Intrexx Share 3.1

Projects

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.

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.

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 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:

  • Backlog / Idea - Tasks that should not be completed yet or are new

  • To-do - Tasks that should be worked on

  • In progress - Tasks that the user has started to work on

  • Completed/Archive - Tasks that have been completed or archived

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.

Save

Saves all entries.

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.

Edit

Opens a page where the task can be edited.

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. 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. The task status can be changed by clicking on the arrow symbol.

Project - Team

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

Project management

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

A drop-down list will appear where you can select a Share group that you are a member of. The members of the group selected are automatically added to the "Selected" list. Not only group members will be added to the project in this case but also the Share posts of the respective project tasks. These will then no longer be shown on News but in the connected group.

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. The Share posts of the respective project tasks will then no longer be shown on News but in the connected group.

If a group is connected to a project, the following new portlets can be added to the group page:

  • "Group - Tasks" portlet

    The tasks are grouped together in this portlet

  • "Group - Project" portlet

    The project information is shown in this portlet

If a group is connected to a project, the following new portlets can be added to the project page:

Project - Info

You will find the "Project - Info" portlet in the right column of the project page. 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.

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.

Projects - Tiles

This portlet is also the start page of the Projects module and presents all projects, which you have permission for, as tiles. 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

If you click on this button next to the name of a group created by you, a menu with the following options will appear:

Edit

Opens a page where the project data can be edited.

Team

Opens a page where the team members can be adjusted.

Project management

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.

Create task

Opens a page where a task can be created for the project.

Notifications

Notifications for this project can be activated/deactivated here.