Setup

To enable Projects for a specific workspace, select the workspace from the drop-down list in the top navigation. Click the Settings link at the top of the page. On the left menu, under Settings – This Workspace, click Features to display. Click the checkbox next to Projects under the ENABLED FEATURES column.

You can hide Projects by unclicking the checkbox next to Projects. If you enable Projects again later, previous entries will be restored.

By default, Reviewer and Partner users cannot view Projects. To enable access, click the check box in the Reviewer or Partner column on the Projects row. Users given access will be able to view all tasks and update tasks to which they are assigned. Reviewer and Partner users cannot create new projects or tasks.

Select ALL WORKSPACES from the workspace drop-down at the top. Select the Settings link at the top of the screen. Under the Projects section on the left menu, click the Columns to display link.

Select the checkboxes next to the items that you would like displayed in both the Task List and the Gantt Chart view for all your workspaces.

Required fields are already checked and cannot be unchecked. The required fields for the Task List and the Gantt Chart view are different.

Note: unchecking a box on this page does not delete the item from WorkZone; it merely hides it from display. If you check the box later, any hidden data will reappear.

The columns you specify here will apply to Projects in all of your workspaces.

By default, the system assumes that you work on your projects Monday to Friday, and schedules tasks only during these 5 days, automatically skipping weekend days. For example, if you have a 2-day task that starts on a Friday, Workzone will schedule it to end on the following Monday.

For those who work during the weekends, Workzone can be configured (by Administrators only) for a 7-day work week. Note: this is a global setting that will affect all workspaces and all projects. Select ALL WORKSPACES from the drop-down menu at the top of the page. Click the Settings link at the top of the page. Under the Projects section on the left menu, select 5-day or 7-day work week.

Click the circle next to 7-day work week and then click Save Changes. With 7-day work week enabled, a 2-day task that starts on a Friday will complete on Saturday.

The Responsibility drop-down list when you add or edit a task automatically shows all existing users with access to that workspace.

You can add or edit additional responsible parties below if you would like to assign a task to a non-user (such as “Printer”). [Note: the non-user will not be able to access the tasks.]

Select ALL WORKSPACES from the workspace drop-down at the top. Select the Settings link at the top of the screen. Under the Projects section on the left menu, click the Responsible parties link.

To add a new (non-user) resource (responsible party), type the name or label in the box and click the Add Resource button.

Resources will show up in Projects and reports in brackets — [ABC Printer] — to indicate to you that they are not actual users in the system and that a real user will need to update any tasks assigned to the resource.

Projects and tasks can be assigned categories, which allows for filtering projects or tasks into logical groupings (copywriting, design, finance, electrical, mechanical, etc.) as well as tracking labor rates for time entries (To enable Labor Rates for your site, please call Workzone at (610) 275-9861).

Categories used in Projects come from the global categories list for your organization, accessed under the Settings link for ALL WORKSPACES. On the left menu, under Global Settings, click the Categories link. Projects, Tasks, and Events tabs designate the specific use of the category.

On the Task List, you can filter for all projects or tasks with a specific category. In the upper right corner of the page, click the edit link next to FILTERS. Under “Show only TASKS that match…”, in the first drop-down menu, select Category to filter for tasks by category. Type the specific category in the text box to the right.

Under “Show only PROJECTS that match…” click “Add project filter” and in the first drop-down menu, select Category to filter for tasks by category. Type the specific category in the text box to the right.

The system automatically skips specified holidays and nonworking days when scheduling tasks and projects. This works in a similar fashion to the way that weekends are skipped when a 5-day work week is used.

Select ALL WORKSPACES from the workspace drop-down at the top. Select the Settings link at the top of the screen. Under the Global Settings section on the left menu, click the Holidays/nonworking days link.

There is a default list of holidays, which you can delete, edit or supplement to reflect the days when your organization does not work and when tasks should not be scheduled. The listed days will be skipped for all projects in every workspace.

To add additional holidays or nonworking days, click the Add Holiday/Nonworking Day button at the top of the page. To edit or delete an existing holiday/nonworking day, click the Edit or Delete link next to the appropriate item.

By default, holidays/nonworking days are automatically shown on the Calendar for every workspace. If you do not wish for them to appear on the Calendar, uncheck the checkbox next to Show holidays/nonworking days on Calendar.

The system can create automatic project numbers for each project. Each new project will be assigned a unique number (starting with 10000). The format of the automatic project numbering system cannot be changed.

To enable automatic project numbering, Select ALL WORKSPACES from the workspace drop-down at the top. Select the Settings link at the top of the screen. Under the Projects section on the left menu, click the Automatic project numbering link. Click the checkbox next to Create new project numbers automatically.