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01b - Multi-step test

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  • How many people will use Workzone?

  • (Workzone is ideal for teams with 5 or more users)
  1. OVERVIEW
  2. GETTING STARTED
    1. Hardware/Software Requirements
    2. Logging in to Workzone
    3. Creating Users
    4. Creating Workspaces
    5. Default Features to Display
    6. Advanced Security Options
      1. Session Timeout
      2. Expiring User IDs
      3. Expiring Passwords
      4. Disable User-Specific Cookies
    7. Additional Features to Enable/Disable
      1. Inherit Folder Structure
      2. Copy to Different Workspaces
      3. Enable PDF Thumbnails
      4. Disable Delete Confirmation
    8. Customization Options
      1. Colors and Images
      2. Welcome Page
      3. Help Information
      4. Time Zone
    9. Add Content to Your Site
  3. USERS
    1. Overview of User Types
      1. Associate Users
        1. Administrators
        2. Managers
        3. Contributors
      2. Reviewers
      3. Partner Users
    2. View a List of All Users
    3. View a List of All Users for a Specific Workspace
    4. Create a New User
    5. Create Multiple Users at the Same Time
    6. Email Access Info
    7. Passwords
      1. Password Reset
      2. Change Your Password
    8. Add User Picture
    9. Edit the Information for an Existing User
    10. Delete an Existing User
    11. Disable an Existing User
    12. Edit Workspaces
    13. View/Change Associate Users Assigned to Workspaces
    14. Log in as a Reviewer or Partner user
    15. Partner Firms (Contractors/Vendors)
      1. Create A New Partner Firm
      2. Assign Partner Firms to Workspaces
      3. Let Clients View Partner Folders
      4. Delete Partner Firms
    16. User Groups
      1. View List of User Groups
      2. Create a User Group
      3. Edit User Group Profile
      4. Edit Members of a User Group
      5. Delete a User Group
  4. WORKSPACES
    1. Create a New Workspace
    2. Custom Colors And Images
    3. Help Info For Specific Workspaces
    4. Top-Level Folders
    5. Copy Folders From Existing Workspace
    6. Change Workspace Name
    7. Change Workspace Logo
    8. Setting Workspace Time Zone
    9. Automatic Email Notifications
    10. Delete A Workspace
    11. Disable/Hide An Inactive Workspace
    12. Workspace Groups
  5. PROJECTS
    1. Setup
      1. Enable/Disable Projects
      2. Hide/Display Columns
      3. Custom Fields
      4. 5-Day Or 7-Day Work Week
      5. Non-User Responsible Parties
      6. Task/Project Categories
      7. Holidays/Nonworking Days
      8. Automatic Project Numbering
    2. Views And Navigation
      1. View Project/Task Details
      2. Expanding/Collapsing Items
      3. Show Projects Level
      4. Filtering
      5. Filter For A Single Project/Workspace
      6. View Completed Projects On Task List
      7. Projects Sort Order
      8. Gantt Chart
      9. Critical Path
    3. Projects
      1. Add A Project
      2. Project Templates
      3. Project List
      4. Project Target Date Alert
      5. Locking (Hiding) A Project
      6. Unlock A Project
      7. Deleting A Project
      8. Changing A Project's Status
      9. Moving A Project
    4. Tasks
      1. Add Multiple Tasks To A Project
        1. Lay Out Tasks In Outline Form
        2. Use Add Tasks Page
        3. Create Placeholder Tasks
        4. Copy Tasks From A Template
        5. Import From Microsoft Project
        6. Import From Microsoft Excel
      2. Add A Single Task To A Project
      3. Indenting/Outdenting
      4. Moving/Copying Tasks
      5. Calculation Of Dates And Durations
      6. Add A Dependency/Link Between Tasks
      7. Delete A Dependency
      8. Highlight When Predecessor Is Late
      9. Add Tasks To The Calendar
      10. Editing/Updating Tasks
      11. Edit Multiple Tasks At Once
      12. Link Multiple Tasks At Once
      13. Remove Links For Multiple Tasks
      14. Delete A Task
      15. Project And Task Comments
      16. Delete Project And Task Comments
      17. Project/Task Attachments
    5. Notifications And Reports
      1. Notify Responsible Of New Task Assignment
      2. Task Auto-Notifications And Reminders
      3. Caution Symbols
      4. Projects Reports
      5. Exporting Projects & Views
  6. WORKLOAD
    1. Work vs. Duration
    2. Units Of Time
    3. Turning On Work Column
    4. Workload Reports
  7. TIME TRACKING
    1. Enable Time Tracking
    2. Add Time Using "My Timesheet"
    3. Add Time from To-Do List or Project To-Do List
    4. Add Time From The Task List
    5. Time Reports
  8. EXPENSES AND BUDGETS
    1. Enable Expense Tracking
    2. Expense Classes
    3. Setting The Expense Budget For A Project
    4. Add Expenses To A Task
    5. Create Expense Reports
  9. REQUESTS
    1. Enable Requests
    2. Email Recipients For New Requests
    3. Create A Project Request
    4. Custom Project Request Forms
    5. Project Request Dashboard
    6. Project Request Status
    7. Discuss Project Request
    8. Edit Project Request
    9. Attach Files To A Project Request
    10. Email Link To A Project Request
    11. Create Project From This Request
    12. Link To Project Request From Project
  10. DOCUMENTS
    1. Top-Level Folders
    2. Projects Folder
    3. Add A New Folder
    4. Add A Gallery Folder
    5. Folder Breadcrumb
    6. Add A New Document
    7. Drag And Drop To Upload Files
    8. Flash Files
    9. Add Multiple Documents
    10. Add Zipped Folders And Documents
    11. Upload A New Version Of A Document
    12. Check A Document Out For Editing
    13. Add Link To A Web Page
    14. Email Notification For Folder Or Document
    15. Change Name Of Folder Or Document
    16. Restrict Access To Folder/Document
    17. Unlock A Folder Or Document
    18. Change Folder/Document Permissions
    19. Hide Folder From All Reviewers
    20. Copy Folder Or Document
    21. Move Folder Or Document
    22. Delete Folder Or Document
    23. Restore Deleted Files/Folders (Recycle Bin)
    24. Sort Folders Or Documents
    25. Save A Document
    26. Multiple Document Download
    27. Resize Width Of Left Folder Section
  11. DOCUMENT COMMENTS/APPROVALS
    1. Enable/Disable Comments And Approvals
    2. Document Comments
      1. View Comments On A Document
      2. Add A Comment To A Document
      3. Delete A Comment On A Document
      4. Export Document Comments
    3. Approvals
      1. Request Approval On Document/Link
      2. Approvals Dashboard
      3. Close An Existing Approval
      4. Update/Delete Existing Approval
      5. Approval Autonotifications
  12. Email Comments into Workzone
    1. Enable/Disable This Feature
    2. How It Works
    3. Email Client Compatibility
  13. IMAGE MARKUP
    1. Enable/View Image Markup
    2. Add A New Markup Comment
    3. Multi-Page Images
  14. SCREENING ROOMS
    1. Create A Screening Room
    2. Send Email Link To A Screening Room
    3. View Screening Room Feedback
    4. Open A Closed Screening Room
    5. Add Documents To A Screening Room
    6. Delete A Screening Room
  15. CALENDAR
    1. Enable Calendar For A Workspace
    2. View Calendar
    3. Hide Calendar From Reviewer View
    4. Filter Calendar View
    5. Add/Delete Category To Calendar
    6. Calendar Navigation
    7. Add Event To Calendar
    8. Attachments To Calendar Events
    9. Calendar Event Notification
    10. Calendar Event Reminder
    11. Edit Calendar Event
    12. Delete Calendar Event
    13. Sync To-Do List On External Calendar
    14. Export Calendar
    15. Import From Microsoft Outlook
    16. Show Calendar For All Workspaces
  16. MESSAGES
    1. Enable/Disable Messages
    2. View Messages
    3. Categories
    4. Create A Message
    5. Attachments To Messages
    6. Edit A Message
    7. Delete A Message
    8. Add A Comment To A Message
  17. REPORTS
    1. General
      1. To-Do List
      2. Recent Comments
      3. Comments by project
      4. Recent Activity
      5. Late Items
      6. Upcoming Items
    2. Documents
      1. Recent Uploads
      2. My Recent Documents
      3. Approvals
    3. Projects
      1. Project List
      2. Project Recycle Bin
      3. Project To-Do List
      4. Status By Project
      5. Totals By Status
      6. Projects By Responsible
      7. Completed Projects
      8. Completed Tasks
      9. Active projects 100% complete
    4. Workload Reports
    5. Time Tracking Reports
    6. Expense Tracking Reports
    7. Usage Reports
      1. Usage Summary
      2. Activity Logs
      3. Storage
    8. Custom Reports
  18. SEARCH
    1. Search Across Modules
    2. Search Projects
    3. Search Documents
  19. FAVORITES
  20. WORKZONE ENTERPRISE FEATURES
    1. Custom Project Request Forms
    2. Workspace Groups
    3. Projects Custom Fields
    4. Custom Reports
    5. Critical Path
    6. Single Sign-On (SSO)
    7. API

OVERVIEW

Workzone is a powerful, easy-to-use project management and collaboration tool, designed to improve your team’s efficiency and enhance your organization’s relationships.

We’ve tried to make this guide as clear and non-technical as we could, but if anything doesn’t make sense or you have questions that aren’t answered here, please contact us, and one of our friendly Customer Support specialists will be glad to help you.

Call us at 610-275-9861.

Email us at help@workzone.com

GETTING STARTED

Workzone provides hands-on training to all users. Initial training sessions typically take 60 to 90 minutes, and are designed to help you set up Workzone and get going with your initial projects. Subsequent training sessions can be scheduled at any time and are provided at no additional charge.

Hardware/Software Requirements

Workzone is accessed via a web browser from any PC, Mac, tablet or smartphone that has access to the Internet. Workzone works on all modern web browsers, and also has a mobile version designed for smartphones (accessible via web browser).

For optimal performance on desktop computers, Workzone recommends the latest versions of Firefox, Chrome or Safari browsers. For those needing to use Internet Explorer, Workzone supports IE versions 10 and later. For those using Windows 7 or Windows 8, we strongly recommend updating to Internet Explorer 11, the latest version. Workzone does not currently recommend or support Microsoft Edge, because of its lack of compliance with modern standards.

For notification purposes, Workzone relies on email messaging. Workzone emails come from the email address info@sharedwork.com, please be sure that your email provider or IT security allows messages from this address to come through uninhibited (this is commonly known as “whitelisting”). If necessary, the email server’s IP address is 69.7.239.26.

Logging in to Workzone

To log in to your Workzone site, go to:

https://companyname.sharedwork.com

(substitute your company name where it says “companyname” in the URL. With most browsers, you don’t need to type the https://). Please contact us if you are not sure of the exact URL for your company.

The log-in page is the same for Associate users, Reviewers, and Partners. Users will be taken to their appropriate opening screens automatically based on their ID and assigned status (company, Reviewer, or partner).

After you enter your user name and password, click the Log in button. To have the page remember your email address, click the Remember me box. In addition, your browser may offer to remember your password. If you want to allow that, this will make re-entry much simpler on that specific computer & browser. It is also helpful to bookmark this page for future use.

WARNING: Failing to use the correct password multiple times will cause your user account to become temporarily locked, preventing any additional attempts to log in. When this happens, Workzone will send an email prompting you to reset your password; doing so will immediately unlock your account.

Creating Users

Workzone has five different roles that can be assigned to Workzone users, depending upon what you would like them to be able to do within Workzone. On one end of the spectrum, Administrators can view and modify every aspect of the system. At the other end, Reviewers have the simplest user interface, designed primarily for accessing and reviewing content prepared by others. During the setup process, Workzone describes each user type and what role is appropriate for each type of user.

Suggestion: Create your regular users first, so that they will be available to assign to workspaces once they are created.

To create a new user:

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left-hand menu, click Users and then click Add/edit users link
  • Click the Add New User button at the top of the main page.
  • Click on a user type.
  • Enter the user’s information requested on the screen.
  • Use the checkbox to set up the user’s access immediately (this can also be done later)
  • Click Continue.

Note: A Reviewer can also be created quickly for an existing workspace from the Setup link for that workspace.

More detailed information on users can be found in the Users section of this manual.

Creating Workspaces

Workzone uses “workspaces” to organize your work and set permissions so that each user can access the content appropriate to his/her role in your projects. A user can only access the documents or projects in a workspace once given access to that workspace. Client service organizations will typically set up a workspace for each of their clients; other organizations may create workspaces for internal departments.

To create a new workspace:

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left-hand menu, click on Workspaces and then click the Add A Workspace button at the top of the main page.
  • Enter the workspace name as you want it to appear.
  • If you want a workspace-specific logo to appear at the top-left corner of the screen, create an image in .gif, .png or .jpeg format of the exact dimensions 195 pixels wide by 50 pixels tall. [Hint: Create a transparent box using the specified dimensions and place the workspace logo inside to assure that it fits properly]. If you do not immediately have access to a logo, Workzone will display the workspace name in large text. You can change or update a workspace logo at any time.
  • Choose the other associate (senior-level) users who should have access to this workspace from the user list. By default you are automatically assigned and all Administrators are assigned.
  • Click the Create button at the bottom of the page.

More detailed information on workspaces can be found in the Workspaces section of this manual.

Default Features to Display

Workzone allows you to specify which of the Workzone modules you want to be included in each new workspace you set up. If you don’t have an immediate need for a Workzone module or feature, we suggest that you disable it to keep the interface as simple as possible. Once a workspace has been created, you can then modify the modules that are shown for that workspace.

The default settings for all workspaces are specified on the “Features to display” page, under the Global Settings section under Setup for ALL WORKSPACES.

Only Administrators can set defaults for your organization.

The following Main Features can be enabled or disabled (click the link for a specific feature to go the detailed section for that feature in this manual):

Click the check boxes next to the features that should be shown by default in all workspaces.

Once a feature has been enabled, Associate users (Administrators, Managers and Contributors) will automatically have access to the feature. For certain features, you can then select whether it should also be visible to Reviewer or Partner users.

When a checkbox is grayed out, the feature’s status cannot be modified.

Many of the default settings you select on this page can be modified for an individual workspace under the “Features to display” page under Setup for the specific workspace.

Advanced Security Options

We know that the security of your data is crucial to you, and it’s our top priority. Workzone exercises great care to secure your company’s confidential information. Workzone uses multi-layered security to protect your data, and we are continuously engaged in examining and updating security as we update our service.

All data transmissions are protected via 256-bit financial-grade encryption. The lock icon in the browser indicates that your data is fully secure while in transit over the internet.

Each Workzone user must log in with his/her email address and a strong password. When you enter your password to log into Workzone, your password is encrypted as it travels across the internet, so it cannot be intercepted.

Session Timeout

If a user who is logged into Workzone does not click any link or access any new resources from the server for 60 minutes or one week (depending on your site’s setting), the user’s session will time out and the user will be logged out of the system.

(Note: To change this interval, as an Administrator, go to the Automatic logout interval page under Global Settings on the Setup page for all workspaces. Access to the one-week logout time interval requires that you have not disabled user-specific cookies under the “Other Features” section on the Features to Display page. Additionally, only users that have checked the “Remember me” box on the log in page will have access to the extended 1 week logout interval.)

For those organizations that require enhanced security measures to make unauthorized access of Workzone even more difficult, there are a number of additional security features within Workzone that may be enabled. These features are not enabled by default because they make Workzone more difficult/inconvenient to access by the authorized user.

These settings are specified on the “Features to display” page, under the Global Settings section under Setup for ALL WORKSPACES. Scroll down to the Other Features section. Only Administrators can set these defaults for your organization.

Click the check boxes next to the optional features, listed with bold text below, that you would like to enable. These settings apply to all workspaces and cannot be overridden at the workspace level.

Expiring User IDs

When this security feature is enabled, if a user has not logged in to Workzone within the past 30 days, the user account will be disabled, preventing log in. An Administrator or a Manager with access to the account (in the case of Reviewer or Partner users) will then be able to reactivate the account by editing the user under Setup.

Expiring Passwords

This feature requires that each user change his/her password every 90 days. When a user logs in after 90 days have passed since the password was last changed, the user will be taken to a screen to change his/her password.

Disable User-Specific Cookies

When this feature is enabled, Workzone will not employ user-specific cookies to save login and password information for the user. The user will need to log in manually each time he/she accesses Workzone, whether logging in from the log-in page or when clicking on a Workzone link sent by a Workzone user. Links will still take the user to the appropriate location once the user has logged in. When this feature is enabled, the login page will not include the “Remember me” checkbox or the “Forgot password” link.

Additional Features to Enable/Disable

There are a number of other additional customization options available. These settings are specified on the “Features to display” page, under the Global Settings section under Setup for ALL WORKSPACES. Scroll down to the Other Features section. Only Administrators can set these defaults for your organization.

Click the check boxes next to the optional features, listed with bold text below, that you would like to enable. These settings apply to all workspaces and cannot be overridden at the workspace level.

Inherit Folder Structure

If enabled, when creating a new workspace, users will have the option to reuse the folder structure from an existing workspace.

Copy to Different Workspaces

If enabled, in Documents, users can copy folders and documents from one workspace to another.

Enable PDF Thumbnails

If enabled, in Documents, Workzone automatically creates thumbnail image of first page of PDF documents; if disabled, Workzone shows the PDF icon.

Disable Delete Confirmation

When deleting a workspace, this removes the requirement to type in the message: ‘PERMANENTLY DELETE [WORKSPACE NAME]’. Only enable this for short periods of time, when you have a large of number of workspaces to delete.

Customization Options

You can customize the default layout that will be applied automatically to each workspace that you set up. Once you have created a specific workspace, you can then override the default settings if you wish to customize the new workspace.

