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Projects: Create and manage projects

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What is a project?

A project allows you to create, organize, and collaborate on related tasks. For example, if you wanted to organize liaison outreach with each academic department, you could create a project with a series of tasks assigned to different librarians. Each task could be associated with the respective faculty member's profile, allowing each librarian to easily log related interactions and notes along the way. As each librarian finishes their outreach with a particular department, they could mark the task as complete.

Within a project, you can also upload notes and attachments, allowing you to easily share important documents, meeting minutes, etc., with your team.

When creating a project, you can either start from scratch or apply preset settings saved to a project template.


Add a new project

  1. From the Projects page, click on the New Project button at the top of the page.
The New Project option under the Projects page
  1. If you'd like to apply preset options and details from a project template, select it from the From Template Project dropdown.
  2. On the New Project modal, give your project a descriptive title.
  3. Only select the Is this a Template? checkbox if you want to create a reusable project template, rather than an actual project. Learn more...
  4. Optionally, you can specify a target start date and end date for the project.
  5. By default, the status of your new project will be set to active. However, you can optionally change this to Inactive or Completed if needed. (Don't worry: you can update this later as the project progresses.)
  6. In the Brief Description field, you can add an optional overview or mission for the project.
  7. Use the Project Members field to select those users who are collaborating on this project.
  8. Use the Associated Records field to select those person or organization profiles associated with this project.
  9. Optionally, you can use the Details field to add a more detailed overview of the project, or other important info.
  10. By default, you will be listed as a project's owner when you create it. However, you can change this role to another user via the Owner field.
  11. If this project is itself part of a larger project, you can actually designate its parent project. This can help you keep your related projects more organized.
  12. Click the Save button.
Adding a new project

Manage a project

To view a project's general information, tasks, interactions, notes/attachments, and discussions:

  1. Click on assignment Projects in the command bar.
  2. On the Current List of Projects page you can use the various navigation options to help locate the project you are looking for:
    1. Enter text in the Keyword filter to show only profiles containing that search term in the Name, Email, Type, and/or Record Owner fields.
    2. Enter text in the Title filter to show only projects containing that search term in the Title field.
    3. Use the Owner filter to show only projects owned by any of the selected project owners.
    4. Use the Status filter to show only projects with the selected Status -- Active, Inactive, or Completed.
    5. Use the Updated filter to show only projects that have been updated within the selected date range.
    6. Use the End date filter to show only projects that have an End Date within the selected date range.
    7. Use the # Members filter to show only projects having a certain number of project members.
      • From the dropdown, select the operator you want to use: greater than (>), less than (<), or equal to (=).
      • In the number field, use the up/down arrows or type in the number of members to filter by.
      • For example, to show only records with more than 3 members, select the greater than (>) operator from the dropdown, then enter 3 in the number field.
    8. Click on a column heading to sort by that column in ascending order. Click it a second time to sort in descending order.
  3. To view the project, click on its name.
Clicking a project's name on the Projects page

General information

To edit a project's general information, such as its dates, status, and members:

  1. To edit a project, click on its mode_edit icon in the Actions column.
A project's Edit icon
  1. In the Edit Project window, modify the desired fields and click the Save button.
The Edit Project window
While viewing a project

If you are already viewing a project, you can edit its info by clicking on the Edit button in the General Information box.

Clicking the Edit button in the General Information box

Tasks

  1. On the project's page, use the options in the Current List of Tasks box to manage its tasks.
    1. Use the search box to search for tasks by subject.
    2. Use the page controls to navigate the list of tasks
    3. Click on the task's subject to view its details.
    4. To edit a task, click on its mode_edit icon in the Actions column.
    5. To permanently delete a task, click on its delete_forever icon in the Actions column.
    6. Click on the Refresh button to refresh the list of tasks.
    7. Click on the New Task button to add a new task.
Options for managing a project's tasks

Interactions

  1. Use the options in the Current List of Interactions box to manage interactions in this project.
    1. Use the search box to search for tasks by subject.
    2. Use the page controls to navigate the list of tasks
    3. Click on the task's subject to view its details.
    4. To edit an interaction, click on its mode_edit icon in the Actions column.
    5. For interactions that are generated from another Springshare product, you can click on the remove_red_eye icon in the Actions column to view more information about it.
    6. To permanently delete an interaction, click on its delete_forever icon in the Actions column.
    7. Click on the Refresh button to refresh the list of interactions.
    8. Click on the New Interaction button to add a new interaction.
Options for managing a project's interactions

Notes & attachments

Notes allow you to store important info and attachments with a profile or project. This could include meeting notes, agendas, flyers, transcripts, licenses, contracts, and any other important information you might need to track. By keeping this organized right within your profiles and projects, they're easier to find and share.

  1. Use the options in the Current List of Notes & Attachments box to manage the notes added to the project.
    1. Use the search box to look for notes by subject.
    2. Use the page controls to navigate the list of notes.
    3. Click on the note's subject to view its details.
    4. To edit a note, click on its mode_edit icon in the Actions column.
    5. To permanently delete a note, click on its delete_forever icon in the Actions column.
    6. Click on the Refresh button to refresh the list of notes.
    7. Click on the New Note/Attachment button to add a new note for that project.
Options in the Current list of Notes & Attachments box

Discussions

Each project has its own discussion board, allowing members to communicate throughout the duration of the project. This helps facilitate collaboration, keeping the project's communication in one place -- right alongside the project's other content, including tasks, interactions, and notes. Not only does it give project members a central place to look for updates and information, it also helps keep an archive of the project team's communications. To manage a project's discussions, scroll down to the Current List of Discussions box.

