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Project lets you create projects and manage them to completion. Create a sequence of jobs and tasks each with responsible parties, timelines, goals and action steps. Keep track of status visually with a chart view of progress or a table view showing written status and risks from the task owners.
For complete project management, you can attach documents and threaded discussions for all tasks and jobs.
Add a project following these steps:
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Click Project from the main navigation.
The Project List window appears.
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Click Add Project.
The Add Project window appears.
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In the Project Name field, enter a name for the new project.
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Add Project Time Period. This should incorporate all time from start to finish, as all jobs and tasks will have to fit into this timeframe.
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Select a Project manager to manage the project by selecting a user from the select box.
Click Enter.
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Specify Private project. If this is private, only the Project Manager, Members and System Administrators will have access to view the project.
Note: The option for private projects is determined by an Admin Setting. To change setting, go to Private Projects.
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Select Project Members by selecting Users from the select box and clicking Enter.
Use the Group pull-down menu to find the users associated with each group.
Add project members by highlighting users and clicking Add.
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When done, click Add Project.
The project will now show up in the Project List on the Project Home Page.
If the project is private, it will only be seen by members, the project manager and system administrators.
The Project will be active. Next, you'll want to add logo, and then assign jobs and tasks.
Instead of creating a project from scratch, you can import project data from a CSV (comma separated value) file. Follow these steps:
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Click Project from the main navigation.
The Project List window appears.
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Click Add Project.
The Add Project window appears.
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Click Create from CSV File .
The Import Project Data from CSV File window appears.
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Choose date format of the file you are importing:
- YYYY/MM/DD or MM/DD/YYYY
- YYYY/MM/DD or DD/MM/YYYY
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From the CSV File field, click Browse.
Note: Be sure the CSV file has data columns that match the required fields in Project. Click on Order of Items in CSV file to verify field order.
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The download location window appears. Find the CSV file you want to import, and click Open.
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When done, click Import Project Data.
To edit the basic properties of a project, you must be the Project Manager of the project.
To edit/delete a project follow these steps:
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Click Project from the main navigation.
The Project List window appears.
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Click on the Project Name of the project you want to customize. Use the drop-down menu to find the correct project, depending on the project type.
The Project window appears.
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To edit a project:
- Click Project Settings > General Settings > Edit Project.
- The Edit Project window appears.
- Make changes as necessary.
- Click Save Changes.
To delete a project:
- Click Project Settings > General Settings > Delete Project.
- The Delete Confirmation window appears.
- Click Delete to confirm.
To edit the basic properties of a project, including Project Managers and Members, follow the steps in Edit Projects. You must be the Project Manager to make these changes.
After you set up a new project, you'll want to customize the project settings by adding a logo.
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Click Project from the main navigation.
The Project List window appears.
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Click on the Project Name of the project you want to customize. Use the drop-down menu to find the correct project depending on the project type.
The Project window appears.
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Click Project Settings.
The Project Settings Menu screen appears for this particular project.
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Click Project Logo.
The Upload Logo window appears.
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Click Browse to find file to upload.
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Click Upload Logo.
The logo will now appear on the project pages for this project.
Task Items are used as general fields for all tasks (i.e. Risks, Milestones, Status). You can add custom fields to collect relevant information for each Project.
These tasks items will not only show up in the Create Task screen, but they will show up in the Detail View of your project.
To add, edit or delete task items, follow these steps:
Note: Task items can only be changed by the Project Manager of a project.
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Click Project from the main navigation.
The Project List window appears.
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Click on the Project Name of the project you want to customize. Use the drop-down menu to find the correct project depending on project type.
The Project window appears.
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Click Project Settings.
The Project Settings Menu screen appears for this particular project.
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To add task items:
- Click Task Items.
- Click Add.
- The Add Task Items window appears.
- Add name, type and width.
- Click Add Item.
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To edit task items:
- Click Task Items.
- Click on an item to edit.
- Click Edit.
- The Edit Task Item screen appears.
- Make changes as necessary.
- Click Save Changes.
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To delete task items:
- Click Task Items.
- Click on an item to delete.
- Click Delete.
- The Delete Task Item window appears.
- Click Delete to confirm.
As the project manager, you may want to frequently upate the project summary which appears at the top of the overview page for the project.
Note: You must be the Project Mangaer to change the project summary.
To change the project summary, follow these steps:
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Click Project from the main navigation.
The Project List window appears.
