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

This is the start page of the "Projects" module. Click on "Create project".

 

The project creator is automatically added to the project leaders.

Title / 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

An image can be uploaded here.

Project files

You can upload any number of relevant files here.

Members

The project members (team members) can be selected here. Click here for more information.

Save

Saves the entries.

On the start page of the "Projects" module, click on the title of a project to open it.

Create task

Click on "Create task". Any project member (team member) can create a new 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.

Processor

Select the employee who is responsible for the task.

Planned start / Planned 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 still need to be completed or new tasks

  • To-do
    Tasks to be performed

  • In process
    Tasks that are in process

  • Completed / Archive
    Tasks that are completed or archived

    The status values are predefined and cannot be extended.

Priority

Define the task's priority as low, medium or high. The priorities are predefined and cannot be extended.

Options link

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

A new task will be displayed as a post in the news feed with this setting.

Save

Saves all entries.

Project details page

The project detail page consists of

the "Project - Info" portlet at the top

and the "Project - Tasks" portlet at the bottom. Click here for general information about portlets.

Project - Info

Clicking on the project title updates the Project - Tasks portlet. The project management and the project description are displayed under the project title. You can find here the exact number of all tasks with the three statuses "to do", "in progress" and "completed".

Members

The number of project members is displayed here. Clicking on this button opens a page where the members can be managed.

Files

All the files you add when creating or editing projects and tasks can be accessed by clicking on the "Files" button here.

Options link

Clicking on "Options" opens the "Options" menu if you have the corresponding permissions.

Click on "Edit" to edit the project data. Click here for more information.

Clicking on "Notifications" opens another page. Here you can enable or disable that posts are displayed on the News page when changes are made to the project data. Click on the button to the right to do that. When enabled, the button background is displayed in color.

Project - Tasks

At the top right you will find the "Create task" button, which can be used to create new tasks. There is also a search field here in the "Tile" and "List" views, where you can search for a task's title, description, comments and processors.

Tasks can be displayed in a total of three ways by clicking on the following buttons:

Kanban board

This view is the default view.

The tasks are displayed in the "To do", "In progress" and "Completed" columns, depending on the task status. At the top right, the tasks can be sorted by priority and processor.

Tasks can be dragged and dropped into the desired column; this will change the status of the task automatically. Multiple tasks can also be dragged and dropped into the desired order within each column.

The task end is marked in red when the deadline has been reached.

The "Edit" button appears when the mouse touches a task. By clicking on it, the task data can be changed.

Below the button, you will find the scaled-down profile picture of the Intrexx Share user who is responsible for the task. Clicking on it displays additional profile data, which can be viewed with the corresponding permission.

The backlog can be accessed beneath the Kanban board; this is where all tasks that have not yet been assigned are collected.

List

Presents the tasks in list form.

At the top right, tasks can be filtered by status, priority and processor.

Clicking on a task title opens a detail page with the most important task data. From there you can also access the edit task page.

The task list displays the respective deadline date, the processor and the priority.

The status can be changed directly in the "To do" column. Click on the status of the desired task to do this. A page will then appear where you can select the new status from a list.

Calendar

Displays the tasks over the period Task start to Task end in a calendar.

Click here for general information about the calendar functions.

Task search

In the "Kanban board" and "List" views, you will find a search field to the left of the "Create task" button, which can be used to search for task title, description, comment and processor and to filter the list of tasks accordingly.

Task det

If you click on the title of a task in the project tasks in the Kanban board, List or Calendar view, the task details will open.

All important information about a task is displayed at the top of the page. The task description and attached files can be shown or hidden. You will find the "Edit button at the top right. By clicking on it, the task data can be changed.

Options link

Clicking on the "Options" button, which you can find to the right of the "Like" action, will bring up a menu.

Edit post

Shows the edit page for editing the post.

Hide all posts from this app

Hides all posts from the "Projects" module in the "News" module.

Move

With this menu item, tasks with comments can be moved to other locations in Intrexx Share.

To do this, you will find three buttons at the top of the page.

Move to a personal page

Moves the post to a personal page.

Enter the name of the user, whose personal page the task should be moved to. The visibility can be edited here and a comment can be added.

Move to a group

Moves the post to a group.

Select here the group the task should be moved to. A comment can be added here as well.

Move to an event

Moves the task to an event

Select here the event the task should be moved to. A comment can be added here as well.

Show/Hide this post

Hides or shows the posts for the task in the corresponding modules.

Report post

You can report posts with inappropriate content here. The Intrexx Share administrators will be notified of this automatically.

Activate/Deactivate notifications

Click here for more information.

Comments

At the bottom of the page, comments can be added and existing comments can be marked with the "Like" action. To add a comment, simply click on the "Add comment" link.

The comment can be entered here and a file can also be attached if required. The creator's profile picture is displayed to the left of the comment field. Clicking on it will show more user information released for that reader. Clicking OK saves a comment.

Clicking on "Options" to the right of an existing comment brings up a menu that can be used to edit or delete the comment.

History

 

Each task also contains a history in which the status and task changes are documented.

"Projects" start page

The start page of the "Projects" module is a portlet with the title "Projects". Click here for more information about portlets.

At the top right here you will find the "Create project" button, which can be used to create a new project.

Projects can be viewed by clicking on one of the following buttons:

Tile

This view is the default view.

All projects you are a member of are displayed in tiles. The most recently edited projects are displayed first. The project image, title and the number of tasks per status are displayed. Click on the project image or title to open the project page.

List

All projects you are a member of are displayed in a list.

Clicking on a project title opens the project tasks page.

Calendar

Displays all projects you are a member of in a calendar over the period from project start to project end.

Click here for general information about the calendar functions.

Resource

Displays all projects you are a member of in a resource diagram over the period from project start to project end.

The drop-down list at the top right next to the resource view button can be used to filter for a specific project. General information about the functions of the resource element is available here,

Archived

In the "Tile" and "List" views, you will also find the "Archived" button to the right of the buttons for the views. This allows you to filter for projects that were automatically archived when the project ended.

Project search

In the "Tile" and "List" views, you will find the "Project search" search field to the left of the "Create project" button. This allows you to search by project title, project description and project members and filter the list of projects accordingly.

Manage project leaders and members

 

The project creator is automatically added to the project leaders. Project leaders can use the "Manage members" button to open the project's edit page. There, additional users can be added as project team members.

At least one project leader must always be defined in a project. Clicking on Options to the right of the project leader will remove a project leader. Only project leaders can see the options button. To remove a project leader, another member must first be designated as a project leader. If this is not the case, a message will appear.

Clicking on Options to the right of a member will make them a project leader.

Afterwards, the original project leader can be removed from the project. This person is then seen as a "normal" project member.

Members can only be removed by the project leader via the "Manage members" button. This means that a member cannot leave the project by him or herself.

Project plugin for News posts

Tasks from projects can be displayed in the "News" module.

 

You can subscribe to the projects via the filter in News Click on the "More applications" link on the page that follows to subscribe to the projects afterwards.

If a project task is commented in News, then the comments will also be displayed in the task in the project and vice versa.