Default layout settings are accessed via the Setup link (gear icon) at the top of the screen for ALL WORKSPACES. Defaults for your organization can only be accessed by an Administrator.

Colors and Images

(Note: this is an advanced feature. If you would like assistance, please call us at 610-275-9861.)

To set default background colors, images and font colors that will appear on all workspaces:

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • Under Global Settings on the left menu, click the Colors & images link.

The following items can be specified:

  • Top section: background color or background image and text color
  • Bottom section: company logo
  • Log-in page (prior to entering the site): background color

All colors must be specified as a 6 digit hexadecimal HTML color code (e.g., #000000 is the hexadecimal code for the color “black”).

The default colors & images you set here can be overridden for specific workspaces under Setup for that workspace.

Welcome Page

The Welcome Page is the initial page that a user sees when he/she logs into Workzone from the login page. (Note: a user does not see the Welcome Page if he/she enters Workzone via a link.)

You can set different default welcome pages for each user role, to give each type of user the information they will likely find most useful. Reviewer and Partner users need to first be given access to the specified page (under Setup – Global Settings – Features to display) before the page will be an option for a welcome page.

Individual users can customize the welcome page they prefer under the “My Info” page, accessible from the profile drop-down menu at the top right of the page.

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under Global Settings, click the Welcome page link.
  • For each user type, select the default Welcome Page; recommended default pages have already been pre-selected for you.

Documents
Users with access to multiple workspaces see a page that lists the workspaces to which the user has access. By clicking on the workspace name, the user is taken to Documents for that workspace. A user with access to a single workspace (normally a Reviewer) will automatically be placed into Documents for that workspace.

To-Do List
Users see their personal To-Do List (under Reports). This is the recommended welcome page for junior team members who are focused primarily on getting their own work done.

Project To-Do List
Users see the Project To-Do List (under Reports), which shows the next steps for each project. This is the recommended welcome page for tactical Managers whose main focus is keeping projects on track.

Status by Project Report
Users see the Status by Project Report (under Reports), which lists each project’s summary information and status. This is the recommended welcome page for senior management who want a birds-eye summary of project status across the organization.

Recent Activity Report
Users see the Recent Activity report (under Reports).

Projects
Users see the Projects module (Task List or Gantt Chart).

Requests
Users see the Project Request dashboard.

Calendar
Users see the month view of the Calendar.

Custom
Users see whatever custom HTML you provide, including formatted text, links and graphics. You can override this default custom page at the workspace level by including different custom HTML under Setup for a specific workspace. This requires html coding to present and format text, images (must be hosted on an external server) or links to external sites (please open these in a separate window, using the target=”_blank” command.) For assistance with this advanced feature, call us at 610-275-9861.

Creating a custom Welcome Page for a specific workspace
[This feature is only available if the Welcome Page setting under ALL WORKSPACES is set to Custom.]

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under Settings – This Workspace, click the Welcome page link.
  • Enter your custom HTML for this workspace and click Preview to see how the page will look.
  • Click Continue to save the page. Note: this will override the default custom Welcome page for this workspace, but will not affect other workspaces.

Help Information

Some organizations want to support their Reviewers directly, others prefer for Workzone Customer Support to support all users. To facilitate these different needs, you may customize the help information that Reviewer and Partner users see (Associate users always see contact information for Workzone Customer Support). This information is shown when a Reviewer or Partner user clicks the Help link at the top right of the screen.

You have the ability to create default help information that appears for all workspaces, or you can choose to create custom help information for a specific workspace.

Default help information for all workspaces
When your organization first signed up for Workzone, we created contact information for your organization based upon information you provided us. This is the information that Reviewer and Partner users will see by default when they click the Help link.

To change the default help information for your organization:

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under Global Settings click Help info.
  • You can either select to show Reviewer and Partner users the same Workzone contact information as Associate users see or you can create custom help info for Reviewer and Partner users.

To change the help information for a specific workspace:

  • Select the workspace from the workspace drop-down menu at the top left of the screen.
  • Click Setup (gear icon) at the top right of the screen.
  • On the left menu, under Settings – This Workspace click Help info and follow the instructions.

Time Zone

By default, Workzone sets the time zone for your Workzone to that of your company’s home office. If you need your default time zone changed, please contact us. The time zone affects the time stamp for all activities within Workzone, such as document uploads, comments and calendar entries.

If you would like, you can override your company’s time zone setting for an individual workspace. An Administrator or Manager assigned to that workspace can change the time zone.

To change a specific workspace time zone:

  • Choose a specific workspace from the workspace drop-down list at the top left of the page.
  • Click Setup (gear icon) at the top right of the page.
  • On the left menu, under Settings – This Workspace, click Time zone.
  • Select the appropriate time zone from the drop down menu to the right.
  • Click Continue.

Add Content to Your Site

Once you have set up your users, workspaces and features, you’re now ready to add projects and content in the modules that you’ve enabled. Use the links to jump to the detailed section for the module where you’d like to begin.

USERS

Overview of User Types

Each Workzone user is assigned a unique user account with a specific user type, designed to reflect the role they play in your projects and the level of access they should have in Workzone. Each user has the same user role across all workspaces and projects in Workzone

Associate Users

Associate users: associates are the creators and organizers of workspaces. Associates have access to more functionality than Reviewer or Partner users. There are three types of Associate users: Administrators, Managers and Contributors.

Administrators

Administrators can create, view and modify all workspaces and all system features. Only Administrators can create Managers, Contributors, or other Administrators. Limit this role to the most trusted users in your organization. Administrators automatically see all workspaces and all workspace content; they cannot be restricted from seeing any information in Workzone. Only an Administrator can delete a workspace.

Managers

This type of user can modify all aspects of the workspaces to which they are assigned, whether or not the Manager was the creator of the item. Additionally, the Manager can create new workspaces, partners, screening rooms, and Reviewer and Partner users. This is the most common role given to individuals who are organizing a workspace, loading documents or managing projects.

Typically, client service team members and project managers are assigned this role. A Manager can be restricted from seeing workspaces, folders and documents by an Administrator or another Manager. Managers can update all tasks for projects that they can access, whether or not they are the responsible party for a task. Managers cannot delete a workspace.

Contributors

This type of user can view and add items to all folders, documents, calendars and projects of the workspaces to which they are assigned, but cannot modify or delete items that they did not create. A Contributor can upload new versions to any document in Documents, whether or not they uploaded the original version.

A Contributor cannot create new workspaces or users, nor can they view/edit Reviewer or Partner user information.

A Contributor can add a task (but not a project) and can edit tasks to which they are assigned. They can upload an attachment to any project or task to which they have access, whether or not they are responsible.

Reviewers

These are team members whose primary need within Workzone is to review documents or projects created by others. These may be users outside your company who log in to see the work you have done for them or those users inside your company to whom you want to give the Reviewer view (for its simplicity).

Within the standard folders in Documents, Reviewers can view, but not upload or modify documents. Reviewers can only upload documents to the Reviewer Upload folder and can only modify or delete documents that they created in that folder.

Reviewers can upload events to the calendar (if the calendar has been enabled for Reviewer view under Setup for that workspace), but can only edit events that they created.

Reviewers may update tasks for which they are the responsible party (if Projects has been enabled for Reviewer view under Setup for that workspace), but cannot create new tasks or modify/update tasks created by or assigned to others. They can upload an attachment to any project or task to which they have access, whether or not they are responsible.

Partner Users

Partner users are associated with a specific Partner firm (which is set up separately). In Documents, the primary tool that most Partner users use in Workzone, Partner users can add, modify and delete documents only in the partner section of the specific workspaces to which they have been assigned.

Partner users may view the calendar if permitted, but may not add or edit calendar events.

Partner users can update tasks for which they are the responsible party, but cannot create new tasks or modify/update tasks created by or assigned to others. They can upload an attachment to any project or task to which they have access, whether or not they are responsible.

A more detailed explanation of the Partner role appears later in this user’s guide (click here to access directly).

View a List of All Users

Select a workspace from the workspace drop-down list at the top left. To see all users with access to your site, across workspaces, select ALL WORKSPACES. Selecting an individual workspace will show only users with access to that workspace.

Click the Setup (gear icon) link at the top of the page. On the left menu, under USERS, click Add/edit users.

Towards the top of the main page there are tabs that will let you see users by user type — All Users (initial view), Associate Users, Reviewer Users, and Partner users. Next to the name of the user type on the tab will be the number of users of that type. Click a tab to see a list of the users for that user type.

By default, the user lists are sorted by last name. Change the sort order by clicking on the column heads; the selected column will be shaded. The direction of the sort is indicated by the arrow next to the column name: an up arrow indicates ascending (A to Z); a down arrow indicates descending (Z to A).

Users that are disabled will be shown in gray with a line through their row.

View a List of All Users for a Specific Workspace

To view a list of users for a particular workspace, click on the workspace drop-down menu at the top left of the screen and then select the workspace name from the drop-down list.

Click Setup (gear icon) at the top right of the screen.On the left menu, under USERS, click Add/edit users.

Towards the top of the main page there are tabs that will let you see users by user type — All Users (initial view), Associate Users, Reviewer Users, and Partner users. Next to the name of the user type on the tab will be the number of current users of that type. Click a tab to see a list of the users for that user type.

By default, the user lists are sorted by last name. Change the sort order by clicking on the column heads. The selected column will be shaded. The direction of the sort is indicated by the arrow next to the column name: an up arrow indicates ascending (A to Z); a down arrow indicates descending (Z to A).

Create a New User

 

  •  If you are not already in ALL WORKSPACES, switch to it now. At the top left of the screen, click the workspace name, and then select ALL WORKSPACES at the top of the drop-down list.
  • Click Setup (gear icon) at the top right of the screen.
  • On the left menu, under USERS, click Add/edit users.
  • At the top of the main page, click the Add New User button.
  • Click on a user type.
  • Enter the user’s first name, last name and email address.
  • To notify the new user of his/her ID and password, click the box next to EMAIL ACCESS INFO.
  • Click Continue.
  • The user will receive an email with information on how to access his account and create a password.

Any user type can be created under ALL WORKSPACES. Reviewers can be created and assigned to a specific workspace under Setup for that workspace.

Managers and Contributors need to be assigned to a particular workspace before they can access it (Administrators automatically have access to all workspaces). If you are creating a Manager or Contributor, you will see an additional screen with a list of the existing workspaces. Click the checkbox next to the workspaces to which the user should be assigned. Click Continue.

If you have established user groups, you will have the option to assign the new user to existing user groups on the next screen. Click the checkbox next to the groups to which the user should be assigned. Click Continue.

If you have chosen to notify the user of his/her new user account, you will see a copy of the default e-mail. If you would like to add your own wording to the standard message, add the desired text where prompted.

Click Continue to add the user and send the e-mail notification.

Create Multiple Users at the Same Time

To create multiple users at the same time:

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under USERS, click Add/edit users..
  • At the top of the main page, click the Add multiple users button.

There are two methods for creating multiple users at the same time:

  • Manual entry: enter each user manually in the table. Click Add another user to add additional rows to the table, as needed. Each user must be assigned to at least one workspace. Click Continue when you are finished.
  • Excel spreadsheet: click the Download Spreadsheet button. Copy the indicated information from your source document into the appropriate columns of the spreadsheet. Save your changes. Click Upload Spreadsheet and select the spreadsheet you updated. You will now need to assign users to the appropriate workspaces. Click Continue when you are finished.

Email Access Info

When you create a new user, you have the option to immediately email the user his/her access information.

To send access information to an existing user:

  • Click Setup (gear icon) at the top right of the screen.
  • Under USERS on the left menu, click Add/edit users.
  • Click the checkbox to the left of one or more users.
  • Click the Reset Password and Email Access Info button at the top of the users list.
  • The user will be sent an email with a link that will allow them to reset his/her password.

Passwords

Each Workzone user needs to have a unique login and password. The login is the user’s email address. Users are set up by an Administrator or Manager, and then access information is sent to the user via email.  Each user then users the link in the email to set his/her own password.

Passwords in Workzone need to meet the following requirements:
• MUST contain at least 8 characters (12+ recommended)
• MUST contain at least one uppercase letter
• MUST contain at least one lowercase letter
• MUST contain at least one number
• MUST contain at least one special character (!”#$%&'()*+,-./:;<=>?@[]^_`{|}~ )
• MAY NOT contain more than two identical characters in a row
• MAY NOT contain first or last name, email address mailbox or domain, or company name
• MAY NOT match commonly used password character patterns

Password Reset

If a user forgets his/her password, the password can be reset from the login page. To reset your password from the login page, click Forgot your password? A window will appear, prompting you to enter your email address. After entering the address you use for Workzone, click the Reset Password button, and an email with a link to set up a new password will be sent to your email address.

For security reasons, one user is not able to see another user’s password. An Administrator can send a password reset link to another user. A Manager can send a password reset link to a Reviewer.

  • Click Setup (gear icon) at the top right of the screen.
  • Under USERS on the left menu, click Add/edit users.
  • Click the checkbox to the left of one or more users.
  • Click the Reset Password and Email Access Info button at the top of the users list.

Change Your Password

Click the Profile icon next to your name at the top right of the page. Select My Info from the drop-down menu. Enter old password, create and confirm new password. Click Continue.

Add User Picture

By default, WorkZone shows the user’s initials in a colored circle next to comments made by that user.

You can upload a picture to replace your initials.
Click Select Image to browse for a picture on your computer.

Position and resize the picture as desired. Click Save to save your picture. You will see a preview of the picture that will be used.

Edit the Information for an Existing User

  •  If you are not already in ALL WORKSPACES, switch to it now. At the top left of the screen, click the workspace name, and then select ALL WORKSPACES at the top of the drop-down list.
  • Click Setup (gear icon) at the top right of the screen.
  • On the left menu, under USERS, click Add/edit users.
  • Click the Edit link to the right of the user’s name.
  • Edit the user’s information by entering the changes and clicking Save Changes.

Delete an Existing User

  •  If you are not already in ALL WORKSPACES, switch to it now. At the top left of the screen, click the workspace name, and then select ALL WORKSPACES at the top of the drop-down list.
  • Click Setup (gear icon) at the top right of the screen.
  • On the left menu, under USERS, click Add/edit users.
  • Click the checkboxes to the next of the users you would like to delete.
  • Click the Delete Users button at the top of the page. You will need to type the words “PERMANENTLY DELETE USERS” to confirm. Once users are deleted, they cannot be restored, and all their task assignments will be removed.

Disable an Existing User

  •  If you are not already in ALL WORKSPACES, switch to it now. At the top left of the screen, click the workspace name, and then select ALL WORKSPACES at the top of the drop-down list.
  • Click Setup (gear icon) at the top right of the screen.
  • On the left menu, under USERS, click Add/edit users.
  • Click the Edit link to the right of the user’s name.
  • Click the Disable link in the middle of the page.
  • To enable a disabled user, from theAdd/edit users page, click the Enable user link to the right of the user’s name.

Edit Workspaces

To change workspaces to which a user is assigned:

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under USERS, click Add/edit Users.
  • Click the Edit link to the right of the user’s name.
  • To assign/remove the user from a workspace, click the + or x next to the workspace name.

Only Administrators can edit or delete an associate or Partner user. Managers can edit or delete a Reviewer.

View/Change Associate Users Assigned to Workspaces

As an alternative to editing the workspaces to which a user has access (described in the section above), you can also select the users who have access to a specific workspace.
  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under WORKSPACES, click Add/edit workspaces.
  • Click the Edit link to the right of the workspace.
  • Select/de-select the checkboxes next to the Managers or Contributors who should have access to this workspace.
  • Click Save Changes.

    Note: For security reasons, user information for Reviewers that have access to multiple accounts can only be accessed by Administrators. For these users, Managers and Contributors will not be able to edit the user’s information or log-in as these users.

Log in as a Reviewer or Partner user

Viewing a workspace from a Reviewer or Partner user’s view allows you to become familiar with his/her perspective, to check that the workspace looks nice, and confirm that the user sees the appropriate content for his/her role in the project. It can also be helpful in providing support to a Reviewer or Partner user.

Administrators may log in as any Reviewer or Partner user. Managers can log in as Reviewers for workspaces to which the Manager has access. For security reasons, Managers cannot log in as Partner users or for Reviewers who have access to more than one workspace (as it would be possible that the partner or Reviewer might have access to workspaces that the Manager does not).

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under USERS, click Add/edit users.
  • Click the Reviewers or Partner users tab at the top of the users list.
  • Click the Log in link to the right of a user’s name under the “See What They See” column. This will log you in to Workzone as the selected Reviewer or Partner user.
  • When finished, click the Return to admin link in the user’s profile drop-down menu at the top right of the screen. This will take you back to the Associate view.

Partner Firms (Contractors/Vendors)

The Partners section of Workzone allows your business partners (contractors, vendors, freelancers, etc.) to load content into a workspace. By default, partner folders in Documents are not seen by Reviewers, allowing you to exchange information with partners without this information being seen by Reviewers (who are often given access when the content is copied to other folders that they can access). Partner users do not have access to Projects unless you specifically grant them access (under SetupFeatures to display for the specific workspace).

You first create a partner firm and then create Partner users that belong to that partner firm. Partner users gain access to the workspaces to which the partner firm has been granted access. In Documents, a Partner user will only see his/her own partner firm folder and any subfolders and documents.

Create A New Partner Firm

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under PARTNER FIRMS, click Add/edit partners.
  • At the top of the main screen, click the Add A Partner button.
  • Enter the Partner Firm’s name.
  • Click the check boxes next to the workspaces to which the Partner Firm should have access.
  • Click Create.
  • Workzone will now prompt you to create a user account for the Partner Firm you have just created.
  • Fill in the contact information.
  • If you would like to email the Partner user instructions for accessing his/her Workzone user account, check the box next to Send email notification.

Assign Partner Firms to Workspaces

A partner firm must be given permission to access a particular workspace. When you create a partner, you will be given the chance to assign the partner to the particular workspaces to which they should have access.

To add or change the workspaces to which a partner firm is assigned:

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under PARTNER FIRMS, click Add/edit partners.
  • Click Edit next to the partner you want to assign.
  • To assign/remove the partner firm from a workspace, click the + or x next to the workspace name.
  • Click OK to confirm your selection.

Let Clients View Partner Folders

By default, all Partner folders are hidden from Reviewer view. To make selected partner folders visible to the Reviewer:

  • Select a workspace from the workspace drop-down menu at the top left of the screen.
  • Select the Documents link at the top of the screen.
  • Click Partners in the left-hand menu to open the top-level Partners folder.
  • From the “More” drop-down menu (icon with 3 vertical dots) below the search box, click Edit folder.
  • Place a check-mark in the Visible to Reviewers box.
  • Click Save Changes.

The Partners folder color will change from gray (hidden from Reviewers) to yellow (visible to Reviewers). This will allow you to select folders for specific partner firms for Reviewer view.

To make specific partner folders visible to the Reviewer:

  • Click the folder name for the appropriate partner in the left-hand menu to open the folder.
  • From the “More” drop-down menu (icon with 3 vertical dots) below the search box, click Edit folder.
  • Place a check-mark in the Visible to Reviewers box.
  • Click Save Changes. The folder color will change from gray to yellow.
  • To deny Reviewer viewing, simply follow the above procedure and click to remove the checkmark from the Visible to Reviewers box. The folder color will change from yellow to gray.

Delete Partner Firms

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under PARTNER FIRMS, click View/edit partners.
  • Click Edit next to the partner you want to delete.
  • Click the Delete button at the top right of the screen.
  • Click OK.

User Groups

You can organize users into user groups to facilitate sending emails or setting permissions for the entire group rather than having to select each individual. User groups will only be available if all users in a given group have access to the current workspace. You can optionally select a workspace to narrow the choices for creating a group.

View List of User Groups

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under USER, click User groups.

Create a User Group

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under USERS, click User groups.
  • Click the Add New Group button at the top of the page.
  • Enter the group name and select the desired users.
  • Click Create.

Edit User Group Profile

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under USERS, click User groups.
  • Click Edit to the right of the group.
  • Change the name or select/deselect Users.
  • Click Save Changes.

Edit Members of a User Group

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under USERS, click User groups.
  • Click Edit to the right of the group.
  • Select or deselect users.
  • Click Save Changes.

Delete a User Group

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under USERS, click User groups. C
  • lick the Delete link next to the group you would like to delete.
  • Click OK.

WORKSPACES

You can navigate between your existing workspaces by clicking the workspace dropdown menu, accessed by clicking the workspace name/ logo at the top left corner of the page. There is also an entry box in this dropdown which will filter to the workspace(s) with a name that matches the entered text.

Create a New Workspace

Before you create a new workspace, you may wish to do the following:

  • Create a logo for the workspace that will appear at the top left of the screen. This logo needs to be saved in .gif, .jpeg or .png format and should be 195 pixels wide by 50 pixels tall. [Hint: Create a transparent box using the specified dimensions and place the workspace logo inside to assure that it fits properly.] If you do not immediately have access to a logo, Workzone will display the workspace name in large text. You can change or update a workspace logo at any time.
  • Create users for those at your company that you will want to assign to specific workspaces.

To create a new workspace:

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • On the left menu, under WORKSPACES, click Add/edit workspaces.
  • Click Add A Workspace.
  • Enter the name as you want it to appear.
  • Click the Browse button to search your hard drive for the workspace logo you created (if you do not have a logo, you can add it later). In the interim, Workzone will create a text logo using the name you created.
  • Choose other users who should have access to this workspace. By default, you are automatically assigned and all Administrators are assigned.
  • Click the Create button.

Custom Colors And Images

(Note: this is an advanced feature. If you would like assistance, please call us at 610-275-9861.)

To set default background colors, images and font colors that will appear on all workspaces:

  • Select ALL WORKSPACES from the workspace drop-down list at the top left of the page.
  • Click the Setup gear icon at the top right of the screen.
  • Under Global Settings on the left menu, click the Colors & images link.

The following items can be specified:

  • Top section: background color or background image and text color
  • Bottom section: company logo
  • Log-in page (prior to entering the site): background color

All colors must be specified as a 6 digit hexadecimal HTML color code (e.g., #000000 is the hexadecimal code for the color “black”).

The default colors & images you set here can be overridden for specific workspaces under Setup for that workspace.

Help Info For Specific Workspaces

At the top left of the screen, click select workspace and then select the workspace name from the drop-down list. Click the Setup link. On the left menu, under Settings – This Workspace, click the Help info link. Follow instructions.

Note: this will override the help information for this workspace, but will not affect other workspaces.

Top-Level Folders

Rename, re-position, add and delete top-level folders

Note: Only Administrators and Managers have permission to take this action.

You may modify the top-level folders on the left-hand side of the screen for existing workspaces.

After the workspace is created, in the Documents, each top-level folder will display an “OPTIONS” drop-down menu when hovering over that particular folder with the cursor. This menu can be used to delete or rename a folder.

In the navigation pane on the left, top-level folders can be dragged and dropped to reposition in a preferred order.

Alternatively, at the top left of the screen, select the workspace name from the drop-down list. Click the Setup link (gear icon). On the left menu, under Settings – This Workspace, click the Top-level folders link.

To re-name a folder: Click on the current folder name. Click the Rename button. Enter new name in the new window. Click OK.

To change the position of the folder in the list: Click on the folder name. Click on either the Move Up or Move Down button.

To add a folder: In the FOLDER NAME box at the top of the page, enter the name for the new folder. Click the Add Folder button. The new folder will be added to the bottom of the existing folder list. Click on the Move Up or Move Down button to move the new folder into proper position.

To delete a folder: Click on the folder name in the list. Click the Delete button. Click OK.

If you would like to have the option to reuse the folder structure from an existing workspace as the default when you create a new workspace, you can enable this feature under Setup for ALL WORKSPACES. Under Global Settings, click “Features to display”. Click the checkbox next to “Inherit Folder Structure” under the “Other Features” section.

Copy Folders From Existing Workspace

Note: This feature is disabled by default. In order to use this feature, an Administrator must enable this feature under Setup for ALL WORKSPACES under Global Settings – Features to display. Scroll down to the bottom of the page and under Other Features, click the checkbox next to Inherit Folder Structure.

Once enabled, only Administrators have permission to use this feature. If you are a Manager or Contributor, contact your Workzone Administrator.

When you create a new workspace, Workzone allows you to duplicate the folder names and structure for the new workspace from an existing Workzone workspace. Select ALL WORKSPACES from the select workspace drop-down list in the top navigation. Click the Setup link at the top of the screen. On the left menu, click Workspaces.

Click the Add A Workspace button at the top of the page. After entering the new workspace name, click the box next to Copy from an Existing Workspace.

Select an existing workspace from the drop-down box, and you will see its top-level folder structure. Click on the name of the workspace with the file structure you would like to copy. Select team members who should have access to this workspace. Click Create. The folder structure will be created for the new workspace.

Change Workspace Name

Select ALL WORKSPACES from the select workspace drop-down list in the top navigation. Click the Setup link at the top of the screen. On the left menu, click Workspaces. Click the Edit link next to the workspace whose name you would like to change. Type in the name you would like for the workspace and click Save Changes.

A workspace can also be renamed in Projects. Mouse over the workspace name and then click the More icon (3 vertical dots) to the right of the cell. Click Rename workspace.

Change Workspace Logo

At the top left of the screen, click select workspace and then select the workspace name from the drop-down list. Click the Setup link. On the left menu, under Settings – This Workspace, click the Colors & images link. On the row for Workspace Logo, browse for the image you would like to use from your hard drive or server. Click Save Changes.

Setting Workspace Time Zone

You can override the company time zone for an individual workspace. An Administrator or Manager assigned to that workspace can change the time zone for the workspace.

At the top left of the screen, click select workspace and then select the workspace name from the drop-down list. Click the Setup link. On the left menu, under Settings – This Workspace, click the Time zone link. Select the appropriate time zone from the drop down menu to the right. Click Save Settings.

Automatic Email Notifications

Workzone can automatically notify users via e-mail when certain activities occur. Default auto notification settings for your organization are specified under Setup – Auto Notifications – Event-based notifications for All Workspaces. Notifications can be changed for individual workspaces under Setup for that workspace.

Projects

  • when tasks become late
  • downstream non-summary task responsible parties when non-summary predecessor tasks are marked as complete or become late
  • 48 hours prior to task start date
  • 48 hours prior to task end date
  • when Projects fields are updated

Documents

  • when an approval form in Documents is completed by an approver
  • when a document approval becomes late (a user does not respond to the approval request by the due date)

These additional Documents notifications can be sent to specific Associate users, identified at the workspace level only:

  • Reviewers upload documents
  • Reviewers post comments
  • Partner users upload documents for this specific workspace
  • Partner users post comments for this specific workspace

Delete A Workspace

Only Administrators can delete a workspace.

At the top left of the screen, click select workspace and then select ALL WORKSPACES from the drop-down list. Click the Setup link. On the left menu, select the Workspaces link. Click Delete to the right of the workspace name. A new window will pop up asking if you’re sure you want to permanently delete the workspace and all its contents. Click OK. A second window will come up asking if “you’re sure you’re sure.” If you are, you must type the words “PERMANENTLY DELETE [WORKSPACE NAME]” and then click OK.

Note: If a user deletes a workspace, Workzone Technical Support can still recover the deleted workspace for a period of 7 days from when the workspace was deleted. Call Workzone at 610-275-9861 to initiate this process.

Disable/Hide An Inactive Workspace

Only Administrators can disable a workspace. For projects or clients that are currently inactive, it may be useful to hide the workspace so that it does not show up in the drop-down list of workspaces.

At the top left of the screen, click select workspace and then select ALL WORKSPACES from the drop-down list. Click the Setup link. On the left menu, select the Workspaces link. Click Disable to the right of the workspace name, then click OK on the next window.

Disabling a workspace does not delete the workspace; it merely hides it from view in the Workspaces drop-down list. If you enable the workspace later, it will appear in the Workspaces list once again.

Workspace Groups

To organize features (Projects, Reports, etc.) of Workzone in a more customized fashion, workspace groups allow you to achieve visibility within specified multiple workspaces, while excluding others (without workspace groups, visibility is limited to a specific workspace or all workspaces). Learn more about Workspace Groups 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.

PROJECTS

Your entire team has web-based access to the latest project schedules and status. Associated documents are just a click away. Automated alerts highlight projects and tasks that need attention, helping keep projects on time and on budget.

Setup

Enable/Disable Projects

To enable Projects for a specific workspace, select the workspace from the drop-down list in the top navigation. Click the Setup 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.

Hide/Display Columns

Select ALL WORKSPACES from the workspace drop-down at the top. Select the Setup 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 all of your workspaces.

Custom Fields

Custom fields can be established to allow you to track details of projects and tasks above and beyond the standard details already within Workzone. Read more about custom fields 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.

5-Day Or 7-Day Work Week

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 Setup 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.

Non-User Responsible Parties

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 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 Setup link at the top of the screen. Under the Projects section on the left menu, click the Resources 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 be displayed 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.

Task/Project Categories

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.

Categories used in Projects come from the global categories list for your organization, accessed under the Setup 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. Click the Filters button. Click the Add Advanced Filter link. Click the link for Add Task Filter or Add Project Filter, depending whether you wish to filter for a task or project category. Select Category from the first dropdown menu and then type the value in the right box.

Holidays/Nonworking Days

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 Setup link (gear icon) 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.

Automatic Project Numbering

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 Setup 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.

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 all automated system comments of changes/activities within the project.
  • Comments tab: shows all user comments from all tasks in the project.

Expanding/Collapsing Items

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 or Collapse at the top 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 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.

Filtering

Filter tasks or projects according to the criteria you specify.

To add or edit a filter, click the Filters button. The mostly frequently used fields for filtering are listed first.

If you wish to filter by a different field from those that are listed, click the Add Advanced Filter link. Click the link for Add Task Filter or Add Project Filter, depending whether you wish to filter for a task or project category. Use the drop-down menus to select your desired filters and then click the Apply Filters button at the bottom.

Filters that are in place will be listed under the Filtersbutton, 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 workspace or project, and click the “More” icon (3 stacked dots) that pops up to the right. Select Filter for this workspace or Filter for this project, as appropriate.

Alternatively, double click inside the cell for a workspace or project name, but outside the item’s name to filter for the selected workspace or project. To remove the filter for a single project, at the top of the page, click the “X” next to the project name under the Filters button.

View Completed Projects On Task List

The default view shows Active projects only. To view completed projects on the Task List, click the Filters button. On the next screen, on the row for Project Status, click the radio button for Completed. the second group of filters are project filters. Use the drop-down menu for Status 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).

Gantt Chart

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 tab 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.

Critical Path

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.

Projects

Add A Project

From the Task List, click the Add Project button at the top left. Add a name for the new project (this is the only required field for a project). If in the ALL WORKSPACES view, select the workspace where this project should be stored.

If you would like to be alerted if the actual project schedule extends beyond a target end date for the project, enter a target end date. This target end date will be displayed below the project name in the Task List. If the actual project schedule is later than the target end date, the target end date text will be colored red, and there will be a red caution symbol in the Status column for the project. This will indicate that there is a problem with the project schedule that needs to be addressed. The notifications will remain until the actual project schedule is brought back in line with the target end date.

A number of other optional information about the project may be added now or edited later by clicking on Add additional information. The following optional fields are available:

  • Project Number: by default this is a manual entry (and can be edited from the Task List), but you can switch to automatic project numbering, whereby the system will assign a unique five digit number to each new project (detailed instructions)
  • Project Budget (if Expense Tracking is enabled): a total expense budget for the project, which can be compared to actual expenses you enter for individual tasks.
  • Category
  • Responsible
  • Description
  • Notes
  • Locked: if access to the project should be restricted to certain users of the workspace

Add tasks to project: there are a number of ways to add tasks to a project. Review the options.

Project Templates

Project templates are an extremely useful way to quickly recreate projects that you do frequently. Templates can be used to create a new project or insert tasks into an existing project. When an existing template is reused, its tasks and associated fields (duration, category, etc.) will be copied into the indicated project.

Administrators can access and edit existing project templates clicking the Project Template icon at the top right of the page.

To create a new project template from an existing project, hover the cursor over the name of the project in the Task List, click the More icon (3 stacked dots) to the right, and choose Save project as template.

Enter a name for the new template. By default, saved templates do not remember the responsible parties for tasks within the template, on the assumption that you will assign the responsible parties each time you utilize the template. If you would like the saved template to remember the responsible parties from the original project, click the checkbox next to Save responsible parties with template. Click Save Template.

When you save a project template, the following items (if used) will be saved:

  • Project name
  • Task names in the proper order, with indentations
  • Task descriptions
  • Task categories
  • Task durations
  • Task work
  • Task dependencies
  • Show on calendar
  • The relative position and spacing of all tasks in the project

Templates can be also be created from scratch, edited and deleted from the Project Templates page, in the same way as other projects on the Task List. Only Administrators can view or edit the Project Templates page, though Managers can create new templates or use existing templates.

Once saved, dates for project templates are shown only for their relative spacing of tasks; specific dates for new projects will be determined based on start/end date when the template is used to create a new set of tasks.

Edits made to templates only affect new projects created using the revised template (previously created projects are not affected).

If you have previously saved project templates, these can be used to insert tasks into a new project (via the “Add Project” page) or to add tasks to an existing project (via the “Add Task” button on the Task List). Once on the respective page (Add Tasks or Add Project), to copy all the tasks from an existing project template, select the template from the drop-down list. To schedule the project forwards from a start date, select “starts on” from the drop-down menu and then specify the start date for the first task in the template, if you would like a date other than Today. To schedule the project backwards from an end date, select “ends on” from the drop-down menu and then specify the end date for the last task in the template.

To repeat the tasks in the template on a weekly or monthly basis (contained within a single project), click the “repeats” checkbox below the list of templates and choose the repeat frequency and the end date.

Click Save and Add Tasks.

Workzone will automatically copy the tasks from the template you have selected into the specified project and will return you to the Task List. You can then edit any of the tasks to adjust dates, add/delete tasks, etc.

Project List

To see a full list of projects in a sortable report format that can be filtered, click the Reports tab at the top of the page and then under Projects, click Project List.

By default, all active projects for the selected workspace are shown. To filter for complete or inactive projects, project start or end dates, project responsible or project category, click the Filters button.

The content of the following columns of the Project List can be edited:

  • Name
  • Project #
  • Category
  • Responsible
  • Target End Date
  • Status

Project Target Date Alert

Some projects have a fixed end date by which they must be completed. The system can help identify projects that are at risk for ending beyond their target end dates.

When creating or editing a project, you may specify a target end date for the project. This target end date will be displayed below the project name in the Task List. If the actual project schedule extends past the target end date, the system will change the color of the target end date text on the Task List to red and will put a red caution symbol in the Status column for the project. This will indicate that there is a problem with the project schedule that needs to be addressed. The indicators will remain until the actual project schedule is brought back in line with the target end date.

Locking (Hiding) A Project

You can lock a project to make the project accessible to certain users and not others. The project will be invisible to those who do not have permission, with the exception of Administrators, who always have permission.

To lock a project, hover the cursor over the name of the project in the Task List, click the More menu (3 stacked dots) to the right, and the select Edit Project from the drop-down menu. Click the Locked checkbox and then click Save Changes.

On the next screen, select the users or groups that should have permission to access this project. Click the Continue button. You will be returned to the Task List, and you will see a red lock symbol to the right of the locked project.

Unlock A Project

To unlock a project, hover the cursor over the name of the project, click the More icon (3 stacked dots) to the right, and click Edit Project. Click the Locked checkbox to uncheck the box and then click Save Changes. You will be returned to the Task List. All users with access to Projects for this workspace will now be able to access this project.

Deleting A Project

If you no longer need to retain a project and would like to permanently delete it and all its tasks, from the Task List or Project List, click the checkbox to the left of the project(s) you would like to delete and then click the Delete button at the top. Click OK to confirm.

As an alternative to deletion, a project’s status can be changed from Active to either Completed or Inactive to remove it from circulation, yet still have it be retrievable at a later time.

When a project is deleted, it is be recoverable by an Administrator in the Recycle Bin (found in the Reports module under the Projects section) for 14 days. To permanently delete a project, an Administrator can also force a project out of the Recycle Bin at any time.

Changing A Project's Status

The Task List and Gantt Chart show only projects that are active. Rather than deleting a project, you can make a project inactive, which will hide it until you are ready to reactivate it.

From the Task List, click in the Status column of the Project row you would like to deactivate and chose the appropriate status.

To view and edit the status of a project that is no longer Active, use the filters at the top of the Task List, setting a Project filter with the appropriate status. Once the Project(s) are visible, the status can be edit again as described above.

For tracking purposes, a project can be marked as Complete, and for long-term storage, Archived, which removes it from being displayed as an active project, while still allowing the project to appear in filters and certain reports.

Moving A Project

Projects can be moved from one workspace to another from the Task List. Check the box to the left for the project’s row, click the Move button at the top of the Task List, then click on the name of the workspace where you would like the project moved.

Tasks

Add Multiple Tasks To A Project

To add multiple new tasks for an existing project, from the Task List click the checkbox to the left of the specific project or task under which you want to insert the new tasks. Then click the Add Task button at the top. A new window will appear with various options for adding multiple tasks (see below). The new tasks will be indented underneath the task or project you specified.

Methods for adding tasks

There are five ways to add tasks to a project:

  • Lay out tasks in an outline form — this is the default method and the one suggested for most new users
  • Add tasks, responsibilities and dates all at once
  • Create placeholder tasks and then edit them in place on the Task List
  • Copy tasks from existing template
  • Import from Microsoft Project or Excel

Click the circle in front of your desired method, provide the indicated information, and then click the green Save and Add Tasks button at the bottom of the page.

Which method should I choose?

If you already have the tasks for your project laid out:

  • Use an existing template if the new project follows a similar process to a project already in Workzone
  • Import from MS Project or Excel if your project exists externally in one of these formats. More detail on importing from MS Project or Excel is found in the sections below.

If your project is not already in Workzone, MS Project or Excel:

  • Lay out your project in outline format by typing in the box, using the tab key to create subtasks. You can also create your outline in an external word processor, text editor, or email message and copy them into the box on this page. This is the best option to quickly create a project’s outline, leaving the details (dates, responsible parties, etc.) to update later.
  • Add tasks, responsibilities and dates all at once using the Add Tasks page.
  • Enter placeholder tasks to quickly create placeholder tasks that you will then update later from the Task List.

Lay Out Tasks In Outline Form

Use this option to quickly lay out the tasks in a project, before you add in dates, responsible or other details for these tasks. List one task per row. Indent tasks (with tabs or spaces) to create sub-tasks. Do not include dates or any information other than task names. Click the Save and Add Tasks button when you are finished. The project will be created with placeholder dates you can edit later.

Suggestion: create your task outline in an external word processor, text editor or email message to give yourself extended time to work on it and then simply copy/paste it into the box when you’re ready. You can also type tasks directly into this box. Do not use bullets or other symbols before task names.

Use Add Tasks Page

List one task per row adding in responsibilities, dates and other information as desired. This is the best choice if you want to add task information along with the task name or if you want the task responsible parties to get notified immediately once the tasks are created.

Create Placeholder Tasks

If you want to create a project quickly, without specifying individual tasks, this is the best choice. From the drop-down menu, select whether you want 1, 5, 10 or 20 placeholder tasks created. Click the Save and Add Tasks button when you are finished. The specified number of placeholder tasks will be created, numbered sequentially and spaced out by one day to keep them in order once you edit them. Once the placeholder tasks have been created, you can edit the name of a placeholder task from the Task List by moving the cursor over the task name and clicking the More icon (3 stacked dots). All other fields for the task can also be edited directly from the Task List.

Copy Tasks From A Template

If you have previously saved project templates (see instructions for creating project templates above), these can be used to insert tasks into a new project (via the “Add Project” page) or to add tasks to an existing project (via the “Add Task” page).

Once on the appropriate page, to copy all the tasks from an existing project template, select the template from the drop-down list. To schedule the project forwards from a start date, select “starts on” from the drop-down menu and then specify the start date for the first task in the template, if you would like a date other than today. To schedule the project backwards from an end date, select “ends on” from the drop-down menu and then specify the end date for the last task in the template.

To repeat the tasks in the template on a weekly or monthly basis, click the “repeats” checkbox below the list of templates and choose the repeat frequency and the end date.

Click Save and Add Tasks.

Workzone will automatically copy the tasks from the template you have selected into the specified project and will return you to the Task List. You can then edit any of the tasks to adjust dates, add/delete tasks, etc.

Import From Microsoft Project

Note: before importing your file, make sure that any Responsible Parties or Categories that you wish to import already are set up in Workzone prior to the import or they will not be included in your project when it is created.

The following MS Project fields will be imported into the fields in Workzone:

  • Task name
  • Finish date
  • Start date
  • Duration
  • Work
  • Percentage complete
  • Notes
  • Parent/Child relationships (levels of tasks; what goes under what)
  • Predecessors/Dependencies (only finish-to-start: task B cannot start until task A finishes; other types will be converted to finish-to-start and may cause errors in your project plan)
  • Resource assignments (needs to be an exact match to an existing Workzone user or Custom Resource)
  • Text1 – will be mapped to the Category field in Workzone (needs to be an exact match to an existing category in Workzone)
  • Text2 – will be mapped to the Description field in Workzone

From the “Add a New Project” screen, under ADD TASKS, select the circle next to Import tasks from MS Project or Excel. Click the circle next to Import from MS Project. Click Browse, and select the MS project file from your computer. Click Save and Add Tasks, and your new project will be created using your imported MS Project file.

Import From Microsoft Excel

To ensure that Excel information is properly mapped to fields in Projects, you will need to download an Excel spreadsheet template to use for your import.

From the “Add a New Project” screen, under ADD TASKS, select the circle next to Import tasks from MS Project or Excel. Click the circle next to Import from MS Excel. Click the Download Spreadsheet link and save the spreadsheet to your computer. Use this template to enter or copy your task information.

Only the fields indicated in the spreadsheet will be imported. Do not add or remove columns in the spreadsheet. The only required field is Task Name. If you do not specify dates, Workzone will assign sequential dates for all tasks.

Once imported, tasks are automatically sorted in this order: end date, start date, alphabetically. To maintain the current order of your tasks, dates should go from earliest to latest, top to bottom.

To create task indentations (creating phases, tasks/sub-tasks) use the Indent Tool on the Excel toolbar. No other form of indenting, like spaces or tabs will import correctly.

Import begins on row 14; start on this row and do not leave any task row blank. Leaving a blank row in this excel file will cause an error.

Note: before importing your file, make sure that any Responsible Parties or Categories that you wish to import are set up in Workzone prior to the import or they will not be included in your project when it is created.

Save the changes to your spreadsheet.

Return to the “Add a New Project” page, and under ADD TASKS, go to the section for importing a file from MS Excel. Click Browse, and select the updated MS Excel spreadsheet you saved on your computer. Click Save and Add Tasks, and your new project will be created using your imported Excel file.

Add A Single Task To A Project

To quickly add a new task, mouse over a project or task name to the More icon (3 stacked dots).  Click Add task. Enter the name for the new task and click the “Enter” key.

Indenting/Outdenting

You may indent (move to right) or outdent (move to left) a task to help organize a project into multiple phases or groups with tasks at different levels.

To indent a task, select the checkbox to the left of the task and then click the Indent button, located at the top of the page. The selected tasks will be indented (moved beneath) the task above them, thereby making the above task a summary task.

To outdent a task, select the checkbox to the left of the task and then click the Outdent button, located at the top of the page. The selected task will be outdented from (moved to the left and above) the task above it, thereby creating the selected task as a stand-alone task.

Moving/Copying Tasks

Within a grouping of tasks (summary task or project), tasks are sorted chronologically by end date.

To move a task (or tasks) from one summary task to another, select the task(s) you would like to move and then click the Move link, located at the top of the page. On the next page, click the task underneath which the selected task(s) (highlighted) should be moved.

Note: you can only move tasks within the same project; you cannot move tasks from one project to another or from one workspace to another.

To copy a task (or tasks) from one summary task to another, select the tasks(s) you would like to copy, the click the Copy link, located at the top of the page. On the next page, chose the Workspace, Project, and Destination task (if necessary) underneath which the selected tasks should be copied to.

Calculation Of Dates And Durations

When a task is created, the system uses today’s date as the default start and end date, and specifies a default duration of 1 day. This enables you to quickly create new tasks merely by entering a task name. The following rules govern changes made to the task dates and duration:

  • if the Duration field is changed, the system keeps the Start Date the same and calculates the End Date based on the new Duration
  • if the Start Date field is changed, the system keeps the Duration the same and calculates the End Date based on the new Start Date
  • if the End Date field is changed, the system keeps the Start Date the same and calculates the Duration based on the new End Date

Delete A Dependency

To delete an existing task dependency, from the Task List or Gantt chart, click on the dependency icon on the task row (located to the right of the Duration column). On the next window, under This task is dependent upon: click the x link next to the task you wish to unlink.

Highlight When Predecessor Is Late

The dependency symbol for a task will show an pink background if a task on which it is dependent is late. This applies only to tasks that are directly dependent on the late task (not all subsequent downstream tasks).

The responsible party for a downstream task can be sent an automatic email notification once a task upon which the downstream task is dependent is marked as complete. This is set for a particular workspace under Setup on the Auto-notifications page.

Add Tasks To The Calendar

Tasks are automatically displayed on the Calendar in Workzone by default. This behavior can be changed when the “Show on Calendar” column is visible in the Task List or Gantt Chart (an Administrator can show/hide this column in the “Columns to display” section under “Projects” in the Setup page for all workspaces). The “Show on Calendar” column offers a toggle on/off option for any task to be hidden on the Calendar.

Editing/Updating Tasks

Administrators can update tasks in all projects, and Managers can update tasks in any project to which they have access. Contributors, Reviewers and Partner users can only update tasks for which they are the responsible party (and for projects to which they have access).

Tasks can be edited directly from the Task List. To edit the task name, place your mouse over the task name and click the More icon (3 stacked dots) and then clicking Rename task. [Clicking the task name takes you to the task details page where you can see/add comments for the task.]

Other task fields can be edited directly from the Task List by clicking on the field that you wish to update. Make the desired change and then click Save (if shown) or click outside the field (if Save is not shown).

Automatic system comments are logged for changes to certain project and task fields, to create an audit trail of changes made to the project. Changes made to the following fields will automatically create a comment in the comment list for a task:

  • Responsibility
  • Duration
  • Work
  • Start date
  • End date
  • Status
  • % Complete
  • Notes

Changes made to the following fields will automatically create a comment in the comment list for a project:

  • Target end date
  • Responsible
  • Notes

The automatic comment will indicate who made the change, what fields were changed,  the previous/current values of the changed fields, and the date and time the change was made.

By default, comment lists shows both user-created and system comments. To show only user-created comments, select the Hide system comments checkbox (located at the top of the Comments list).

Edit Multiple Tasks At Once

You can make changes to multiple tasks at the same time for the following fields:

  • Responsibility
  • Duration
  • Work
  • Start date
  • End date
  • Priority
  • Show on calendar
  • Status
  • % Complete
  • Notes

From the Task List, click the checkboxes to the left of the tasks that you would like to update. To select all the lowest level tasks, click the checkbox in the top header row of that column. Click the Edit Multiple button at the top of the Task List. On the “Edit Multiple Tasks” page, click the checkboxes next to the fields you would like to change and select the new values for these fields. At the bottom of the screen click Modify these tasks. The indicated changes will be made to all of the selected tasks, and you will be returned to the Task List.

For the Responsibility field, the entered values will replace existing values by default. To add additional values to the existing responsible parties, click the check box next to “add new responsible without deleting current”.

Delete A Task

In the Task List, click the check box next to the task(s) you want to delete and then click the Delete button at the top of the list of tasks. Deleting a summary task will delete all of its sub-tasks. Click OK if you are sure you want to permanently delete the task(s). Once tasks are deleted, they cannot be recovered.

Project And Task Comments

Each project and each task has a comments area on the detailed page for the item where detailed user and system comments are recorded. The comment list is accessed by clicking the project or task name from the Task List or Gantt chart. A task or project with an existing comments thread will have a small speech bubble to the right of the project/task name (the bubble will be colored red if there are unread comments, and gray if read previously).

To add a new comment, click the Add Comment button, then type the comment into the Comments box and click Continue. If you wish to notify another user of the new comment, select the Manually notify/subscribe additional users checkbox. If you are sending an email, on the next screen select the individuals or groups to which to send the email and then click Send.

Automatic comments are made by the system for changes to certain project and task fields, to create an audit trail of changes made to the project. Changes made to the following fields will automatically create a comment in the comment list for a task:

  • Responsible
  • Duration
  • Start date
  • End date
  • Status
  • % Complete
  • Notes

Changes made to the following fields will automatically create a comment in the comment list for a project:

  • Target end date
  • Responsible
  • Notes

The automatic comment will indicate who made the change, what fields were changed, the previous/current values of the changed fields, and the date and time the change was made.

By default, comment lists show system comments. To hide the system comments, leaving just the user-created comments, select the Hide system comments checkbox (located at the top of the Comments list).

Delete Project And Task Comments

Administrators can delete project and task comments. This may be necessary if a user posts an inflammatory or inappropriate comment.

To delete a project or task comment, click the Delete button to the right of the comment. Click OK to confirm that you want to permanently delete the comment. Note: the overall system log (accessed under the “Reports” link) will maintain a permanent record of the original comment and a note that the comment has been deleted, to maintain the audit trail of activity.

Project/Task Attachments

You can attach files directly to projects or tasks or link to existing documents or folders within Documents. Attachments can only be made after a task has been created. The attachments column is located to the left of the project or task name (indicated by a paper clip icon at the top).

To attach files directly to a project or task (default option), click the box in the attachments column next to the project or task. The Files tab will open (if the project attachments are exclusively project request(s) then the Requests tab will open instead). Click the Browse button and select the desired file from your computer or network. Click Upload.

Files can also be uploaded using “Drag and Drop”. Select one or more files from your computer or network and drag them into the indicated box. Note: Drag and Drop only works in modern browsers that support the latest web standards:

  • Firefox 3.6.3 and later on Windows and Mac
  • Safari 4.0.5 and later on Mac
  • Chrome 4.1.249 and later on Windows and Mac
  • Internet Explorer 10 and later

You can also add a web link directly to a project or task. From the Add Attachments page, click Create web Link. Enter the URL for the web site and (optionally) a name for the web link. Click Create Web Link.

Folders can also be created with a project or tasks, and new files can be uploaded directly into a preexisting folder.

Instead of uploading files or web links directly to projects or tasks, you may wish to link to existing documents in Documents. This would allow users to access files or folders that already exist within the folder structure in Documents

To link to existing files or folders in Documents, click the box in the attachments column next to the project or task. The Attachments window will open. At the top of the box, click the button labeled Create Web link.

You will see a list of the top-level folders in Documents for the current workspace. Browse to the folder or document that you want to attach to this item (as you click each folder, it will show you the next level down). Click the attach link next to the appropriate item. You can link to multiple items from the same project or task.

To remove an existing attachment for a project or task from the Task List, click the paperclip icon next to the file or task, check the box next to an attachment, then click the Delete button.

Files added to projects/tasks can be easily opened by hovering the cursor over the paperclip displayed to the right of the project/task and, in the pop-up box, clicking on the name of the file that appears.

Notifications And Reports

Notify Responsible Of New Task Assignment

By default, when you assign a new task to a responsible party from the Add Task page, Workzone sends an email to that person letting them know about their new task assignment. If you do not want to notify a responsible party for a particular task, uncheck the Send e-mail notification to responsible checkbox at the bottom of the Add Task page. An Administrator can have this box be unchecked by default by clicking the New task notifications link on the left menu in the Projects section under Setup for All Workspaces.

You can also notify all users responsible for tasks in a project after the project has been created. Mouse over the project and click the More icon (3 stacked dots) at the right. Select Email all responsible.

Task Auto-Notifications And Reminders

Workzone has a number of automatic notifications that you can enable to remind users of when work assigned to them is coming due. To enable task-specific automatic notifications for a specific workspace, select the workspace drop-down menu at the top left of the page. Click the Setup icon (gear). On the left menu, under Settings – This Workspace, click the Auto notification link. These settings will affect all tasks of all active projects in the selected workspace.

The following notifications can be enabled:

  • When tasks become late
  • Downstream non-summary task responsible parties when non-summary predecessor tasks are marked as complete
  • Downstream non-summary task responsible parties when non-summary predecessor tasks become late
  • 48 hours prior to task start date
  • 48 hours prior to task end date
  • When Projects fields are updated

Notifications can be sent to the users assigned as responsible for the individual tasks within a project, as well as anyone assigned overall responsibility at the project level.

Caution Symbols

The system can help provide guidance to workspaces, projects and summary tasks that require attention. Yellow or red caution symbols appear in the Status column of those items. Click the right triangle (?) next to an item with a caution symbol to drill down to the late tasks that are causing the summary item to show the caution symbol.

A yellow caution symbol will appear in the Status column next to a workspace, project or summary task when one of its subtasks is late, but the item itself (workspace, project or summary task) is not yet late.

A red caution symbol will appear in the Status column next to a workspace, project or summary task when that item is itself late. [This occurs when the last task within the item in question is late.]

Projects Reports

Projects reports are located in the Projects section of the Reports section accessed at the top of the screen. Descriptions of available Projects reports are in the Reports section of this guide and can be accessed here.

Exporting Projects & Views

Individual projects can be exported to Microsoft Project from the Task List. Mouse over the project name and click the More icon (3 stacked dots) to the far right of the cell). Click Export to MS Project.Choose the format for your version of Microsoft Project (.mpx or .xml). Click Start export to confirm.

You can also export a project to MS Project from the Project List under Reports.

The Category field will be mapped to the Text 1 field in Microsoft Project. The Description field will be mapped to the Text 2 field in Microsoft Project. Microsoft Project does not display these fields by default, so you will need to add these columns to your project file’s display. This is done under the Insert-Column menu.

The current view in Projects can be exported to Excel. Click the Excel icon at the top right of the Task List. The displayed projects and associated tasks will be exported as an Excel spreadsheet. To export all active projects and tasks, make sure that you have removed all filters (under the Filters button at the top of the page).

The Excel file will have individual tabs showing information for Projects, Tasks and Task Comments.

WORKLOAD

One of the challenges in managing projects is balancing the necessary work with the available resources to complete the work. You can assign work by task to specific individuals and see the total amount of work that has been assigned by person or category by time period. This can help you identify potential over/under-allocated resources.

Work vs. Duration

An important (and sometimes confusing) concept in assigning tasks is the distinction between the duration of a task vs. the hours of work required to complete the task. Duration is simply the calendar time (of working days) that is spanned from the start of a task to the completion of a task. If a task starts at the beginning of Monday and ends at the end of Tuesday the same week, its duration is 2 days (or 16 hours, which schedules based on an 8-hour day).

Work is the amount of labor that it will take to complete a task during its duration. So, in our above example, if the actual amount of time it will take to complete the task is 8 hours, then the work for the task is 8 hours (or 1 day), while the duration is the 2 days over which the work occurs. Work is always represented in hours within Workzone.

Units Of Time

Time can be entered in days (“d”), hours (“h”) or minutes (“m”). The default unit of duration is days; when you enter “1” for duration, the system considers that to be 1 day. However, if you would prefer to enter time in hours for duration, simply append an “h” after the number. So, feel free to enter “4h” instead of 0.5 for 4 hours (1/2 a day) of duration. Or if you prefer to enter time in minutes, append an “m” after the number. So 15 minutes would be “15m”. Regardless of the units used in entering duration, duration will be displayed in days if more than 1 day, in hours if between 1 hour and 8 hours, and in minutes if less than 1 hour.

The default unit of work is hours; when you enter “1” for work, the system considers that to be 1 hour. However, if you would prefer to enter work in days, simply append a “d” after the number, and the system will convert it to hours (8 hours per day). So, feel free to enter “10d”; Workzone will automatically convert this to 80 hours. Or if you prefer to enter time in minutes, append an “m” after the number. So 15 minutes would be “15m”. Regardless of the units used in entering work, work will be displayed in hours if more than 1 hour, and in minutes if less than 1 hour.

The smallest increment of time for duration or work is 1 minute (“1m”).

How work gets allocated:

  • When a task is first created, by default, the hours of work are initially set as the same as the hours of duration (i.e., a task with 1 day of duration will also have 8 hours of work).
  • If you specify a different duration and amount of work for a task, the specified work is divided equally across the duration.
    • Example: you have 8 hours of work that will be spread out over 2 calendar days of duration. The system will allocate 4 hours of work to each of the two calendar days of the duration.
    • Example: you have 32 hours of work to be done over 2 days of calendar duration. The system will allocate 16 hours of work to each of the two calendar days of the duration (presumably, at least two people will be doing the work).
  • If multiple parties are assigned to a task, the hours of work are divided equally among the parties (e.g., if there is 8 hours of work, 1 day of duration and 2 responsible parties, each responsible party will be assigned 4 hours of work on the 1 day of duration).
  • The formula for allocating work over a duration or among responsible parties cannot be modified.

Turning On Work Column

In order to enter “work” for a task and to view workload reports for all allocated tasks, the Work column must first be enabled. Select ALL WORKSPACES from the drop-down menu at the top of the page. Click the Setup link at the top of the page. Under the Projects section on the left menu, select Columns to display. Click the checkbox next to Work (for either the Task List view, Gantt Chart view, or both) and then click Save changes to confirm.

Workload Reports

The workload reports sum the total hours of work that are assigned to each responsible party and each category for every task for the specified time period (day, week or month). To access the workload reports, at the top of the screen select ALL WORKSPACES from the workspaces drop-down menu a the top left of the page and click the Reports tab at the top of the page. The workload reports are accessed on the left menu under the Workload section.

By responsible party report: shows the total hours of work assigned to each responsible party in the specified time period (day, week, month). If a responsible party is allocated more than 8, 40 or 170 hours of work in a day, week or month respectively, the allocated hours for that time period will be shaded red to warn you that this individual may be over-allocated for this time period.

View the workload for a specific group of individuals by clicking the Group drop-down menu at the top of the report. [User Groups are created under Setup for All Workspaces.]

By category report: shows the categories to which work has been allocated and the specific responsible party allocated the work within that category. This report can help you balance the load among responsible parties within a work group or category.

Workload by responsible party report: click on the underlined name of any responsible party in either the By responsible party or By category report to see a detailed report of the hours by task that are assigned to that responsible party for each time period. This can help identify which tasks might need to be reallocated to another party.

Note: To filter this report to hide completed tasks (typically useful when planning availability of team members) click the checkbox labeled ‘Show only incomplete tasks’.

Suggestion: open a workload report in one browser window and the Task List in a separate browser window (not a tab in the same window). Then, after you make changes to a task, refresh the workload report (click on the report name on the left menu for the “By responsibility” or “By category” reports, and click “Control-R” to refresh the page). The system will recalculate the impact of the changes made to tasks on the total allocations.

TIME TRACKING

Workzone allows users to track the time they work on specific tasks. Workzone keeps running totals of hours by task, user, project and workspace, and then makes this information available in a number of useful reports, which can be printed and exported to Excel.

Enable Time Tracking

This feature needs to be enabled by an Administrator under Setup for ALL WORKSPACES under Global Settings – Features to display. Under the Main Features section, under Projects, click the checkbox next to Time Tracking in the ENABLED FEATURES column.

Add Time Using "My Timesheet"

Click the profile section (with your name) at the top right of the page and then select My Timesheet (or from the Reports menu, under the “Time Tracking” section, click the My timesheet link).

The timesheet view shows tasks for which you are responsible or have previously entered time during the selected time period. Time can be added/updated for lowest level tasks (those underlined) by clicking in the cell in the temesheet.

To add/edit multiple items at once, click the Add Time button towards the top of the page. This enables a spreadsheet style, which allows you to enter time (in hours) in one or more cells, for one or more days. Click the Save button when you are finished, and the numbers will be recalculated.

When typing in a time entry, you can type a number followed by the word (spacing optional) hour, hours, or the letter h, or leave the number as is to record hours.

Days and minutes can be specified by entering day, days, or the letter d, and minutes by entering minute, minutes, or the letter m, after the number (spacing optional).

If you would like to add comments to the time entry for a single task on a single day, click in the cell for a specific date. Click the name of the task to add/update hours for the task for any time period.

To show only tasks that already have time entries for the current time period, click the Hide tasks without time entries checkbox at the top left.

Add Time from To-Do List or Project To-Do List

Time can also be added from the To-Do List and Project To-Do List reports. Click the Reports tab at the top of the page and then click To-Do List under the General section or the Project To-Do List under the Projects section.

Click the cell to the left of the task name in the time column (clock icon at the top). Add time information on the ensuing page.

Add Time From The Task List

While the timesheet is the quickest way for an individual to enter the time he/she has worked, time can also be added from the Task List view. This is helpful if one user needs to add time worked by another user.

To add time to a task, click in the cell to the left of that task in the time column, represented by a clock symbol in the column header, and enter the time and comments on the ensuing screen. Alternatively, you can chose the Start Timer link above the time and comment entry area, and Workzone will keep a timer running at the bottom of the page until the Stop link in the timer has been clicked. The timer will continue counting even if you navigate to away from the current page.

When typing in a time entry, you can type a number followed by the word (spacing optional) hour, hours, or the letter h, or leave the number as is to record hours.

Days and minutes can be specified by entering day, days, or the letter d, and minutes by entering minute, minutes, or the letter m, after the number (spacing optional).

Once time has been assigned to a task, a clock icon will appear next to the task in the Task List. By putting your cursor over the clock icon, you can see how many hours have been accumulated to date for that task. Click on the clock icon, and you will be taken to a detailed page with the individual time entries for that item. The existing entries can be adjusted.

Contributors, Reviewers and Partner users (when given permission) can add or adjust time to any tasks in projects they can access, but only for themselves; only Administrators and Managers can add or edit time for another user.

Time Reports

Workzone can provide reports of time accumulated by person, workspace, project and task for a given time period. To view a time report, click the Reports link at the top of the screen and go to the Time Tracking section on the left menu.

Note: Contributor, Reviewer, and Partner users will not have visibility of Time Reports (with the exception of ‘my timesheet’)

The Hours by project report shows reported hours organized by workspace and project. Click the triangle to the left of any project to see the actual time by task for that project.

The Hours by responsible party report shows reported hours organized by responsible party, then by workspace and project. Click the triangle to the left of any project to see the actual time by task for that project.

Both of the above reports can be filtered by a number of dimensions using the Filters button. Here you can filter reports by project, date, responsible party and category.

At the bottom of the Filters page, there is also a checkbox to Show budget/variance. This will compare the actual time entries for a task to the budgeted time for the task, based on the work allocated to the task (learn more about work vs. duration). You will also see the actual and budgeted time for a project on the details page for the project, accessed when you click on the name of the project in the Task List.

The Time grid report shows how many hours each user has reported for each time period (default view is by day for three weeks). This makes it easy to see where users may have forgotten to account for their time or made a data entry error. Clicking on a user’s name shows the reported hours by project and task.

You can print any time tracking report or export the report to Excel by clicking the appropriate links at the top right of the screen.

EXPENSES AND BUDGETS

Workzone allows users to track expenses for specific tasks. Workzone keeps running totals of expenses by task, expense class, project and workspace, which can then be compared to project budgets in a number of useful reports, which can be printed and exported to Excel.

Enable Expense Tracking

This feature needs to be enabled by an Administrator under Setup for ALL WORKSPACES under Global Settings – Features to display. Under the Main Features section, under Projects, click the checkbox next to Expense Tracking in the ENABLED FEATURES column.

Within the Task List, you will now see a new column at the left for adding expenses to tasks, represented by a “$” icon in the column header. Under the Reports link at the top of the screen, you will now see a section for Expenses.

Expense Classes

Each expense entry can be assigned to an expense class, which can then be used for grouping expenses in categories that are meaningful to your organization. Examples of expense classes might include printing, plumbing, food, etc.

Expense classes to which an expense can be assigned come from a global expense class list that you set up for your organization and that will apply for all workspaces and projects. Select ALL WORKSPACES from the drop-down menu at the top of the page. Click the Setup link at the top of the page. Under the Projects section on the left menu, select Expense classes.

To add a new expense class, enter the new expense class name and then click Add Expense Class. To rename or delete an existing expense class, click the Rename or Delete link next to the expense class.

Setting The Expense Budget For A Project

When you create or edit a project, you have the option of adding a budgeted dollar amount for that project. When creating a project, click Add project details and then enter the overall budget for the project in the Project Budget ($) row. You will be able to add budget details by expense category once the project has been created.

To enter a budget by expense category to an existing project, click on the More icon (3 stacked dots) when hovering over the name of the project in the Task List and then click the Edit Project link. Click the edit link on the Project Budget ($) row. On the “Create Budget” page, select the expense classes and amounts for the project budget. If you had assigned an overall project budget when you created the project, it will show up on this page in the “Unassigned” expense class. You should reassign this amount to the detailed expense classes you have created (under Setup for All Workspaces).

When you save a project template, if the project being saved had budgeted amounts, they will be included when you reuse the project template in the future. These template amounts can be edited once the template has been used for the new project.

On the details page for the project, you will see the budget for a project, actual expenses to date, and variance. This page is accessed when you click on the name of the project in the Task List.

Add Expenses To A Task

To add expenses to a task, click the box to the left of that task in the expense column, represented by a “$” icon in the column header. Workzone will then open a new page where you can specify the expense amount, expense class and comments.

Once expenses have been added to a task, a “$” icon will appear next to the task in the Task List. By putting your cursor over the expense icon, you can see the total expenses that have been accumulated to date for that task. Click on the expense icon, and you will be taken to a detailed page with the individual expense entries for that item.

Note: Negative value expense entries are permitted to allow for a “credit” against entries.

Create Expense Reports

Workzone can provide reports of expenses accumulated by workspace, project, task and expense class for a given time period. To view an expense report, click the Reports link at the top of the screen and got the section for Expenses.

Note: Contributor, Reviewer, and Partner users do not have access to Expense reports.

The initial view of the expense reports shows a summary total view. To show more detailed views, select the appropriate circles at the top of the report in the Show By row.

You can filter reports by a variety of fields by clicking the Filters button.

At the bottom of the Filters page, there is also a checkbox to Show budget/variance. This will compare the actual expense entries for a project to the budgeted expenses for the project (set up under the details page for a project).

Click the Show expense entries checkbox to list each individual expense entry in the report.

You will also see the actual and budgeted expenses for a project on the details page for the project (top right), accessed when you click on the name of the project in the Task List.

You can print any expense report or export the report to Excel by clicking the appropriate links at the top right of the screen.

REQUESTS

The Requests feature provides a workflow process for users to request new projects, automatically send email notifications to designated project managers, and monitor the status of existing requests. It can be used in conjunction with Projects, where project plans can be created to track and complete the requested projects. For those not using Projects, the Requests module can be used on its own, with project management handled outside Workzone.

Enable Requests

To enable Requests, select All Workspaces from the drop-down list in the top navigation. Click the Setup link at the top of the page. On the left menu, under Global Settings, click Features to display. Click the checkbox next to Requests under the ENABLED FEATURES column. This will enable the Requests feature for all workspaces.

You can hide Requests by unclicking the checkbox next to Requests. Requests also can be enabled/disabled for a specific workspace under Setup for that workspace.

By default, Reviewer and Partner users cannot view the Requests feature. To enable access, click the check box in the Reviewer or Partner column on the Requests row.

Email Recipients For New Requests

When Requests is enabled, you will be taken to a page to select which associate users should be notified automatically via email when a new project request is submitted. Associate users will only get requests for workspaces for which they have access. You can customize new request notifications by workspace or by custom form type, automatically routing the information to the right people.

The recipients list can be updated at any time under Setup for All Workspaces. On the left menu, under Requests, click the Request recipients link.

Create A Project Request

Click the Requests link at the top of the page. On the main dashboard, click the Request New Project button. Enter the requested information. If you would like to attach additional files to your project request (graphics, creative briefs, detailed specs, etc.), click the designated box. [See below section for details on attaching files to a project request.] Click the Submit project request button when you are finished.

Note: Administrators and Managers can edit the project requester field if they are filling out a project request form for someone else.

An email will be sent automatically to notify the project Managers who have been designated to receive new project requests (specified under Setup).

Custom Project Request Forms

The default project request form contains simple, general fields for describing a needed project. There is also the ability for you to create custom project request forms for specifying the exact information needed by your organization for a specific type of project. Multiple forms can be created based upon the type of project needed. Read more about Custom Project Request Forms here. Contact Workzone Customer Support at help@workzone.com or 610-275-9861 if you would like more information about custom project requests. This is one of the ‘Workzone Enterprise’ features, which can be added to your site for an additional charge.

Project Request Dashboard

The Project Requests dashboard shows pending, accepted, not accepted and closed project requests. To access the dashboard, click the Requests link at the top of the page. All users with access to Requests can see all requests in workspaces to which they have access (not just requests that they themselves submitted).

Click the Filter button to filter requests by status (see next section for descriptions of these), Requested By, Project Type (Project Type only applies to custom form users), and linked project. To see the details of a project request, click its name. Click in the Notes field to update the note for a project request.

Project Request Status

When a project request is first submitted, it is given the status “Pending”, meaning that it is awaiting action from an Associate user (project Manager) to change its status to “Accepted”, “Not Accepted” or “Closed”.

Associate users (with access to the workspace) can change the status to “Accepted” by clicking the update link at the top of the request’s detail page and then selecting “Accepted” from the drop-down menu. This indicates that they understand the project request and intend to move ahead with it. If clarification is needed on the specifics of the project, the Associate and requester can discuss the request before it is accepted (see next section). Project status can also be updated from the Project Request Dashboard by selecting the checkbox to the left of the project request and then clicking the Update Status button. 

An Associate user can also change the status for a pending or accepted project to “Closed” by clicking the update link at the top of the request’s detail page or from the Project Request Dashboard by selecting the checkbox to the left of the project and clicking the Update Status button. This indicates either that the project has been completed and/or the request is no longer needed.

An Associate user can also change the status for a pending or accepted project to “Not Accepted” by clicking the update link at the top of the request’s detail page or from the Project Request Dashboard by selecting the checkbox to the left of the project and clicking the Update Status button. This indicates either that the project will not be done (the Associate should communicate with the requester the reasons for this using the comments page for the request).

When an Associate changes the status of a request, the person who originally submitted the project request will automatically be sent an email informing them of the status change and providing a link back to the project request.

Note: When a project is marked complete, linked project requests are automatically closed. To change this behavior, go to the Close on project completion section under Requests on the Setup page of All Workspaces.

Discuss Project Request

Each project request has an area at the bottom of it’s details page for making comments and having discussions about the project request. Here, the people responsible for completing the project request can ask questions and get clarification, if needed. The comments area is also a good place for recording notes when changing the status of a project request.

To add a comment to a project request, click on the name of the project request from the main dashboard page. Click the Add Comment button in the Comments section at the bottom of the details page. If you would like to immediately send the new comment to another user, click the Manually notify/subscribe additional users check box. Click Continue to record your comment.

Edit Project Request

All users with access to Requests can edit project requests in workspaces to which they have access (not just requests that they themselves submitted). Workzone will create an automatic system comment in the Comments section for the project request when a change has been made, listing the change, the user who made it and the date/time of the change.

To edit details of the project, click on the name of the project request from the main dashboard page. Click the Edit Request button. Only Associate users will see or be able to edit the Status field. After you have made your edits, click Save Changes.

Changes to the Notes field for a project request can also be made directly from the Project Request Dashboard, by clicking in the notes field. When adding/updating notes Workzone automatically send notification emails to subscribed users.

Attach Files To A Project Request

You can attach files directly to project requests, add a link to an external website, or link to existing documents or folders within Documents.

From the details page for a project request, click the Add Attachment button (below the request details). To attach files from your computer or network to a project request (default option), click the Browse button and select the desired file from your computer or network. Click Upload.

Files can also be uploaded using “Drag and Drop”. Select one or more files from your computer or network and drag them into the indicated box. Note: Drag and Drop only works in modern browsers that support the latest web standards:

  • Firefox 3.6.3 and later on Windows and Mac
  • Safari 4.0.5 and later on Mac
  • Chrome 4.1.249 and later on Windows and Mac
  • Internet Explorer 10 or later

You can also add a web link directly to a project request. From the Add Attachments page, click Create web link. Enter the URL for the web site and (optionally) a name for the web link. Click Create Web Link.

Instead of uploading files or web links directly to project requests, you may wish to link to existing documents in Documents. This would allow users to access files or folders that already exist within the folder structure in Documents or to take advantage of document management capabilities that only exist within Documents (e.g., approvals or versioning).

At the top of the Attach Link page, click the circle next to Existing item in Documents.

You will see a list of the top-level folders in Documents for the current workspace. Browse to the folder or document that you want to attach to this item (as you click each folder, it will show you the next level down). Click the check box next to the appropriate item. Click the Create Web Link button. You can link to multiple items from the same project request.

To remove an existing attachment for a project request, go to the details page for a project request. Click the Delete link next to the appropriate item.

Create Project From This Request

To create a new project directly from a project request, from the details page for the request, click the Create Project from this Request button. A new project will be created in that workspace, using the name of the request as the project name and the requested deadline as the target due date (both of which can be edited). Once the project is created, a link is automatically added from the project back to its project request.

DOCUMENTS

Top-Level Folders

Workzone allows you to create as many folders and sub-folders as you need to best organize your work. Workzone provides a default set of top-level folders as placeholders available for editing. The top-level folders can be modified by an Administrator, as explained here under Setup.

You can also create your own template for top-level folders and sub-folders, and reuse this template when you create new workspaces. This feature needs to be enabled by an Administrator under Setup for ALL WORKSPACES under Global Settings – Features to display. Scroll to the bottom of the page and click the checkbox next to Inherit Folder Structure.

Select a workspace from the workspaces drop-down menu at the top left of the page. Click the Documents link at the top of the page. To the left, you’ll be presented with a list of top-level folders into which you can place work. Below is a description of each of these folders and their common use.

Top-level folders can be added, renamed, and deleted by hovering the cursor over a top-level folder on the left and clicking on the More icon (3 stacked dots) that appears to the right. Reordering folders is possible using traditional drag and drop functionality.

Sample Folders

Generically named sample folders are designed to be renamed/repurposed by hovering over the folder and using the More icon (3 stacked dots) that appears to the right). Click Rename from the drop-down menu.

Screening Rooms

Screening Rooms allow people outside of the normal working group to view documents and to provide feedback. Screening rooms stay open for a specific duration that you set, creating a sense of urgency to the viewer to provide feedback on a timely basis. To learn more about Screening Rooms, click here.

Note: Screening Rooms aren’t visible in Documents until initially established in Setup.

Reviewer Uploads

This folder is for documents that Reviewer users upload, allowing collaboration between them and your team. The Reviewer upload folder (or whatever name you choose to give it) has special properties that allow Reviewers, Managers and Administrators to collaborate as equals, uploading, editing and deleting anything in the folder. In all other folders, Reviewers cannot upload, edit or delete files.

Partners

The Partners section of Workzone allows your business partners to load content into a workspace. Based on how you have set up a specific Partner, the material they post can either be visible directly by the Reviewer, or require your approval prior to Reviewer viewing. The Partners section also allows your company and the Partner to share documents in a way that is not viewable by the Reviewer.

Projects Folder

There is a “Projects” top-level folder in Documents (only seen when Projects is enabled and visible to a specific user-type). This can be moved or renamed, like other top-level folders, but it cannot be deleted. Within this folder, a folder for each project is generated automatically. The project icon next to each project name takes you directly to that project.

By default, Active projects are shown. Complete and Inactive projects can be displayed using the Project Status drop-down menu at the top of the main section. Note: The project status filter used here is the same as the one used in Projects. Changes made in one location will be reflected in the other.

Projects are always listed alphabetically in the left navigation. In the main section, projects are sorted using the same Sort By drop-down menu as in Projects (bottom of page). The default is chronologically, by project end date. This can be changed using the “PROJECT SORT” drop-down menu at the top of the main section. Note: The “PROJECT SORT” selection used here is the same as the one used in Projects. Changes made in one location will be reflected in the other.

Workzone also creates automatic task folders for any tasks with attachments.  These folders live inside the project folders in Documents and on the Files tab for the project in Projects and contain all items attached to the task.  You can create subfolders inside the automatically-generated task folders. The task folders are indicated with a new folder icon that includes the project symbol.

Files can be uploaded, copied or moved directly into the project folder, just as with any folder in Documents. Subfolders can be created inside the project folder. Files attached to the project or tasks in Projects show up in this same project folder, side by side with files uploaded directly to this folder. All collaboration features of Documents (approvals, image markup, versioning, check-out) are available for files uploaded to project folders.

When a project is marked complete in Projects, the project will automatically be archived (hidden) in Documents (assuming that “Project Status” is filtering for Active projects).

Add A New Folder

From the left-hand menu in Documents, select the folder where you would like to create the new sub-folder. A new set of buttons and icons appears on the right side of your screen.

Click on the green Create Folder button at the top of the screen. Type in a name for the folder (for example, “Schedules”) and a description of the folder’s contents.

To restrict viewing privileges, click the Locked checkbox. A drop-down list of all users will appear. Click the names of the users that you would like TO HAVE access to the folder. All other users WILL NOT HAVE ACCESS to the folder.

Click Create Folder, and the folder is created.

Folder Breadcrumb

As you navigate down the folder structure in Documents, Workzone maintains a “breadcrumb” trail of the folders you have navigated to get to the current folder. The breadcrumb, shown at the top of the main window, shows the path to the current folder, starting at the top-level folders. Click on the name of any folder in the folder breadcrumb to navigate instantly to that folder.

Add A New Document

Browse to the folder where you want to place the document. Click on the Upload Document button at the top of the screen. Click on the Browse button to bring up a list of the files on your computer’s hard drive or company server. Double click on the appropriate file, just as you would to attach a file to an e-mail message and type in the Document Name and a Description. The Document Name can be anything that you want; it does not need to match the original file name when the document was created. (If you do not specify a Document Name, it will use the file name as the Document Name.) The optional Description can be tailored to the specifics of the document (for example, “This version includes the actual copy for the magazine ad” or “Header has been changed to blue as discussed”).

There will be a checkbox that allows you to send an e-mail notification to another user. If you check that box, a screen will appear with the text that will be sent. This can be edited if you prefer to create your own message. Click the To button to reveal a list of users. Workzone automatically sends a blind copy of the e-mail message to you. If you leave the send e-mail box unchecked, the upload process will continue as normal, without sending an e-mail.

You have the option of restricting document access. Click on the Locked box to reveal a list of users. Select users who should have viewing privileges.

For graphics files, it is often useful to add a thumbnail to let the user see a small version of the file, without having to open it. This is particularly useful when searching through a large number of files. Workzone automatically creates thumbnails for documents in the following graphical formats: PDF, GIF, JPG, TIF and PNG. These will be shown, in their appropriate sizes, in both the list and gallery views for folders. To manually add a thumbnail for an item that does not have an automatically-generated one, click Add thumbnail when you edit a document. Thumbnails should be in .gif, .jpg or .btmp format with height and width of approximately 35 pixels by 35 pixels.

Click Continue and a progress bar will appear.

Please note that due to the nature of the internet, uploading very large files may take a few minutes. You can keep working in Workzone while a file is uploading by clicking on the link below the progress bar.

Any type of file can be loaded. File names must end with the appropriate suffix for its program (for example, .doc, .pdf, .xls) to be recognized. In order for a user to view a document in Workzone, they must have the appropriate “viewer” program for the specific document (for example, Acrobat Reader to view a PDF file).

Drag And Drop To Upload Files

Files can also be uploaded to a folder using “Drag and Drop”. Select one or more files from your computer and drag them into the open folder within Documents. This feature will only work in the following browsers:

  • Firefox 3.6.3 and later on Windows and Mac
  • Safari 4.0.5 and later on Mac
  • Chrome 4.1.249 and later on Windows
  • Internet Explorer 10 and later

Flash Files

Flash files normally require you to create and host an HTML web page with specifications that launch the flash file within a web browser. Workzone simplifies this process by identifying flash files as they’re loaded and then automatically generating default HTML coding that launches Flash files within the web browser. Just upload your Flash file (.swf) as you would any other document. If you wish to specify the dimensions for the flash window (height and width in pixels), do so; otherwise Workzone will use the default window size.

Add Multiple Documents

In Documents, click to open the folder on the left-side menu into which you would like to upload documents. Click the Upload Document button at the top of the screen.

In the Upload a New Document box, click the Upload Multiple Docs button at the top of the page. You may enter up to 10 documents. Enter information as requested on the screen. Scroll to the end of the list and click Upload.

Drag and Drop can also be used to upload multiple files at the same time.

Add Zipped Folders And Documents

Adding a ZIP file to a workspace is similar to uploading a non-zipped document. Once inside the folder where you want to place the file(s):

Click on the Upload Document button at the top of the screen.

To upload the ZIP file, click on the Browse button to bring up a list of the files on your computer’s hard drive or company server. Double click on the appropriate ZIP file, just as you would to attach a file to an e-mail message.

A window will open asking if you would like the contents of this ZIP file to be extracted into Workzone. To have Workzone extract the individual files from the ZIP file, click OK. To upload the ZIP file, without extracting the individual files, click Cancel. A progress bar will appear and you will be notified when the upload is complete.

Upload A New Version Of A Document

To upload a new version of an existing document, from the document details page, click the Upload New Version button at the top (This can also be done via the More menu (icon with 3 stacked dots) found to the right of the document in the list view). In the upload a new version window, browse for the replacement document on your computer. Double click the file to select it. Click Continue.

You have the option on this page to Keep or Delete the prior version. If you Keep the prior version, Documents will start tracking multiple versions of the file, assigning sequential version numbers. A file with multiple saved versions will display the current version of the file in the folder view, and will list all versions in the Document Comments page.

Check A Document Out For Editing

If you have multiple users who need to update a document, you can run into a problem if two users are editing the same document at the same time. A Workzone user can check a document out for editing to visibly indicate to other users that he/she is editing a specific document. When the user is finished modifying the document, the user can then “check in” the document to remove the warning that it is currently being edited.

To check a document out for editing, click the More icon (3 stacked dots) to the right of a document row in the file list view and then click Check item out in the drop-down menu. Alternatively from the document details/comments page, click the Check Out button at the top. Workzone will now indicate next to the document name in the Documents list view “Checked out by [User Name]” and will make an automatic comment to this effect in the comment list for the document.

When the user is finished working on the document (and most likely, replacing the original document), the user can cancel the notification by clicking the Check in link next to the document in the Documents list view. The document can also be checked back in as it was checked out.

Note: only users who are able to edit or replace a given document will be able to check it out for editing. Normally this will be Administrators and Managers. Any Administrator or Manager can check a document back in, whether or not the user was the one who checked out the document. Workzone will document which user checked the document back in as part of the automatic comment created in the comment list for the document.

The Reviewer Upload folder is the exception to this note. All users, regardless of role, have the same ability to check-in/check-out a file within the Reviewer Upload top folder.

Email Notification For Folder Or Document

You can send an e-mail notification of folders or documents to Workzone users. The email notification provides them with a direct link to the folder or document. You can opt to do this when you create a document (see “adding a new document”) or after loading it.

To send an e-mail notification for a folder, click the More icon (3 stacked dots) to the right of the Click Folder button. Click Email link from the drop-down menu. Select user recipients by clicking on the box next to their name. Click Continue.

To send an e-mail notification for a document from the file list view, click the More icon (3 stacked dots) to the right of the item’s row. Click Email link from the drop-down menu. Select user recipients by clicking on the box next to their name. Click Continue. You will see a copy of the default e-mail. If you would like to change the message, simply edit the message text within the e-mail or create your own message.

By default, Workzone sends a blind copy of the e-mail message to you. If you do not wish to receive a bcc, uncheck the box next to Send a blind carbon copy of this e-mail to me.

Click Send.

Note: The default text of email notifications can be changed to better suit the needs of your company. If you would like to take advantage of this feature, please contact Workzone Customer Support by sending an email to help@workzone.com or calling 610-275-9861.

Change Name Of Folder Or Document

To change a folder name or description, click the More icon (3 stacked dots) to the right of the Click Folder button. Click Edit folder from the drop-down menu.

To change a document name or description, click the More icon (3 stacked dots) to the far right of the item row. Click Edit item from the drop-down menu.

Restrict Access To Folder/Document

Workzone allows you to lock folders and documents. This allows you to choose users who have permission to access the folder or document. The folder or document is invisible to those who do not have permission, with the exception of Administrators who always have permission.

To lock a folder, click the More icon (3 stacked dots) to the right of the Click Folder button. Click Edit folder from the drop-down menu. Click the Yes circle next to Locked and a drop-down list of all users will appear.

To lock a document, click the More icon (3 stacked dots) to the far right of the item row. Click Edit item from the drop-down menu. Click the Yes circle next to Locked and a drop-down list of all users will appear.

Click the names of the users that you would like TO HAVE access to the item. All other users will NOT HAVE ACCESS to the item. Click Save Changes.

Unlock A Folder Or Document

To unlock a folder or document, click the red lock icon next to the locked folder or document. At the bottom of the screen, click the Unlock button and then click OK.

Change Folder/Document Permissions

Click to open the folder or document you would like users to view. If a lock appears on or near the folder or document, it has been locked and access has been restricted.

Click on the lock icon to the right of the item name, and a list of all users will appear. Click the names of the users that you would like TO HAVE access to the folder. Unclick the box next to the names of users who WILL NOT HAVE access to the folder. Click Save Changes.

Hide Folder From All Reviewers

Workzone allows you to hide a folder from the view of all Reviewers. This feature is dynamic and will automatically hide the folder from all current and future Reviewers.

Click the More icon (3 stacked dots) to the right of the Click Folder button. Click Edit folder from the drop-down menu. Click the Visible to Reviewers checkbox to remove the checkmark. Click Save Changes.

To restore Reviewer access, follow the above process and add the checkmark back to the Visible to Reviewers checkbox.

Copy Folder Or Document

Click to open the folder that lists the folder or document you would like to copy. Click the box to the left of one or more folders or documents and then click Copy at the top of the list. Click the name of the destination folder (the word, not the folder icon). Click OK. The folder with its contents (or document) will be copied to the new location leaving the original in the source location. Administrators and Managers can also copy folders and documents from one workspace to another, for the workspaces to which they have access.

By default, when you copy a document, all of its comments are copied as well. To copy files only, without their comments, after you click the Copy button, click the Copy files only checkbox at the top right of the next page.

Move Folder Or Document

Click to open the upper-level folder that lists the folder or document you would like to move. Click the box to the left of one or more folders or documents and then click Move at the top of the list. Click the name of the destination folder (the word, not the folder icon). Click OK. The folder with its contents (or document) will be removed from the current location and moved to the new location.

Folders and documents can also be moved using drag and drop. Click and hold the item to be moved and drag it to the destination location and then drop the item. It will be moved to the destination.

Delete Folder Or Document

Click to open the folder that lists the folder or document you would like to delete. Click the box to the left of one or more folders or documents and then click Delete at the top of the list. Click OK. The folder and all its contents (or document) will be deleted from the current location.

When folders or documents are deleted, they go to the Recycle Bin for that workspace (at the bottom of the folder tree on the left), where they can be restored by an Administrator for 14 days from the time they were deleted. After 14 days, items are permanently deleted and cannot be restored.

Restore Deleted Files/Folders (Recycle Bin)

Note: only Administrators can access the Recycle Bin.

When folders or documents are deleted, they go to the Recycle Bin for that workspace, where they can be restored for 14 days from the time they were deleted. After 14 days, items are permanently deleted and cannot be restored.

Select the folders and documents that you wish to restore (selecting a folder does not automatically include items that were in it). Click Restore Files. Parent folders of selected items, if also deleted, will automatically be restored.

If an entire workspace has been deleted, it can be recovered for up to 7 days. Please contact Customer Support at 610-275-9861 if you need assistance.

Sort Folders Or Documents

By default, Workzone sorts folders alphabetically and documents with the most recent at the top (this setting is Most Recent in the sort menu). To change the sort order for a particular folder, click the Sort by drop-down at the top right of the screen and select a sort criterion. Sort files alphabetically by selecting Alphabetically by file name. Sort folders and files by most recent at the top by selecting Newest first.

Note: Workzone will remember your sort-order preference and will display your last selection the next time you log in.

Save A Document

Click the checkbox next to the document you wish to save. Click the Download button at the top. In the file download box, specify the location and file name. Click Save.

Multiple Document Download

Workzone allows you to download multiple folders and documents simultaneously, with up to 1 GB total per download. The folders and documents will be saved as a single zip file.

Open the folder that contains the folders or documents you wish to download. Select folders or documents by checking the box to the left of them. Click Download at the top of the file list. A window will open that will confirm your selections. Click Download.

In Windows, a Save As box will appear. Click Save, select location you want to save the files to. Click OK.

In Mac, Download Manager will accept the file according to your settings.

Depending on the size of the files you wish to download your documents may download immediately or be batched for processing. If your request is batched, you will receive an email with a link when your information is ready to be downloaded.

Resize Width Of Left Folder Section

You can resize the width of the left folder tree in Documents to accommodate long folder names and sub-folders. Click and then drag the right edge of the left navigation section to your preferred width. Documents will remember the width each user sets for each workspace the next time they log in.

DOCUMENT COMMENTS/APPROVALS

Workzone includes a powerful feedback capability that allows real-time exchange of commentary on work, and provides an archive of all comments. Each file in Workzone has an associated comment list. Workzone also includes a simple approval workflow, whereby a document can be routed to other Workzone users for their signoff or approval.

Enable/Disable Comments And Approvals

By default, the document comments and approvals modules are enabled in Workzone. However, in certain situations, Workzone’s Documents is used exclusively as a means to organize and share the latest versions of files, without any need for commenting among users. For these situations, you can disable the Comments and Approvals function by workspace.

This will also benefit organizations that have a need to share a common set of documents with external parties, where anonymity is important. By turning off comments, individuals from different companies (contractors, resellers, vendors, etc.) can all be given the “Reviewer” role within a single workspace, without being able to see each other.

Because of the interconnections between the Comments and Approvals features, you must disable or enable them in tandem. Choose a workspace from the drop-down list at the top of the screen. Click on the Setup link at the top of the screen. On the left menu, click Settings – This Workspace and then Features to display. To disable Document Comments and Approvals for the selected workspace, uncheck the box next to Comments & Approvals. To enable Document Comments and Approvals for this workspace, check the checkbox.

By default, the Approvals Dashboard will not be visible to Reviewers from the left menu in Documents. To allow Reviewers to view the Approvals Dashboard, click the checkbox under the Reviewer column in the row for Approvals Dashboard.

Disabling the Comments & Approvals functions does not delete the content associated with these features, it merely hides it. If you enable them again later, previous entries will be restored.

Document Comments

View Comments On A Document

Comment status can be seen from the document list view to the far right of the item row. If there is a new comment that you haven’t seen, you will see a red comment bubble. If there are existing comments, all of which you have seen, you will see a gray bubble. Click the bubble to go to the comments page for the item.

Add A Comment To A Document

From the details/comments page for an item, click the Add Comment button.

From the file list view click the name of the item to go to the details/comments page for that item. Click the Add Comment button.

Enter your new comment. Workzone will automatically e-mail the comment to company and Reviewers that you choose. (If you would prefer to not send an e-mail, uncheck the Send e-mail notification box prior to clicking continue.) Click Continue to save your comment and to select email recipients (if Manually notify/subscribe additional users is elected).

Comments cannot be edited once they have been posted.

A user can delete his/her own comments, and an Administrator can delete comments made by any user. Click the x to the right of the comment you wish to delete. Click OK to confirm.

Even if a comment is deleted, a record of the comment remains in the system activity logs and can be accessed by an administrator on the Activity logs report under the Usage section in Reports.

Delete A Comment On A Document

A user can delete his/her own comments, and an Administrator can delete comments made by any user. Click the x to the right of the comment you wish to delete. Click OK to confirm.

Even if a comment is deleted, a record of the comment remains in the system activity logs and can be accessed by an administrator on the Activity logs report under the Usage section in Reports.

Export Document Comments

An Administrator can export all of the comments from an individual workspace to an Excel file for archiving purposes. Once the export is complete (typically within a few minutes), the file will be placed in the topmost top-level folder for the selected workspace, and the document will be locked, so that only an Administrator can access it. The user requesting the export will be sent an automatic email with a link to the Excel file when it is ready.

To export the document comments for an individual workspace, click the Setup link, then on the left menu, under Settings – This Workspace click the link for Export document comments.

You can export the document comments for all of your workspaces under the Setup link in ALL WORKSPACES. A separate Excel file will be created for each workspace, and you will receive a separate email for each workspace linking you to the file.

Approvals

Workzone allows you to request approval from other Workzone users for a particular document, web link or an entire folder of files. Workzone can automatically send an email alert to each approver, who can then indicate approval/disapproval and make comments.

Approvals Dashboard

The Approvals dashboard, located at the bottom of the folder list on the left in Documents, displays those items currently out for approval in the selected workspace. For each outstanding item, the dashboard lists each approver, the status of their response, date of response and comments.

A record of Closed Approvals can be found by clicking on the Filters button and then selecting the Closed radio button under SHOW.

The Approvals Dashboard, for a specific workspace, or combined across All Workspaces, can also be viewed under Reports in the Documents section.

Note: The Approvals Dashboard is only visible once an Approval has been initiated.

Close An Existing Approval

When the necessary approval has been received for a document or link (for some processes, this may mean all have approved; for others, it may mean that one of the approvers has approved), the open approval should be closed by an Administrator or Manager, so that it no longer shows on the Active Approvals dashboard. By closing the approval, you are marking the approval request complete (whether or not all approvers have responded).

To close an active approval, select the checkbox next to one or more approvals in the Approvals Dashboard and then click on the Close Approval button at the top of the Approvals Dashboard. Once an approval has been closed, the words “Approval closed” will show next to the document/link in Documents. The approval will be removed from the Active Approvals dashboard and will now be listed on the Closed Approvals dashboard (accessed via the Filters page).

To reopen a previously closed approval, from the folder list in Documents, click the name of the item. At the top of the details page, click the Edit Approval button. At the top of the next page, click the drop down menu next to Status, and change the value from Closed to Active. Click Save Changes at the bottom of the page.

Update/Delete Existing Approval

To update an existing approval, go to the comment list for the document. At the top of the page, click the Edit Approval button. On the Edit Approval page, make any desired changes to approvers, the due date or instructions, and click Save Changes.

To delete an existing approval, go to the comment list for the document. At the top of the page, click the Edit Approval button. On the Edit Approval page, at the bottom of the page, click Delete Approval (only approval creator or Administrator can do this). Note: you will need to delete an approval to remove it from the Approvals dashboard and remove the Out for approval note next to the document in Documents.

Approval Autonotifications

Workzone can send an automatic email notification when an approval response is made or when an approval becomes late. When enabled, the email notification will be sent to the approver, as well as the approval creator. Replying to these emails creates document comments in Workzone.

To disable/enable automatic notifications of approval responses or late approvals for a specific workspace, select the workspace from drop-down menu at the top of the screen. Click the Setup link. On the left menu, under Settings – This Workspace, click Auto notification. On the right side of the screen, under Automatically send reminders to:, click the checkbox next to Approver and creator when approval form is completed by an approver or Approver and creator when document approvals become late and then click the Save Settings button.

Email Comments into Workzone

Reply to email notifications from Workzone to automatically add your comments, without needing to log into Workzone. This can be a great time saver for busy team members, encouraging full participation in the collaboration process.

Enable/Disable This Feature

This feature must be enabled under Setup for All Workspaces by an Administrator (for most organizations, this feature is turned on by default). This setting applies to all workspaces; it cannot be enabled only for specific workspaces.

Click the “Features to display” link on the left menu. Towards the bottom of the page, under “Other Features”, check/uncheck the box next to “Email comments into Workzone”.

How It Works

When you receive an email notification from Workzone, you can just reply to the email, and your response will automatically be entered as a comment to that item within Workzone. If the original comment was sent to you by another Workzone user, they will also get a copy of your reply, as they do currently.

At the top of email messages from Workzone, you’ll see this:

————————————————————————————–

^^^ Reply above this line to create a comment in Workzone. ^^^

Anything you type above that line will be posted back in Workzone as a comment on that item (comments are added as plain-text; all formatting in your reply is stripped out). This is especially useful for quick replies or if you’re on a mobile device (iPhone, etc) and want to reply without having to log into Workzone over a slow internet connection.

Email Client Compatibility

Certain email clients do not currently support “reply by email” functionality. These include Hotmail, Rackspace webmail and HTC’s Android mail client. Hopefully, over time, they’ll upgrade their capabilities to include support for this valuable feature. Until then, those using these email clients will need to make comments from inside Workzone.

IMAGE MARKUP

Enable/View Image Markup

To add or view markup comments for an image or PDF, go to the comments/details page for the file. Click the Mark Up Image button. Also, the More menu (icon with 3 vertical dots) at the far right of an item row on the file list provides this option.

After markup comments have been made on a file, View Markup will show next to the item on the file list view and the details page for the file. [The original image, without markup, can be opened by clicking the thumbnail or file title.]

Workzone will open the markup window, showing a preview of the first page of the image. The full-sized image will be shown if it can fit inside the browser window. Otherwise, the image will be shrunk to fit in the window. To see the full-size view, click the “view original size” link at the top. To fit the image to the screen, click the “fit to screen” link. [Refresh your screen if the image is not resizing properly.]

Mouse over a specific comment or markup box to highlight it and reveal a dotted line connecting the markup box and relevant comment. Tools to the right of each comment give options to edit and delete the comment. The ‘hide markup boxes (or show all boxes & comments)’ link above the comments will hide/reveal all boxes.

Note: a small percentage of files of the appropriate formats cannot be marked up, because they have peculiarities (print dimensions and/or color information) that prevent Workzone from being able to create large thumbnails for them. For most of these files, the “Mark up Image” button will be hidden.

When you are finished viewing/adding markup comments, click the “Exit Markup” button at the top left of the screen to exit the markup tool and return to the details page for the image in Documents.

Add A New Markup Comment

To add a new markup comment:

  • Click the Add Markup button at the top of the Markup page and a red box will appear in the top left corner of the image.
  • Position the box around the area you wish to highlight for your comment:
    • Click and hold inside the box to position the box on the page.
    • Click and drag the edges of the box to resize it.
  • Add your comments:
    • Enter your comment in the text box.
  • You can use the check box labeled ‘Manually notify/subscribe additional users’ to manually add/subscribe other users to the comment thread in the moment of commenting. Auto-notifications are on by default and the option to momentarily suppress auto-notifications can be done by checking the box labeled ‘Don’t send email notification for this comment’. Click Save when you are finished.

Markup comments will also be recorded automatically in the overall comments area for the file, shown with “[Markup]” at the end of the comment to indicate its origin.

Multi-Page Images

Markup comments can also be added to any page of multi-page PDFs and TIFs. When the markup window opens, the first page of the file is shown in the main part of the window. The remaining pages of the file can be accessed from the left side of the window. Initially, there will be an image placeholder for each page. Click on the desired page to open it in the main window and add markup comments to this page. Once a page has been opened, a small thumbnail of that page will be shown on the right pages menu. To view only pages in the document that have markup comments, click the “Show only pages with markup” checkbox at the top left.

SCREENING ROOMS

The Screening Rooms function allows people outside of the normal working group to share documents and to provide feedback. Specific documents are copied from within Workzone or uploaded from your hard drive or server and placed into a Screening Room for comments from others. For instance, the CEO at your client’s company may want to see a particular document before it is finalized. You would set up a unique screening room for this document (or a series of documents) and then send the CEO a link that would let the CEO view the specified documents (but not the entire workspace). Screening rooms stay open for a specific duration that you set, creating a sense of urgency to the viewer to provide feedback on a timely basis.

Note: if no Screening Rooms have been created for a workspace, the Screening Rooms folder will not be visible to Reviewers.

Create A Screening Room

Click on a workspace name from the drop-down list at the top of the screen. Click the Documents link at the top of the screen. On the left folder tree, click the Screening Rooms folder. Click the Add New Screening Room button at the top right of the page.

Enter a name for your Screening Room (for example, “Annual Report Review”). Enter a description (for example, “Please review and click on feedback link to send us your comments”).

Select an open date and time. Select a close date and time. Users that try to access the screening room outside of these parameters will receive a message that the screening room is closed.

Note: You have the option of extending screening room hours at any time.

Using the user list that appears on the screen, click the names of users to whom screening room feedback should be emailed automatically. Click Create.

View Screening Room Feedback

The screening room comment list captures all of the comments made by guests to a screening room. Only Associate users have access to the screening room comment list.

Click on a workspace name from the drop-down list at the top of the screen. Click the Documents link at the top of the screen. On the left folder tree, click the Screening Rooms folder. To the right of the appropriate screening room, click the More icon (3 stacked dots). From the drop-down menu, click Send invitation. A comment list will appear.

Open A Closed Screening Room

Click on a workspace name from the drop-down list at the top of the screen. Click the Setup link. On the left menu, click Add/edit screening rooms. Click the Edit link to the right of the screening room name. Change the open date and time. Change the close date and time. Click Save Changes.

Add Documents To A Screening Room

To copy documents already in Workzone:

Select a workspace from the drop-down list at the top of the screen. Click the Documents link at the top of the screen. Browse to the folder that contains the folder or document you would like to copy. Click the box to the left of one or more folders or documents and then click Copy at the top of the list. Click the Screening Rooms folder to open it. Click on the name of the specific screening room. Click OK.

To add documents from your computer:

Select a workspace from the drop-down list at the top of the screen. In Documents, click on Screening Rooms from the folder list on the left-side menu. Click on the screening room name. Click the Upload Document button at the top of the screen. In the Upload a Document box click Browse to search your hard drive for the document you would like to load. Enter a name, enter a description. Click Upload. You can also drag documents from your computer directly into the screening room folder in Workzone.

Delete A Screening Room

Click on a workspace name from the drop-down list at the top of the screen. Click on the Setup link at the top of the screen. On the left menu, click on Add/edit screening rooms. Click the Edit link to the right of the screening room name. Click the Delete button at the top right of the page. Click OK to confirm.

CALENDAR

Workzone provides a general-purpose group calendar for each workspace. It has many functions that allow you to organize schedules:

  • month/week/day/event list views
  • filter calendar events by project, responsible party and category
  • notify any Workzone user via email of upcoming event, with link to calendar
  • send out automatic reminders via email a set amount of time before an event
  • mark tasks complete and add notes
  • respond to approval requests
  • access previously upload files

Enable Calendar For A Workspace

You can enable/disable the calendar for a given workspace. Select the workspace from the drop-down menu at the top left of the screen, click on the Setup link, then under Settings – This Workspace – Features to display , select the checkbox next to Calendar. under the ENABLED FEATURES column.

You have now created a calendar for this workspace. The calendar link will appear at the top of the screen.

View Calendar

Click on a workspace name from the drop-down list at the top of the screen. Click on the Calendar link at the top of the screen. The calendar opens to the monthly view. To see the daily, weekly or event list view, click on the Day, Week or Event List links on the upper right-hand corner of the calendar.

Hide Calendar From Reviewer View

Select the workspace from the drop-down menu at the top left of the screen. Click on the Setup icon (gears), then under Settings – This Workspace – Features to display, in the Calendar row, deselect the checkbox under the Reviewer column.

To restore Reviewer access, follow the above process and add the checkmark back under the Reviewer column.

Filter Calendar View

You can filter events by criteria such as responsible, category and project by using the drop-down menus on the left section of the page. There are also checkboxes that will filter for incomplete items, hide approvals, show only checked items from the Task List and show the full task duration.

Add/Delete Category To Calendar

Calendar events can be assigned to categories, which can then be used to organize into logical groupings (meetings, sales, finance, electrical, mechanical, etc.).

Categories used in the Calendar come from the Events categories list for your organization, accessed under the Setup link for ALL WORKSPACES. On the left menu, under Global Settings, click the Categories link and Events tab.

Calendar Navigation

The calendar opens to the monthly view for the current month.

To see the daily, weekly, or list view, click on the Day, Week, or List link on the upper right-hand corner of the calendar.

To scan to a different day, week or month time slot, use the left or right arrow on either side of the today button located at the top center of the calendar.

To quickly return to today’s date in whichever view you are using, click on today.

Add Event To Calendar

Click on a workspace name from the drop-down list at the top of the screen. Select the Calendar link at the top of the screen. The calendar opens to the monthly view. Click the Add Event button below the Month link at the top left of the calendar to open the Add Event window. [You can also access a simpler Add Event window by clicking in a blank area in the monthly calendar or a blank time slot on the weekly or daily views of the calendar.]

Enter the event title and description. Select the start and end date and time, as well as the category of the event (if any). Check the All-day event box to create an event or milestone associated with a certain day, but without specifying a start or end time.

You can also create a recurring calendar event by selecting the Repeats drop-down box and selecting weekly, monthly or yearly.

There will be two checkboxes that allows you to Send Email Link to other users. To send an immediate notification or a reminder prior to the event (with a drop-down list providing delay options), keep the appropriate box checked (you will specify the details on the following page). If you have selected to send notifications of reminders, a new list will appear.

Select the recipients that you want to receive an email notification for the calendar event (the same recipients will receive each, if selected).

Attachments To Calendar Events

You can upload documents or provide links (attachments) from events in the calendar to documents or folders within Documents, providing enhanced coordination for documents associated with events.

When you are creating a new calendar event, click the Attach Document checkbox towards the bottom of the window.

Calendar Event Notification

Workzone can send an email notification when an event has been added to the calendar (see section above).