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Click on the Project Name of the project you want to customize. Use the drop-down menu to find the correct project depending on project type.
The Project window appears.
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Click Edit Summary.
Make text changes as necessary.
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Click Save Summary.
Documents and links can be added to a project by the Project Manager. These should be the main project documents and references.
Project members can also add documents to any job or task.
To add documents and links to the project overview:
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Click Project from the main navigation.
The Project List window appears.
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From the drop-down menu to select the project depending on project type.
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Click the project containing the job to which you want to add documents and links.
The Project window appears.
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Click Discussions and Links.
The Discussions and Links window appears.
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To add links:
- Click Add under links.
- Add Links window appears.
- Add title.
- Add URL. Be sure the URL includes http://
- Choose to open link in new browser window or same window.
- Click Add Link.
These links will show up on the Project Overview page.
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To add discussions:
- Click Start Discussion under discussions.
- The Start Discussions window appears.
- Fill in Discussion Name and Purpose.
- If you'd like to add a document, click Browse to find the file you want to upload.
- Choose members who should be notified of this new discussion, or of any consequent discussion threads related to this document. These members will receive a notification on their Home Pages and on their project overview pages.
- Click Add Discussion.
To add the first thread to the discussion, type your comments in the discussion box, and click Add Comment.
If you import project data into an existing project, the data imported will overwrite the existing data.
To import project data in a CSV (comma separated value) file, follow these steps:
Note: You may only import project data if you are the Project Manager of the project.
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Click Project from the main navigation.
The Project List window appears.
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Click on the Project Name of the project to which you want to import data.
The Project window appears.
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Click Project Settings.
The Project Settings Menu screen appears for this particular project.
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Click on Import Project Data from CSV File.
The Project Data Import window appears.
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ClickBrowse to find the file to upload.
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Click Import Project Data.
Note: If you import project data, the data will overwrite any data in the project. Be sure to import CSV file in order specified in Order of Items in CSV file.
To export project/member data to a CSV (comma separated value) file, follow these steps:
Note: You must be the Project Manager to changes these settings.
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Click Project from the main navigation.
The Project List window appears.
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Click on the Project Name of the project you want to export.
The Project window appears.
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Click Project Settings.
The Project Settings Menu screen appears for this particular project.
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Click on Export Project Data to CSV File.
The Data Export window appears.
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Check the data to export.
Click Export Project Data.
Note: The exported data will export without column headings, as each column would require different headings depending on the row. Please refer to the Order of Items in CSV File help page to see how the data is displayed. This page can be found by clicking on the link on the Export Project Data to CSV File page.
Jobs are created for each project, and tasks are created within the jobs.
Note: In order to add/edit/delete jobs or tasks to projects, you must be a member of the project or the project manager.
To add/edit/delete Jobs to Projects, follow these steps.
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To Add Jobs to Projects:
Click Project from the main navigation.
The Project List window appears.
Click on the Project Name of the project you want to customize. Use the drop-down menu to find the correct project.
The Project window appears.
Click the Add Job tab.
The Add Job window appears.
Fill in Job information:
- Choose where you want the job to appear. You can create jobs within jobs, or create jobs at the root level of the project.
- In the Job Name field, enter a job title.
- From the Time Period drop-down menu, select the time-frame of the Job. All tasks and jobs created under this job will have to be within this time period.
- From the Person-in-Charge drop-down menu, select the group member responsible for the job. The drop down menu consists of all appointed members of the project. If you want to appoint someone not on the list, the project manager must add the member.
Note: Person appointed in charge of the job will be notified any time a task under the job is added or modified.
- Fill in other fields as necessary.
When done, click Add Job.
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To Edit a Job in a Project:
Click on the job you want to edit.
The Job window appears.
Make changes as necessary.
Click Save Changes.
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To Delete a Job from a Project:
Note: You must be the project manager or the creator of the job to delete.
Click on the project you want to delete.
The Job window appears.
Click Delete.
Note: If you delete a Job, all jobs, tasks and documents in this Job will be deleted as well. This action cannot be undone.
The Delete Confirmation window appears.
Click Delete to confirm.
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To Copy Jobs in a Project:
Click on the project you want to copy.
Click Copy
Change information as necessary.
Click Add Job.
Jobs are created for each project, and tasks are created within the jobs for further detail and appointed responsibility.
Note: In order to add/edit/delete jobs or tasks to projects, you must be a member of the project or the project manager.
