-level) or add work to an existing team member's assignment.
Project Worklist: Add unassigned work (at the project or phase-level) or add work to an existing team member's assignment.
Stay informed with notifications and the Activity Feed
Email notifications and the Activity Feed help you stay informed about what’s going on with your projects and people.
Notifications can help you:
- Stay current on the status of your assignments or tasks
- Know if a project you’re tracking has any changes, and
- Get the rundown on what’s happened during the day.
The Activity Feed aggregates these important changes and displays them in a historical timeline on each project page and on your Personal page.
The Activity Feed is a record of key project changes. It shows changes to people, projects, and assignments. Each change appears with a time and date stamp.
Assignments changes appear in the feed on Personal and Projects pages.
Email notifications mail you about important changes to your assignments or projects you’re interested in. Notifications are smartly aggregated, meaning if you make multiple changes close together, they're all sent in one email to reduce inbox noise. You can also choose to receive a daily digest of the day’s activity.
Edit your personal notification settings
In the Settings page, you can choose how often you want to receive email notifications.
To change your notification preferences
- Go to Settings > My Preferences.
- In the Notification Preferences section, select any of these options:
- Off: No email notifications. You can still see changes in your Activity Feed.
- Immediately: Notifications go out as soon as changes are made. When multiple changes occur in a short time period, they’ll be grouped and sent in one email.
- Daily (default): You’ll receive an email each morning detailing changes made during the past 24 hours.
By default, notifications are enabled for all projects.
If you’re resourcing or planning a tentative project and don’t want to alarm or overload your team with notifications, Administrators and Project Managers can mute notifications on the Edit project information page.
Following a project
You can follow the projects you’re not assigned to and get updates in your personal Activity Feed. If you're set to do so, you'll also receive email notifications about project changes.
To follow a project
- Go to the Projects page, and open a project.
- Select the Activity tab.
- In the Activity Feed, turn on the Follow toggle.
Edit account-wide notifications settings
Email notifications for people in your account are enabled by default.
If you’re an Administrator, you can set preferences in the Notifications section of the Account Settings page. Only Administrators can change notification preferences for all active people.
There are two account-wide notifications settings:
- Enable Notifications: Notifications go to all people in your account. Each person can still set their own email notification preferences from their My Preferences page. If you disabled notifications disabled, enabling them will return each person's notification frequency preference back to its prior state.
- Disable Notifications: Disables notifications for all people in your account and hides email notification preferences from the My Preferences page.
Set up project templates
You can create a template project with bill rates, general phases, and assignments, whatever elements are typical in your projects. You create a template project like you would any other project.
Use naming conventions that make it clear the project is a template. For example:
Project Name = TEMPLATE: X-Project
Project Type = Tentative
Project Tag = TEMPLATE
Once the template is set up, you can duplicate it every time you want to create a new project.
To duplicate a project:
- Go to the template's project page and click Project Settings.
- On the left sidebar, click Create a Copy.
If you have repeat projects with the same client, create a template project with the bill rates you charge that client and label it accordingly. Save it as an Internal or Tentative project type, so it’s clear it’s just a template. Now, you can copy this project every time you need that specific rate card.
Merge Project Data
While it isn’t possible to merge projects in Resource Management, if you want to transfer historical time tracked from one project into another, each person could bulk enter their historical hours for the old project into the new project and specify a date in the past (i.e. August 1, 2017) when everyone should enter their historical hours to the new project.
Alternatively, you can tag projects with the same custom field or tag, so when you view the Schedule or Reports, you can filter to see data associated with all projects with that tag or custom field.