The Current List of Discussions box
Add posts

To add a new thread to a project's discussion board:

  1. Click on the New Post button.
The New Post button
  1. In the New Post window, enter a title for your discussion (maximum of 255 characters). This will help other project members know what this particular discussion is about.
  2. In the Message text area, use the rich text editor to enter the body of your post. This is what project members will see when they click on the title to view the full discussion thread.
  3. Click the Save button to finish adding your new post.
Options in the New Post modal
Read and reply to posts
  1. To view a discussion post, click on its Title in the Current list of discussions box.
Clicking a post's title in the Current List of Discussions box
  1. The original post's message will display at the top of the page, with all replies threaded below it.
  2. To add your own reply, click on the Reply button.
The Reply button in a discussion thread
  1. In the New Post window, enter the text of your reply in the Message field, using the rich text editor to add formatting and styles.
  2. Click the Save button. Your reply will appear at the bottom of the thread.
The New Post window
Manage posts

A user's permission level determines which posts they are allowed to edit or delete: although Admin users can edit and delete posts & replies from any user, Regular users can only delete and edit their own posts & replies.

  1. To edit a post or reply, click on its edit icon.
  2. To permanently delete a post or reply, click on its delete_forever icon.
A reply's edit and delete forever icons
  1. Although individual posts can be edited or deleted at any time, you cannot delete an entire discussion that has one or more replies.
A discussion with replies and the delete forever icon disabled

Manage a people profile's projects

To view and manage associated projects in a person's profile:

  1. Go to Profiles > People.
The People page displaying the filter options and list of profiles
  1. To view the person's profile, click on their name.
    1. Enter text in the Keyword filter to show only profiles containing that search term in the Name, Email, Type, and/or Record Owner fields.
    2. Enter text in the Name filter to show only profiles containing that search term in the Name field.
    3. Use the Type filter to show only profiles matching any of the selected profile Types.
    4. Enter text in the Email filter to show only profiles containing that search term in the Email field.
    5. Use the Owner filter to show only profiles owned by any of the selected Record Owners.
    6. Use the # Interactions filter to show only profiles having a certain number of interactions.
      • From the dropdown, select the operator you want to use: greater than (>), less than (<), or equal to (=).
      • In the number field, use the up/down arrows or type in the number of interactions to filter by.
      • For example, to show only records with more than 5 interactions, select the greater than (>) operator from the dropdown, then enter 5 in the number field.
    7. Use the Last Interaction filter to show only profiles with a last interaction within the selected date range.
    8. If you have applied one or more filters, click on the Clear Search button to reset them.
    9. Use the page controls to change how may profiles display at once and to navigate between pages or records.
    10. Click on a column heading to sort by that column in ascending order. Click it a second time to sort in descending order.
    11. Click on the refresh icon to refresh the list of records.
  2. Scroll down to the Current List of Projects box to manage the projects associated with that person.
    1. Use the search box to find for projects by name.
    2. Use the page controls to navigate the list of projects
    3. Click on the project's name to view its details.
    4. To edit a project, click on its Edit (mode_edit) icon in the Actions column.
    5. To permanently delete a project, click on its Delete (delete_forever) icon in the Actions column.
    6. Click on the Refresh button to refresh the list of projects.
    7. Click on the New Project button to add a new project associated with that person.
Options in the Current List of Projects box

Manage an organization profile's projects

To view and manage associated projects in an organization's profile:

  1. Go to Profiles > Organizations.
The Organizations page displaying the filter options and list of profiles
  1. To view the organization's profile, click on its name.
    1. Enter text in the Keyword filter to show only profiles containing that search term in the Name, Email, Type, and/or Record Owner fields.
    2. Enter text in the Name filter to show only profiles containing that search term in the Name field.
    3. Use the Type filter to show only profiles matching any of the selected profile Types.
    4. Enter text in the Email filter to show only profiles containing that search term in the Email field.
    5. Use the Owner filter to show only profiles owned by any of the selected Record Owners.
    6. Use the # Interactions filter to show only profiles having a certain number of interactions.
      • From the dropdown, select the operator you want to use: greater than (>), less than (<), or equal to (=).
      • In the number field, use the up/down arrows or type in the number of interactions to filter by.
      • For example, to show only records with more than 5 interactions, select the greater than (>) operator from the dropdown, then enter 5 in the number field.
    7. Use the Last Interaction filter to show only profiles with a last interaction within the selected date range.
    8. If you have applied one or more filters, click on the Clear Search button to reset them.
    9. Use the page controls to change how may profiles display at once and to navigate between pages or records.
    10. Click on a column heading to sort by that column in ascending order. Click it a second time to sort in descending order.
    11. Click on the refresh icon to refresh the list of records.
  2. Use the options in the Current List of Projects box to manage tasks with that organization.
    1. Use the search box to find for projects by name.
    2. Use the page controls to navigate the list of projects
    3. Click on the project's name to view its details.
    4. To edit a project, click on its Edit (mode_edit) icon in the Actions column.
    5. To permanently delete a project, click on its Delete (delete_forever) icon in the Actions column.
    6. Click on the Refresh button to refresh the list of projects.
    7. Click on the New Project button to add a new project associated with that organization.
Options in the Current List of Projects box

Delete a project

To delete a project:

  1. Click on its delete_forever icon in the Actions column.
A project's Delete icon
  1. When prompted, confirm the deletion and click the Delete button.
Confirming a project deletion

While viewing a project

If you are already viewing a project, you can delete it by clicking on the Delete Project button.

deleting a project while viewing it