Intrexx Share 3.0 - Projects

1. General

In the "Projects" module, you can create and organize projects. "Projects" is an independent application that is included in the import packet of Intrexx Share and can be positioned freely in the portal menu structure. When you open "Projects" in the browser, you will still have access to the Intrexx Share Navigation portlet. The functions and appearance are identical whether you open "Projects" from within Intrexx Share or not. The email service should be configured to get the most out of the application.

2. Create project




Click on "Create project".

Project name / Description

Provide the project with a name and description in these fields.

Start / End of project

Enter the start and end date of the project here.

Project image

You can upload an image that represents the project here.

Project files

You can upload any number of relevant files here.

Save

Saves the entries. Tasks can be created in the next step.

3. Create task




Click on "Create task".

Task title / Description

Provide the task with a title and description in these fields.

File

You can upload any number of relevant files here.

Project

Select the project to which the task should be assigned.

Create new project
Opens a page where a new project can be created.

Responsible

Select the employee who is responsible for the task.

Add new user

Opens a page where users can be added to the project.

Priority

Define the task's priority as low, medium or high.

Plan (Start) / Plan (End)

The task should be started and ended by the respective dates here.

Status

You can give tasks one of the following statuses:

Options...

Shows or hides the bottom area of the dialog.

Email to responsible person if task is overdue

If the date entered in the "Plan (End)" field is exceeded, an email is automatically sent to the person selected in the "Responsible" field.

Email to project manager if status is changed to completed

If the status is changed to "Completed", an email is automatically sent to the employee who is responsible for the project.

Create a post on News that the task was created

The task is shown as a post in the News module. The permissions defined for the app apply here.

Save

Saves the entries.

4. Project - Tasks




In the middle column of the project page, you will find the "Project - Tasks" portlet.

Filters

Click on "Show/Hide filter" to open a calendar that allows you to filter the task list by the Plan (End) field. You can also filter the tasks by their priority by clicking on the corresponding button at the top of the portlet.

Backlog/Idea (show/hide)

Shows or hides the area where tasks, whose status is not "To-do", "In progress" or "Completed".

Options




Click on "Options" to open the menu for the respective task.

Edit

Opens a page where the task can be edited.

Options




Opens a page where the additional task options can be defined, the status can be updated, and tags can be added to the task.

Status

Allows you to update the task status.

Move




You can move the task to another project with this menu item.

View project




Opens a page that presents the most important information about the project tasks in a table. The task table can be filtered using the buttons at the top of the page.

History




The progress of the task processing is documented here.

Details




On this tab, you can view more details about the task. Click on "Edit" at the top right to edit the task status. Click on the "Edit" button at the bottom if you would like to modify other details about the task.



You can also access the "History" and "Details" pages by clicking on the task's title. The number of files, which have been uploaded to the task, are displayed next to the symbol. Furthermore, you can see how many comments have been added to the task next to the symbol. The task, which is under "Backlog/Idea" in our example, will be moved under the corresponding status column at the bottom when the status is changed.

5. Project - Team




In the left column of the project page, you will find the "Project - Team" portlet.

Project leader(s)

The profile picture(s) of the project leader(s) are shown here. Click on a picture to see more profile information.



Click on "Edit project leaders" to open a page where the project leaders can be adjusted, provided you have the corresponding permission.

Project members




The profile picture(s) of the project members are shown here. Click on a picture to see more profile information.



Click on "Edit project members" to open a page where the project members can be adjusted, provided you have the corresponding permission. Move users who should be members from the "Not selected" list to the "Selected" list via the button. If a user is removed from the "Selected" list, tasks assigned to them will not be changed.

Import members from a Share group

With this setting, the members of an Intrexx Share group can be transferred to the project team. Select the group in the drop-down list beneath this setting. You can only select groups that you are a member of. The group members will automatically be added to the "Selected" list.

Create Share group

With this setting, a Share group with the members defined here will be created automatically when you click on "Save". The project title will be used as the group name.

6. Project - Info




In the right column of the project page, you will find the "Project - Info" portlet. Click on the project image or title to refresh the Project - Tasks portlet. Click on "Options" to open a menu that allows you to administrate the project. The portlet displays how many tasks are open (Status = "Backlog/Idea" or "To-do") and how many tasks are in progress or have been completed. The project duration and the project leader are shown at the bottom.

7. Project - Files




In the right column of the project page, you will find the "Project - Files" portlet beneath the "Project - Info" portlet. All files that have been uploaded while tasks were created or edited are shown. You can search for files by name in the search field.

8. Projects - Tiles




This portlet is also the start page of the Projects module and presents all projects, which you have permission for, as titles. Each tile contains the same information as in the Project - Info portlet. Click on the project image or title to open the project page.

"Options"

Click on this button to open the menu for the project.

Edit

Opens a page where the project data can be edited.

Team

Opens a page where the team members can be adjusted.

Project leader(s)

Opens a page where the project leaders can be adjusted.

Archive

Opens a page where the project can be added to the archive. The project can no longer be selected in filters, and tasks can no longer be assigned to it.

Notifications

Notifications for this project can be activated/deactivated here.

9. Permissions

So that the Projects module can be used with all of its functions, you need to give the users the following permissions:
The following is required to view the tasks: