E-Project Users Manual

USERS MANUAL
FOR
2003-2006 Project.net, Inc.

All Rights Reserved.
VERSION 8.0
Version 8.0 rev1

December 2006
U SER S M ANUAL
TABLE
OF
CONTENTS
TABLE OF CONTENTS
U SE R S M AN U AL
FOR
V E R S I O N 8.0
1.
I N T R OD U C T I O N
1.1. Important
1.2. Conventions
1.3. Online Help
1.4. Administrators Manual

2.
10
P R O J EC T . N E T B ASI C S
11
2.1. Internationalization and Localization
11
2.1.1
Effects on all Modules
12
2.1.2
Effects to the Calendar Module
12
2.2. Workspaces
12
2.2.1
Personal Workspace
12
2.2.2
Projects
13
2.2.3
Business
13
2.2.4
Workspace
13
2.3. The User Interface
14
3.
2.3.1
The Screen
14
2.3.2
Workspace Tabs
14
2.3.3
Navigation Bar
14
2.3.4
Modules
15
2.3.5
Navigation Path Indication
16
2.3.6
Help Functions
16
2.3.7
Search the Workspace
17
2.3.8
Action Tool Bar
17
2.3.9
Channel Manager
18
R EG I ST R AT I ON / L O G I N

All Rights reserved.
20
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3.1. Invitation
20
3.2. Registration
21
3.2.1
First Page Login Information
21
3.2.2
Second Page License Selection
22
3.2.3
Third Page Name and Address Information
22
3.2.4
Fourth Page -- Verification
22
3.3. Login / Logout
27
3.3.1
Login
27
3.3.2
Log out
28
3.4. Forgotten Password or Login Name
4.
29
3.4.1
Forgotten Password
29
3.4.2
Forgotten Login Name
32
P E R S O N AL W O R K S P AC E
35
4.1. Navigation Bar
35
4.2. Dashboard
36
4.2.1
Portfolio View
37
4.3. Calendar
38
4.3.1
Meeting
38
4.3.2
Task
38
4.3.3
Event
39
4.3.4
Milestone
39
4.4. Assignments
39
4.5. Documents
40
4.6. Forms
40
4.7. Templates
40
4.7.1
Create a New Template
41
4.7.2
Template Browser
42
4.7.3
Modify a Template
42
4.7.4
Remove Templates
42
4.8. Setup
42
4.9. Personal Setup
43

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4.9.1
Personal Profile
43
4.9.2
Dashboard settings
44
4.9.3
Notifications
44
4.10. Project Setup
44
4.10.1 Project Templates
45
4.11. Licensing
5.
45
4.11.1 Responsible Licenses Setup
45
P R O J EC T W O R K S P A C E
50
5.1. Project Listing Page
50
5.1.1
Project Workspace
52
5.1.2
Project Portfolio Management
58
5.1.3
Project Logo
59
5.2. Navigation Bar
61
5.3. Project Dashboard
63
5.4. Directory
64
5.4.1
Participants Tab
64
5.4.2
Org Charts Tab
70
5.4.3
Assignments Tab
71
5.4.4
Roles Tab
72
5.5. Documents
76
5.6. Discussions
77
5.7. Forms
78
5.8. Process
79
5.8.1
Process Module
79
5.8.2
Phase
81
5.8.3
Gate
85
5.8.4
Deliverables
88
5.8.5
Milestones
94
5.8.6
Tasks
94
5.9. Scheduling
94
5.10. Calendar
95

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5.11. Workplan
95
5.11.1 Import MS Project Database (future extension)
97
5.11.2 Tasks
98
5.11.3 Milestones
106
5.12. Workflows
110
5.13. News
111
5.14. Subprojects
112
5.14.1 Create a New Subproject
114
5.14.2 View Subproject
114
5.14.3 Search this Project and its Subprojects
115
5.14.4 Remove a Subproject
116
5.15. Reports
117
5.15.1 Late Task Report
118
5.15.2 Tasks Coming Due Report
119
5.15.3 Resource Allocation Report
120
5.15.4 Over-allocated Resources Report
121
5.15.5 Scheduled Tasks Report
122
5.15.6 Form Item Summary Report
123
5.15.7 Form Item Time Series
124
5.15.8 New User Report
125
5.16. Setup
126
5.17. Personal Settings for this Project
127
5.17.1 Dashboard Channels
127
5.17.2 Notifications
128
5.18. Project Administrator Settings
129
5.18.1 Project Information
130
5.18.2 People and Roles
130
5.18.3 Project Templates
130
5.18.4 Workflows
136
5.18.5 Manage Forms
137
5.18.6 Security
138
5.19. Global Settings
139
5.19.1 Personal Profile

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6.
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CONTENTS
B U S IN E S S W O R K S PAC E
144
6.1. Business Listing Page
144
6.1.1
Business Workspace
145
6.1.2
Business Logo
147
6.2. Navigation Bar
149
6.3. Dashboard
150
6.4. Directory
152
6.4.1
Participants Tab
152
6.4.2
Roles Tab
157
6.5. Documents
161
6.6. Discussions
162
6.7. Forms
163
6.8. Projects
164
6.8.1
Create a New Project
165
6.8.2
Search in Projects
166
6.9. Calendar
167
6.10. Workflow
167
6.11. Templates
168
6.11.1 Create a New Template
170
6.11.2 Template Browser
170
6.11.3 Create a Project Workspace from a Template
171
6.11.4 Modify a Template
171
6.11.5 Remove a Template
172
6.12. News
172
6.13. Sub-businesses
173
6.13.1 Create a New Sub-business
174
6.13.2 View Sub-business
175
6.13.3 Search this Business and its Sub-businesses
175
6.14. Setup
176
6.15. Personal Settings for this Business
176
6.15.1 Dashboard Channels

177
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6.15.2 Email Notifications
178
6.16. Business Administrator Settings
180
6.16.1 Business Information
180
6.16.2 People and Roles
181
6.16.3 Business Templates
182
6.16.4 Workflows
184
6.16.5 Manage Forms
185
6.16.6 Security
186
G E N E R AL M O D U L ES
187
7.
7.1. Documents Module
187
7.1.1
Document Action Tool Bar
188
7.1.2
Action Tool Bar
196
7.1.3
Document Properties
205
7.2. Discussions Module
209
7.2.1
Discussion Groups
209
7.2.2
Discussion Posts
214
7.3. Forms Module
218
7.3.1
List View
219
7.3.2
Form Data
220
7.3.3
Add Workflows to Forms
225
7.4. Calendar Module
225
7.4.1
General
226
7.4.2
Meetings
228
7.4.3
Events
238
7.5. Workflow Module
241
7.5.1
Envelopes
242
7.5.2
Workflow Inbox
243
7.5.3
Steps
244
7.5.4
Transitions
245
7.5.5
Create a New Workflow
245
7.5.6
Workflows for Documents
245
7.5.7
Workflows for Forms
247
7.6. News Module

249
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7.6.1
Create a News Item
251
7.6.2
Modify a News Item
252
7.6.3
Remove a News Item
252
7.6.4
Create Notification
253
7.7. Notification
253
7.7.1
System Notifications
253
7.7.2
Configurable Notification
254
7.7.3
Create Notification
257
7.7.4
Modify Notification
258
7.7.5
Remove Notification
259

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1. INTRODUCTION
1.
INTRODUCTION
This Users Manual provides a detailed description of the functionality offered by the Project.net system.
After reading this manual, you should be able to use Project.net to participate in projects as a team
member. Some advanced topics such as setting up workspaces, designing forms, designing business
process workflows, and security are covered in the Project.net Administrators Guide.
Project.net is an easy to use, web-based application. The following prior experience is recommended:
Basic experience with Internet browsers
Basic experience with office software
Basic understanding of project management
1.1.
Important
This manual and any examples contained herein are provided as is and are subject to change without
notice.
1.2.
Conventions
The following conventions are used within this manual to convey instructions and information:
User actions such as clicking on a button or keying-in information are in boldface text
Italic text indicates optional elements.
L Shows important information for the reader.

Shows examples to ease understanding.
1.3.
Online Help
Supplementary to this users manual, there is additional help available for the user Online:
General Help located on the top right of the GUI below the users name
Context-sensitive Help accessible via the help button on the action tool bar

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1. INTRODUCTION
1.4.
Administrators Manual
More detailed information about special platform modules is provided within the Project.net
Administrators Manual. This manual contains the following main features:
Design Forms
Design Workflows
Setup Security Permissions
Licensing

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2.
PROJECT.NET BASICS
2.
PROJECT.NET BASICS
L Project.net is a web-based application for planning and coordinating projects.

With Project.net its easy to involve all project participants across organizational and geographical
boundaries.
Project.net provides functionality for:
Teams
Document sharing, manage forms, discussion groups, shared calendar, tasks,

milestones, project workflow, repeatable processes, deliverables, and other project
information.
Project Managers
Project planning, project portfolio management, deliverable tracking, email alerts

for project changes associated with any project, and project status reports.
With Project.net, you can create reusable templates that configure almost everything for a new project.
Using Project.net is easy once you learn how to move around within the application. Project.net is a type
of application known as a virtual workplace. Virtual workplaces are similar to physical, brick-andmortar workplaces, except that they exist within computer networks. Project.net allows you to rapidly
jump between virtual workspaces, e.g. projects.
Within each Project.net workspace there are several tools that represent file cabinets, wall charts,
discussions, folders, index cards, etc. in the physical world.
Finally, there is a set of actions that the user can perform on items within the Project.net application.
2.1.
Internationalization and Localization
All the text in the Project.net application can be displayed in different languages. Currently, Project.net
Inc. only provides an English version, but customers can provide translations to other languages.
Furthermore, all areas of the application are fully localized. This means that all dates, times, numbers,
currencies, and calendars are displayed according to the user's selected locale.
Notifications will be sent using the internationalization and localization preferences of the recipient.
To support these modifications, the following properties have to be specified during registration:
Preferred Language
Provides a selection of languages defined in the current application. The language selected here is used when sending
notifications. The notification is sent using the translation for the specified language.
Locale
Provides a selection of locales that determine how dates, times, numbers, and currencies are entered and displayed.
Time Zone
Provides a selection of time zones that determine how dates and times are calculated. All dates and times are entered
based on the selected time zone.

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2.
PROJECT.NET BASICS
2.1.1
Effects on all Modules
During the Log In process the user has to select which language to display the Project.net application.
Due to this selection, the whole application including help, functions, error messages, and any application
text is shown in the specified language.
data items entered will not be translated and therefore are displayed as entered
L The
notwithstanding the language selected.
2.1.2
Effects to the Calendar Module
According to the selection of the time zone and locale, the following items are displayed in the mode
appropriate to the current user settings:
The calendar will be displayed based on the users locale, e.g. the week will start with Monday in Europe and with Sunday
in the USA.
The calendar is completely tokenized, so the days as well as the months will be displayed in the language selected by the
user.
In a modification process of a meeting, the time zone of the locale of the current user will be displayed.
Meeting notifications will include the date and time in the format set by the receiver.
2.2.
Workspaces
Project.net workspaces create order, security, and clarity. Just as in the physical world, Project.net
provides several rooms that people can move between, gather in, and use to organize information.
Project.net has three types of Online Workspaces, which are called:
Personal Workspace
2.2.1
Project Workspaces
Business Workspaces
Personal Workspace
Each individual Project.net user has a Personal Workspace, which is not visible to anyone else.
This workspace provides customized views of your documents, work assignments, meetings, and
information about all the projects and businesses that you are a member of. The dashboard of the Personal
Workspace is the first page you will see after logging in.
L Your personal workspace is similar to your private office or workplace.

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2.
PROJECT.NET BASICS
2.2.2
Projects
By clicking on the top Projects icon, you can view a list of all the projects you are a member of. This
project listing view shows high-level status information about your projects. In some cases, projects may
be listed even though you do not have permission to enter that projects workspace. This is usually
because the project administrator has chosen to make the project listing visible to all users.
Each project has its own project workspace. This is where project team members share and manage
project information including schedules, milestones, tasks, forms, documents, metrics, discussions,
deliverables, issues, action items, decisions, etc. The information in a project workspace is only accessible
to people who are members of that project.
project workspace is similar to a team room or project that is shared by all project team
L Amembers.
2.2.3
Business
By clicking on the top Business icon, you see a list of all the business workspaces you are member of.
Each business has its own business workspace, which is used to group projects and participants by
business, department, customer, etc.
L A business workspace is similar to an office building containing people and projects.

2.2.4
Workspace
A workspace is a collection of data and information accessible only by participants who are invited and
therefore members of the workspace.

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2.
PROJECT.NET BASICS
2.3.
2.3.1
The User Interface

The Screen
Figure 2-1
2.3.2
Workspace Tabs
Refer to the associated number
in Figure 2-1.
The workspace tabs are located on the top of the window. With these tabs, you can easily change between
the three types of workspaces.
Figure 2-2
2.3.3
Navigation Bar
in Figure 2-1.
The navigation bar is located on the left of each page and appears slightly different depending of the type
of workspace you are currently in. On the navigation bar, you will always find the available modules for
the workspace.
Although the navigation bar modules are shown for the Personal Workspace, Project Workspace, or
Business Workspace, you will need to click a particular project workspace or business workspace to view
the navigation bar and modules.
Below you will find an example of the Project Workspace navigation bar.
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PROJECT.NET BASICS
Figure 2-3
L The Navigation Bar modules will change with each workspace.

Further information on the navigation bar can be found in the chapters about each workspace type in this
manual.
2.3.4
Modules
in Figure 2-1.
The modules are groups of functionality within workspaces. The modules available to each Project.net
workspace are described in the section for that workspace. Your ability to use each module in the project
and business workspaces depends on the permission of your assigned roles and/or individual permission
in these workspaces. These permissions can vary from project to project as well as from business to
business.
However, you can always use all the displayed modules in the Personal Workspace.

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2.
PROJECT.NET BASICS
2.3.5
Navigation Path Indication
The navigation path is not visible in Figure 2-1. This function is only available in the
L Note:
Project and Business Workspaces.
The navigation path is displayed at the top of the page. This provides an indication of where you are in
the application. You can return to a previous level by clicking on that level in the navigation path.
Figure 2-4
In the document module, you will see additional information about your location within the folder
structure. This indication will be above the file listing channel bar.
Figure 2-5
2.3.6
Help Functions
in the Figure 2-1.
The Help feature offers general assistance as well as information about a particular page.
Two help functions are available on Project.net:
General Help n located at the top right of the user interface.
Context-sensitive Help o accessible via the help button on the action tool bar.
Figure 2-6
L Currently, Help does not include an index or a search feature.

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2.3.7
Search the Workspace
You can search for several types of objects within the workspace.
in Figure 2-1.
Figure 2-7
Enter a key word or phrase into the search boxn.
Select the area o to be searched from the drop-down list (all, documents, tasks, deliverables, discussion, calendars, or
forms).
2.3.8
Select the Go button p.
Action Tool Bar
in Figure 2-1.
The action tool bar is a set of icons located at the top of the content area in the upper right hand corner of
each page. These icons can change depending upon the workspace you are in (Personal, Project,
Business) and where you are in that specific workspace.
The icons appear as follows:
Figure 2-8
The action toolbars functions vary slightly for each workspace type as well as from module to module.
Only certain actions are available for a given page. When an action is not available for a module, the icon
for that action will be greyed out, such as:
Figure 2-9
The functions are applied to the current module or to a selected item on the current page.
Clicking the Create action button on the document vault page will create a new document in
the folder currently being viewed.
Clicking the Remove action button on the document vault page requires that the user select a
file or folder to remove.

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For new users, the appearance / disappearance of icons in the action tool bar can sometimes be
confusing, but once you identify the actions associated with the icons and understand the reason
why some icons are not always present, the icons provide a fast method for completing tasks.
When an action is not available for a page, that icon is disabled (grayed out).
The available actions tools are:

Icon
Action
Description
Create
Create a new item. Depending on the module, this will create a new
document, discussion post, etc.
Modify
Modify the selected / current item.
Remove
Remove the selected / current item.
Refresh
Refresh the information on the current page. If the page is a form, this will
reset all form values to their original values.
Properties
Display the properties of the selected / current item.
Copy
Copy the selected / current item.
Link
Link other information to this item, i.e. link documents or issues to a task.
Workflow
Add the selected item to a workflow envelope. This opens the workflow
envelope wizard.
Search
Search for information within the current workspace.
Notify
Use this icon to select a document or object that you wish to subscribe to
delayed notification.
Help
Display context-sensitive help for the current module / item / object.
Security
This icon will show the current security access level and/or the required
security to view, modify, or perform any other functions on the selected
object.
Table 2-1
2.3.9
Channel Manager
in Figure 2-1.
Channels divide up the workspaces. Think of channel bars as another way to display topics visually. The
channels can differ depending upon your workspace. For the personal workspace, the channels include
Site Status, My Projects, New Items, Upcoming Meetings, Documents Checked Out by Me, and Workflow
Inbox.

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The Channel Manager allows you to control the appearance of your dashboard. You may choose to
display a channel or roll up the contents of the channel.
Figure 2-10
Click the
or
buttons n to collapse or expand a channel (roll up).
If you do not want a channel to appear in your content area, click on the
2.3.9.1
o to remove it.
Enabling and Disabling Channels
Figure 2-11
To enable channels on a workspace dashboard page:
Go to the specific Workspace. This can be a Personal, Project, or Business workspace. The dashboard of the workspace
appears.
Select either the Personalize this Page link directly, or
Click the Setup module on the navigation bar, and click the Dashboard Settings in the Personal Setup module area.
The Channel Manager appears; refer to Figure 2-11 (this example is a Personal Workspace).
Select the channels n that you want to appear on your workspace.
Click the Submit button o to finish the occurrence.

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3. REGISTRATION / LOGIN
3.
REGISTRATION / LOGIN
LDAP-based Registration
If your companys installation of Project.net is configured to use a LDAP server, the registration process
is simplified. When Project.net is configured to use an LDAP server, you only need to enter the LDAP
username, password, and license key provided to you to begin using Project.net. The registration process
below does not apply to you if your Project.net server is set up to use your organizations LDAP server.
Default Registration
Before you are able to login to Project.net, you have to complete the registration process. The registration
process itself has four different pages that collect information about you. As a general rule, all fields in
bold must be filled in.
3.1.
Invitation
To join a business or a project, the business or project manager sends you an e-mail invitation from the
appropriate workspace in Project.net.
Click the URI (Uniform Resource Identifier) link n in the invitation email. This link will take you to the
registration screen, as shown in Figure 3-1.

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Figure 3-1
3.2.
Registration
The Registration process itself has four different pages which collect information about you.
3.2.1
First Page Login Information
The first Registration page, Login Information, is used for entering your login name, password, email
address, and jog question.
This step is the first part of the security process. Each email address must have a unique username and
password. Multiple username and passwords cannot be assigned to a single email address.
Important:
Please register using the same email address where you received the invitation email.
note that the username and password are case sensitive. It is suggested you use all lower
L Please
case characters.

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You can register to use Project.net without first receiving an invitation email. However, you will not yet
have access to any business or project workspaces. Once you register and login, you can begin creating
your own workspaces.
You will also enter information for a jog question to help you remember your password in case you
forget it in the future. The jog question should be considered a second Password. As Passwords are oneway encrypted, if you have lost your Password and the jog question does not help, you will have to obtain
a new Password by requesting one from your Project.net administrator.
3.2.2
Second Page License Selection
On the next Registration page, License Selection, you need to enter the License key you received from
Project.net or your organizations Project.net Administrator.
3.2.3
Third Page Name and Address Information
The next Registration page, Name and Address Information, is where you enter your detailed address
information and determine your localization preferences. On this page you will also define your time
zone.
As the time zone is stored as GMT, you can schedule meetings, view schedule dates, and check-in or
check-out according to local time. Phone numbers can be entered free format, with no required brackets,
dashes, or dots.
We suggest entering the phone number according to international standard, i.e.:

+1 (123) 456 7890
+43 (123) 1234567-123
+ country code (area code) phone number - extension
3.2.4
Fourth Page -- Verification
The last Registration page, Verification, is used for entering the required Project.net verification, which
consists of your email address and the verification code that should have been automatically emailed to
you after you submitted the previous registration page.
Please note that if you click the register button in the third page you will receive an Email
notification with the verification code. When you open the Email, you will find the verification
code necessary to perform the final step of registration.
If you use the link in the Email, the fourth page will open once more and your email address and
the necessary authorization strings will be automatically filled in.

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Click on the Verify Now button and the verification process will be completed. You will see a
confirmation notice if the verification has been successful.
If you click the Verify Later button, you can restart the verification step at any time by clicking on the
link in the verification email you received.
The screen shots below illustrate the registration process.
Read the Terms of Use; refer to Figure 3-2.
Figure 3-2
Click the I Accept or I Decline button.
Figure 3-3
If you have accepted the Terms of Use, the User Registration Window opens; refer to Figure 3-4.

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Figure 3-4
Complete the registration fields. The required fields have bolded text.
your login name and password. You'll need this information each time you login to
L Remember
Project.net.
Click the Submit button.
The License Selection window opens, see Figure 3-5.

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Figure 3-5
Enter the License Key you received from Project.net or your organizations Project.net administrator.
Click on the Next button.
The Name and Address window opens; see Figure 3-6.
Enter your detailed address information and select your localization preferences by selecting
Preferred Language
Locale
Time Zone
L This information will be visable to every participant of the workspaces you are a member of.

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Figure 3-6
Shortly after clicking the Register button, a verification code will be sent by e-mail to you; refer to Figure 3-7.
Figure 3-7

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Click on the Link n (Figure 3-7) in the Verification e-mail and the filled in Verification window opens or
Enter your email address and the verification code in the final registration screen; refer to Figure 3-8.
Figure 3-8
After clicking on the Verify Now button, the verification process is finished and the login page will be opened.
If you select the Verify Later button, you can restart the verification step at any time by clicking on the link in the
verification e-mail you received.
3.3.
3.3.1
Login / Logout
Login
To Login to Project.net you have to perform the following actions:
Open your Browser. Go to the Project.net applications login page.
The Login Screen opens; refer to Figure 3-9.

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Figure 3-9
Select your preferred language n.
Enter your Login Name and Password; refer to o.
Click the Login button.
Project.net opens.
We suggest that you add the Project.net web address to your Favorite's List in your browser.
3.3.2
Log out
To Log out from Project.net you have to perform the following actions:
From any screen, click on the Log out button n that is located at the top of the screen, as shown below:
Figure 3-10
You are returned to the Project.net login screen.

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3.4.
Forgotten Password or Login Name
If you have forgotten your Password or Login Name, use the following procedures:
3.4.1
Forgotten Password
Go to the login page of the Project.net application.
Click on the Forgotten Password or Login Name link; refer to p in Figure 3-9.
The Forgotten Password or Login Name Window opens, as shown below:
Figure 3-11
Enter your e-mail address q and select the Forgot your password radio button r. Click the Next button.
The next window opens, as shown below.

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Figure 3-12
Enter your current Username as well as the answer to the jog question. Answer this question so that it exactly matches
the answer you gave when you registered on the site.
jog question serves as an additional identifier for Project.net to verify that you are
L The
authorized to access this account.
Click the Next button to finish the occurrence.
Wait for an e-mail with your new password that will be sent to the address you used when you registered with
Project.net; refer to Figure 3-13.

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Figure 3-13
You will Use the verification code s in this e-mail in the following steps:
Click on the Link t in the e-mail. This brings up a page for you to enter your e-mail address and verification code, and
allows you to reset the password u; refer to Figure 3-14.

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Figure 3-14
Click the Finish button.
You will see a Message that your password has been changed. Click the Back to Login button.
The Login page where you are able to login with your new password appears.
3.4.2
Forgotten Login Name
Go to the Project.net applications login page
Click on the Forgotten Password or Login Name link. The Forgotten Password or Login Name window opens; refer to
Figure 3-11.
Key in your e-mail address q and select the Forgot your login name radio button r.
Click the Next button. The next window opens.You will see a combo box requesting your first name, last name, and your
jog question response. (This information was obtained in the initial registration process).

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Figure 3-15
Key in your data in the appropriate fieldss; refer to Figure 3-15.
Click the Finish button to finish the occurrence.
An e-mail is sent to your e-mail address with your Login ID (name) t; see below.

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Figure 3-16
Use this Login ID (Username) and your Password to access the Project.net site.

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4. PERSONAL WORKSPACE
4.
PERSONAL WORKSPACE
Figure 4-1
After a successful login to Project.net, the first page you see is the dashboard of your personal workspace
is titled Personal Workspace. Every user has his or her own personal workspace, which is not visible to
anyone else.
The main page, or dashboard, is where you would typically go after you login. This is not a requirement
though. As with any browser-based tool, you can go immediately to where you want on Project.net. All
you have to do is pass through the login page.
4.1.
Navigation Bar
Henceforth, listed modules are available in your Personal Workspace on the navigation bar;
refer to the associated number
in Figure 4-1.
Dashboard
This gives you an overview of your projects, tasks, and new items. It is your personal homepage. By clicking on the
dashboard link from anywhere in the Personal workspace, you will be brought back to your dashboard.

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Calendar
This is your personal calendar. It will show all items in all of your projects.
Four items appear in a calendar:
Events
Meetings
Tasks
Milestones.
Assignments
An assignment is anything designated to you as a member of a project. Once you have accepted an invitation to a project,
assignment(s) will automatically be added to your Personal workspace. The assignments will appear in the associated
Project and Business workspaces. You can enter status information in the appropriate form in the Project workspace to
indicate what progress you have made or if there are any problems with the assignment.
Documents
In this module, you can create files and folders that are private to you. Note that no other user can see these documents.
Note that this is only the case in the personal workspace.
Forms
This module lists all personal forms you have created. No other user has access to these. Personal forms can be created
for to-do lists, issue lists, etc.
Templates
This module displays all the templates you have saved.
Setup
In this module two areas appear the personal setup and the project setup areas:
Personal Setup - In this module area, you can make changes to your personal profile, add or remove channels on
your Personal dashboard as well as customize e-mail notifications.
Project Setup - In this module area, you can create a new project and invite others to it, or view and edit your
private project templates.
Licensing
This module allows you to add or remove users from the licenses you are responsible for.
4.2.
Dashboard
The Personal Workspace main page or dashboard provides information about projects and businesses that
you are a member of, action items that are assigned to you, any new assignments, upcoming meetings,
documents that you currently have checked out, and your workflow inbox.
The channels will you see on the Personal Workspace dashboard are listed below; refer to the associated
number
in Figure 4-1.
Site Status
Information from the application administrator about the status of the system or important news.
My Businesses
Overview and listing of all businesses you are a member of.
My Projects
Overview and listing of all projects you are a member of.

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New Items
Overview and listing of new items you are assigned to. This is also the place where you accept or decline all assignments,
e.g. tasks and meetings.
Upcoming Meetings
Overview and listing of upcoming meetings you are invited to. In this channel, all meetings that will occur in the next 7
days are displayed until their scheduled time has passed.
Documents Checked Out By Me

Overview and listing of all documents that are currently checked out by me.
Upcoming Tasks
Overview and listing of upcoming tasks you are assigned to. In this channel all tasks that have been started, will start in
the next 7 days, or are currently in process, will be displayed until their status is changed to completed by the assignee.
Workflow Inbox
Specific envelops, or items being sent through the workflow, enter this workflow inbox when you are responsible for a
specific task.
4.2.1
Portfolio View
A users projects or businesses are displayed in a tree view by default.

The workspaces in the portfolio view are associated by project and sub-project or by business and subbusiness relationships. In this default portfolio view, all workspaces of the user are listed including their
parent workspaces, if any. If a user is not member of a parent space, that space is not shown as a link and
therefore cannot be clicked.
A portfolio view has a name, description, and filtering criteria which determines which projects are
included in the view. In addition to filtering, it is possible to always include specific projects in the view.
Additional portfolio views may be defined in the Project Portfolio listing page; refer to 5.1.2

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Project Portfolio Management for more information.

4.3.
Calendar
Your personal calendar displays at a glance events, tasks, meetings, and milestones for all workspaces
(projects and businesses) of which you are a member.
Figure 4-2
Because this information is shared through the database, items that appear on your calendar also appear
on the calendars of all other project members. While events, tasks, and meetings appear in your Personal
workspace, tasks and meetings can only be created in the Project workspace. Within the Personal
workspace, you can only create events.
4.3.1
Meeting
A meeting is a type of event. When you create a meeting, you have the ability to create a list of attendees
as well as an agenda for the meeting.
For more information on how to use the meeting module area, please refer to 7.4.2 Meetings.
4.3.2
Task
A task is an assignment which will be allotted to one owner and furthermore, to several participants. A
task, which can also be associated to a phase, has a start and an end date, estimated work hours, and
effective work hours. In a task, participants have the ability to define their own statuses so that the owner
will be able to determine the effective status of the task.
For more information on how to use the task module area, please refer to 5.11.2 Tasks.

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4.3.3
Event
An event is an occurrence that takes place within a given timeframe.

If the activity is to pour a foundation, the action will have a start date (when the first concrete
truck arrives) and an end date (when all the concrete has been poured).
For more information on how to use the event module area, please refer to 7.4.3 Events.
4.3.4
Milestone
A milestone is a special type of task with no duration.

For more information on how to use the milestone module area, please refer to 5.11.3 Milestones.
4.4.
Assignments
The assignment area is where your individual tasks (the ones you are assigned to) and their statuses are
viewed.
Figure 4-3
Each task is listed by assignment, space name, type, status (whether or not the type is accepted), start and
end date, percentage complete, and amount of work completed (in hours and percentage). Each of these
columns can be sorted.
The two filters, status and space, allow you to categorize your tasks easily.

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4.5.
Documents
In the documents module your personal documents will be stored. Be aware that no other user is able to
see your applied folders and the files stored therein. This module is entirely private to you.
Figure 4-4
There is no limit to the size or type of document that can be stored. The documents module in the
Personal Workspace provides the same functionality as in the Project and Business workspaces, such as
version control, access history, hierarchal folder structure, and more.
For more information on how to use the documents module, please refer to 7.1 Documents.
4.6.
Forms
In the forms module the forms you created will be stored. Note that no other user is able to see your
applied form. This module is entirely private to you. Personal forms can be created for to-do lists, issue
lists, etc.
For more information on how to use the forms module, please refer to 7.3 Forms Module.
4.7.
Templates
The templates module allows you to display at a glance the templates portfolio with your stored personal
templates.

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Figure 4-5
Project.net allows you to save workspaces as templates, store those templates, and reuse them later for
similar projects. When you are creating a template, you can save some or all modules of a project for
future use. Templates can also be created manually from scratch.
You can store a template in:
your Personal workspace
any of your business workspaces
Once stored in these workspaces, you can modify and add to the templates as if they were an actual
project, using the same steps as you would in a project.
You can enter a requested template by clicking the template name. After clicking the template name you
are forwarded to the template workspace and the dashboard will open.
4.7.1
To create a new template in Your Personal Workspace, simply use the following procedure:
Go to your Personal Workspace.
Click the Templates module on the navigation bar. The template portfolio page opens; you see a list of your existing
templates.
In the action tool bar, click the Create button.
Key in the template name, description, and use scenario.
Choose the personal space as template owner from the list.
Click the Finish button to complete the occurrence and return to the template portfolio page. Your template will be
displayed and is now available for use.

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4.7.2
Template Browser
After clicking the Template Browser button, refer n in Figure 4-5, you will receive another view of the
available templates. In this view, users have the ability to see the brief description as well as the use
scenario of the templates to enable them to select the best possible template.
4.7.3
Modify a Template
To modify an existing template in Your Personal Workspace, simply use the following method:
Click the Templates module on the navigation bar. The template portfolio page opens; you see a list of your existing
templates.
Select the requested template and click the templates name to enter.
You are forwarded to the template workspace. The dashboard of the template opens.
Enter the necessary modules on the navigation bar of the template. Note that you can use these modules and
functionalities in the same way as you would elsewhere in the application (Personal, Project, or Business workspaces).
Make your necessary changes.
The changes will be stored in the template.
To leave the template, go to your Personal Workspace or any other workspace.
4.7.4
Remove Templates
With the Remove command, a template will be removed from the workspace of the platform.
To remove a template, the following steps have to be completed:
Click the Templates module on the navigation bar. The template portfolio page opens; you will see a list of your existing
templates.
Select the radio button of the template that should be removed.
In the action tool bar, click the Remove button. A confirmation window opens.
To remove the template click the OK button, or
to abort click the "Cancel" button.
After clicking the OK button, the template is removed.
4.8.
Setup
The setup module allows you to update your personal information and personalize some aspects of
Project.net.

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Figure 4-6
There are two module areas in the setup module: personal setup and project setup.
4.9.
Personal Setup
in Figure 4-6.
There are three channels in the personal setup module area:
Personal Profile
Dashboard settings
Notifications
4.9.1
Personal Profile
You can update your personal information at any time. Simply go to the setup module and click on the
personal setup channel in your personal profile. Make any changes you want, and click Apply to
propagate the changes. Please note that this information is private and secure as defined by the policies on
this site.
There are five tabs in your personal profile:
Name
Address
Login
License
Domain Migration
The contents of each tab are described below.

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4.9.1.1
Name
This tab contains your primary contact information. Required fields include first name, last name, display
name, and e-mail address. As most notifications, including meeting invitations, task assignments, and
calendar items go to your e-mail address, this must be kept current.
4.9.1.2
Address
This tab contains your physical address. As appointments, check in, and check out use GMT times, make
sure you select the correct time zone. To ensure that all means of contact are covered, you can add your
mobile phone number, pager number, and email addresses to your personal profile.
4.9.1.3
Login
This tab contains login, password, and jog question information. You can change these parameters as
desired, but you must enter your current login and password in order to update this page. Note that the jog
question is used as an additional identifier in case you forget or misplace your login information.
4.9.1.4
License
The license tab displays your current license information as well as the history of licenses you were
associated with before. You can switch to another license, but you must have a valid license key.
4.9.1.5
Domain Migration
The domain migration tab shows all currently supported domains you can migrate to.
4.9.2
Dashboard settings
You are able to add or remove information channels on your personal dashboard page within the
dashboard settings module area.
For more information on how to use the Channel Manager, please refer to 2.3.9 Channel Manager.
4.9.3
Notifications
Email notifications or alerts are sent to inform you or other users of changes within the Project.net
workspaces. Email notifications are also sent when new items are assigned to you or when you are invited
to a meeting or workspace. This page allows you to personalize the type of e-mail notifications that will
be sent to you. You can choose to be notified immediately or have notifications batched into daily or
weekly emails.
Triggers include milestones, calendar dates, new documents, updated documents, status changes, added
documents, deleted documents, projects or subprojects that have reached completion, missed deadlines,
and members removed (job change, transfer, leave). As not all events require an immediate response, you
can also tailor the notice to match the importance of the event.
4.10. Project Setup
in Figure 4-6.
There is only one channel in the project setup module area:
Project Templates

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4.10.1
Project Templates
Please refer to Figure 4-5.

Project.net allows you to create a template from an existing project, store that template, and reuse it later
for a similar project.
When you are creating a template, you can save some or all modules of the project for future use.
Templates can also be created manually from scratch. Once stored, you can modify and add to templates
as if they were an actual project, using the same steps as you would in a project.
4.11. Licensing
Within the licensing module, you are able to add or remove users from the licenses you are responsible
for. With this function, you can optimize your licenses.
There is only one module area in the setup module:
Responsible Licenses Setup
Figure 4-7
4.11.1
Responsible Licenses Setup
in the Figure 4-7.
There are three channels in the personal setup module area:
Manage Licenses

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4.11.1.1
Manage Licenses
In this channel, you are able to filter the licenses according to:
Type
Status
Starting Key Number
or to search for licenses according to:
Username
First or Last Name
E-mail address
Figure 4-8

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Figure 4-9
4.11.1.1.1
Filter Licenses
To filter the licenses you are responsible for, use the following procedure:
Go to Personal Workspace.
Click the Licensing module on the navigation bar. The licensing page opens.
Click the Manage licenses button in the Responsible Licensing channel. The View Licenses page appears; refer to
Figure 4-8.
Select n the License type, status, or enter the first characters of the License Key Number.
Click the Filter button o to start the process.
Below the filter and search criteria the Licenses Information channel with the appropriate licenses appears; refer to
Figure 4-9.
By clicking the License Number p, the license detail information page opens; refer to Figure 4-10.
You are now able to invite (new) users q to or dissociate (existing) users r from the license key.
Click the Cancel button s to complete the occurrence.
You are returned to the View License page.

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Figure 4-10
4.11.1.2
License Search
Figure 4-11
To search for users with licenses you are responsible for, use the following steps:
Go to Personal Workspace.
Click the Licensing module on the navigation bar. The licensing page opens.
Click the Manage licenses button in the Responsible Licensing channel.

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Key in n the Username, First or Last name, or the E-mail address.
Click the Search button o to start the process.
Below the filter and search criteria the Licenses Information channel with the appropriate licenses appears; refer to
Figure 4-9.
By clicking the License Number p itself, the license detail information page opens; refer to Figure 4-10.
Now you are able to invite (new) users q to or dissociate (existing) users r from the license key.
Click the Cancel button s to complete the occurrence and return to the View License page.

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5. PROJECT WORKSPACE
5.
PROJECT WORKSPACE
By clicking on the Projects icon, the project portfolio listing page appears:
Figure 5-1
5.1.
Project Listing Page
The project portfolio page is divided in two charts and an associated listing of projects. Refer to Figure
5-1.
Portfolio Status bar chart
Portfolio Budget pie chart
Project listing of the selected portfolio
You can filter projects in the project portfolio list by any of the project property data. For more
information on how to define and create the tree views, please refer to 5.1.2

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Project Portfolio Management.

This portfolio list shows high-level status information about the projects, such as project name, business,
start and end dates, and status information.

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5.1.1
Project Workspace
Each project has its own workspace. This is where project team members share and manage project
information including schedules, milestones, tasks, forms, documents, discussions, deliverables,
decisions, etc. The information in a project workspace is only accessible by people who are participants
of that project.
The workspaces in the list view are indented to display project and sub-project relationships. In the
default user portfolio view, all projects and their subprojects are listed. If a user is not a member of a
parent space, that space cannot be clicked.
You can enter a project workspace from:
The Projects listing by clicking the project name itself. After clicking the project name, the dashboard of the project
workspace opens.
Your Personal Workspace by clicking the project name from the My Projects channel.
5.1.1.1
Project Properties
Figure 5-2

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Figure 5-3
A number of project properties have been provided for the project workspace; refer to Figure 5-2 and
Figure 5-3. However, some of these properties are only available in the modify mode or in the property
view mode.
The properties are grouped into several channels:
Channel Description
In this channel, you have the ability to define the project itself and the parent workspace (Business, or
Project in case of a sub-project). Please note that bolded fields are required.
You can define the default currency of the project here.
Project visibility
Allows users to control the visibility of the project in the project portfolio listing. There are three levels of visibility:
Only project participants will see the project.
In addition to project participants, people who are members of the business that owns a project will see the project
even if they are not project participants.
Global; all authenticated users will see the project.
The Description of Current Status is an optional text box that allows a project owner to add additional information or
declarations about the current project status.
Channel Planning Dates

This is where you are able to define the start date and the estimated end date of the project.
Channel Overall Status
The general status of the project with the respective color codes, the overall improvement, as well as the
overall completion can be defined in this channel. Project managers have the ability to define a status and
an improvement statement. There are three improvement statuses: Improving, No Change, Worsening.
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When combined with a color, selecting each status will display an up arrow, circle, or down arrow of the
selected color.
Channel Financial Status

In this channel, the following project budget information can be entered:
Budgeted total costs.
Current estimated total costs.
Actual costs to date.
Estimated ROI return of investment.
currency is specified by the default project currency in the channel Description. All projects
L The
in a portfolio must use the same currency for the currency pie chart to be displayed.
Channel Other Properties

In this area you are able to define:
a project sponsor - an optional text field that allows the project manager to associate the project with a project sponsor.
a cost center an optional text field that captures the cost center information.
the project priority on a scale of 1 to 5.
the project risk on a scale of 1 to 5.
5.1.1.2
Create a New Project Workspace
Figure 5-4

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To create a new project (workspace), please perform the following steps:
Go to the Projects listing. The project list page opens; refer to Figure 5-1.
Click the Create button in the action tool bar or
Click the Create Project button in the lower right corner.
The Create Project Space page opens; refer to Figure 5-4.
Key in n the requested and optional information. If desired, you can also add a client-specific logo to the project. Click
the Next buttono; the Project Information appears so you can verify the data.
Click the Finish button to terminate the occurrence and be returned to the list page or
Use the Back button for changing data.
5.1.1.3
Create a New Project Workspace from a Template
To create a new project (workspace) from a template, follow these steps:
Go to the Business listing. The Business Portfolio listing page opens.
Select the requested Business, and click the Business Name to enter the Business dashboard.
Click the Projects Module in the navigation bar. The project list page opens; refer to Figure 5-1.
In the action tool bar, click the Create button. The Create Project Space page opens; refer to Figure 5-4.
Key in the requested and optional information. If desired, you can also add a client-specific logo to the project.
Select the business owner and if applicable, the subproject.
Choose the template p you would like to apply.
Select status, color code, and percent complete, and if known the project start and end dates.
Click the Next button. The Create Project Space Info page opens.
To make changes click the Back button or
To finish the occurrences click the Finish button. You are returned to the Project List page. The project you have created
appears on the Project List.
Your new project will have all of the modules that the template had. If they were saved in the template,
any documents, forms, processes, etc. will be applied to this project. However, form data and status will
not be applied. The forms area will be blank, and the status of each phase will be listed as not started. You
will need to populate this project like any other project.

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5.1.1.4
Modify a Project Workspace
Figure 5-5
Figure 5-6
You may need to update or change the general information related to a project. To modify a project
workspace, simply use the following procedure:
Go to the Projects listing. The project listing page opens; refer to Figure 5-1.
Select the project workspace of the project you wish to modify. Enter the project workspace by clicking the Project
Name.

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The projects dashboard opens; refer to Figure 5-12.
In the action tool bar, click the Modify button. The Project Information page opens; refer to Figure 5-5 and Figure 5-6.
Make your changes, being sure to fill in the required bold fields n. If you wish, you can also change the projects
logoo.
Click the Submit button p to finish the modification and return to the project dashboard.
5.1.1.5
Remove a Project Workspace
To remove a project workspace, use the following procedure:
Go to the Project listing. The project listing page opens; refer to Figure 5-1.
Select the radio button of the project workspace that you wish to remove.
Click the Remove button in the action tool bar. The Project Delete wizard appears; refer to Figure 5-7.
Select one of the available options:
Remove yourself from the Project
Disable the project itself

Click the Finish button to proceed.
Either you are removed from the project, or
The project itself has been removed.
You are returned to the project listing page.
Figure 5-7

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5.1.2
Project Portfolio Management
Within the Manage Views module, you have the ability to create and store the portfolio views and set the
stage to select these views later in the project listing page.
A Portfolio view gives you the ability to filter projects in your projects listing by any of the projects
property data; refer to 5.1.1.1 Project Properties. Within the Manage Views module, you can create and
store such views for use later in the project listings page.
5.1.2.1
Create a Portfolio View
A portfolio view has a name, description, and filter criteria that determine which projects are included in
the view.
Figure 5-8
To define a new portfolio view, you have to:
Go to the Project listing.The project listpage (default portfolio view) opens; refer to Figure 5-1.
Click the Manage Views button next to the selection menu. The Manage Views window opens.
Click the Create button in the action tool bar. The Edit Views window opens; refer to Figure 5-8.
Key in n the name you want to assign to the portfolio view.
Add a description, if desired.
If the new Portfolio view should be the default view, select the check boxes o of the appropriate item.

