Introduction
When a project is created in the project list, a corresponding workspace will be generated. By using tools such as the quality control plan, timeline, project plan, resource overview, and many more, the workspace ensures stability and quality from start to finish.
Availability
As can be seen in the access matrix, the general idea is to make projects easily accessible to best allow information sharing and collaboration. If necessary, a project's access level can be strictly limited.
Project Types and Templates
The standard project workspace is built on a predefined project template, which contains predefined content. However, Business Online supports several customized workspace templates that work in parallel, using project types.
Accessing the Workspace
The workspace can be accessed by clicking on the workspace link for the project item in the project list.
Using the Workspace
When the workspace is opened, the user will have access to a range of tools and functions.
The workspace is divided into three main sections:
Information Card Section
Info Card
The information card displays an overview of the project's basic information. This information can be edited from the list using the edit form or by clicking on Info Card.
Internal users can join the project through the Join Group functionality, as long as the project is not set to restricted.
Event Calendar
Events and meetings scheduled through the project's group calendar in Outlook are displayed in the middle part of the information card.
Contacts and Resources
The bottom part provides an overview of the project's main contacts and resources.
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The information card is view-only. To add or edit contacts and resources, see external contacts / internal resources.
Main Section
Quality Control Plan (QCP)
The quality control plan, or QCP, is a step-by-step operational checklist to ensure efficiency and quality throughout the entire project lifecycle. The quality control plan will be at the top of the main section.
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The project's local QCP can be changed through the project's QCP admin if necessary.
Timeline
The timeline is essentially a log of the project's events. It can also be used to create notes, create and assign tasks, view relevant emails, and manually set relationships to other items if needed.
Document Library (Quick Part)
The document library web part displays the project's standard document library (the General folder, due to the integration with Microsoft Teams). It is available to project members and provides access to documents. These documents can be freely edited.
It is possible to approve a document through an approval workflow, which will publish the document to approved documents and increase the document version.
Planner Module
The status window provides an overview of the project's Planner tasks.
Navigation Menu
Conversations
Conversations is the shared mailbox for the Microsoft 365 group. Members of a group can access this mailbox from Outlook.
Notebook
A shared OneNote for each workspace that allows users to share and collaborate on taking notes, minutes, and other types of notes relevant to the project's workspace.
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One of the main features of Business Online is the digital adoption strategy within the architecture. For example, you always know where to find or write notes based on the workspace you are working in.
Documents
The documents link in the navigation menu redirects the user to the actual document library behind the document library quick part displayed on the project's home page. The library offers some additional tools and is more customizable than the web part, for example, document approval.
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When creating document profiles, the maximum file size is 100 MB per file.
Exceeding this limit will result in the file not being published. To avoid this issue, resize all graphics to a smaller size.
Planner
With Planner, you and your team can create plans, assign tasks, chat about tasks, and view charts of the team's progress.
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Open Planner via the navigation menu to activate it for your current workspace.
External Contacts
The web part for external contacts is used to manage external contacts relevant to the project.
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For a contact to appear on the information card, the Show on workspace homepage toggle must be enabled when the contact is added, or by editing an existing contact.
Internal Resources
The web part for internal resources is used to manage internal resources relevant to the project.
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For a contact to appear on the information card, the Show on workspace homepage toggle must be enabled when the contact is added, or by editing an existing contact.
Project Plan
See project plan.
QHSE Cases
A simple overview of the project's current QHSE cases, as well as relevant dates and statuses.
1) QHSE cases can be edited by clicking the pencil icon.
2) A link will appear if an NCR workspace has been generated.
Risk Analysis
Define and assess potential risks and hazards through the project's risk analysis functionality, built on a combination of the risk matrix and bowtie method.
See risk management.
Project Settings
QCP Admin
If the project type's standard QCP is not sufficient, it can be changed locally for the current project by using the project's QCP admin functionality.
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Can only be changed by the workspace manager (project manager).
RMS Admin
The effect category definitions are predefined from RMS Admin, but can be customized for each individual project workspace using RMS admin.
Approved Documents
Approved documents in the standard document library will receive a major version and will be published as an approved document, which is a read-only file.
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Read more about document control in our governing documents section.
The recycle bin, available via the navigation menu, is a temporary storage for deleted items that allows for time-limited recovery.
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