Views And Navigation
View Project/Task Details
From the Task List, click the name of any project (or task) to see detailed information about that item. using tabs to show all the relevant information for a project in a single place, acting like a digital “job jacket”. This will allow core team members to work exclusively in Projects, without having to switch to other Workzone modules (Documents, Requests, Reports).
The details page has tabs at the top to allow for easy access to project-related content.
- Overview tab: shows summary information about project or task. At the bottom of the overview page is a comments section for discussions or notes about the item.
- Files tab: all project files are located here, whether attached to the project, a task in the project or directly loaded to the project folder in Documents. This tab shows the same content as the folder for this project in the Projects folder in Documents.
Upload files, via drag and drop, and download/delete multiple files directly from the Files page. Use the “Tools” drop-down menu next to each file on this page allows for collaboration (approvals, image markup, and more) with files right from here, without going to Documents.The vast majority of document-related functionality in Projects works the same as it does in Documents, but there are a few known exceptions.
- Zip files attached directly to a task or project will remain zipped. If you would like them unzipped, upload them to the project folder in Documents.
- Image Markup and Approvals links from Tools drop-down menu on Files tab currently return you to Documents after you use the tool; in the future these will return you to the Files tab in Projects.
Internal and external web links can be attached to projects or tasks using the Create Web Link button on the Files page. Links to folders or files in Documents will show a file type of “Internal link” and will show the link icon. Links to external web sites will show a file type of “External link”.
- Requests tab: view all project requests that are attached to this project and attach additional project requests to this project. Use the link next to each project request: “Copy attachments to project folder” to copy all of the files attached to the project request into the main project folder, for easier access and collaboration.
- Time tab: shows Hours report for this project.
- Expenses tab: shows Expenses report for this project.
- Activity tab: shows full project history.
In the Task List (or Gantt chart), click the right triangle (▶︎) next to a project or task to expand the project or task and show its underlying tasks. Click the down triangle (▼) next to a project or task to collapse a project or summary task.
You can expand/collapse all projects by clicking + Expand all or – Collapse all at the top or bottom of the Task List or Gantt Chart.
Show Projects Level
In the ALL WORKSPACES view of the Task List or Gantt Chart, click “Projects” at the top or bottom left of the page to automatically expand each workspace one level to show the list of projects underneath them. This has the same effect as clicking the right triangle next to each workspace name.
Filter tasks according to the criteria you specify. In the Task List or Gantt chart view, filters are visible at the top right of the screen.
To add or edit a filter, click the “edit” link to the right of FILTERS at the top right of the screen. On the next screen, the first group of filters are task filters, and the second group of filters are project filters. Use the drop-down menus to select your desired filters and then click the green Apply Filters button at the bottom.
Filters that are in place will be listed under FILTERS, and can be removed quickly by clicking the “X”.
Double-click on a workspace or project name’s cell to quickly filter for that item.
Filter For A Single Project/Workspace
From the Task List or Gantt Chart views, mouse over the name of any project or workspace, and click the TOOLS link that pops up, then chose Filter for this project (for a workspace the TOOLS link will instead simple read FILTER). Alternatively, double click inside the cell for a project name, but outside the project name. Projects will show only the selected project (and associated tasks). To remove the filter for the single project, at the top right of the page, click the “X” next to the project name under FILTERS.
View Completed Projects On Task List
The default view shows Active projects only. To view completed projects on the Task List, click Filters at the top of the screen. On the next screen, use the drop-down menu for Project State and select “Completed”. Click the Apply Filters button at the bottom.
Projects Sort Order
Tasks are automatically sorted in this order: 1) end date, 2) start date, 3) alphabetically, 4) priority — regardless of the order in which tasks are entered (either manually or via import). Within a grouping of tasks at the same level, tasks will be sorted first by end date; tasks with the earliest end dates will be at the top. If tasks have the same end date, tasks will then be sorted by start date, with the earlier start dates at the top. If tasks have the same end date and start date, the tasks will then be sorted by priority. If tasks have the same end date, start date, and priority, the tasks will then be sorted alphabetically.
Projects can be sorted in five ways. The default sort method is the same order as tasks: 1) end date, 2) start date, 3) alphabetically, 4) priority, 5) target end date, within a single workspace. To sort projects by alphabetically, priority, or target end date, within a single workspace, at the bottom of the page, select the drop down to the right of “Sort projects”.
Workspaces are always sorted alphabetically (in the All Workspaces view).
A Gantt chart is a graphical representation (horizontal bar chart) of the start and end dates of the tasks within a project. It can be a useful tool to provide a visual overview of a project.
The Gantt chart is accessed by clicking on the Gantt Chart link at the top left of the Projects screen.
The horizontal bars next to each task begin at the task’s Start Date and end at the task’s End Date. To the right of the bar, the Responsible party and % Complete (if specified) are displayed. The bar will be partially darkened to reflect the % Complete value. Dependency lines between bars interconnect tasks. Mouse over a bar, and the predecessor tasks are highlighted. With a click and drag, these bars can also be stretched to the left or right to adjust start and end dates, or dragged from the middle to keep the duration but adjust both the start and end date.
The default view of the Gantt chart shows a monthly view of the project, for a six month period, beginning with the current month. You can switch to a shorter or longer timeframe for the project by selecting Weeks, Quarters or Years from the Timescale drop-down list, located at the top of the screen. Click on the black triangles to the left and right of the dates header to move to an earlier or later time period. Also, click the light arrows to the far left and far right of each row to quickly jump backwards or forwards in time to see the bar for the specified row.
For projects with dependencies and a complex set of tasks, highlighting the critical path can be a useful way of focusing on the tasks that directly impact the project’s end date. Read more about critical path here. This is one of the ‘Workzone Enterprise’ features, which can be added to your site for an additional charge. Contact Workzone Customer Support for more information at help@Workzone.com or 610-275-9861.