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Define the property filters p.
To include specific projects in the view, go to the Pick Other Projects to Include Tab q and select the projects that
should be included by selecting the check box next the project names.
To finish and return to the manage views window, click the Submit button.
To apply the new view, click the portfolio view name.
L In addition to filtering, it is possible to always include specific projects in the view.

5.1.2.2
Modify a Portfolio View
To modify an existing portfolio view, you need to follow the steps below:
Go to the Projects listing. The project listing page (default portfolio view) opens; refer to Figure 5-1.
Click the Manage Views button next to the selection menu.
Select the radio button of the portfolio view you wish to modify.
Click the Modify button in the action tool bar. The Edit Views window opens; refer to Figure 5-8.
If the existing Portfolio view should be the default view, select the check boxes o of the appropriate item.
Redefine the property filters.
To include or exclude specific projects in the view, go to the Pick Other Projects to Include Tab q.
Select the Projects that should be included or excluded, by selecting or deselecting the check box next to the project
names.
To finish and return to the manage views window, click the Submit button.
To apply the modified view, click the portfolio view name.
5.1.3
Project Logo
You can add a corporate or project specific logo to a project workspace. This logo appears on the project
workspace dashboard page.

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5.1.3.1
Add a Logo to a Project Workspace
Figure 5-9
Figure 5-10
To add a project logo to a workspace, use the following steps:
Go to the desired project (workspace).
Click the Setup Module on the navigation bar. The Setup Information page opens.
In the Project Administrator Settings channel, click the Project Information button. he Project Information page opens;
refer to Figure 5-9.
Click the Change Logo button n to add a logo. The change project logo wizard appears; refer to Figure 5-10.

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Search o for the logo file. Navigate to where the logo is stored through the browse option.
Please refer to the note below.
Click the Upload Logo button p to finish the occurrence. Your Logo is stored and will display in the dashboard on the
top right below the action tool bar.
note that the logo should be in *.gif or *.jpg format and no larger than 120 high X 150
L Please
wide (pixel).
5.2.
Navigation Bar
Navigation bar in the Project workspace does not appear until a project is selected from
L The
the project listing page.
Figure 5-11

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The navigation bar in the project workspace includes a suite of tools for setting up and viewing project
progress, planning, and scheduling, as well as the creation of tasks and milestones where explicit
personnel assignments and key project dates are established.
Listed modules are available in your project workspace on the navigation bar; refer to the associated
number
in the Figure 5-11.
Dashboard
Provides you an overview of your project. It functions as the main page of the project workspace.
Directory
The directory module provides information about the participants, their assignments, and their roles. It includes the
following four tabs:
Participants the complete roster for a project workspace
Organization charts the organization of your project team
Assignments the assignments of a team member
Roles to organize your project by groups or roles
Documents
This module offers a full-featured document management system for the project folders, files, and documents.
Discussions
The discussions module provides threaded discussion groups within a project workspace.
Forms
The forms module offers customized forms. With these forms issues, decisions, requirements, features, bugs, goals, risks,
and other items can be tracked easily.
Process
The process module is where you can define a process and phases that form the heart or lifecycle of a project.
Scheduling
Calendar- This module contains the project calendar. All project items, such as events, meetings, tasks, and
milestones, are displayed here.
Workplan- All current tasks and milestones are shown in this module. The workplan module allows you to track
detailed project status quickly.
Workflow
In this module, all defined and available workflows for the project are listed.
News
The news module is used as a virtual bulletin board to post project news.
Subprojects
In this module you will receive an at a glance list of all sub-projects of the project you are currently in.
Reports
This module allows you to create predefined project reports.
Setup
This module allows you to update your personal settings for the project. After activation three module areas appear:
Personal Settings for this project - Where you can update the project workspace appearance as well as customize email notifications.
Project Administrator settings Where you can edit project information as well as create project Templates.
Global Settings - Where area you can update your personal profile.

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5.3.
Project Dashboard
When you enter a project workspace, the first page you see is the dashboard page for that project. The
dashboard gives you an overview of the project.
Figure 5-12
You will you see the following channels on the project workspace dashboard; refer to
in Figure 5-12.
Project News
Information about or regarding the project that is important or interesting to all participants. In the news channel, you see
a listing of all news posted in the past 2 weeks.
Subprojects
Overview and listing of all sub-projects of the current project.
Discussions Groups
Overview and listing of all discussion groups of the current project.
Teammates Online
Listing of all participants who are currently online.
Project Milestones
Overview and listing of upcoming project milestones.
Phases
Overview and listing of all project phases, with indication of start, end, and gate dates, status, and progress.

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Documents Modified within Past 7 Days (not shown in Figure 5-12)

Listing of all documents that were modified within the last 7 days.
Upcoming Meetings (not shown in Figure 5-12)

Listing of upcoming project meetings. In this channel, all meetings that will occur in the next 7 days will be displayed
until they have passed.
5.4.
Directory
The directory for the project workspace appears slightly different from the business workspace directory.
Figure 5-13
The directory module has four tabs:
Participants Tab
Org Charts Tab
Assignments Tab
Roles Tab
5.4.1
Participants Tab
Refer to Figure 5-13.

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In the participants tab, you can view the team roster to quickly obtain the names and contact information
of all project participants.
Lists of participants can be filtered or searched for by the first letter of the surname by selecting the first
letter from the list.
5.4.1.1
Definitions
Type of Invitation:
The necessity of an invitation participant accepting an invitation is dependent upon

the type of invitation you select.
There are two invitation types:
Participant Role:
5.4.1.2
require invitees to accept invitation the invitee receives the invitation as a new item in
his/her personal workspace. To participate in the project, the invitee has to accept the invitation
by clicking on the accept button.
automatically accept invitation no acceptance by the invitee is necessary- the project is

automatically listed in the project listing of the invitee.
Please note that all invitees will automatically be added to the team members role.
You may also select other roles to which they will also be added. For more
information, please see the Project.net Administrators Manual.
Search for Participants
Figure 5-14
To search for a participant of a project workspace, use the following steps:
Go the Projects listing.
Select the desired project workspace. The dashboard of the project opens; refer to Figure 5-12.
Click the Directory module on the navigation bar.
In the participants tab, key in the name or partial name of the person you are searching for into the search field; refer to
Figure 5-14. Note that if you enter only one letter, the search will return all participants whose surname starts with this
letter. Likewise, if you key two or more letters, the search will return all participants whose names (first name or
surnames) contains this group of letters.
Click the Search button n to the right of the text box.
The result list appears.
To display all participants again, please click the All button or
Use the Search function with no input.

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5.4.1.3
Invite a New Participant
Figure 5-15
To invite a new participant to a project workspace, follow these steps:
Go the desired project (workspace) and click the Directory module on the navigation bar.
In the participants tab, click Invite Participant to start adding a new participant (team member).The invite participants
page opens; refer to Figure 5-15.
You have two options for inviting a participant, by searching the directory of a business or by email address.
Option 1, by searching a business directory; refer to
in Figure 5-15.
Select the directory of a business (business workspace) or enter a name and click the Search button.
Select the radio button of the participants who have to be invited.
Click the Add selected button.

The selected users appear on the list of current invitees on the bottom of the page.
If you want to remove a selected user from the current invitee listing, simply click the remove button at the left of the
desired user.
Click the Next button.
Optionally, fill in the information on the new participants responsibilities and add a brief explanation of that person's
role.
Select the type of invitation (refer to 5.4.1.1 Definitions).

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Click the Invite button to finish the invitation and return to the participants tab page.
Option 2, by e-mail address; refer to
in Figure 5-15.
Enter the Name and e-mail-address of the person you wish to invite.
Click the Add to Invitee List button. The entered users appear on the listing of current invitees on the bottom of the
page. If you want to remove a selected user from the current invitee listing, click the remove button to the left of the
desired user.
Optionally, fill in the information on the new participants responsibilities and add a brief message explaining that
person's role. (The responsibility and the message will be displayed in the invitation e-mail that the invitee receives).
Click the Next button.
Select the type of invitation and (optional) select other roles to which they will also be added.
Click the Invite button to finish the invitation and return to the participants tab page.
5.4.1.4
Modify the Properties of a Participant
Figure 5-16
To modify the properties of a participant of a project workspace, you have to:
The participant listing page opens; refer to Figure 5-13.

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In the participants tab, select the radio button next to the name of the participant whose properties you would like to
modify.
Click the Modify Properties button in the action tool bar; refer to Figure 5-16.
Make your desired changes n.
Click the Submit button o to finish the modification and return to the participants listing page.
5.4.1.5
Remove a Participant
Changes in staffing are inevitable. To remove a member who is no longer with the organization, is in
another department, or on another project, follow the procedure below:
Figure 5-17
Click the Directory module on the navigation bar. The participant listing page opens; refer to Figure 5-13.
Select the radio button next to the name of the person you would like to remove.
Click the Remove button in the action tool bar. A confirmation window opens; refer to Figure 5-17.
To remove the participant click the OK button, or
To abort the action click the Cancel button.
After clicking the OK button, the participant is removed and you are returned to the participants listing page.

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5.4.1.6
View a Participants Information
Figure 5-18
You are able to view the properties of a participant of a project workspace by:
Going to the desired project (workspace).
In the participants tab, select the radio button next to the name of the participant whose properties you would like to
view.
Click the View Properties button in the action tool bar. The details information page opens; refer to Figure 5-18.
Click the Cancel button to return to the listing page.

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5.4.2
Org Charts Tab
Figure 5-19
In the Organization Chart tab, you can manipulate the organization's charts just as you would any other
document on the site. These charts are under full version control, with checkout, check-in, and viewing
capability.

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5.4.3
Assignments Tab
Figure 5-20
The assignments tab lists the assignments of all participants (team members) in the project. This page
gives you the current status of each assignment at a glance. You can sort the assignments by status, as
well as by participant (team member).

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5.4.4
Roles Tab
Figure 5-21
This tab displays the various roles or groups in each project. Roles are a convenient way of structuring
large (or even small) projects. You can use the roles to organize the tasks at hand or to control the access
to proprietary information. Changing the security properties for that role can easily control permission.
For more information on roles, refer to the Project.net Administrators Manual.
In the Roles Tab (refer to Figure 5-21) you see:
the role name
the number of people in that role
a description
a send e-mail button
5.4.4.1
Definitions
Role name:
A Role Name is the definition of a role or of a group of participants in your

project. This role may have specially defined permissions.
Description (optional):

With this description, you can specify the defined role or group.
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5.4.4.2
Create a New Role
Figure 5-22
To create a new role in a project workspace, you need to do the following steps:
Go to the Roles tab. The Roles listing page opens; refer to Figure 5-21.
In the action tool bar, click the Create Role button. The New Role Wizard appears; refer to Figure 5-22.
Key in n the information (role name, optional description), or
Select o an existing role from a related workspace
Click the Next button p to finish the occurrence.
You are returned to the Roles tab and the new role will be displayed.

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5.4.4.3
Modify a Role
Figure 5-23
You are able to modify the properties of a role in a project workspace by:
Select the radio button next the role you would like to modify, or click the desired role name
If you have selected the radio button In the action tool bar, click the Modify Role button. The Modify Role Window
opens; refer to Figure 5-23.
Make the necessary changes to the role.
Click the Submit button to finish the occurrence and return to the Roles tab listing page.
5.4.4.4
Remove a Role

To remove a role or group in a project, use the following steps:
Go the desired project (workspace).
Select the radio button next to the role you would like to remove.

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In the action tool bar, click the Remove Role button. A confirmation window opens; refer to Figure 5-17.
To remove the role click the OK button, or
to abort the action click the Cancel button.
After clicking the OK button, the role is removed and you are returned to the Roles tab listing page.
5.4.4.5
Sending Group Email
Figure 5-24
Email can be sent to all members of a role, to each participant, or to all members (team members) who
have accepted to participate in a workspace. To do this:
Go to the Roles tab for sending email to members of a role or all members, or
Go to the Participant tab for sending an email to one participant.
For the requested role or participant, click the appropriate Send Mail button.
The Send Email page opens, with a selection field populated by the current members of the business. Please note that the
selection of multiple participants is possible by pressing the Control button of your keyboard.
By default, the selected e-mail address is displayed.
Compose your subject and message.
Click the Send button to finish and return to the Roles tab.

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5.5.
Documents
Figure 5-25
The documents of the project are stored in the documents module.
This system offers a full-featured document management system.
L There is no limit to the size or type of document that can be stored in Project.net.
The documents module provides version control, access history, hierarchal folder structure, and
more.
Participants of the project with the required permissions are able to add, modify, check out, check in, and
delete documents.
For more information on how to use the documents module, please refer to item 7.1 Documents.

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5.6.
Discussions
Figure 5-26
The discussions module provides threaded discussion groups within a project workspace; refer to Figure
5-26.
discussions are secured to the participants of the relevant workspace. This allows for more
L The
organization and knowledge capture.
For more information on how to use the documents module, please refer to 7.2 Discussions.

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5.7.
Forms
Figure 5-27
The forms module offers customized forms so that the project workspace created forms can be stored for
reuse. Issues, decisions, requirements, features, bugs, goals, risks, and other items can be tracked.
L Once created, each form can be used repeatedly.

After clicking the forms module in the navigation bar, you will see a list of all the available forms.

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5.8.
Process
The process module in the Project workspace is where you can define a process and the phases that form
the heart or lifecycle of your project. Each project will only have one process but can have several phases.
Figure 5-28
5.8.1
Process Module
The process module is a formalized methodology for project phase management. These are the phases
you go through, the sequence of these phases, and what you should have completed at the end of each
phase. The formalized methodology provides a convenient way of tracking your progress that allows
others to see where you are in the process and what you have left to do.
5.8.1.1
Definitions
Process:

A formalized methodology for project phase management.
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5.8.1.2
Create a Process (nonrecurring)
The first time you click on the process module you will be expected to create the process.
Therefore, you will need to complete the following steps:
Click the Process module in the navigation bar. The Create Wizard window will appear.
Fill in the blanks that describe and define the Process.
Click the Submit button to finish the occurrence.
5.8.1.3
Modify a Process
Figure 5-29
You are able to modify the properties of a project process. To do this, follow the steps listed below:
Click the Process module in the navigation bar. The Process Info page with the listing of relevant phases opens.
Click the Modify button in the process channel. The Modify Process page opens; refer to Figure 5-29.
Make n your requested changes.
Click Submit button o to finish the occurrence.
You are returned to the Process Info page.

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5.8.2
Phase
L A phase is part of the lifecycle of a project.

A phase describes the lifecycle of a project and consists of:
a gate date
several deliverables
several Milestones
several Tasks
For example, you can have a planning phase, a site preparation phase, and a construction phase
during the lifecycle of a project.
Figure 5-30

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5.8.2.1
Definitions
Phase:
A phase is part of the lifecycle of a project.
Gate:
A gate is a defined date within a phase, usually with a determination of a stipulated

result.
Deliverable:
A deliverable is any measurable, tangible, verifiable outcome, result, or item that

must be produced to complete a phase.
Milestone:
A milestone is a task with zero duration that will be used only in a project
workspace to indicate procedures or tasks with a special relevance
Task:
A task is an assignment which will be assigned to one owner and several

participants. A task, which can be associated with a phase, has a start and an end
date, estimated work hours, and effective work hours. In a task, participants have
the ability to define their own status so that the owner will be able to determine the
effective status of the task.
5.8.2.2
Create a Phase
Figure 5-31
To create a new phase in a project, simply use the following procedure:
Click the Process module on the navigation bar. The process information page with the listing of relevant phases opens.

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In the Phase channel, click the Create Phase button; refer to n in Figure 5-28.
The create phase page opens; refer to Figure 5-31.
Key in o the phase name, description, status, start date, end date, sequence, and an initial percentage complete.
Click the Submit button p to finish the occurrence. The created phase appears in the project workspace.
5.8.2.3
Modify a Phase
Figure 5-32
To modify a phase in a project, complete the following steps:
Click the Process module on the navigation bar. The Process Information with the listing of the relevant phases opens;
Click on the desired phase. The Phase Information page appears; refer to Figure 5-30.
In the Phase channel, click on the Modify button n. The Modify Phase page appears; refer to Figure 5-32.
Make o the necessary changes.
Click the Submit button p to save the changes and finish the occurrence.
5.8.2.4
Remove a Phase

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If you delete a phase in a project, the adherent gate date as well as the attached deliverables will be
deleted.
To remove a phase of a project, follow the steps below:
Go to the desired project workspace.
Click the Process module on the navigation bar. The Process Information with the listing of relevant Phases opens; refer
to Figure 5-28.
Select the radio button of the desired phase to be deleted.
Click the Delete Phase button o in the phase channel bar. A confirmation window opens; refer to Figure 5-17.
To remove the phase click the OK button, or
To abort the action, click the Cancel button.
After clicking the OK button, the phase is deleted.

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5.8.3
Gate
Please refer to
in Figure 5-30.
Phase gates are the key acceptance and review dates used for the approval of phases. A gate is
usually a meeting to decide whether or not to approve and go forward with the next phase.
L Please note that each phase can only have one gate.
Once a phase has been created, a gate can be created within the phase.
5.8.3.1
Definitions
Status:
The status allows you to track the actual situation of the gate.
Available choices are:

not scheduled
scheduled
passed
rescheduled
stopped
waived
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5.8.3.2
Add a Gate
Figure 5-33
To add a Gate to a Phase, simply use the following procedure:
Click the Process module on the navigation bar.
Click on the requested phase. The Phase Information page appears; refer to Figure 5-30.
In the gate channel, click the Add Gate button. The Create Gate page opens; refer to Figure 5-33.
Key in n a gate name, description, status, and review date.
Click the Submit button o to finish the occurrence. The gate is now displayed on a tab below phase info.

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5.8.3.3
Modify a Phase Gate
Figure 5-34
You are able to modify the properties of a phase gate by following the steps listed below:
In the gate channel, click the Modify button. The Modify Gate page opens; refer to Figure 5-34.
Make n your changes regarding name, description, status, and review date.
Click the Submit button o to finish the occurrence and return to the Phase Info page.
5.8.3.4
Delete a Phase Gate
You are able to delete a phase gate by following the steps listed below:
Click the Process module in the navigation bar.
In the gate channel, click the Modify button. The Modify Gate page opens; refer to Figure 5-34.
In the action toolbar click on the Delete button.
The Phase Gate is deleted and you are returned to the Phase Info page.

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5.8.4
Deliverables
Please refer to
in Figure 5-30
deliverable is any measurable, tangible, verifiable outcome, result, or item that must be
L Aproduced
to complete a phase or project.
Possible deliverables include virtual or physical documents associated with the construction process.
Because many deliverables contain graphical information and are associated with files, you can add a link
to a deliverable. This link takes you directly to a document, greatly reducing time spent searching for a
document while also ensuring that you only access the correct document.
5.8.4.1
Definitions
Status:
With the status, you are able to track the actual situation of the deliverable.
Available choices are:

not started
in process
completed in review
completed approved
waived
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5.8.4.2
Create a Deliverable
Figure 5-35
To create a new deliverable in a project phase, you must complete the following steps:
In the deliverable channel, click on the Create Deliverable button. The Create Deliverable page opens; refer to Figure
5-35.
Key in n a deliverable name, description, comments, status (and whether the deliverable is optional).
The deliverable is now displayed on a tab below the gate information.

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5.8.4.3
Modify a Deliverable
Figure 5-36

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Figure 5-37
To modify a deliverable in a project, simply use the following procedure:
Click on the requested deliverable. The Deliverable Information page opens; refer to Figure 5-36.
In the deliverable channel, click the Modify n button. The Modify Deliverable page appears; refer to Figure 5-37.
Make p the necessary changes.
Click the Submit button q to save the changes, finish the occurrence, and return the Deliverable Information page.

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5.8.4.4
Add a Link to a Deliverable
Figure 5-38

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Figure 5-39
You are able to add a link to a deliverable in a phase; to do this, follow the steps listed below:
Select the requested phase andthen the deliverable as described above. The Deliverable Information page opens; refer to
Figure 5-38.
Click the Modify button n in the Links channel. The Current Links page appears; refer to Figure 5-39.
Click the Add New Link buttono.
Select the Link type from the options document, deliverable, post, task, calendar, form data, or form list.
Browse or Search for the Link.
Select the desired Link by clicking its radio button.
Click the Add Link button.
Click the Close button to finish the occurrence or
Click the Add New Link button to repeat.
You are returned to the Deliverable Info page and the added links appear in the Link list.