If you assign a task to another team member (not yourself), that team member will receive a notification in his or her Home Page notification box that a task has been assigned.
To add/edit/delete tasks to projects, follow these steps.
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To add tasks to projects:
Click Project from the main navigation.
The Project List window appears.
Click on the Project Name of the project you want to customize. Use the drop-down menu to find the correct project.
The Project window appears.
Decide where you want to add the task, and click the Add Task button where you want to add.
The Add Task window appears.
Fill in task information:
- In the Task Name field, enter a task title.
- From the Time Period drop-down menu, select the time duration for the job. This task must fit into the time period set for the job.
- From the Person-in-Charge drop-down menu, select the group member(s) responsible for the task.
- Fill in Notes and any other fields as necessary.
When done, click Add Task.
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To edit task:
Click on task to edit.
The Task window appears.
Make changes as necessary.
Click Save Changes.
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To delete tasks:
Note: You must be the project manager or the creator of the task to delete.
Click on the task to delete.
The Task window appears.
Click Delete.
Note: If you delete a tob, all discussions and documents for this task will be deleted.
The Delete Confirmation window appears.
Click Delete to confirm.
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To copy a task in a project:
Click on the project you want to copy.
Click Copy.
Change information as necessary.
Click Add Task.
For every job and task, project members can add threaded discussions and attach documents. Notifications can be sent to select members about the discussion and document updates.
Any documents associated with discussions can be updated by project members. When documents are being updated, they are "locked" so other users cannot edit the document at the same time.
Note: It is recommended you upload documents in the Cabinet as well, as these project documents do not allow for version control.
To add threaded discussions and documents, follow these steps:
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Click Project from the main navigation.
The Project List window appears.
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Click on the Project Name of the project you want to customize. Use the drop-down menu to find the correct project.
The Project window appears.
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Click the Detailed View of the project.
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Click the Add button next to your selected job or task.
The Add Discussion window appears.
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Fill in information:
- Add Discussion Name.
- Add Purpose of discussion.
- Upload file if you want to attach a document by clicking Browse and finding file on your hard drive.
- Choose project members to receive notifications for this discussion/document.
Click Add Discussion.
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To add the first thread to the discussion, type your comments in the discussion box, and click Add Comment.
Any documents associated with discussions can be updated by project members. When documents are being updated, they are "locked" so other users cannot edit the document at the same time.
Note: It is recommended you upload documents in the Cabinet as well, as these project documents do not allow for version control.
To edit/delete project documents:
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Click Project from the main navigation.
The Project List window appears.
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Click on the Project Name of the project you want to customize. Use the drop-down menu to find the correct project.
The Project window appears.
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Click the Detailed View of the project.
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Click the discussion you want to edit or delete.
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Click on the Discussion Title.
The Project Discussion Details window appears.
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To add to the discussion thread:
Add comments to the Discussion text field.
Click Add Comment.
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To edit Discussion Details:
Click Edit.
The Edit Discussion Details and Edit Document window appears.
Make changes to location, name or purpose.
Click Save Changes.
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To edit the attached document:
Click Edit.
The Edit Discussion Details and Edit Document window appears.
Click Browse to upload latest version of the document from your hard drive.
Click Save Changes.
Note: When you edit the document, the document will be locked so other project members cannot edit simultaneously. If you decide not to edit the document, click Unlock to allow other members to edit.
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To delete a discussion:
Note: To delete a discussion you must be the creator of the document or the project manager.
Click Delete.
The Delete Confirmation window appears.
Click Delete to confirm.
Note: If you delete a discussion, all threaded comments and attached documents will be deleted as well.
To change the order of jobs that are displayed in a project, follow these steps:
Note: To change the order of jobs/tasks, you must be a member of the project.
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Click Project from the main navigation.
The Project List window appears.
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Click on the Project Name of the project you want to customize. Use the drop-down menu to find the correct project.
The Project window appears.
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Click Change Order.
The Change Order window appears.
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Click on the job or task you want to reorder.
Use the Up and Down arrows to change the order. Use the double arrows to move a job or task immediately to the top or bottom of the list.
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When done, click Back. The changes will be saved.
On each project overview page, you will see your assigned tasks and notifications at the top of the page. Additionally, if you want to see a summary of all your tasks from all projects in one place, click the Task tab within Project.
To view tasks by status, follow these steps:
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Click Project from the main navigation.
The Project List window appears.
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Click on the Project Name of the project you want to customize. Use the drop-down menu to find the correct project.
