Introduction
The project list is where most of the operational work will take place. Through customizable views and filters, the list provides an overview of the company's projects.
Accessibility
As can be seen in the access matrix, the idea is to make projects easily accessible to allow information sharing and collaboration. If necessary, the access level for an individual project can be strictly limited.
Creating a New Project
A new project can be created by clicking the "+ New" button, which will redirect the user to a registration form.
Use the form to fill in the relevant project data.
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The available project types depend on the selected department.
The standard project form displays the following sections and fields.
| Field | Description |
|---|---|
| Project Name * | Project name or title |
| Department * | Relevant department |
| Project Type * | Relevant project type. Will show a list of project types depending on the selected department |
| Company | Relevant company |
| Project Manager * | Project manager. Requires a valid Business Online user and username |
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Some fields, marked with a red *, are mandatory for the project to be created.
Project Information
| Field | Description |
|---|---|
| Create Teams | Creates an internal Teams channel for the project |
| Share project | Creates an external Teams channel for the project |
| Restricted | Restricts the project workspace access level to the user who creates the project, the project manager, and internal resources |
| Description | Project description |
| Start Date | Project start date. |
| End Date | Project's planned or actual end date. |
| Status | Current project status. |
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When a project is set to restricted, it cannot be changed back, and the same applies if the project is open.
Project Connections
| Field | Description |
|---|---|
| Lead | Links relevant leads to the project. |
| Contract | Links relevant contracts to the project. |
When the new project is saved, by using the Save button at the top or bottom of the form, a new item is created.
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After a few seconds, a link to the project's workspace will appear, which is the project's operational platform.
Editing an Existing Project
A project can be updated or edited through the project item's edit form.
Once the changes are applied, use the Save button at the top or bottom of the form.
Why Edit?
The purpose of editing a project item can, for example, be to update the activity status. If you set a project's status to completed, as you can see below, it will automatically be hidden from all list views of active projects.
Viewing an Existing Project's Data
Click on the project name to view the project item's data. Note that the data cannot be edited through this form. The view form can be useful for, for example, reporting purposes.
Health Indicator
The project list has a column called Health that indicates whether a deviation, risk, or task needs attention.
By hovering the mouse pointer over the indicator, you can see the project's health divided into three: deviations, risks, and tasks. By default, the health indicator will be gray when no deviations, risks, or tasks are registered for the project.
As shown in the image above, the health indicator is red. If one of the three health indicators for the project is red, the overall indicator will also be red. In this case, there are certain tasks that deviate from today's goal. The health indicator is calculated by:
Deviation:
Red = Severity is 1 or 2 and there are open cases
Yellow = Overdue deviation or open deviation report with severity = 3
Green = The rest
Risk:
Red = A risk with a total risk value of 15 or more
Yellow = A risk with a total risk value between 10 and 12
Green = The rest
Task:
Red = Over 10% deviation from today's goal
Yellow = 10% deviation from today's goal
Green = The rest
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The health indicator is updated once daily, 03:30 CET.
Deleting a Project
A project can be deleted from the three-dot quick menu, or by selecting the item and pressing the delete button on the keyboard. A pop-up window asking for confirmation of the deletion will appear.
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The delete item functionality should only be used if the project has no archived value. For example, the project is a duplicate, was created by mistake, has been used as a test project, etc.
Projects can, and should, be archived by editing the status.
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Deleted items can be restored from the recycle bin.
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