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5.8.4.5
Delete a Deliverable
To delete a deliverable in a project, simply use the following procedure:
Click the Process module in the navigation bar.
Click on the requested deliverable. The Deliverable Information page opens; refer to Figure 5-38.
In the deliverable channel, click the Modify button. The Modify Deliverable page appears; refer to Figure 5-37.
In the action toolbar, click on the Delete button.
The Deliverable is deleted and you are returned to the Phase Info page.
5.8.5
Milestones
Please refer to
in Figure 5-30.
milestone is a task with zero duration that will be only used in a project workspace to indicate
L Aprocedures
or tasks with a special relevance.
For more information on how to use the milestone module, please refer to 5.11.3 Milestones.
5.8.6
Tasks
Please refer to
in Figure 5-30
A task is an assignment which will be assigned to one owner and several participants.
L A task can also be defined to a phase.
The participants of a task are able to define their own status, so that the owner has the ability to determine
the effective status of the task.
For more information on how to use the task module, please refer to 5.11.2 Tasks.
5.9.
Scheduling
The scheduling module consists of two module areas:
Calendar
Workplan

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5.10. Calendar
Figure 5-40
In the calendar module area all events, tasks, meetings, and milestones of a project workspace are
displayed.
items that appear on your calendar also appear on the calendars of all other project
L All
participants.
For more information on how to use the calendar module, please refer to 7.4 Calendar.
5.11. Workplan
The workplan module is only available in project workspaces and shows all current tasks and milestones
by which projects are tracked.
For more information on how to create and use tasks, please refer to 5.11.2 Tasks. For more information
on how to create and use milestones, please refer to 5.11.3 Milestones.

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Figure 5-41
The workplan module allows you to track detailed project status quickly; refer to Figure 5-41. There are
three things to sort by:
Type n - all, milestones, tasks
Show o - all, late, coming due, unassigned, assigned to me, critical path
Phase p - all, named phases
Furthermore, it is possible to change the workplan view q between:
Flat
Indented
Gantt
The data in Figure 5-42 are displayed in Gantt View.

When using the Gantt view, there are different symbols representing the different types of tasks. A
diamond before the tasks name represents a milestone. There is also a symbol for a task summary.

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Figure 5-42
5.11.1
Import MS Project Database (future extension)
Tasks can also be created using project planning software from vendors such as Microsoft Project
software.
As many companies work with the MS Project software, we support the import of projects from
Microsoft Project versions 2000 through 2002. The project to be imported should be saved as "MPD"
format. Project.net does not support import directly from "MPP" format.
To import the created MPD file to a Project.net project, simply use the following procedure:
Click the Workplan module on the navigation bar. The Scheduling Listing opens; refer to Figure 5-41.
In the scheduling listing channel header, click the Import MS Project Database button. The Choose MPD File window
opens.
Search for the MPD file to upload.
Click the Next button to proceed.
All tasks, milestones, resources, and assignments may be imported. During the Import Wizard, resources
are mapped to members of the project space.
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5.11.2
Tasks
In the task tab, participants have the ability to define their status on tasks assigned to them, therefore
allowing the task owner to determine the effective status of the task.
To make it possible to track a detailed task as well as project status, a task must include:
planned work hours or duration
actual work hours or duration
planned start date
planned end date
calculated percentage of actual work completed to total planned work
task dependencies
constraints
By default, a team member cannot modify a task assigned to him or her. If you want the owner
of a task to indicate progress on that task, you will need to change the permissions for that task.
a task is assigned to a team member, it will appear on his or her New Items channel in his
L When
or her Personal Workspace. The task must be accepted or declined by the team member. When
it is accepted, the task will move to the individuals Assignment channel. The Assignment
channel displays all of a team members tasks that are in progress or scheduled to begin within
two days.
5.11.2.1
Task Functions
The definition of dependencies between tasks as well as the specification of constraints is supported
within the task functionality.
Project.net does not currently calculate start and end dates based on dependency
L However,
definitions.

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5.11.2.1.1
Dependencies
A dependency will define all those tasks which must be completed before the current task can be started
or finished. Each of these tasks is linked to the task by a relationship (dependency type) and a positive or
negative lag time. Each task may have several dependencies.
Currently, Project.net supports the definition of dependencies between tasks without any calculation. You
are able to define as many dependencies as you need.
A dependency will be determined by:
a task
a relationship
a lag time
You can choose the task by a selection menu that shows you all available tasks.
The dependency relationship may be one of the following dependency types:
Finish-to-Start
Start-to-Start
Finish-to-Finish
Start-to-Finish
For the lag time, you can choose one of three units (hours, days, weeks) from a selection menu.
5.11.2.1.2
Constraints
Each task may be defined by a constraint. Some constraints need additional information. In this case, you
have to determine the constraint date; otherwise, you are not able to complete the creation of the task.
You should use these options only if it is necessary for the completion of the task, or is of importance for
the execution of the project that the task should be started or finished at a determined date.
If you want to define a date without any constraints, you should use the field Deadline. The Deadline is a
target date on which the task should be finished. However, the assignment of a Deadline has no effects on
the time scheduling.
The available types of constraints are:
As Soon As Possible
As Late As Possible
Finish No Later Than *
Finish No Earlier Than *
Must Start On *
Must Finish On *
Start No Earlier Than *
Start No Later Than *
For constraint types marked with an asterisk (*) the definition of a constraint date is required.

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5.11.2.2
Quick Task Creation
Figure 5-43
To create a task in a project quickly, use the Quick Add feature of Project.net. Note that a task created
with the Quick Add function is not assigned to a project phase. In addition, it has normal priority, a
status of not started, and no dependencies or constraints. To use the Quick Add feature, follow these
steps:
Click the Workplan module on the navigation bar The Scheduling Listing opens; refer to Figure 5-43.
Key in the required fields, which are only name, work, start dat,e and finish date. The dates are by default todays date.
Select the work unit from the selection menu.
Click the Quick Add button n to finish the occurrence.
The new task or milestone is created. To review the task, refer to 5.11.2.4 View Task Properties.
L If you enter zero work and an equal start date and finish date, a milestone will be created.

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5.11.2.3
Create a Task
Figure 5-44
A task can only created in a project (workspace).
L Once a task is created, it must be assigned.

Tasks can only be assigned to project participants.
To create a task in a project, simply use the following procedure:
In the action tool bar, click the Create New Task button. The Create Task Information page opens; refer to Figure 5-44.
Key in n the required and optional information.
To track progress, you may also wish to fill in the data o to indicate the scope of the work (in hours, days, or weeks),
and dates for (planned) start and finish.
Define the Task Dependencies and the adherent lag times.
Define the Constraint of the task and, if necessary, the appropriate constraint date as well as the desired deadline date.

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Click the Submit button p to finish the task creation. The View Task Information page with the activated Resources Tab
Now you are able to assign o a project participant (person) to the task and, when necessary, a task role.
Click the Submit button p to finish the assignment, submit the values, and return to the current tab.
To return to the task list, click the corresponding button.
5.11.2.4
View Task Properties
Figure 5-45

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Figure 5-46
To assign a Task or to modify one, follow the steps below:
Select the radio button of the requested task and then click the View Task Properties button in the Action Tool bar or
Click the Task name. The View Task Info page with the activated Status Tab opens; refer to Figure 5-45.
Click the Resource Tab n Note that this page automatically appears when you have created a task.
Now you are able to assign p a project member (person) to the task.
Click on None and a scrolling list of the project members appears.
Key in the data such as % assigned, owner, status, and role, or make the necessary changes to these designations.
Click the Submit button q to finish the assignment, submit the values, and return to the current tab.
5.11.2.5
Update Tasks
You are able to change or update tasks by the following process:
Choose the desired task and click the task name itself. The View task window opens in the status tab; refer to Figure
5-45.

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Make o the necessary changes or updates.
You are able to modify or enter additional information regarding other tabs by clicking the requested tab. This submits
your entered values.
If you have modified all necessary tabs, click the Submit button r to submit the last changes, too.
5.11.2.6
Search all Tasks
Please note that you can only search all tasks of a project.
The search result will be in a list view. If you want to enter a task, just click on the task name itself, and
the View Task Info page with the activated Status Tab opens.
To search all tasks, use the following steps:
Go to the desired Workspace (project workspace).
In the action tool bar, click the Search all Task & Milestones button. The Task Search page with all available search
fields opens.
Key in the search criteria.
Click the Search button to start searching. The Search result listing with all matching tasks will be displayed.
Select the desired Task you would like to review.
5.11.2.7
Create Notification
There are several types of notifications available within the workplan module which can be configured
individually for each user. The titles of the notifications are self-explanatory to ease any definition of new
subscriptions and to allow a better overview of the existing notifications.
Each subscription can be named individually and a unique subscription message can be added. The
notifications can be created by selecting Notifications in the Setup module of each workspace. Another
way to set up notifications is to select an objects radio button and click on the notification symbol on the
action tool bar. Creating a notification in this way shows only those types of notifications that can
be applied to this object.
The objects for which you can receive notification are:
Task assignment
Create task
Modify task
Delete task
Change task status

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5.11.2.8
Modify a Task
You are able to modify a task by the following steps:
Select the radio button of the requested task.
Click the Modify button in the action tool bar. The Create Task Info page opens; refer to Figure 5-47.
Make n the necessary changes or updates.
Click the Submit button o to finish the Update. You are returned to the task list.
Figure 5-47
5.11.2.9
Remove a Task
Figure 5-48

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If tasks are never actual or necessary, you are able to remove them from the workspace through the
following procedure:
Select the radio button of the requested task.
Click the Delete Task button in the action tool bar. A confirmation window opens; refer to Figure 5-48.
To remove the Tasks click the OK button, or
After clicking the OK button, the Task is deleted.
5.11.2.10
Security Settings
The ability of team members to set or change security permissions for tasks is determined by the
permissions granted by the Space Administrator.
Team members can modify security for the tasks they created by clicking the Security button in the action
tool bar.
For more information on how to set permissions to an object, refer to the Project.net Administrators
Manual.
5.11.3
Milestones
A milestone is a task with zero duration that can only be created in a project workspace.
L Milestones are significant events in the project.

5.11.3.1
Quick Milestone Creation
To create a milestone in a project quickly, you have to do the following steps:
In the upper part of the window, two input fields are visible. Key in the required information. Enter zero for working
time.
Click the Quick Add button to finish adding the task/milestone.
The new milestone is created and you are returned to the task list.
To review the milestone, refer to 5.11.3.6 Modify a Milestone.
If a milestone is created with the Quick Add function, it is not assigned to any phase of the
project. Furthermore, the priority is set to normal, the status to not started, and no
dependencies and/or constraints are defined.

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5.11.3.2
Create Milestones
Figure 5-49
A milestone can only be created in a project (workspace).
L Milestones can only be assigned to project participants.
To create a milestone in a project, simply use the following procedure:
In the action tool bar, click the Create New Task button. The Create Task Info page opens; refer to Figure 5-49.
Select the Milestone Check o button.
Note that the start and the finish date p have to be the same date.
Define the milestones dependencies and the adherent lag times.
Define the Constraint of the milestone and if necessary, the appropriate constraint date. Note that the definition of a
deadline date will be not reasonable.
Click the Submit button q to finish the milestone creation. The View Task Info page with the activated Resources Tab

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Now you are able to assign o a project member (person) to the milestone.
Click the Submit button p to finish the assignment, submit the values, and return to the current tab.
5.11.3.3
View Task Properties
You are able to change or update milestones by the process below:
Select the radio button of the requested milestone and then click the View Task Properties button in the Action Tool bar
or Click the milestone name.
The View Task Info page with the activated Status Tab opens.
Make the necessary changes or updates.
You are able to modify or enter additional information regarding other tabs. To do this, you have to click on the desired
tab. This will submit your entered values and open the new tab.
If you have modified all the necessary tabs, click the Submit button to submit the last changes, too.
5.11.3.4
Update Milestones
You are able to change or update milestones by peforming the following steps:
Choose the requested milestone and click the milestone name itself. The View task window opens in the status tab; refer
to Figure 5-45.
You are able to modify or enter additional information regarding other tabs. To do this, you have to click on the desired
tab. This will submit your entered values and open the new tab.
If you have modified all necessary tabs, click the Submit button o to submit the last changes, too.
5.11.3.5
Search all Milestones
Please note that you can only search all milestones of a project.
The search result will be in a list view. If you want to enter a milestone, just click on the milestone name,
and the View Task Info page with the activated Status Tab opens.
To search all milestones, use the following steps:
Go to the desired Workspace; it can be a business workspace as well as a project workspace.
Click the Workplan module on the navigation bar. The Scheduling Listing opens.
In the action tool bar, click the Search all Task & Milestones button. The Task Search page with all available search
fields opens.
Key in the search criteria.
Click the Search button to start searching. The Search result list with all matching tasks will be displayed.
Select the desired Task you would like to review.

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5.11.3.6
Modify a Milestone
You are able to modify a milestone by the following process:
Select the radio button of the milestone you wish to modify or update.
Click the Modify button in the action tool bar. The Create Task Info page opens; refer to Figure 5-47.
Click the Submit button o to finish the update and return to the Scheduling Listing page.
5.11.3.7
Security Settings
The ability of team members to set or change security permissions for milestones is determined by the
permissions granted by the Space Administrator.
However, team members can modify security for the milestones they created by clicking the Security
button in the action tool bar.
For more information on how to set permissions to an object, refer to the Project.net Administrators
Manual or ask your System Administrator.
5.11.3.8
Delete a Milestone
If milestones are never actual or necessary, you are able to remove them from the workspace through the
following procedure:
Select the radio button of the requested milestone.
Click the Delete Task button in the action tool bar. A confirmation window opens; refer to Figure 5-48.
To remove the milestone, click the OK button, or
To abort the action, click the Cancel button.
After clicking the OK button, the milestone is deleted.

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5.12. Workflows
Figure 5-50
L A workflow is a process organization of activities and business processes.

A workflow is used, for example, for a review or approval process of documents or forms.
A workflow is an automation of a process, in whole or part, during which documents, information, or

tasks are passed from one participant to another for action, according to a set of procedural rules.
For more information on how to use the workflows module, please refer to 7.5 Workflow.

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5.13. News
Figure 5-51
In the news module, the project participants can keep each other informed about project information by
posting news like a virtual bulletin board; refer to Figure 5-51. Once posted, news items appear on the
dashboard of every project participant (team member).
The participants can view the news by time frame n with the following choices:
Past 2 weeks
Past month
All
For more information on how to use the news module, please refer to 7.6 News.

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5.14. Subprojects
Figure 5-52
The subprojects module lists at a glance all subprojects of the current project.
You have two ways to get to a desired subproject:
By clicking the project name. After clicking the subproject name, the dashboard of the project opens.
By selecting the radio button of the requested project and then clicking the View Subproject button in the action tool bar.
The project information page of the project will open. After clicking the cancel button, you will be returned to the
dashboard page of the project; refer to Figure 5-53.

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Figure 5-53

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5.14.1
Create a New Subproject
Figure 5-54
To create a new subproject (workspace), please use the following process:
Click the Subprojects Module on the navigation bar.The Subproject Information page with a list of all available
subprojects opens; refer to Figure 5-52.
In the action tool bar, click the Create Subproject button n or
Click the Subproject button o.
The create project space page opens; refer to Figure 5-54.
Key in n the information.
Click the Next button o to finish creation. The Create Project Space Info page opens.
Click the Finish button to finish the occurrence or
To make changes click the Back button.
You are returned to the Subproject Info page.
5.14.2
View Subproject
To show the project information of a subproject, follow these steps:

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Click the Subprojects Module on the navigation bar. The Subproject Information page with a list of all available
subprojects opens.
Select the radio button of the subproject whose project information you wish to view.
In the action tool bar, click the View Subproject button. The project information page of the subproject opens.
Click the Cancel button to finish the review.
You are returned to the Subproject.
5.14.3
Search this Project and its Subprojects
You have the ability to search in the main project and all associated subprojects for:
Forms
Deliverables
Documents
Tasks
Discussions
All
To perform a search in a project workspace, perform the following steps:
Click the Subprojects Module on the navigation bar. The Subproject Information page with a list of all available
subprojects opens.
In the action tool bar, click the Search this project and its subproject button. The Search page opens. Please note that
in this sequence the search will be performed on all available projects.
Choose the Search Type. Depending on your choice, the searching parameters will change.
Key in the searching parameter (keywords) or nothing to search for all.
Click the Search button to start the search progress.
The result listing appears, sorted by projects.
Click the Cancel button to finish the occurrence or
Click the New Search button to repeat the search.
You are returned to the Project dashboard page.

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5.14.4
Remove a Subproject
Figure 5-55
To remove a subproject, following the step below:
Click on Subprojects on the navigation bar. The Subproject Information page with a list of all available subprojects
Select the radio button n of the subproject that should be deleted.
In the action tool bar, click the Delete Subproject o button. The Project Delete Wizard window appears.
Select one of the two available options.
Click the Finish button to complete deletion or
Push the Cancel button to not delete anything.
You are returned to the Subproject Info page.

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5.15. Reports
Figure 5-56
The report module of the project workspace allows for the creation and output of standard project reports.

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5.15.1
Late Task Report
Figure 5-57
A Late Task Report shows all tasks whose completion date is before today, but whose percentage
complete is less than 100%.
To create this report, follow the steps below:
Click on Reports on the navigation bar. The report listing appears; refer to Figure 5-56.
Click on the Late Task Report name. The Late Task Report Parameters window opens; refer to Figure 5-57.
Select the radio button of the desired Filter criteria n:
Show all tasks
Tasks Assigned To Me
Show tasks for these users
Select the radio button of the desired Grouping type o:
No Grouping
Group By Resource
Group By Phase
Select up to three sorting criteria p by selecting the check box and choosing the sorting item and direction (Ascending,
Descending).

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Select the output method: q
via HTML within the Project.net system
via Portable Document Format (PDF)
Select r whether or not to show the Report Parameters on the report.
To finish the occurrence, click the Submit button.
The report is created.
5.15.2
Tasks Coming Due Report
Figure 5-58
A Tasks Coming Due Report displays all tasks that are due within a specified amount of time.
To create this report, use the following process:
Click on the Task Coming Due Report name. The Task Coming Due Report Parameters window opens; refer to Figure
5-58.
Select the radio button of the desired Filter criteria: n
Show tasks which finish between these dates

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Select the radio button of the desired type of Grouping: o
No Grouping
Group By Resource
Select up to three sorting criteria p by selecting the check box and choosing the sorting item as well as the sorting
direction (Ascending, Descending).
via HTML within the Project.net System
To finish the occurrence, click the Submit button. The report is created.
5.15.3
Resource Allocation Report
Figure 5-59
A Resource Allocation Report displays all tasks specific resources are working on for a given period of
time.
You are able to create this report by:

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Click on the Resource Allocation Report name. The Resource Allocation Report Parameters window opens; refer to
Figure 5-59.
Show allocations for tasks which start between
Show allocations for tasks which end between
Resources to Display
Day
Week
Month
Select up to three sorting criteria p by selecting the check box and choosing the sorting item as well as the direction
(Ascending, Descending).
5.15.4
Over-allocated Resources Report
Figure 5-60

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An Over-allocated Resource Report displays all resources that have been allocated more than 100% on
any given day in the reporting period.
To create this report, use the following steps:
Click on the Over-allocated Resources Report name. The Over-allocated Resources Report Parameters window opens.
Resources to Display
Show over-allocation for these dates
Select the output method: o
Select p whether or not to show the Report Parameters on the report.
To finish the occurrence, click the Submit button q.The report is created.
5.15.5
Scheduled Tasks Report
Figure 5-61
A Scheduled Task Report lists all tasks in a workspace schedule according to several filter criteria.
To create this report, please use the following process:
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Click on the Scheduled Tasks name.
The Scheduled Tasks Parameters window opens; refer to Figure 5-61.
Percent Work Complete
Start date
Finish date
No Grouping
Group by Resource
Group by Phase
Select up to three sorting criteria p by selecting the check box and choosing the sorting item as well as the direction
(Ascending, Descending).
5.15.6
Form Item Summary Report
A Form Item Summary Report gives summary information and counts of a single field of a form (for
example, counts of different form statuses).
You are able to create this report by:
Click on the Form Item Summary Report name. The Choose a Form Field window opens.
Choose a Form from the selection menu.
Choose a form field of this form from the selection menu.
Click the Submit button. The Form Item Summary Report Parameters window opens.
Select the output method:

Select whether or not to show the Report Parameters on the report.
To finish the occurrence, click the Submit button.
The report is created.

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5.15.7
Form Item Time Series
A Form Item Time Series Report shows counts of unique values for a form field over a span of time.
To create this report, use the following steps:
Click on the Form Item Time Series name. The Choose a Form Field window opens.
Choose a Form from the selection menu.
Choose a form field of this form from the selection menu.
Click the Submit button. The Form Item Time Series Parameters window opens.
Select the Parameters:
Count type
Graph type
Select and define the desired Filters. Please note that the filters depend on the respective form.
Select the output method:

Select whether or not to show the Report Parameters on the report.

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5.15.8
New User Report
Figure 5-62
A New User Report shows users that have recently been invited or accepted an invitation to a workspace.
To create this report, please use the following process:
Click on the New User Report name. The New User Report window opens; refer to Figure 5-62.
Date invited, and define the corresponding period
Date responded, and define the corresponding period
Select the output method: o
Select p whether or not to show the Report Parameters on the report
To finish the occurrence, click the Submit button q. The report is created.

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5.16. Setup
Figure 5-63
The setup module for a project allows you to update your personal settings for the project, the project
administrator settings, and your global settings.
There are three module areas in the setup module:
Personal Settings for this Project
Project Administrator Settings

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Global Settings
5.17. Personal Settings for this Project
Refer to
in Figure 5-63
There are two channels in the personal settings module area:
Dashboard Channels
Notifications
5.17.1
Dashboard Channels
Figure 5-64
5.17.1.1
Channel Manager
L The Channel Manager allows you to personalize the appearance of your dashboard.
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You can decide which information channels will be displayed on your project dashboard page. You can
control the listing that appears on the channel bars by choosing to display the bars or scrolling the
contents of the channel bars. To do this, select the icon to the left of the desired channel bar.
5.17.1.2
Add or Remove Channels
To add or remove channels of a dashboard, simply use the following procedure:
Click the Setup module on the navigation bar. The Setup Info page opens; refer to Figure 5-63.
In the Personal Settings module area, click the Dashboard Channels button. The Channel Manager page opens; refer to
Figure 5-64.
Choose n which channels you would like active or inactive.
Click the Submit button o to finish your modifications and return to the Setup module page.
5.17.2
Notifications
Figure 5-65
notifications or alerts are sent to inform you of changes within the workspaces you are a
L Email
member of.

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Email notifications are also sent when new items are assigned to you or when you are invited to a meeting
or workspace. This page allows you to personalize the type of e-mail notifications that will be sent to you.
You can choose to be notified immediately or have notifications batched into daily or weekly emails.
Triggers for email notifications include milestones, calendar dates, new drawings, updated drawings,
status changes, added documents, deleted documents, projects or subprojects that have reached
completion, missed deadlines, and members removed from the project (job change, transfer, leave). As
not all events require an immediate response, you can also tailor the notification to match the importance
of the event.
For more information on how to use the notification module, please refer to 7.7 Notification.
5.18. Project Administrator Settings
Refer to
in Figure 5-63
The following channels are in the project administrator settings module area:
Project Information
People and Roles
Project Templates
Workflows
Manage Forms
Security

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5.18.1
Project Information
Figure 5-66
The project information tab is used to edit project information, status, percent complete, dates, etc. You
can also change or add a project logo in this area.
For more information on how to use this module, please refer to 5.1.1.1 Project Properties.
5.18.2
People and Roles
This tab of the Project Administrator Settings links you to the directory module area. You will have
access to the participant roster and can add or remove people and roles in this project.
For more information on how to use this module, please refer to 5.4 Directory.
5.18.3
Project Templates
module allows you to save workspaces as templates, storing those templates and reusing
L This
them later for similar projects.
The project templates channel has two template options:

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Create a Template from this Space
Figure 5-67
When a template is created, you can decide if some or all modules of the workspace will be stored.
Templates can also be created manually from scratch. Once stored, these templates can be modified and
processed as if they were an actual project, using the same steps as in a project.
Note that the usage scenario, which has to be filled out, should describe the type of project or
business for which you would use this template.

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5.18.3.1
Figure 5-68
To create a template from a workspace, use the following procedure:
In the Project Administrator Settings channel, click the Project Templates button. The Template Selection page opens;
Click the Create Template from this Space button. The Create Template page opens; refer to Figure 5-68.
Key in n the template name, description, and use scenario.
Choose o the template owner from the list.
Select the modules p to be included in the template.
Click the Submit button q to create the template. You are returned to the Setup Info page and your template is stored
and now available in the determined workspace.
Note that after a workspace has been saved as a template, the changes made to that project are
not carried over to the template. You will need to modify or create a new template to reflect any
changes made to the project.

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5.18.3.2
Figure 5-69

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To create a new template of a workspace, simply use the following procedure:
Click the Setup Module on the navigation bar. The Setup Info page opens; refer to Figure 5-63.
In the Project Administrator Settings channel, click the Project Templates button. The Template Selection page opens;
Click the Create a New Template button. The Create Template page opens; refer to Figure 5-69.
Click the Finish button p to complete the occurrence.
You are returned to the Setup Info page and your template is stored in the determined workspace and is now available for
use.
5.18.3.3
Modify a Template
Figure 5-70

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To modify a template, the following steps have to be done:
Go to the Business workspace where the template has been stored.
Click the Templates Module in the navigation bar. The Template Portfolio page opens; you see a listing of existing
Project Templates; refer to Figure 5-70.
Select the desired template; click the Template Name to enter. You are forwarded to the templates workspace and the
dashboard of the template opens; refer to Figure 5-71.
Enter the necessary modules in the navigation bar of the template. Note that you can use these modules and
functionalities in the same way as you would anywhere else in the application (Personal, Project, or Business
workspaces).
Make your necessary changes.
The changes will be stored in the template.
Figure 5-71
5.18.3.4
Create a Project Workspace from a Template
To create a project workspace from a template, follow the steps below:
Go to the Business listing. The Business Portfolio listing page opens; refer to Figure 6-1.
Select the requested business; click the Business Name to enter. The dashboard of the Business opens; refer to Figure
6-6.
Click the Projects Module in the navigation bar. The Project Listing page opens; refer to Figure 6-21.
In the action tool bar, click the Create button. The create project space page opens; refer to Figure 6-22.

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Key in n the requested and optional information.
Select the business owner o and if requested, the subproject.
Choose p the template you would like to apply.
Select q status and color code, type in percent complete, and if known the start and end dates.
Click the Next button r.The Create Project Space Info page opens.
To make changes, click the Back button or
To finish the occurrences, click the Finish button.
You are returned to the Project Listing page and the project appears on the Project Listing.
Your new project will have all of the modules that the template had. If saved, any documents, forms,
processes, etc. will be applied to this project. Form data and status will not be applied. The forms area
will be blank, and the status of each phase will be listed as not started. You will need to populate this
project just as you would any other project.
5.18.4
Workflows
Figure 5-72
module area contains the same functions as the workflow designer module on the
L This
navigation bar. It forwards you to the workflow designer page.

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The workflow designer allows you to create, change, or delete workflows for this project. A workflow is
a process organization of activities and business processes. For example, a workflow is used for a review
or approval process of documents or forms.
5.18.5
Manage Forms
This module area contains the same functions as the forms designer module. It forwards you to the form
designer page.
Figure 5-73
the form designer module, you can create customized forms and store them in the project
L With
workspace.
Once created, each form can be used repeatidly. After clicking the forms module in the navigation bar,
you will see a listing of all the available forms you have created.

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5.18.6
Security
Figure 5-74
This module area allows you to edit the security settings for the business or business workspaces. You
need special permission to use this module area.
For more information on how to use the security module, please refer to the Project.net Administrators
Manual.

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5.19. Global Settings
Refer to
5.19.1
in Figure 5-63.
Personal Profile
Figure 5-75
You can update your personal profile at any time. Simply go to the setup module and click on the global
settings channel and on personal profile. Make any changes you want, and click apply to propagate the
changes. Please note that this information is private and secure as defined by the policies on this site.
There are five tabs in your personal profile:
Name
Address
Login
License
Domain Migration

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5.19.1.1
Name Tab
L This tab contains your primary contact information.

Required fields are:
First name
Last name
Display name
Email address
As most notifications including meeting invitations, task assignments, and calendar items go to your
email address, this must be kept current.
5.19.1.2
Address Tab
Figure 5-76

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L This tab contains your physical address information.

As appointments, check-in, and check-out use GMT times, make sure you select the right time zone. To
ensure that all means of contact are covered, you can add a mobile phone number, a pager number, and an
e-mail to your personal profile.
5.19.1.3
Login Tab
Figure 5-77
L This tab contains login, password, and jog question information.

You can change these parameters as desired, but you must enter your current login and password n in
order to update this page.

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that the jog question

L Note
your login information.
5.19.1.4
o is used as an additional identifier in case you forget or misplace
License Tab
Figure 5-78
license tab displays your current license information as well as the history of licenses you
L The
were associated with before.
You can switch to another license, but you must have a valid license key.

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5.19.1.5
Domain Migration Tab
Figure 5-79
L The domain migration tab shows all currently supported domains you migrate to.

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6. BUSINESS WORKSPACE
6.
BUSINESS WORKSPACE
By clicking on the top Business icon, the Business Portfolio page appears.
Figure 6-1
6.1.
Business Listing Page
After clicking the Business icon, you see at a glance a listing of all business workspaces you are member
of; refer to Figure 6-1.
You can enter a business workspace:
from the Business listing by clicking the Business name

After clicking the business name, the dashboard of the business workspace opens.
from the Personal workspace by clicking the Business name from the My Businesses channel
After clicking the business name, you are taken to the requested business workspace.

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6.1.1
Business Workspace
Business Workspaces allow you to create a hierarchy of workspaces that model your
organization. Business Workspaces typically contain information that is shared across several
Project Workspaces.
In addition to considering the participants and projects separately, the Project.net business workspace will
allow you to combine the two. For example, you can view not only a listing of all projects in your
business, but also who in your business is working on what project.
A business workspace is not a static read-only tool. You can create projects and then staff them from
your complete business roster. As a result of the ability to sort employees by their skill-sets and
departments, teams can be quickly created with just the right employees. You can avoid possible doublebooking and assign staff based on availability because you also have access to the current project lists.
Other controls within the business workspace will allow you to manage who has access to what
information, especially on shared projects. While department managers may need complete status
information, co-workers could be restricted to viewing just those documents you determine are required.
This access control helps protect sensitive information by limiting who is allowed to view or change
information on the site. For example, on one project you may collaborate with a competitor. In this case,
you only want them to see your organizations status on those phases where there are joint activities. You
do not want a competitor to be able to view proprietary financial and staffing details. With Project.nets
built-in security system, you can control precisely what any user can see and do.
In sum, the business workspace gives you control over your staff, their projects, project timelines, and
access to information. By combining this information on a single site, operational efficiency is greatly
increased, resulting in a bigger bottom line.

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6.1.1.1
Business Properties
Figure 6-2
A number of business properties have been provided for the business workspace; refer to Figure 6-2.
However, these properties are only available in the modify mode.
The properties are grouped into two channels:

Modify Business
In this channel, you have the ability to define the business itself as well as the type of business. Please
note that bolded fields are required. You can define the Business Name, as well as designate or change a
corporate or business specific logo.
Business Address Information
In this channel, you have to define the address information of your business (company). Please note that
bolded fields are required.
6.1.1.2
Create a New Business Workspace
L Only space administrators can create a new business workspace.

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6.1.1.3
Modify a Business Workspace
Figure 6-3
To modify a business workspace, follow the procedure below:
Go to the Business Listing.
Select the business Workspace that you wish to modify.
Enter the business Workspace by clicking the business name.The Dashboard of the business opens.
In the Action Tool bar, click the Modify button. The Modify business page opens; refer to Figure 6-3.
Make n your changes, being sure to fill in the required bold fields. If you wish, you can change the logo o of the
business; refer to 6.1.2 Business Logo.
6.1.2
Click the Submit button p to finish the modification. You are returned to the business Dashboard.
Business Logo
You can add a corporate or business specific logo to a business workspace; refer to Figure 6-3.
This logo appears on the business workspace dashboard page.

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6.1.2.1
Add a Logo to a Business Workspace
Figure 6-4
To add a business logo to a business workspace, follow the steps below:
Go to the desired business (workspace).
Click the Setup Module on the Navigation bar. The Setup Information page opens.
In the business Administrator Settings channel, click the Business Information button. The Modify business page opens;
Click the Change Logo button o to add a business logo. The Change business Logo Wizard appears; refer to Figure 6-4.
Search n for the logo-file. Navigate to where the logo is stored through the Browse option.
Click the Upload Logo button o to finish the occurrence. Your logo is stored and will display in the dashboard on the
top left below the business name.
note that the logo should be in *.gif or *.jpg format and no larger than 120 pixels high X
L Please
150 pixels wide.

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6.2.
Navigation Bar
Navigation bar in the Business Workspace does not appear until a business from the
L The
business portfolio page is selected.
Figure 6-5
The navigation bar in the business workspace includes a suite of tools for setting up business structure,
creating business news, creating, viewing, and managing business documents, providing discussions at
the business level, planning and scheduling business meetings and events, creating general business
forms, establishing overall workflows and templates, as well as the invititing and administrating of
business participants.
The modules listed below are available in your Business Workspace on the Navigation bar; refer to
Figure 6-5:
Dashboard
As the main page of the business Workspace, the Dashboard gives you an overview of your Business.
Directory
The directory module provides information about the participant and their roles and includes the following two tabs:
Participants - the complete roster for the business workspace
Roles to organize your business by groups or roles
in
Documents
This module offers a full-featured document management system for the business folders, files, and documents.

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Discussions
The discussions module provides threaded discussion groups within a business workspace.
Forms
The forms module offers customizable forms. With these forms, issues, decisions, requirements, features, bugs, goals,
risks, and other items can be easily tracked.
Projects
In the projects module, an overview and listing of all appropriate projects of the business is given.
Calendar
This module contains the business calendar. All items of the business, such as events or meetings, are displayed here.
Workflow
In this module all defined and available workflows for the business are listed.
Templates
In this module all created and available templates for the business are listed.
News
Contains information about or regarding the business that is important or interesting to all participants.
Sub-businesses
In this module you will receive an at-a-glance listing of all sub-businesses of the business you are currently in.
Setup
This module allows you to update your personal settings for the business. After activation two module areas appear:
6.3.
Personal Settings for this Business - In this module area you can update the business workspace appearance as well
as customize email notifications.
Business Administrator Settings - In this module area you can view or edit business information as well as create
business templates, if you have the required permissions.
Dashboard
When you enter a business workspace, the first page you see is the dashboard of that business. The
dashboard is a collection of channels that indicate, at a corporate level, all the current business
information and their statuses.

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Figure 6-6
For the channels that appear on the Business Workspace dashboard, refer to the associated number
Figure 6-6:
Business News
Contains information about or regarding the project that is important or interesting to all participants. In the news
channel, you will see a listing of all news posted in the past 2 weeks.
Business Members Online

A listing of all participants who are currently online.
Projects
A listing of all projects of the business or business workspace you are currently in. Please note that you will see all
projects, including those projects you are not a member of.
Documents Modified within Past 7 Days

Listing of all documents that have been modified within the last 7 days.
Upcoming Meetings
A listing of all upcoming business meetings. In this channel all meetings that will occur in the next 7 days will be
displayed until they are passed.
Forms modified for last 10 Days

A listing of all form data that have been created or modified within the last 10 days.

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6.4.
Directory
The directory for the business workspace appears slightly different from the directory in the project
workspace.
Figure 6-7
The directory module has only two tabs, these are:
Participants - the complete roster for a business workspace
Roles the various roles or groups in a business workspace
6.4.1
Participants Tab

In the participants tab, you can view rosters to quickly obtain names and contact information. Lists of
participants can be filtered or searched by the first letter of the surname by selecting that letter from the
list.
the most important tool is the invite participants tool. With this tool, you can add and
L Perhaps
invite team members to a business workspace.

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6.4.1.1
Definitions
Last visit:
This shows you the last login date and time of the selected participant.
Type of Invitation:
With the type of invitation, you can select if it is necessary for the invited
participant to accept the invitation.
There are two options for the type of invitation:
require invitees to accept invitation the invitee is requested to accept the invitation
automatically accept invitation no acceptance by the invitee is necessary
Participant Role:
6.4.1.2
Please note that all Invitees will automatically be added to the team members role.
You have the ability to select other roles to which they will also be added.
Search for Participants
Figure 6-8
To search for a participant of a business workspace, follow the steps below:
Go to the Business Workspace.
Select the desired business (workspace). The dashboard of the business opens; refer to Figure 6-6.
In the Participants tab, insert the letter or abbreviation in the search field you wish to search for; refer to Figure 6-8. Be
aware that if you only key in one letter, the search results will be all participants whose surname starts with that letter. If
you key in two or more letters, the search result will include all participants whose names (first name or surnames)
contains these groups of letters.
Click the Search button n on the right of the text box.
The result listing appears.
To display all participants again, click the All button or use the search function with no input.

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6.4.1.3
Invite a New Participant
Figure 6-9
Figure 6-10
To invite a new participant to a business workspace, the following steps have to be completed:
Click the Directory module on the navigation bar. The Participants listing page opens; refer to Figure 6-7.
In the Participants tab, click the Invite Participant button to start adding a new team member. The Invite Participants
page opens; refer to Figure 6-9.

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Enter the name and email address n of the person you wish to invite.
Click the Add to Invitee List o button. The entered users appear on the listing of current invitees on the bottom of the
page. If you want to remove a selected user from the current invitee listing, click the remove button to the left of the
desired user.
Click the Next button p.
Optionally, fill in q the information on the person's responsibilities and add a brief message explaining that person's
role.
Select the type of Invitation r and select any optional other roles to which the participant will also be added.
Click the Invite button s to finish the invitation. You are returned to the Participants tab.
6.4.1.4
Modify the Properties of a Participant
Figure 6-11
To modify the properties of a participant of a business workspace, you have to:
Go the desired business (workspace).
Click the Directory module on the navigation bar. The Participant listing page opens; refer to Figure 6-7.
In the Participants tab, select the radio button next to the name of the participant whose properties you would like to
modify.
Click the Modify Properties button in the action tool bar. The Modify Properties pages opens; refer to Figure 6-11.
Make your desired changesn.
Click the Submit button o to finish the modification. You are returned to the Participants listing page.

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6.4.1.5
Remove a Participant
Figure 6-12
Changes in staffing are inevitable. To remove a member who is no longer with the business or is in
another business workspace, use the following procedure:
Select the radio button next to the name of the person you would like to remove.
Click the Remove button in the action tool bar. A Confirmation window opens; refer to Figure 6-12.
To remove the Participant, click the OK button, or
After clicking the OK button, the Participant is removed and you are returned to the Participants listing page.
6.4.1.6
View the Properties of a Participant
Figure 6-13
To view the properties of a participant of a business workspace, you have to:

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In the Participants tab, select the radio button next to the name of the participant whose properties you would like to
view.
Click the View Properties button in the action tool bar. The View Properties page opens; refer to Figure 6-13.
Click the Cancel button n to return to the listing page.
6.4.2
Roles Tab
Figure 6-14
This tab displays the various roles or groups in the business workspace. Roles are a convenient way of
structuring large (or even small) businesses. You can use roles to organize the tasks at hand or to control
access to proprietary information. Changing the security properties for a role can easily control the use
permissions.
Roles Tab you see the role name itself, the number of people in that role, a description,
L Inandthea single
email button (link) for that role.

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6.4.2.1
Definitions
Role Name:
A Role Name is the definition of a role or of a group of participants in your

business. This role may have specially defined permissions.
Inherited Role:
An Inherited Role is a role or group that is created in a superior workspace. A

user who is invited in the current workspace will obtain the same role or group he
has in the superior workspace. The permissions of the inherited role can be totally
different from those of the corresponding role in the superior workspace.
Related Workspaces: Related workspaces are the superior workspaces you can select from an existing
role.
Description (optional): With the description, you are able to specify the defined role or group.
6.4.2.2
Create a New Role
Figure 6-15
To create a new role in a business workspace, the following steps have to be completed:
Go to the Roles Tab. The Roles listing page opens; refer to Figure 6-14.
In the action tool bar, click the Create Role button. The New Role Wizard appears; refer to Figure 6-15.
Key in n the role name and (optional) description, or
Select o an existing Role from a related workspace.
Click the Next button p to finish the occurrence.
You are returned to the Roles tab. The New Role will be displayed.

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6.4.2.3
Modify a Role
Figure 6-16
You are able to modify the properties of a role in a business workspace by the following process:
Going to the desired business (workspace).
Select the radio button next the role you would like to modify or
Click the desired role name itself.
If you have selected the radio button In the action tool bar, click the Modify Role button.
The Modify Role Window opens; refer to Figure 6-16.
Make the necessary changes to the role.
Click the Submit button to finish the occurrence.
You are returned to the Roles tab-listing page.
6.4.2.4
Remove a Role
To remove a role or group in a business, follow the steps below:
Select the radio button next the Role you would like to remove.
In the action tool bar, click the Remove Role button. A confirmation window opens; refer to Figure 6-12.
To remove the role click the OK button, or
After clicking the OK button, the Role is removed and you are returned to the Roles tab-listing page.

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6.4.2.5
Sending Mail
Figure 6-17
Mail can be sent to all members of a role, to each participant or to all members (team members) who have
accepted an invitation. To do this:
Go to the Roles Tab for sending email to Members of a role or to all members, or
Go to the Participant Tab for sending an email to one participant.
For the requested role or participant, click the appropriate Send Email button.
The Send Email page opens, with a selection field populated by the current members of the business; refer to Figure
6-17. Please note that a multi selection is possible by pressing the Control button of your keyboard.
By default, the selected email address is displayed.
Compose your subject and messagen.
Click the Send button o to finish. You are returned to the Roles Tab.

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6.5.
Documents
Figure 6-18
The business documents will be stored in the documents module.
Project.net offers a full-featured document management system.
L There is no limit to the size or type of document that can be stored.

The documents module provides version control, access history, hierarchal folder structure, and
more.
Participants of the project are able to add, modify, check out, check in, and delete documents if they have
the necessary permissions.
For more information on how to use the documents module, please refer to 7.1 Documents.

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6.6.
Discussions
Figure 6-19
The discussions module provides threaded discussion groups within a business or business workspace.
The discussions are secured to the participants of the relevant workspace.
L A discussion with this feature allows more organization and knowledge capture.
For more information on how to use the discussions module, please refer to 7.2 Discussions.

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6.7.
Forms
Figure 6-20
The forms module offers customizable forms so that the workspace created forms can be created and
stored.
L Once created, each form can be used repeatidly.

With a form, issues, decisions, requirements, features, bugs, goals, risks, and other items can be
tracked.
After clicking the forms module in the navigation bar, you will see a listing of all the available forms that
have been created.

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6.8.
Projects
Figure 6-21
The projects module provides an at-a-glance listing of all current projects and subprojects owned by the
business workspace, as well as their status and completion percentage.
To go to a desired project, click the project Name and the project dashboard will open.