The Project window appears.
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Click the Task tab.
A summary window of all your tasks from all jobs will appear.
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To view by status, use the status pull-down menu at the top.
Tasks will appear based on status.
Project has many view options to make tracking and management of projects easy.
To view project list:
- Click Project from the main navigation OR click the Project List tab from within Project.
- Use the pull-down menu to find specific projects.
To view specific project overview:
- Click on the Project Name of any project, and you will see the overview page for that project.
Project Views:
You can view projects in two modes:
Gantt Chart
- Shows timeline view with colored bars indicating project estimated timelines and actual timelines.
- Use the pull-down menu to change the month view increments from 2, 3, 6 and 12 month intervals, depending on the length of the project timeline.
Detailed View:
- Shows notes and all entered information for each job and task.
- View acts as a status report of the project.
For either view, you click on the Expand or Collapse buttons.
- Expand will show all levels of jobs and tasks.
- Collapse will show just root level jobs.
- You can use the + and - buttons next to the jobs to expand only select jobs.
You can also view by status by using the status pull-down menu:
- Delayed
- In Progress
- Complete
To view job and task discussions:
- From the Detail View, click on the Discussion Names next to a job or task to see the Discussion Details.
You must be the Project Manager to changes these settings. To set a project as complete, follow these steps:
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Click Project from the main navigation.
The Project List window appears.
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Click on the Project Name of the project you want to complete.
The Project window appears.
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Click Complete Project.
The confirmation window appears.
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Click Complete Project to confirm.
To resume a project that has been previously set as complete, follow these steps:
Note: You must be the project manager to resume a project.
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Click Project from the main navigation.
The Project List window appears.
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Use the pull-down menu to find Completed Projects.
Click on the Project Name of the project you want to resume.
The Project window appears.
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Click Project Settings.
The Project Settings list appears.
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Click Resume Project.
The confirmation window appears.
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Click Resume Project to confirm.
You can control your personal default view of Project.
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Click My Options > Applications > Project > Display.
The Project Display window will appear.
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Click Expand or Collapse for all views.
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Click Save Changes.
These settings will determine the default view of your project overview pages.
Access Permissions to Project are set up by the administrator.
Since licensing for Web Forms and Project can be sold separately from the rest of the Share360 applications, the admin will set up permissions to use Project in the registration screens.
If you are an administrator, to allow use of Web Forms, follow these steps.
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General Access:
Click on Admin Tools > License > Registration and License File.
If you are not already logged in as Admin, enter your admin password when prompted.
The Registation License Settings window appears.
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Click License Select Users for Applications.
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Assuming you have already entered your registration codes, click User Settings.
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Next to Share360 v.2.0, click Edit.
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Use the group pull down menu to find the users you want to add.
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Select users and click Add to give them access to Project.
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Click Save.
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Project Permissions: After you associate users with individual user license, you can set up further access permissions to Project as follows:
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Click on Admin Tools > Applications> Project > Set Project Permissions.
If you are not already logged in as Admin, enter your admin password when prompted.
The Set Project Permissions window appears.
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Click on a user, then click Edit Permission.
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Choose from the following:
Browse Public Projects
- Browse Public Projects she/he does not participate in
- No Access to Public Projects other than Projects she/he participates in
Create Projects
- User Cannot create new projects
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Click Save Setting.
As the administrator, you have the option of letting users set up private projects or not.
Private projects are projects that only the project members, project manager and system administrator can see. Other users will have no access to a private project.
Note: Admin can only see the title and update record of a Private Project. The admin also has authority to delete the private project.
To allow private projects, follow these steps:
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Click Admin Tools > Applications > Project > Private Projects.
If you are not already logged in as Admin, enter your admin password when prompted.
The Private Projects window appears.
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Click Allow Private Projects.
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Click Save Setting.
As a system administrator, you have access to "clean up" projects, by viewing the list of all projects and deleting defunct or old projects.
- View all projects, including name, status, last upate time, and type (private/public).
- Delete any project.
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Click on Admin Tools > Applications > Project > Project General Administration.
If you are not already logged in as Admin, enter your admin password when prompted.
The Project General Administration window will appear, which will list all in progress and completed projects.
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To delete old projects, click Delete next to the project.
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To change the order of the projects, click Change Order.
- Click on the project you want to move.
- Use the up and down arrows to move the project. Use the double arrows to move the project immediately to the bottom or the top of the list.