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6.8.1
Create a New Project
Figure 6-22
To create a new project (Workspace), please use the following procedure:
Click the Projects module on the navigation bar. The Project Listing page opens; refer to Figure 6-21.
In the action tool bar, click the Create Project button. The Create Project Space page opens; refer to Figure 6-22.
Key in n the requested and optional information.
Select q status and color code. Type in percent complete and, if known, the start and end dates.
Click the Next buttonr.The Create Project Space Info page opens.
To make changes, click the Back button.
To finish the occurrence, click the Finish button.
You are returned to the Project Listing page and the Project appears on the Project Listing.

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6.8.2
Search in Projects
Figure 6-23
To search Project workspaces within a business, follow the steps below:
In the action tool bar, click the Search button. The Search page opens, refer to Figure 6-23. Please note that in this
sequence the search will be performed on all available projects.
Choose the Search Type n. Depending on your choice, the searching parameters will change.
Key in o the searching parameter (keywords) or nothing to search for All.
Click the Search button p to start the search progress.
The result listing appears, sorted by Projects.
Click the New Search button to repeat search.
You are returned to the Project Listing page.

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6.9.
Calendar
Figure 6-24
In the calendar module area, all events and meetings of the business are displayed. Please note that you
will see only those meetings you are invited to.
For more information on how to use the calendar module, please refer to 7.4 Calendar.
6.10. Workflow
Figure 6-25

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L A workflow is used to automate project-related business processes.

For example, a workflow can be used for a review or approval process of documents or forms.

6.11. Templates
Figure 6-26
The templates module allows you to display at a glance the template portfolio containing all the templates
stored in the business workspace.
application allows you to save workspaces as templates, store those templates, and reuse
L The
them later for similar projects.
When a template is created, you can decide which modules of the workspace will be stored. Templates
can also be created manually from scratch.
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The following Modules can be stored in Templates:
Directory
Documents
includes all folders and documents
documents without any revision, links, discussion, workflows, or activity logs
Discussions
includes all phases, deliverables, and gates without tasks and milestones
phases - status set to not started, progress set to 0%, without any dates
deliverables - status set to not started, without links
gates - status set to not scheduled, without any dates
Schedule
includes all tasks and milestones with dates, dependencies, and constraints, but without any phase assignments
Workflow
without any form data
Process
discussion groups without any posts
Forms
with roles but without participants
includes all workflows without any envelopes
Security
with security of roles
Templates can be stored in:
the Personal workspace of the creator
any Business workspaces the creator is a member of
Once stored, these templates can be modified and processed as if they were an actual project, using the
same steps as in a project. Note that the use scenario, which has to be filled out, should describe the type
of project or business for which you would use this template.
To enter a requested template, click the Template name. You are forwarded to the template workspace
and the dashboard opens.

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6.11.1
Figure 6-27
To create a new template in a business workspace, simply use the following procedure:
Click the Templates module on the navigation bar. The Template Portfolio page opens, you will see a listing of the
existing Templates of the business workspace; refer to Figure 6-26.
In the action tool bar, click the Create button. The Create Template page opens; refer to Figure 6-27.
Choose the desired business space from the list o to be the template owner.
Click the Finish button p to complete the occurrence and return to the Template Portfolio page. The template will be
displayed and is now available for use.
6.11.2
Template Browser
After clicking the Template Browser button, you will receive another view of the available Templates. In
this view, the user can see the brief description as well as the use scenario of the templates. This enables
the user to select the best possible template.

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6.11.3
Create a Project Workspace from a Template
To create a new project workspace from a template, please use the following process:
Go to the Business Workspace. The Business Portfolio listing page opens; refer to Figure 6-1.
Select the desired business by clicking the business name. The dashboard of the business opens; refer to Figure 6-6.
In the action tool bar, click the Create button. The Create Project Space page opens; refer to Figure 6-22.
Key in n the project name and description (optional).
Select q the status and color code. Type in the completion percentage and, if known, the start and end dates.
Click the Next button r. The Create Project Space Info page opens.
To make changes click the Back button or
To finish the occurrence click the Finish button.
You are returned to the Project Listing page. The project appears on the Project Listing.
Your new project will have all of the modules that the template had. If saved, any documents, forms,
processes, etc. will be applied to this project. Form data and status will not be applied. The forms area
will be blank, and the status of each phase will be listed as not started. You will need to populate this
project like any other project.
6.11.4
Modify a Template
You are able to modify the templates of a workspace; to do this please follow the steps listed below:
Click the Templates module on the navigation bar. The Template Portfolio page opens and you will see the existing
templates of the business workspace; refer to Figure 6-26.
Select the requested template; click the Templates name to enter.
You are forwarded to the Templates workspace. The dashboard of the template opens.
Enter the necessary modules in the navigation bar of the template. Note that you can use these modules and
functionalities in the same way as you would elsewhere in the application.
Make your changes. These changes will be stored in the template.

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6.11.5
Remove a Template

To remove a created template, follow these steps:
Click the Templates module on the navigation bar. The Template Portfolio page opens, and you will see the existing
templates of the business workspace; refer to Figure 6-26.
Select the radio button of the requested template.
In the action tool bar, click the Remove button. A confirmation window opens; refer to Figure 6-12.
To remove the template click the OK button, or
To abort the action, click the Cancelbutton.
After clicking the OK button, the template is removed and you are returned to the template listing page.
6.12. News
Figure 6-28
news module, business participants can be informed about general information by posting
L Inandthereading
news like a virtual bulletin board.

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Once posted, news items appear on the dashboard of every business participant (team member). The
participants can view the news by time frame, with the following choices:
Past 2 weeks
Past Month
All
For more information on how to use the news module, please refer to 7.6 News.
6.13. Sub-businesses
The sub-business module listing shows an overview of all the sub-businesses of the business workspace
you are currently in.
Figure 6-29
You can go to a sub-business by clicking the sub-business name. This will open the sub-business
dashboard.

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6.13.1
Create a New Sub-business
Figure 6-30
Figure 6-31

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To create a new sub-business, the following steps have to be completed:
Go to the business (workspace).
Click the Sub-business module on the navigation bar. The sub-businesses listing page opens.
Click the Create Sub-business button. The Create New Business page opens; refer to Figure 6-30.
Select the template o to apply, if desired.
Click the Next button p to finish creating the new business.
The Business Address Information page opens; refer to Figure 6-31.
Key in q the required and optional information.
Click the Finish button r to finish the occurrence and return to the sub-businesses listing page; refer to
6.13.2
Figure 6-29.
View Sub-business
Note that only space administrators can only apply this action.
To show the project information of a subproject, use the following steps:
Click the Sub-business Module on the navigation bar. The Sub-business Information page with a list of all available subbusinesses opens.
Select the radio button of the sub-business whose business information you wish to view.
In the action tool bar, click the View Sub-business button. The business information page of the sub-business opens.
Click the Cancel button to finish your review and return to the Sub-business module.
6.13.3
Search this Business and its Sub-businesses
You have the ability to search in the main business and all associated sub-businesses for:
All
Documents
Discussions
Calendar
Forms
To perform a search in the business workspaces, follow these steps:
Click the Sub-business Module on the navigation bar. The Sub-business Information page with a listing of all available
sub-businesses opens.
In the action tool bar, click the Search this business and its sub-businesses button. The Search page opens. Please note
that in this sequence the search will be performed on all available businesses.
Choose the Search Type. Depending on your choice, the search parameters will change.
Key in the search parameters (keywords) or nothing to search for All.
Click the Search button to start the search progress. The result listing appears, sorted by businesses.
Click the New Search button to start a new search.
You are returned to the Business dashboard page.

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6.14. Setup
Figure 6-32
The setup module in a business workspace allows you to update your personal settings for the business as
well as the Business Administrator Settings. There are two module areas in the setup module:
Personal Settings for this Business
Business Administrator Settings
6.15. Personal Settings for this Business
Refer to
in Figure 6-32.
There are two channels in the Personal Settings module area:
Dashboard Channels
Email Notifications

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6.15.1
Dashboard Channels
Figure 6-33
6.15.1.1
Channel Manager
The Channel Manager allows you to personalize the appearance of your dashboard. You can decide
which information channels will be displayed on your business dashboard page.
Choosing to display the bars or rolling the contents of the channel bars by selecting the icon at the left of
the desired channel bar can control the listings appearing on the channel bars.

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6.15.1.2
Add or Remove Channels
To add or remove channels of a dashboard, simply use the following procedure:
Go to the Business (workspace).
In the Personal Settings module area, click the Dashboard channels button. The Channel Manager page opens; refer to
Figure 6-33.
Choose which channels n you would like active or inactive.
Click the Submit button o to finish your modifications and return to the Setup Module page.
6.15.2
Email Notifications
Figure 6-34
There are two channels in the Email Notifications module area:
Manage Subscriptions
Create a Type Subscription
Email notifications or alerts are sent to inform you or other users of changes within the Project.net
workspaces. Email notifications are also sent when new items are assigned to you or when you are invited
to a meeting or workspace.
6.15.2.1
Manage Subscriptions
In this module area, you can add or manage notification subscriptions for this business.

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Figure 6-35
This page allows you to personalize the type of email notifications that will be sent to you. You can
choose to be notified immediately or have notifications batched into daily or weekly emails.
6.15.2.2
Create a Type Subscription
In this module area, you can create a subscription by module for this business (workspace).
Figure 6-36

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Subscription triggers include milestones, calendar dates, new drawings, updated drawings, status changes,
added documents, deleted documents, projects or subprojects that have reached completion, missed
deadlines, and members removed (job change, transfer, leave). As not all events require an immediate
response, you can also tailor the notice to match the importance of the event.
For more information on how to use the notification module, please refer to 7.7 Notification.
6.16. Business Administrator Settings
Refer to
in Figure 6-32.
The following channels are in the Business Administrator Settings module area:
Business Information
People and Roles
Business Templates
Workflows
Manage forms
Security
6.16.1
Business Information
Figure 6-37
The business information tab is used to modify or edit business information, status, percent complete,
dates, etc. You can also change or add a business logo in this area.

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For more information on how to use the business information module area, please refer to 6.1.1.3 Modify
a Business Workspace.
6.16.2
People and Roles
This tab links you to the directory module area. You will have access to the participant roster and can add
or remove people and roles in this business workspace.
For more information on how to use the directory module, please refer to 6.4

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Directory.
6.16.3
Business Templates
Figure 6-38
This module area performs the same functions as the templates module on the navigation bar.
This area allows you to save business workspaces as templates and store the templates for reuse on a
similar business later. When a template is created, you can decide if some or all modules of the
workspace will be stored. Templates can also be created manually from scratch. Once stored, these
templates can be modified and processed as if they were an actual business, using the same steps as in a
business workspace. Note that the use scenario, which has to be filled out, should describe the type of
business for which you would use this template.
The Business templates channel has two further template options:
Create a template from this space
Create a new template

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6.16.3.1
Figure 6-39
To create a template from a workspace, simply use the following procedure:
Click the Setup module on the navigation bar. The Setup Info page opens.
In the Business Administrator Settings Channel, click the Business Templates button. The Template Selection page
Click the Create a template from this space button. The Create Template page opens; refer to Figure 6-39.
Select the modules p to be included in the template.
Click the Submit button q to create the template and return to the Setup Info page.
Your template is stored in the determined workspace and is now available for use.
Note that after a workspace has been saved as a template, the changes made to that business are
not carried over to the template. You will need to modify the template or create a new template
to reflect any changes made to a project.

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6.16.3.2
Figure 6-40
To create a new template in a business workspace, simply use the following procedure:
Click the Setup module on the navigation bar. The Setup Info page opens.
In the business Administrator Settings channel, click the Business Templates button. The Template Selection page opens;
Click the Create a New Template button. The Create Template page opens; refer to Figure 6-40.
Choose the desired business space as template owner o from the list.
Click the Finish button p to complete the occurrence and return to the Setup Info page. Your template is stored in the
determined workspace and is now available for use.
6.16.3.3
Modify a Template
For information on how to modify a template, please refer to 6.11.4 Modify a Template.
6.16.4
Workflows
Refer to 6.10 Workflow and Figure 6-25.

The workflow module allows for creating, changing, or deleting workflows for this business workspace.
A workflow is a process organization of activities and business processes. For example, a workflow can
be used for a review or approval process of documents or forms.
For more information on how to use the workflow module, please refer to 7.5 Workflow.

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6.16.5
Manage Forms
This module area performs the same functions as the forms module and forwards you to the form designer
page.
Figure 6-41
With the form designer module, you can create customizable forms and store them in the project
workspace. Once created, each form can be used repeatidly. After clicking the forms module in the
navigation bar, you will see a listing of all the available forms you have created.

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6.16.6
Security
Figure 6-42
module area allows you to edit the security settings for the business. You need special
L This
permission to enter this module.
For more information on how to use the security module, please refer to the Project.net Administrators
Manual.

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7. GENERAL MODULES
7.
GENERAL MODULES
7.1.
Documents Module
Figure 7-1
The Project.net system offers a full-featured document management system.
L There is no limit to the size or type of document that can be stored in this module.
The documents module provides version control, access history, hierarchal folder structure, and more.
Team members are able to add, modify, check out, check in, and delete documents.
Types of documents include:
CAD files (DGN, DWG, and DXF formats)
Text
Bid Documents
Proposals
Requests for Quote (RFQ)
Requests for Information (RFI)
Scanned Drawings
Other images that can be quickly added to a project.
Audio and Video

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7. GENERAL MODULES
entered, any document is incorporated into the Project.net version control system for
L Once
check out / check in.
7.1.1
Document Action Tool Bar
The document tool bar contains the tools needed to create and manipulate documents. It is only available
in the documents module of the various workspaces. The toolbar is located in the upper right hand corner
of the page, to the left of the action tool bar and appear as follows:
- document action tool bar -
- action tool bar -
a document action tool is not available within a module or a page, the icon for that action
L When
will be greyed out, e.g.
For more information on how to use the action tool bar, please refer to 2.3.8 Action Tool Bar and/or 7.1.2
Action Tool Bar.
The tools represented above are:

Icon
Action
Description
Check Out
Locks the document and prevents other users from making changes. For
review and modification, the document has to be downloaded from the
workspace. For more information on how to use this command, please refer
to 7.1.1.1 Check Out a Document.
Check In
Brings the document back into the revision control system. The revised
document has to be uploaded to the workspace. For more information on
how to use this command, please refer to 7.1.1.2 Check In a Document.
View
Opens the document for review with the appropriate tool. This is a read-only
mode. For more information on how to use this command, please refer to
7.1.1.3 View a Document.
Undo
Check Out
Releases the document from the check out process. The document is left
unchanged and no entries are made in the revision control system. For more
information on how to use this command, please refer to 7.1.1.4 Undo Check
Out of a Document.

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7. GENERAL MODULES
Creates a new folder to help organize the documents in a project. For more
New Folder information on how to use this command, please refer to 7.1.1.5 Create New
Folder.
Move
7.1.1.1
Places the document in another location or folder in the workspace. For more
information on how to use this command, please refer to 7.1.1.6 Move a
Document.
Check Out a Document
With the Check Out command the document will be locked. This will prevent other users from making
changes as well as inform the other participants that the document is being worked on.
To be able to review and change the document, the document has to be downloaded from the workspace.
To just view the document, click the View command; refer to 7.1.1.3

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7. GENERAL MODULES
View a Document.
Figure 7-2
To check out a document use the following procedure:
Go to the desired workspace.
Click the Documents module on the navigation bar. The Document Vault page opens; refer to Figure 7-1.
Go to the desired folder.
Select the radio button of the document to be checked out.
Click the Check Out button on the document action tool bar. The Document Check Out Wizard opens; refer to Figure
7-2.
Fill in the blanks n on the Check Out form. An Estimated Return Date is required to assist in tracking the document.
Click the Check Out button o to finish the occurrence or
Click the Cancel button to abort the action.
You are returned to the Document Vault page and the document you checked out is marked with a check mark.

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When a document is checked out, a check mark will appear next to the document to inform
other users that the document is being worked on.
L Project.net lists all documents that are checked out by you in your Personal workspace in the
information channel Documents checked out.
Note that the

The
GREEN indicates documents that are checked out by you.
RED indicates another participant has checked out the document; refer to Figure 7-3.
Figure 7-3
7.1.1.2
Check In a Document
With the Check In command, the document will be brought back to the revision control system of
Project.net. To do this, the revised document has to be uploaded to the appropriate workspace.

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7. GENERAL MODULES
Figure 7-4
L Please note that only checked out documents can be checked in.
To check out a document use the following procedure:
Select the radio button of the checked out document.
Click the Check In button on the document action tool bar. The Check In Window appears; refer to Figure 7-4.
Search for the file n that has to be checked in.
Choose a Status o for the document.
Fill in the Check In Comments p with any necessary information about the changes made in the document.
Click the Check In button q to finish the occurrence or
You are returned to the Document Vault page. Note that the version number will be increased by one and that the
document is again available for check out.

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7.1.1.3
View a Document
With the View command, the document will be opened for review with the appropriate tool. This is a
read-only mode.
Figure 7-5
To view a document, use the following procedure:
Select the radio button of the document that you wish to view.
Click the View button on the document action tool bar. The File download Wizards appears; refer to Figure 7-5.
Now you have two choices:

to open the Document from the actual storing location n or
to save the Document to your disk o
If you have chosen the first option, the document will open with the appropriate tool.
If you have chosen the second option, you have to define where you wish to store the document. To view the document,
you must open it from that location.
note that you will receive the same result if you click on the document name on the
L Please
document register in your project workspace.

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7.1.1.4
Undo Check Out of a Document
With the Undo Check Out command, the document you previously checked out will be released from the
check out process. The document is left unchanged and no entries are made in the revision control system.
Figure 7-6
To undo the check out of a document use the following procedure:
Go to the desired Folder.
Select the radio button of the checked out document.
Click the Undo Check Out button on the document action tool bar. A confirmation Wizard appears; refer to Figure 7-6.
To Undo the Check Out of the document, click the Yes button n, or
To abort the action click the No button o.
After clicking the Yes button, the document is released and you are returned to the Document Vault page.
7.1.1.5
Create New Folder
With the Create New Folder command you will create a new folder and add it to the current workspaces
folder hierarchy.
You can create as many folders as you like. Furthermore, there is no limit to the depth of the folder
hierarchy.

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Figure 7-7
To create a new folder, use the following procedure:
Go to the desired superior folder where you would like to add a new folder
Click the Create New Folder button n on the document action tool bar. The Create New Folder Wizard appears; refer
to Figure 7-7.
Key in the Folders name o and (optionally) a description.
Click the New Folder button p to finish creation and return to the document folder page. The new folder has been
created.
7.1.1.6
Move a Document
With the Move command, you can move a document to another location within the workspaces
document structure.

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Figure 7-8
To move a document or folder, use the following procedure:
Select the radio button of the document that should be moved.
Click the Move button n on the document action tool bar. The Move Document Wizard appears; refer to Figure 7-8.
Note that in the upper part of the Wizard you see the name, description, and current location of the document.
Select the desired folder o you would like to shift the document to.
Click the Move button p to finish the occurrence or
You are returned to the Document Folder page and the folder has been moved to its new location.
7.1.2
Action Tool Bar
In this chapter, only the special action tools functions regarding the ability to create, modify, and
manipulate documents will be described.

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Please note that not all functions and buttons of the action tool bar are described below.
L For the general description of the action tools please refer to 2.3.8 Action Tool Bar.
The available action tools and functions in the Document module are:
Icon
Action
Description
Import
Document
Imports a Document. For more information on how to use this command,

please refer to 7.1.2.1 Import Document.
Modify
Properties
Modifies the properties of the selected document.
Remove
Removes the selected document. For more information on how to use this
command, please refer to 7.1.2.2 Remove a Document or a Folder.
Refresh
Refreshes the information on the current page.
View
Properties
Displayes the properties of the selected document.
Copy
Not available in this module.
Link
Links other information to this item. For example, it can link documents or
issues to a task. For more information on how to use this command, please
refer to 7.1.2.3 Link Documents.
Add to
Workflow
Adds the selected item to a workflow envelope. This opens the Workflow
Envelope Wizard.
Search all
documents
Searches for information in documents within the respective workspace. For

more information on how to use this command, please refer to 7.1.2.4 Search
all Documents.
Notify
Subscribes a delayed notification to a selected document.
Help
Displays context-sensitive help for the current module / item / object.
Security
Shows the current security level access and/or the required security to view,
modify, or perform any other functions on the selected document. For more
information on how to use this command, please refer to 7.1.2.5 Setting
Permissions.
Table 7-1

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7.1.2.1
Import Document
With the Import Document command, a file from a tem members hard disk will be added to the
Project.net document vault. To do this, the file needs to be uploaded to the appropriate workspace.
Figure 7-9
To import a document, the following steps need to be completed:
Go to the folder where you want to store the new document.
Click the Import Document button on the action tool bar. Please note that the documents tool bar appears to the left of
the action tool bar.
The Create Document page opens; refer to Figure 7-9.
Fill in n the name and description field (optional).
Select one of the options:o file to upload or define a URI.
If you have selected a file to upload, browse for the file itself, or
Otherwise, fill in the URL address.
To help track the status of a project, you are able to assign an owner and status p to the document.
The status options include not started, in process, pending, and complete.
Optionally, you can add an additional comment q in the Comments field.
Click the Submit button r on the lower right to complete the process or
Once submitted, this document appears in the workspace.
You are returned to the Document Vault.

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7.1.2.2
Remove a Document or a Folder
With the Remove command, a document or a complete folder (including its subfolders and documents)
will be removed from the workspace and therefore from the document vault.
To remove a document:
Go to the folder or document you want to delete.
Select the radio button next to the folder or document you would like to remove.
To remove the folder or document click the OK button, or
To abort click the Cancel button.
After clicking the OK button, the folder or document is removed and you are returned to the Document Vault.
Figure 7-10
7.1.2.3
Link Documents
With the Link command you can associate different types of objects to a document. Possible types of
objects are other documents, deliverables, posts, tasks, calendar, form data, and form lists.

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Figure 7-11
Figure 7-12

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Figure 7-13
Figure 7-14

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To link documents, use the following procedure:
Click the Documents module on the navigation bar.
The Document Vault page opens; refer to Figure 7-1.
Go to the desired Folder.
Select the radio button of the Document you want to add a link to.
In the action tool bar, click the View Properties button. The Document Info page opens; refer to Figure 7-17.
In the Links channel, click the Modify button. The current links page opens; refer to Figure 7-14 or
In the action tool bar, click the Link button.
The Add a Link Wizard appears, refer to Figure 7-11.
Click the Add New Link button n to start adding links.
If you used the Add a Link Wizard the next Wizard page appears; refer to Figure 7-12.
Select the Link Type o from the available options: document, deliverable, post, task, calendar, form data, or form list.
Browse or Search p for the Link type.
Click the Find type q button.
If you used the Add a Link Wizard the next Wizard page appears; refer to Figure 7-13.
Select the requested Link r by clicking the radio button next to that object.
Click the Add Link s button. Click the Add New Link button to repeat.
In the case that the 2nd Wizard page appears again, refer to Figure 7-12, or
Click the Close button t to finish the occurrence and return to the Document Vault page. The added link appears in the
link list.
7.1.2.4
Search all Documents
With the Search all Documents command, you can search for documents names or description
information.

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Figure 7-15
To search all documents use the following procedure:
Click the Search all Documents
Key in the search parameters n in the advanced search fields.
Click the Search button o to start searching. The Search result window opens; refer to Figure 7-16.
Click the New Search button p to repeat the search or
Click the Cancel button to finish the occurrence.
You are returned to the Document Vault page.

button to start searching. The Search Information page opens; refer to Figure 7-15.
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Figure 7-16
7.1.2.5
Setting Permissions
The ability of team members to set permissions for individual objects (such as folders, documents, or
forms) is determined by the permissions granted in the New Objects Permissions by the Space
Administrator.
Team members can modify security for the objects they created by clicking the Security button (when it is
active) in the action tool bar.
Below is an example on how to set object permissions for a document:
Go to the desired workspace. It can be a business workspace or project workspace.
Click the Document module on the navigation bar. The Document Vault opens.
Go to the desired folder and select the radio button of the document whose security you wish to modify.
Click the Security button on the action tool bar. The Edit Role Entry pop-up window appears.
To add or remove participants to/from the Permitted Actions, click the People tab.
The names of the participants are displayed.
Select the check boxes next to the participants you wish to add, and then click the Add button.
To remove participants from the Permitted Actions list, select their check boxes, and then click the Remove button.
When you are finished with the settings, click the Apply All Changes button.
If you wish to change the roles assigned to 'permitted actions', then click the Roles tab.
Select the check boxes from the Roles list for the roles to add, and then click the Add button.
Click the Apply All Changes button. The pop-up window automatically closes.

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We suggest only modifying an individual's permissions to a specific object if the person doesn't already
have permissions through an assigned role.
For more information on setting permissions, please refer to the Project.net Administrators Manual.
7.1.3
Document Properties
With the View Properties or Modify Properties command you are able to display or review
document information.
Figure 7-17
They are four Document Properties tabs:
Properties
Versions
Activity log
Discuss
To open the properties of documents you have to perform following steps:
Go to the desired folder and select the radio button of the document.
Click the View Properties button on the document action tool bars.
The Document Information page in the Properties tab opens; refer to Figure 7-17.

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note that the following four document properties tabs always in designated color of a
L Please
given type of workspace: Personal, Business, or Project; refer to Figure 7-18.
Figure 7-18
7.1.3.1
Properties Tab

This tab, refer to , shows the documents basic properties and type. It also lists the number of times the
document has been viewed.
The Version Control Status channel, refer to , shows whether or not the document is currently checked
out, and if so, by who and what the estimated return date is.
In the Links channel, refer to , you have the ability to link other information to this item, i.e.
documents, deliverables, posts, etc. Please refer to 7.1.2.3 Link Documents.

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7.1.3.2
Version Tab

a list of the document versions, as well as the appropriate file
In the version tab, you see in the area
name, revision date, format, and file size.
Figure 7-19
You can open an earlier version of a document by clicking the documents name
version number increases by as a result of the check in process.

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7.1.3.3
Activity Log Tab
In the activity log tab is a listing of all completed actions (views, check-out, check-in, etc.), notes for the
action (where applicable), who performed the action, and the action date.
Figure 7-20
This allows you to accurately track the history of a document and determine who made changes, and
when.
For more information about the applicable actions, please refer to 7.1.2 Action Tool Bar.

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7.1.3.4
Discuss Tab
This tab provides a capsule history for the discussion post associated with this document.
Figure 7-21
Each document has a discussion area. In this discussion area, you can create and add a series of postings
to generate a near real-time dialog on any document.
For more information and how to use the discussion module, please refer to 7.2 Discussions Module.
7.2.
Discussions Module
The discussions module provides threaded discussion groups within a workspace. These discussions are
only visible to the participants of the workspace.
Discussions that take place in email are often lost or deleted over time, so this feature provides more
organization and knowledge capture.
7.2.1
Discussion Groups
The discussion module lists at-a-glance the discussion groups available in the workspace; refer to Figure
7-22.
The listing includes the group namesn, total number of posts, number of posts that the current user has
not read, and a group description.

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Figure 7-22
To enter a requested discussion group, click on the Discussion Group name. Note that if you do not have
the appropriate permissions for the discussion group, you will not be able to view it.
7.2.1.1
Posts in a Discussion Group
A discussion group consists of the list of posts in the top frame and the body of the post that is currently
selected in the bottom frame.
Figure 7-23

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The post header contains information about the subject, the person who submitted the post, how many
times the post was viewed, and the creation date. A selected radio button always indicates, by its red font
and highlight, the currently selected post.
URLs in the post body are hyperlinked so these links are directly accessible to the reader.
For more information on Discussion Posts and how to use them, refer to 7.2.2 Discussion Posts.
7.2.1.2
Search all Discussion Groups
With the Search all Discussion Groups command, you can search for a discussion post within all the
discussion groups in the current workspace.
Figure 7-24
The search dialog n allows users to search using:
Author Contains
to search for the first name, surname, or abbreviation of the Authors name
Subject Contains
to search for a word or fragment of the subject
After Date (m/d/yy)

to search for a post created after the specified date
Before Date (m/d/yy)

to search for a post created before the specified date
The search results can be sorted o primarily and secondarily by:
Date
Subject
Author's Last Name

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The results are displayed in the search dialog. Clicking on a search result updates the top and bottom main
frames. The bottom frame contains the post.
If the user is in threaded mode, the thread is expanded, if necessary, to highlight the target post.
To search all discussion groups use the following procedure:
Click the Discussions module on the navigation bar. The Discussion Group listing page opens.
Click the Search all Discussion Group button to start searching. The Search Information page opens.
Key in the search parameters in the advanced search fields.
Click the Search button to start searching. The Search result window opens.
To open a Discussion Post, click its name.
Click the New Search button to repeat the search or
Click the Cancel button to end the search.
You are returned to the Discussion Group listing page.
7.2.1.3
Create a Discussion Group
Figure 7-25
To create a new discussion group in a workspace, you must perform the following steps:
Go to the desired workspace. It can be a business workspace as well as a project workspace.
Click the Discussions module on the navigation bar. The Discussion Group listing page opens; refer to Figure 7-22.
In the action tool bar, click the Create New Discussion Group button. The Create New Discussion Group page opens;
Key in the group name n and optionally, the group description charter o.
Click the Submit button p to finish creating the occurrence and return to the Discussing Group Listing page or

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7.2.1.4
Modify a Discussion Group
To modify an existing discussion group in a workspace, you have to perform the following steps:
Select the radio button of the Discussion Group you want to modify.
In the action tool bar, click the Modify Discussion Group button. The Modify page with the actual data opens.
Change or modify the desired data.
Click the Submit button to finish the modifications and return to the Discussion Group Listing page.
7.2.1.5
Remove a Discussion Group
Figure 7-26
To remove an existing discussion group, use the following procedure:
Select the radio button next to the discussion group you would like to remove.
Click the Remove Discussion Group button in the action tool bar. A confirmation window opens; refer to Figure 7-26.
To remove the discussion group, click the OK button, or
To abort the action click the "Cancel" button.
After clicking the OK button, the discussion group is removed and you are returned to the Discussion Group Listing
page.
7.2.1.6
View the Properties of a Discussion Group
You are able to view the properties of a discussion group of the discussion module by the following
process:
Select the radio button next to the discussion group you would like to remove.
Click the View Discussion Group Properties button in the action tool bar. The Information page opens.
You are now able to modify the properties by clicking the Modify Discussion Group button. For more information, refer
to the chapter Modify Discussion Group.
Click the Cancel button to return to the listing page.

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7.2.2
Discussion Posts
Figure 7-27
7.2.2.1
Discussion Posts
The post-listing columns n (refer to Figure 7-27) are:
Subject
Lists what the post covers. Hovering the mouse pointer over the post subject results in a tip box containing the full
subject text. Note: the tip box only appears when using Internet Explorer (IE).
From
Displays the author of the post.
Views
Displays the number of users who have viewed the post at least one time.
Date
The date and time of post creation. Time is displayed in the users home time zone setting.
Column sorts are available on the subject, from, and date fields by clicking on the respective heading.
Clicking on the heading a second time results in a column sort in the opposite direction. Performing a
column sort in threaded mode results in an automatic transfer to flat mode.
7.2.2.2
Available Views
There are three different views o available for the posts listed within a discussion group:
Threaded (default)
In this default view, posts are displayed in a threaded list where each reply is indented under its parent. This is an
interactive threaded display where the users can collapse / expand threads by clicking on the appropriate post icon.
Note that Icons containing a (+) can be expanded and icons containing a (-) can be collapsed.
Flat view
All posts are displayed in a single linear list in chronological order.

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Unread first view

All posts are displayed in a single linear list, like the flat view; however, unread posts proceed read posts.
Posts read by a user are displayed in a light grey color.
L Unread posts are displayed in black.

Clicking on a post in the list marks that post as read by the user (if not previously read) and
displays the post in the bottom frame.
7.2.2.3
Discussion Group Action Tools
The discussion group contains several action tools to manipulate posts easily; refer to p in Figure 7-27.
The available action tools in the discussions module and their functions are:
Icon
Action
Description
Reply
Allows a user to reply to a discussion post by clicking on this button when

reading a post.
For more information on how to use this command, please refer to 7.2.2.7
Reply to a Post.
Previous
Shows the previous post from the listing.
Next
Shows the next post from the listing.
Info
Opens the properties page and a reader history list for the selected post. The
history list contains a time-date stamp for the first time each reader viewed
the post.
For more information on how to use this command, please refer to 7.2.2.8
View Post Properties Information.
Table 7-2
These action tools are located below the post listing in a channel bar and appear as follows:
Figure 7-28
The security levels control the permissions of other participants to enter, view, and reply to discussion
groups and posts.

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7.2.2.4
Create a New Post
Figure 7-29
To create a new (discussion) post in a discussion group, simply use the following procedure:
Go to the desired Workspace. It can be a business workspace as well as a project workspace.
Go to the desired Discussion Group. The Discussion Information page opens; refer to Figure 7-23.
In the action tool bar, click the Create New Post button. The New Post Wizard will pop up; refer to Figure 7-29.
Key in n the subject and the message to create the post.
Click the Submit button o to finish the occurrence or
You are returned to the Discussion Group Information page and the post is added to the list.
7.2.2.5
Remove a Post
To delete a (discussion) post in a discussion group, use the following steps:
Expand the Group you interested in.
Select the radio button of the post you want delete.
Click the Remove button on the channel. The post will be deleted.
You will remain in the Discussion Group.

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7.2.2.6
Find a Post
To find a post in the current discussion group you have to:
Click the Discussions module on the navigation bar.
The Discussion Group listing page opens.
Go to the desired Discussion Group.
In the action tool bar, click the Search button.
The Find Posts window opens.
Type in any information in the edit boxes.
Click on the Search button to find posts based on the criteria you entered.
The result list appears in the bottom of the window.
To close the window and enter the post, click on the post name.
7.2.2.7
Reply to a Post
Figure 7-30
To reply to a (discussion) post in a discussion group, use the following steps:
Select the radio button of the post you want reply to.
Click the Reply button on the channel. The New Post Wizard will pop up; refer to Figure 7-30.
The subject is already filled in.
Key in the message n to create the post.

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Click the Submit button o to finish the occurrence or
You are returned to the Discussion Group Information page and the new post is added to the list.
7.2.2.8
View Post Properties Information
Figure 7-31
To view the properties of a discussion post, you have to:
Go to the desired workspace. It can be a business workspace as well as a project workspace
Select the radio button of the Post whose properties you wish to view.
Click the Info button on the channel; refer to Figure 7-28.
The Post Properties page opens in the bottom of the GUI; refer to Figure 7-31.
Click the Back button n to close the Information page and return to the Discussion Post Information page.
7.3.
Forms Module
The forms module offers user-defined forms for tracking issues, decisions, requirements, features, bugs,
goals, risks, and other items. You use the form builder to create forms with prompts, text fields, selection
menus, and checkboxes. Once created, each form is stored in the form library and can be used repeatedly.
When a user fills in a form, the data are stored in a data set. You can review, search, sort, and filter all
data created from a form.

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Figure 7-32
After clicking the forms module in the navigation bar, you will see a list of all the available forms you
have created.
The list includes the following information:
Abbreviation
Form Name
Description
Total - number of created data records of this Form
7.3.1
List View
Once a form has been created, at least one view will be created. If form data records have been filled out,
you can view and sort the forms by the information important to you.

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Figure 7-33
can create as many views as you like for one form so that you are able to sort and, select
L You
the forms by different categories and information.
7.3.2
Form Data
By clicking on a form, you will be able to see a list of forms that have already had been filled out. These
are called the form data or form data records, refer to Figure 7-33. In this manual, the phrase form data is
usually used.
You will see the form data number and other details of each form data. You will also be able to view
selected form data using the list view feature. You can click on each of the headings to sort by that
heading. Exporting forms in an Excel spreadsheet is also an option.
Creating a form data (instance) is essentially filling out an existing form. Once a form has been created,
any user can fill out the form to track the necessary items.
To enter a particular form data click on the Form Number.

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7.3.2.1
Create a Form Data
Figure 7-34
To create a new form data, the following steps have to be done:
Click the Form module on the navigation bar. The Forms listing page opens; refer to Figure 7-32.
Choose the form you would like to fill out. A list of the existing Form data records opens; refer to Figure 7-33.
In the action tool bar, click the Create button.
A new form data (instance) opens; refer to Figure 7-34.
Key in the information n just as you would on a paper form.
Click the Submit button to finish creation (not displayed) and return to the Form Data listing page.
Modify a Form Data
Please note that you can only modify a form data (instance) of a form, or fill out a form data, if you have
the security permission for this specific task. Otherwise, the form will be read only.
You are able to modify the properties of a form data in a form. To do this, follow the steps listed below:
Choose the form you would like to modify. A listing of the existing form data opens; refer to Figure 7-33.
Select the radio button of the specific form data you would like to modify.
In the action tool bar, click the Modify button.
Make the necessary changes.
Click the Submit button to finish your modifications and return to Form Data listing page.

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7.3.2.2
Remove a Form Data
Please note that you can only delete form data if you have the security permission for this specific task.
To remove a form data from a form, use the following steps:
Choose the form you would like to delete. A listing of the existing form data records opens; refer to Figure 7-33.
Select the radio button of the specific form data you would like to remove.
To remove the form data click the OK button, or
To abort click the Cancel button.
After clicking the OK button, the Form data is removed and you are returned to the Form Data listing page.
7.3.2.3
Search in Form Data records
Figure 7-35
Please note that you can only search all form data records of a form.
L Please note that the search results will be cleared if you leave the module or change to another
form.
The search result will act like a list view; therefore, the search result will be named Custom Search Result
xx. If you have done several search processes, the results will be numbered.

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Figure 7-36
To search in form data records, use the following steps:
Choose the Form you would like to search in. A listing of the existing form data records opens; refer to Figure 7-33.
In the action tool bar, click the Search button. The Form Search page with all available search fields of the desired forms
Key in the search criteria in the text fields or select the search criteria from the selection menus n.
Click the Submit button to start searching (not displayed).
The Search result list with all matching form data records will display; refer to Figure 7-36.
Select the form data you would like to review.
7.3.2.4
Create Notification
There are several types of notifications available within the form module that can be configured
individually for each user. The title of the notifications is self-explanatory to ease definition of new
subscriptions and to allow a better overview of existing notifications.
Each subscription can be named individually and a unique subscription message can be added. Selecting
the link notifications in the Setup module of each workspace can create the notifications. Another way to
set up notifications is to select an object with the radio button and click on the notification symbol on the
action tool bar. Creating a notification this way shows only those types of notifications that can be applied
to this object.

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The available notifications, which belong to a form type, are listed below:
Create form
Modify form
Delete form
Create form data
Modify form data
Remove form data
The available notifications for following events after selecting a form data are:
Create form data
Modify form data
Remove form data
For more information on how to use the Notification, please refer to 7.7 Notification.
To create a notification for the modify form data, follow the steps below:
Click the Form module on the navigation bar. The Form listing page opens.
Choose the form you would like to track. A listing of the existing Form data opens.
Select the radio button of the specific Form data for which you would like to receive notifications.
In the action tool bar, click the Notify button. The Create New Subscription page opens.
Select "modify form data" as a trigger event.
Click the Next button. The page for Defining Subscription Details opens.
Key in a subscription name and (optional) a subscription message.
Select the delivery schedule.
Choose the notification recipients. Note that external email addresses can also be added.
Click the Finish button. You are returned to the Document Vault.
7.3.2.5
Setting Object Permissions
The ability of team members to set permissions for individual objects (such as folders, documents, or
Administrator. Team members can modify security for the objects they created by clicking the Security
button (when it is active) in the action tool bar.
To set object permissions for a form data:
Click the Form module on the navigation bar. The Forms listing page opens.
Choose the form whose permissions you would like to change. A listing of the existing Form data opens.
Select the radio button of the specific Form data you would like to change.
In the action tool bar, click the Security button. The Edit Role Entry pop-up window appears.
To add or remove participants to/from the Permitted Actions, click the People tab. The names of the participants are
displayed.
Select the check boxes from the People list to add participants, and then click the Add button.

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When you are finished with the settings, click the Apply All Changes button.
If you wish to change the roles assigned to permitted actions, click the Roles tab.
Select the check boxes from the Roles list for the roles to add, and then click the Add button.
To remove participants from the Permitted Actions list, select their check boxes and click the Remove button.
Click the Apply All Changes button. The pop-up window automatically closes.
We suggest only modifying an individual's permissions to a specific object if the person does not already
have permissions through an assigned role.
For more information about object permissions, please refer to the Project.net Administrators Manual.
7.3.3
Add Workflows to Forms
Forms can be used with workflows. To do this, you have to define an already existing workflow to a
form.
For more information on how to add workflows to a form, please refer to 7.5 Workflow Module.
7.4.
Calendar Module
In the calendar module area you can display events, tasks, meetings, and other occurrences.
Figure 7-37
that appear on your calendar, such as meetings, also appear on the calendars of all other
L Items
project members who have been invited to that meeting.
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In the calendar module area you can compose:
Meetings
Events
Tasks - the creation of new tasks will be described in the workplan module
Milestones the creation of new milestones will be described in the workplan module
7.4.1
General
After entering the calendar module in a workspace, the calendar information page appears in monthly
graphical view. This type of graphical view is only available for the monthly view. If you change the
calendar view, the graphical view will change to a list view. Please note that in the graphical view not all
available functions of this module are disposable.
The calendar module has four tabs:
Day
Week
Month
Year
On the right side of the window, there are some additional functions. With these functions, you have the
ability to quickly change the month and/or year or jump to a special date.
7.4.1.1
Change Views
To change the graphical view to list view and visa-versa:
Click the Calendar module on the navigation bar. The Calendar Information page in monthly graphical view opens; refer
to Figure 7-37.
On the right side of the channel header, below the four tabs, is the red List View button n.
To change the view, just click the list view button. The Calendar Information page in monthly list view appears; refer to
Figure 7-38.
In this view, some additional actions tools are available.
To go back to the monthly graphical view, you have to click the Graphical View button n.

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Figure 7-38
Please note that a graphical view is only available for the monthly view.
L If you change the display to the day, week, or year view the selected view will appear in list
view.
7.4.1.2
Jump to a Date
Figure 7-39
To jump to a special date you have to:
Click the Calendar module on the navigation bar. The Calendar Information page in monthly view opens; refer to Figure
7-37.
Select n the requested month, day and year; refer to Figure 7-39.
After youve made your selection, click the Jump button o.
You are forwarded to the desired date in day list view.

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7.4.1.3
Setting Permissions
The ability for team members to set permissions for individual objects (such as folders, documents, or
Administrator.
Team members can modify the security for the objects they created by clicking the Security button (when
it is active) in the action tool bar.
We suggest that you only modify an individual's permissions to a specific object if the person does not
already have permissions through an assigned role.
For more information on setting permissions, please refer to the Project.net Administrators Manual.
7.4.2
Meetings
Figure 7-40
There are two kinds of meetings that can be created in projects or in the business workspaces; refer to n
in Figure 7-40. The meeting types designated in the facility type list box and are:
Physical
Teleconference

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As with all modules in Project.net, the workspace administrator is able to view all calendar and
meeting items for all members in their workspace projects.
Note that if you use the action tool bar to modify a calendar item, all project or business
members automatically see the updated information.
When scheduling a meeting, attendees must be a participant of a project or business workspace
before they can be invited to the meeting.
Also, note that any meeting type can have an agenda.
7.4.2.1
Compose a New Meeting
Figure 7-41

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Figure 7-42
Figure 7-43
To create a new meeting, simply use the following procedure:
7-37.
In the upper right corner below the action tool bar, choose Meeting from the list box and then click the Compose New
button. The Meeting Information page opens; refer to Figure 7-41.

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If you are scheduling a date in the future, simply click on the popup calendar o to select a date.
Click the Next button p. The Meeting Attendees Info page opens; refer to Figure 7-42.
To add Members click the Create button q in the action tool bar or the Add Attendees button r. The New Meeting
Attendees page opens.
Select the requested attendees s from the project roster. Please note that multiple selections are possible.
Click the Submit button t to finish the occurrence and return to the Meeting attendees Info page; refer to Figure 7-42.
To finish the invitation of Attendees, click the Next button u.
Now you can add an Agenda, refer to 7.4.2.2 Create a Meeting Agenda.
Click the Finish button to finish creating a meeting.
Please note that a meeting can be created without defining an agenda.
L When creating a meeting, standard action tool bar functions apply.

7.4.2.2
Create a Meeting Agenda
Once the meeting is created, you have the option to enter an agenda for that meeting.
Figure 7-44

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Figure 7-45
To create an agenda use the following procedure:
After finishing the invitation of Attendees, the Agenda channel appears; refer to Figure 7-44.
Start to populate the Agenda by clicking the Add Agenda button n. The Agenda Item page opens; refer to Figure 7-45.
Key in o the required and optional information.
Click the Submit button p to finish entering data.
Repeat items 2 to 4 to add additional Agenda items.
7.4.2.3
Accepting / Declining an Invitation
If you were invited to a meeting, the meeting invitation will appear in your Personal workspace as an
assignment. Each invitee has the ability to accept or decline the invitation.
When you accept an invitation, this meeting will be added to your calendar and the status of the
meeting will be changed to accepted invitation.
L When you decline an invitation, this meeting will not be added to your calendar and the status
of the meeting will be changed to declined invitation.
With this system, the host is able to check which invitees will attend or will be absent from the meeting.

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7.4.2.4
Add More Agenda Items
Any attendee who has accepted the meeting invitation can add agenda items to that meeting.
Figure 7-46
Figure 7-47

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To add agenda items to a meeting, follow the process detailed below:
Go to the desired workspace. It can be your personal workspace, project workspace, or business workspaces
7-37.
Click on the desired meeting name. The Meeting Info page opens; refer to Figure 7-46.
In the Agenda Tab, click the Modify buttonn. The Meeting Agenda Info page opens; refer to Figure 7-44.
To add items click the Add Agenda buttonn. The Agenda Item page opens; refer to Figure 7-45.
Click the Submit button p to finish entering data.
You are returned to the Meeting Agenda Info page, where the Agenda Item you just entered is displayed.
To add more items, repeat items 4 to 7.
To finish adding items, click the Submit button in the Meeting Agenda Info page. The Agenda items appear on the
Meeting Info page; refer to Figure 7-47.
7.4.2.5
Modify Agenda Items
As agendas often change, updating and correcting them has to be easy.
Figure 7-48
To review and revise an agenda item, simply use the following procedure:
Go to the desired workspace. It can be your personal workspace, project workspace, or business workspaces
7-37.
Click on the desired meeting name. The Meeting Information page opens; refer to Figure 7-48.
As the owner, simply click on the agenda item n you wish to change. The Agenda Item page appears with the data as
initially entered; refer to Figure 7-49.

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Make the desired changes o.
Click the Submit button p to finish and return to the Meeting Agenda Info page.
Figure 7-49
7.4.2.6
Delete Agenda Items
Figure 7-50

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To delete an agenda item, simply use the following procedure:
Go to the desired workspace. It can be your personal workspace, project workspace, or business workspace.
7-37.
In the Agenda Channel, click the Modify button. The Agenda Information page opens with a listing of all created
Agenda items; refer to Figure 7-50.
Select the radio button n of the agenda item you wish to delete.
In the action tool bar, click the Remove buttono. A confirmation window opens; refer to Figure 7-10.
To remove the Agenda Item click the OK button, or
To abort the action clicks the Cancel button.
After clicking the OK button, the agenda item is removed and you are returned to the Agenda Item information page.
7.4.2.7
Modify a Meeting
As meetings can be postponed, updating and correcting them has to be easy too.
Figure 7-51
To review and revise a meeting, please use the following procedure:
Go to the desired workspace. It can be a project workspace or business workspaces
7-37.
In the action tool bar, click the Modify button. The Meeting Modify page opens; refer to Figure 7-51.
Make your desired changes n.
Click the Submit button o to finish the occurrence and return to the Meeting Information page.

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Now you are able to modify the agenda or attendees.
To finish the modification of the meeting, click the Cancel button.
You are returned to the Calendar Information page in monthly view.
7.4.2.8
Delete a Meeting
As a meeting can also be cancelled, the information in the system can be deleted easily.
Figure 7-52
To delete a meeting, please use the following procedure:
Go to the desired workspace. It can be a project workspace or business workspace.
7-37.
Change to the List View by clicking the red list view button n in the channel bar. The Calendar Information page in
listview opens; refer to Figure 7-52.
Select the radio button n of the Meeting you want to delete.
In the action tool bar, click the Remove button o. A confirmation window opens; refer to Figure 7-10.
To remove the Meeting click the OK button, or
After clicking the OK button, the meeting is removed and you are returned to the Calendar Information page in list view.

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7.4.3
Events
Figure 7-53
Events are slightly different than meetings. Events do not have attendees or agendas, while meetings do.
that events created in your personal workspace are not visible to other participants and are
L Note
shown only in your personal workspace.

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7.4.3.1
Create a New Event
Figure 7-54
Figure 7-55

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To create a new event, simply use the following procedure:
Click the Calendar module on the navigation bar. The Calendar Info page in monthly view opens; refer to Figure 7-54.
In the upper right corner below the action tool bar, choose Event from the list box and then click the Compose New
button n. The Create Event page opens; refer to Figure 7-55.
If you are scheduling a date in the future, simply click on the popup calendar p to select a date.
To finish the occurrence, click the Submit button q.
You are returned to the Calendar Info page. The event now appears on the calendar.
7.4.3.2
Modify Events
As event information can change, updating and correcting this information has to be easy, too.
To review and revise an event, simply use the following procedure:
7-54.
Click on the desired event name. The Event Information page opens.
In the action tool bar, click the Modify button. The Modify Event page opens; refer to Figure 7-56.
Make the desired changesn.
Click the Submit button o to finish and return to the Calendar Information page.
Figure 7-56

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7.4.3.3
Remove an Event
As events can also be cancelled, the information in the system can also be deleted.
To delete an event, please use the following procedure:
7-37 or to Figure 7-54.
Change to the List View by clicking the red list view button n in the channel bar. The Calendar Information page in list
view opens; refer to Figure 7-52.
Select the radio button n of the Event you want to delete.
In the action tool bar, click the Remove button o. A confirmation window opens; refer to Figure 7-10.
To remove the event click the OK button, or
After clicking the OK button, the event is removed and you are returned to the Event Information page in list view.
7.5.
Workflow Module
A workflow is a process organization of activities and business processes. A workflow is used, for
example, for a review or approval process of documents or forms.
Figure 7-57


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Figure 7-58
In order to apply an existing workflow to something, you must enter the module containing the item you
wish to workflow (e.g. to apply a workflow to a document, you must first enter the Document module).
7.5.1
Envelopes
When a document or form is assigned to a workflow, the application places it in a routing "Envelope" for
the purpose of transporting it through the steps of the workflow.
Figure 7-59

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Whenever a person is assigned to a role or group for a step, the envelope is delivered to that participant's
workflow inbox. The system then automatically sends an email notification, letting the participant know
that the item is in his or her workflow inbox.
7.5.1.1
Definitions
Envelope:
7.5.2
An envelope is a cover for a workflow. With an envelope, the workflow will be

forwarded through the steps of the workflow.
Workflow Inbox
Each user has a workflow inbox in their Personal workspace; refer to
in Figure 7-60.
Figure 7-60
The specific envelope, or step, being sent through the workflow enters that users or group of users
workflow inbox when they are responsible for a specific step or task. Once the step or task is complete,
the application ensures that the user responsible for the next step or task is notified and receives the
envelope in their workflow inbox.
By clicking on the item in your workflow inbox, you will be taken to the workflow envelope.
Here you will see the envelope properties, actions, contents, and any comments on this
particular step.

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Refer to Figure 7-61. The highlighted area indicates the current step. Also highlighted are the transitions
from which the responsible person, role, or group have to select in order to activate the move to the next
specified step. Notice that the transitions are listed underneath the current step box and under the select
action at the bottom of the window. Comments from the participants appear at the bottom of the window.
7.5.2.1
Definitions
Title:
Name of the envelope.
Current Step:
Shows the actual step of the workflow.
Current Status:
Indicates the current status of the workflow.
Last Changed:
Shows the last modification or treatment date of the workflow.
7.5.3
Steps
Each workflow consists of several steps, including at least one initial step and a final step. Within a step,
the scope of work is defined and assigned to a role or group of participants; refer to n in Figure 7-61.
Figure 7-61
Steps move a document or form through the workflow from the initial step to the final step(s). Upon
transitioning to a new step in a workflow, the status may change depending on what you selected in the
workflow.
You can create only one initial step but multiple final steps, such as Approved, Rejected, or
Cancelled.
Be sure that the appropriate status for each final step is selected; otherwise, the envelope or workflow can
never be finished or deleted.

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7.5.3.1
Definitions
Step name:
The name of the step this should be a number and a short name.
Step Description:
The general definition of the scope of work.
Step type:
A definition of the step type.
Instructions:
Describes in detail the scope of the work.
Roles at this step:
The roles or groups that are assigned or responsible for this step.
7.5.4
Transitions
Each step consists of several transitions; refer to o in Figure 7-61. Transitions are actions, results, or
decisions that occur after a step is completed. Transitions allow you to specify the path from one step to
another. You can create multiple transitions from each step to other steps.
Transitions must be defined in between each step in order for the workflow to function properly.
There is also an area for any comments regarding a particular step or transition; refer to p in Figure 7-61.
7.5.4.1
Definitions
Transition name:
The name of the transition should be a sub-number and a short name.
Transition Description:
The description of the actions, result, or decision.
From Step:
Defines the present step.
To Step:
Defines the next step of the workflow.
Rules:
Define which participant/group will be responsible for the actual transition.

Only the selected groups can then perform this transition.
7.5.5
Create a New Workflow
For more information on how to create a new Workflow, please refer to the Project.net Administrators
Manual.
7.5.6
Workflows for Documents
If a document is assigned to a workflow, then the document is automatically sent to the person, role, or
group identified in the first step. Once that participant completes the step, the envelope is delivered to the
next person, role, or group in the workflow. This process continues until the workflow is complete. A
workflow can have multiple steps, depending upon the project need.

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7.5.6.1
Add Documents to Workflows
Figure 7-62
To add a document to a workflow, please use the following procedure:
Click the Documents module on the navigation bar. The Document listing page opens; refer to Figure 7-1 or Figure 6-18.
Go to the folder of the document that you wish to place into a workflow.
Select the radio button of the desired document.
In the action tool bar, click the Add to Workflow button. The Start Workflow Wizard will appear; refer to Figure 7-62.
Choose n the requested Workflow.
Key in o the Envelope Title and (optionally) a description.
Click the Next button p to finish the first step.
Choose the Rule Enforcement, Priority, and Status of the workflowq.
You can enter an initial comment r.
Click the Submit button s to finish the occurrence.
Those participants who are involved in the workflow will receive the envelope in their workflow inbox.
You are returned to the Document Folder.
documents are managed by a workflow, the application indicates these documents with a
L When
symbol at the right in the document vault.

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Figure 7-63
7.5.7
Workflows for Forms
Only specific participants who have the necessary permissions can assign a form to a workflow. This
assignment will be done in the Form Designer module. Otherwise, the process for placing a form into a
workflow is the same as the procedure for documents described above.
L Please note that a form can be assigned to one workflow only.

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7.5.7.1
Add Forms to Workflows
Figure 7-64
Figure 7-65

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Figure 7-66
To add a form to a workflow, please use the following procedure:
Click the Forms module on the navigation bar. The Forms listing page opens; refer to Figure 7-32.
Click the Form Designer button above the channel. The Forms Designer listing page opens; refer to Figure 7-64.
Select the form that has to be workflowed. The definition tab of the selected form in the form designer opens; refer to
Figure 7-65.
Go to the Workflows Tab n of the Form Designer. The workflow tab opens; refer to Figure 7-66.
Select the desired workflow by clicking the Select button o next to the workflow name.
Go to the Activate Tab p of the Form Designer.
Click the Submit button to finish the assignment.
After the activation, click the Cancel button.
You are returned to the Form Designer listing page.
7.6.
News Module
The news module allows the user to post any new items like a virtual bulletin board. When you enter the
news section of the workspace, you will see all news items.

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Figure 7-67
You can view news by three time frames:
All News Items
Past 2 weeks
Past Month
News is sorted by priority, topic, message, posted by, and posted on. Once posted, news items appear on
the dashboard of every project or business team member.

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7.6.1
Create a News Item
Figure 7-68
To create a news item, simply use the following procedure:
Click the News module on the navigation bar. The New Information page opens with a listing of the news for the past 2
weeks (default); refer to Figure 7-67.
In the action tool bar, click the Create button. The Create News Item page opens; refer to Figure 7-68.
Key in the news topic as well as select a priorityn.
Key in o the text or message you want to publish.
Click the Submit button p to finish occurrence or
You are returned to the News Information page.

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7.6.2
Modify a News Item
Figure 7-69
To modify a news item, simply use the following procedure:
Select the radio button of the desired news item.
In the action tool bar, click the Modify button. The Edit News Item page opens; refer to Figure 7-69.
Change or modify the information.
Click the Submit button n to finish the occurrence or
You are returned to the News Information page. Your changes will appear in the project or business news section of the
team members dashboards.
7.6.3
Remove a News Item
To remove a news item, simply use the following procedure:
Select the radio button of the news item you want to delete.
To remove the News Item click the OK button, or
to abort the action click the Cancel button.
After clicking the OK button, the News Item is removed and you are returned to the News Information page.

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7.6.4
Create Notification
There are several types of notifications available within the news module that can be configured
individually for each user. The title of the notifications is self-explanatory to ease any definition of new
subscriptions and to allow a better overview of the existing notifications.
Each subscription can be named individually and a unique subscription message can be added. Selecting
the link notifications in the Setup module of each workspace can create the notifications. Another way to
set up notifications is to select an object with the radio button and click on the notification symbol at the
action tool bar. Creating a notification in this way shows only those types of notifications that can be
applied to this object.
The objects, which belong to a specific notification type of news, are listed below:
News item added
News item modified
News item deleted
For more information on notifications and how to use this module, please refer to 7.7 Notification.
7.7.
Notification
The notification module allows the user to receive email messages each time a specified change within a
Project.net workspace occurs.
Generally, two types of notifications can be differentiated:
system notifications
user-configurable notifications
7.7.1
System Notifications
System notifications are standard messages from the Project.net system. A user cannot change these
messages.
These messages include:
Submission of verification code during the registration process
Invitation to a workspace (project or business); refer to Figure 7-70.
Invitation to a meeting
Assignment of a task or milestone
Deletion from a business or project
Receipt of a workflow activity

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Below is an example of a notification for an invitation:
Figure 7-70
7.7.2
Configurable Notification
There are several types of individually configurable notifications available within the different modules.
The title of the notifications is self-explanatory to ease any definition of new subscriptions and to allow a
better overview of the existing notifications.
Figure 7-71

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The Space Administrator of a workspace can create all Notifications for all users. The Users themselves
can also create notifications within their personal workspace.
The user can view all notifications where the user is defined as a receiver through the Setup page of their
personal workspace.
Each subscription can be named individually and a unique subscription message can be added.
Selecting the link notifications in the Setup module of each workspace creates the notifications. Another
way to set up notifications is to select an objects radio button and click on the notification symbol on the
action tool bar. Creating a notification in this way shows only those types of notifications that can be
applied to this object.
It is possible to define the frequency of notifications based on the importance of the event. Email
messages can be sent:
immediately
batched daily
batched weekly
batched monthly
The objects that belong to a specific notification type are listed below:
7.7.2.1
Document Folder
Notification is available for the following events after selecting a folder in the Document Vault:
New folder created in this folder
This folder is removed
Document uploaded to this folder
7.7.2.2
Documents
Notification is available for the following events after selecting a document in the document vault:
Modify the properties of a document or folder
Move a document
Remove a document or a folder
Check in a document
Check out a document
Undo the checking out of a document
View a document
View the version of a document
View document properties

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7.7.2.3
Form Type
Notification is available for the following events after selecting a form from the list of forms:
Create form
Modify form
Delete form
Create form data
Modify form data
Remove form data
7.7.2.4
Form Data (Filled in Form from the List)
Notification is available for the following events after selecting an instanced form from the list of all
forms of one type:
Create form data
Modify form data
Remove form data
7.7.2.5
Discussion Groups
Notification is available for the following events after selecting a discussion group:
Create discussion group
Modify discussion group
Delete discussion group
7.7.2.6
Discussion Post
Notification is available for the following events after selecting a discussion post:
Create post
Modify post
Remove post
Create reply
7.7.2.7
News
Notification is available for the following events after selecting a news item:
News item added
News item modified
News item deleted
7.7.2.8
Workplan
Notification is available for the following events after selecting a task in the workplan:
Task assignment
Create task
Modify task
Delete task

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Change task status
7.7.3
Create Notification
Figure 7-72
To create a notification for the document uploaded to a folder, follow the steps below:
Click the Document module on the navigation bar The Document Vault opens; refer to Figure 7-72.
Select the folder n that should be monitored for uploading documents by clicking the radio button.
In the action tool bar, click the Notify button o.
The Create New Subscription page opens; refer to
Select Document uploaded to this folder p as a trigger event. Click the Next button q.
The page for Defining Subscription Details opens; refer to
Key in a subscription name r and (optionally) a subscription message.
Select the delivery schedule s.
Choose the notification recipients t. Note that external email addresses can also be added (not displayed in the figure).
Click the Finish button.
You are returned to the Document Vault.

in Figure 7-73.
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Figure 7-73
7.7.4
Modify Notification
Figure 7-74

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To modify a notification:
Click the Setup module on the navigation bar. The Setup Info page opens; refer to Figure 5-63 for projects or Figure
6-32 for businesses.
In the Personal Settings channel, click the Notifications link. The Manage Notification Subscription page opens; refer to
Figure 7-75.
Select the Notification to be modified by clicking its radio button. The page for defining subscription details opens; refer
to Figure 7-74.
Change the subscription name n, subscription message o, delivery schedule, and/or notification recipients p.
Click the Finish button (not displayed).
You are returned to the Manage Notifications Subscription page.
7.7.5
Remove Notification
Figure 7-75
To remove a notification:
Go to the desired workspace. It can be a business workspace or a project workspace.
Click the Setup module on the navigation bar. The Setup Info page opens; refer to Figure 5-63 for projects or Figure
6-32 for businesses.
In the Personal Settings Channel, click the Notifications link. The Manage Notifications Subscription page opens; refer
to Figure 7-75.
Select the Notification to be removed by clicking the radio button of the desired notificationsn.
In the action tool bar, click the Remove button o.
You are returned to the Manage Notifications Subscription page.

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USERS MANUAL

2003-2006 Project.net, Inc.

Version 8.0 rev1

1.3. Online Help

1.4. Administrators Manual

2.1. Internationalization and Localization

Effects on all Modules

Effects to the Calendar Module

2.3. The User Interface

Navigation Path Indication

Search the Workspace

Action Tool Bar

2003-2006 Project.net, Inc.

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First Page Login Information

Second Page License Selection

Third Page Name and Address Information

Fourth Page -- Verification

3.3. Login / Logout

3.4. Forgotten Password or Login Name

Forgotten Login Name

4.1. Navigation Bar

Create a New Template

4.9. Personal Setup

2003-2006 Project.net, Inc.

Version 8.0 rev1

4.10. Project Setup

4.10.1 Project Templates

4.11.1 Responsible Licenses Setup

5.1. Project Listing Page

Project Portfolio Management

5.2. Navigation Bar

5.3. Project Dashboard

Org Charts Tab

2003-2006 Project.net, Inc.

Version 8.0 rev1

5.11.1 Import MS Project Database (future extension)

5.14.1 Create a New Subproject

5.14.2 View Subproject

5.14.3 Search this Project and its Subprojects

5.14.4 Remove a Subproject

5.15.1 Late Task Report

5.15.2 Tasks Coming Due Report

5.15.3 Resource Allocation Report

5.15.4 Over-allocated Resources Report

5.15.5 Scheduled Tasks Report

5.15.6 Form Item Summary Report

5.15.7 Form Item Time Series

5.15.8 New User Report

5.17. Personal Settings for this Project

5.17.1 Dashboard Channels

5.18. Project Administrator Settings

5.18.1 Project Information

5.18.2 People and Roles

5.18.3 Project Templates

5.18.5 Manage Forms

5.19. Global Settings

5.19.1 Personal Profile

Version 8.0 rev1

6.1. Business Listing Page

6.2. Navigation Bar

Create a New Project

6.11.1 Create a New Template