To send a notification after an event has been scheduled, click on the event in the calendar view. This will open a small details window. Click Edit event link at the bottom right to open a full details page then click the Email icon at the top right of the page.

Select the recipients that you want to receive an email notification or reminder for the calendar event (the same recipients will receive each, if selected). The default text for the notification message will appear. You can edit this text if you wish. Workzone automatically sends a blind copy of the e-mail message to you.

Calendar Event Reminder

Workzone can send an email reminder to users a specified time prior to an event. When you schedule an event, there will be an option for doing this (see section above).

To set a reminder after an event has been scheduled, click on the event in the calendar view. This will open an event summary window. Click the Edit event link at the bottom right. Click the Reminder checkbox and set the reminder interval.

Select the recipients that you want to receive the reminder for the calendar event. Click Save Changes.

Edit Calendar Event

Click on the event in the calendar view. This will open will open a small details window. Click the Edit event link at the bottom right to open a full details page; enter the new information and click Save Changes.

Delete Calendar Event

From the monthly, weekly or daily views, click on the event you would like to delete. At the bottom left of the Event Detail window, click the Delete link. Click OK to confirm.

Sync To-Do List On External Calendar

You can show your Workzone To-Do List on an external calendar (Outlook, Google, etc.), by setting up a calendar subscription to Workzone from your external calendar software. This allows you to see your personal calendar and Workzone To-Do list in a merged calendar view.

Once you have the calendar link established, your external calendar should automatically pull items from your Workzone To-Do List. Items are shown for the previous 7 days and upcoming 30 days. [This range cannot be changed.]

Tasks show up in the external calendar as all-day events, regardless of their duration in Workzone. Calendar events on your To-Do List (items that you created) will show their specific time periods during the day.

Calendars vary in how often they refresh calendar data; some take just a few minutes; others (like Google Calendar) can take up to 24 hours to update. Many external calendars allow you to change the frequency with which they update (Google does not).

Note: The calendar subscription only transfers information in one direction, pulling information from Workzone to the external calendar. It does not transfer information from the external calendar back into Workzone. This means that any modifications made to the external calendar will not be reflected in Workzone.

Setup Instructions

Each Workzone user has a custom calendar subscription URL (webcal link), accessed from the “My Info” link on the Profile menu at the top right of the page. This link must be added to the external calendar as a subscription. For certain external calendars (Outlook 2007/2010, Mac calendar), you simply click the link provided in Workzone, and your outside calendar will automatically open, giving you instructions for adding the Workzone calendar link as a new calendar subscription.

For other calendars, you’ll need to copy the link from Workzone (right click on the link to copy it) into the appropriate place within the external calendar (instructions below).

Note: you will need to renew your calendar subscription every 3 months. Calendar subscriptions, once enabled, request data from the server every 5-30 minutes. Workzone asks you to confirm that you’re still actively using your calendar subscription periodically. Once every 3 months, you’ll get a notice on your external calendar to renew your subscription. Click the link (or your calendar URL in Workzone), and you’ll be good to go for another 3 months.

Step 1: Inside Workzone, find the URL for your personal calendar subscription

To get your personal calendar URL, click the My Info link on the Profile menu (with your name) at the top right of the page and then click Subscribe to To-Do List on the left menu.

Step 2: Click the link (it begins with “webcal://”) to enable your subscription. If your calendar doesn’t open automatically, right click on the link to copy it into the subscription section of your calendar.

Step 3: In your external calendar, select the Workzone calendar along with your personal calendar to show them together. For some calendars, this simply requires checking a box next to the Workzone calendar, and it will be shown automatically with your personal calendar (if it is also selected). Other calendars, like Outlook, require you to also click a triangle at the top of the calendars to merge them.

External calendars sometimes hide the subscription feature deep within their programs. Below are instructions for accessing the right location (if they don’t open automatically when you click the link).

Outlook 2007 and 2010

Outlook 2007 and 2010 both have built-in support for calendar. Simply navigate to the calendar link (instructions above) and click on the calendar link. An Outlook box should appear asking you to “Add this Internet Calendar to Outlook and Subscribe to Updates”. Click “Yes”, and your Workzone To-Do List will automatically be added to Outlook.

Outlook 2003

Subscribing to a calendar feed in Outlook 2003 requires an add on, as calendar functionality is not built-in. We recommend Remote Calendar. As Remote Calendar is an open source project, support is limited. Workzone is not responsible for any Outlook application problem arising from the installation of Remote Calendar. Support is available at the Remote Calendar Forum. Using Remote Calendar: Click on the “+” icon in the Remote Calendar Outlook toolbar to add a new calendar, copy and paste your Workzone calendar URL, type a name for your new calendar and click “OK”.

Google Calendar

  • Sign into your Google Calendar account
  • Under “Other Calendars” on the left menu, click on the “Add” link
  • Click on “Add by URL.” Copy and paste your Workzone calendar URL into the URL field and click “Add Calendar”.

Note: Google Calendar can sometimes take up to 24 hours to reflect changes made in Workzone. There is currently no way to tell Google Calendar to update more frequently.

Mac Calendar

Mac Calendar has built-in support for webcal. Mac Calendar should open automatically if it is your default calendar application. To add a calendar subscription manually, open Mac Calendar and choose ‘New Calendar Subscription’ from the File menu. Paste the Workzone calendar URL into the field titled Calendar URL and click “Subscribe”.

Export Calendar

To export the entire calendar to an Excel spreadsheet (XLS) format, click the More icon (3 vertical dots) at the top right of the calendar then click the Export option.

Import From Microsoft Outlook

Workzone can import calendar events from Microsoft Outlook into the calendar for an individual workspace. Please note that this feature is a one-time import; it does not dynamically link your MS Outlook calendar to the Workzone calendar. Changes made outside of Workzone will not be reflected in the Workzone calendar.

To begin the process, you will need to export your calendar from MS Outlook. While the exact process may vary depending on the version of Outlook you are using, typically you will click FileImport and ExportExport to a fileComma Separated Values (Windows). Select your calendar folder in Outlook then click Finish. Outlook will ask you for the date range you would like to export. Click OK, then Outlook will export the CSV file.

In Workzone, click on the Calendar link in the workspace that you would like to import the Outlook events. At the top right of the screen, click the More icon (3 vertical dots) and choose the Upload events from the drop-down menu. Click the Browse button to browse your hard drive for the CSV file that Outlook created with the events it exported. Click Continue.

If the CSV file fails to import properly, there may be certain entries in the CSV file that contain non-standard characters that Workzone cannot understand. Open the CSV file in a text editor, delete any unusual characters and try again. Call Customer Support at ‪‪610-275-9861 if you would like assistance with this.

Show Calendar For All Workspaces

In addition to viewing a calendar for an individual workspace, a user can also see a combined calendar for all workspaces to which the user has access.

Select ALL WORKSPACES from the drop-down list in the top navigation. Click the Calendar link.

Events from individual workspaces will be color-coded, with a different color for each workspace. Click on a specific event to see its details.

Workzone assigns the colors for each workspace for the ALL WORKSPACES view according to a set order of colors designed to provide maximum contrast among different workspaces. If you would like to change the color that is assigned to a specific workspace, select the workspace from the Workspaces drop-down list, then select the Setup link. Select Colors & images under Settings – This Workspace on the left menu. In the box for Calendar color type in the hexadecimal HTML color you would like for that workspace. (Note: this is an advanced feature. If you would like assistance, please call us at 610-275-9861.

MESSAGES

The messages module can be used to communicate information to colleagues or clients or to have discussions on important issues. Much like a traditional blog, a message is a free-form communication on any subject.

Enable/Disable Messages

You must enable the Messages module for it to appear for a given workspace. Click on a workspace name from the drop-down list at the top left of the screen. Click the Setup link at the top of the screen. On the left menu, click on Features to Display under Settings – This Workspace. On the Messages row, click the checkbox under ENABLED FEATURES. If you would like Reviewer or Partner users to also see the Messages area, check the boxes for those columns.

The Messages module will appear at the top of the screen.

View Messages

To view messages for a specific workspace, select the workspace from the Workspaces drop-down list and click the Messages link in the top navigation.

To view messages for all workspaces to which a user has access, select ALL WORKSPACES from the Workspaces drop-down list and click the Messages link in the top navigation.

Categories

Each message can be assigned to a category, which can then be used to organize or filter messages into logical groupings (sales, marketing, finance, operations, etc.).

Categories used in Messages come from the Messages categories list for your organization, accessed under the Setup link for ALL WORKSPACES. On the left menu, under Global Settings, click the Categories link and select the Messages tab.

Create A Message

To create a message, select a workspace from the Workspaces drop-down list and click the Messages link in the top navigation. Click the Add New Message button.

Enter a title for the message and (optionally) pick a category from the drop-down list. Type your message in the message body section, using the formatting tools to format your message, as desired. When you are finished, click the Post Message button, and your new message will be posted.

If you would like to email a link to your new message to another user, prior to clicking Post Message, click the Send e-mail notification checkbox. Select users and edit the email message, if so desired. Click Send to send the message.

Attachments To Messages

Any user can provide links (attachments) from messages to documents or folders within Documents, providing enhanced coordination for documents associated with messages.

Once a message has been created, click on the Add Attachment button below the message text. The Attachments window will open. The standard methods of drag and drop, choosing the file, or linking to an external web address or a file already in Workzone’s Documents will appear.

Edit A Message

To edit an existing message, click the Edit icon (pencil) next to the message you would like to edit. Edit the message and click Save Changes to save the changes.

Delete A Message

To delete an existing message, in the message list, click the Edit icon (pencil) next to the message you would like to delete. Click the Delete Message button. Click OK to confirm the deletion.

Add A Comment To A Message

To add a comment to an existing message, click the Add New Comment button below the message. Type your comment in the box, using the formatting tools to format your message, as desired. Click the Continue button, and your comment will be posted.

If you would like to email your comment to another user, prior to clicking Submit Comment, click the Manually notify/subscribe additional users checkbox. Select users and edit the email message, if so desired. Click Continue to send the email.

REPORTS

Workzone offers a number of reports to give you a bird’s-eye view on activities within Workzone and usage trends. These views can be very helpful in providing a quick snapshot of what has happened on a project or what may need attention.

Reports are accessed from the Reports link at the top of the screen. Select an individual workspace from the Workspaces drop-down menu to see information for a specific workspace or ALL WORKSPACES to see a consolidated view of all workspaces to which a specific user has access.

Associate users automatically have access to the Reports link. Reviewers do not see the Reports link by default. To enable Reviewer access, select the workspace for which you would like to grant access and click on the Setup link at the top right of the page. Click Features to display under Settings – This Workspace on the left menu. Under the Main Features section, on the Reports row, click the checkbox in the Reviewer column.

Note: All dashboards and reports show only those workspaces and items for which the user has viewing permission.

General

To-Do List

The To-Do List shows a list of tasks that need to be done, organized by date. Great for the team member focused more on getting work done than managing the project, it answers the question: “What should I be working on right now?” The default view shows a user’s late items and upcoming items for the next seven days.

The To-Do List can also be set to view items for another team member, User Group, (if User Groups are established in Setup), or to report on all upcoming work, for a single workspace or across all workspaces.

Use the Filters button to better customize the report to your specific needs. The customization of this report also carries over to the emailed version.

Click the columns icon (3 vertical lines) in the top right corner to enable/disable option columns.

You can email any view of the To-Do List to another person, even to someone without access to Workzone. This can be a great way to let an outsider see a list of their tasks in your project, without giving them access to Workzone (or Projects). Click the Email icon at the right of the page. Non-Workzone users will not be able to access Workzone via the links in the emailed To-Do List.

For tasks on the To-Do List, the End Date, Responsible (Administrators and Managers only), Status, and Notes fields can be updated by clicking in the respective fields, and the associated project plan will be updated automatically. Contributors and Reviewers (if given access to reports) will be able to see everyone’s to-dos, but will only be able to mark their own tasks as complete. Administrators and Managers can mark any tasks as complete.

Click the name of an task or a project name to go to that item in the Task List.

If there are attachments to a task, there will be a paper clip icon to the left of the item. Click the paper clip to go to the details page for the task to access the attachments.

If Time Tracking is enabled, users can add time to their tasks from the To-Do List view. Click in the time column, represented by a clock symbol at top, to the left of the task. Enter the time worked on that task and click Save.

Tasks that are dependent (waiting) on prior tasks before they can be started will have an arrow symbol in the dependency column (to the right of the User column). Place your mouse over the arrow symbol to see the name of the prior task and its status. If the prior task is late, the background behind the arrow will be shaded red. If the prior task has been marked completed, the background behind the arrow will be shaded green. This can be helpful to know whether tasks with dependencies are ready for work.

Outstanding approval requests will also show up on a user’s To-Do List, and can be approved right from the To-Do List. Notes added in the Comments field will be included as a response to the approval response.

Calendar events will be displayed on a user’s To-Do List if the event is notifying the user or was created by the user.

The To-Do List can be set as the welcome page for all users when they log in to Workzone. Administrators can make this change under Setup. Under Global Settings, select the link for Welcome page.

Workzone can send each user (with assigned tasks) an automated daily email of their To-Do List for the next seven days. This can be enabled/disabled by an Administrator under Setup. On the left menu, under Auto notifications click Automated reports, and select/deselect the check box next to To-Do List.

Warning: Workzone will begin sending daily emails to all users (with assigned tasks) starting the day following this setting being enabled. So you may want to wait to enable this if your task dates are not yet firm.

Items that span the set time period (started before today’s date and extend more than 7 days in the future) will show at the bottom of Today’s items, shaded in gray, to indicate that they are ongoing tasks.

A user’s To-Do List can be displayed on an external calendar. Click here for more details.

Recent Comments

This report shows the most recent user comments.

Comments by project

This report shows the most recent user comments by project, including comments made on the project, tasks in the project or documents or project requests attached to the project.

Recent Activity

The Recent Activity dashboard provides a summary of recent activity for a specific workspace or all workspaces. The default time period is 7 days. You can change to a different time period by clicking the Filters button. Each user sees only those workspaces and items for which the user has viewing permission.

Activity is shown from the Documents, Projects, Calendar, Requests and Messages modules. Each item shows the type of activity (new documents also show an icon representing the file type of the document), item name, user, date and comments (if any). Click on the link for any individual items for direct access to that item within Workzone.

If you are looking at ALL WORKSPACES, the Recent Activity dashboard organizes information by workspace. The first ten items for each workspace will be shown, with a link to show any additional items beyond the first ten. If a workspace has no activity during the chosen period, that workspace will not appear in the ALL WORKSPACES view.

If you are looking at a specific workspace, the default view groups recent activity by “Today”, “Yesterday” and “Older”. If you prefer, you may change the view to group recent activity by activity type (new document, comments, approvals) by by clicking the Filters button and changing the selection from “Date” to “Activity”.

Print a clean copy of the report by clicking the Print icon at the top right of the report.

Late Items

The Late Items dashboard provides a list of late items for a specific workspace or all workspaces. Each user sees only those workspaces and items for which the user has viewing permission.

Activity is shown for overdue tasks and approval responses that are past the due date. Each item shows the type of activity (task or approval), a link to the item, user, date and item description (if any). Click on the link for any individual items for direct access to that item within Workzone.

If you are looking at ALL WORKSPACES, the Late Activity dashboard organizes information by workspace. The first ten items for each workspace will be shown, with a link to show any additional items beyond the first ten. If a workspace has no activity during the chosen period, that workspace will not appear in the ALL WORKSPACES view.

If you are looking at a specific workspace, items are sorted by most recent first. All late items will be shown.

Click the Filters button and then My items to show just late items assigned to you.

Print a clean copy of the report by clicking the Print icon at the top right of the report.

Upcoming Items

The Upcoming Items dashboard provides a list of upcoming items for a specific workspace or all workspaces. Each user sees only those workspaces and items for which the user has viewing permission. You have the option of choosing activity for the past one day, past three days, seven days (default) or past thirty days.

Activity is shown for calendar events, for tasks, and for approval responses. Each item shows the type of activity (calendar event, task or approval), a link to the item, user, date and item description (if any). Click on the link for any individual items for direct access to that item within Workzone.

If you are looking at ALL WORKSPACES, the Upcoming Activity dashboard organizes information by workspace. The first ten items for each workspace will be shown, with a link to show any additional items beyond the first ten. If a workspace has no activity during the chosen period, that workspace will not appear in the ALL WORKSPACES view.

If you are looking at a specific workspace, items are sorted by soonest first.

Click the Filters button and then My items to show just upcoming items assigned to you.

Print a clean copy of the report by clicking the Print icon at the top right of the report.

Documents

Recent Uploads

This report shows documents uploaded in the specified time period. The default time period is 7 days; click the Filters button to change the time period.

My Recent Documents

The My Recent Documents report gives quick access to documents that the user has accessed recently. It shows the 50 most recent documents that a user has accessed via upload, download or visiting a document’s details page. To narrow the search, click the Filters button to change to a different time period.

Approvals

The Approvals report under the Report tab shows a cross-workspace view of the Approvals Dashboard, located at the bottom of the left menu in Documents for each workspace. The Approvals Dashboard for a single workspace can also be located here, by switching to that workspace.

Projects

Project List

The Project List shows a full list of projects in a sortable report format that can be filtered.

By default, all active projects for the selected workspace are shown. To filter for complete or inactive projects, project start or end dates, project responsible or project category, click the Filters button.

Click the columns icon (3 vertical lines) in the top right corner to enable/disable option columns.

The content of the following columns of the Project List can be edited:

  • Name
  • Project #
  • Category
  • Responsible
  • Target End Date
  • Status

Project Recycle Bin

When a project is deleted, it is recoverable by an Administrator in the Project Recycle Bin for 14 days.

To recover a project from the Recycle Bin, click the box next to the project and click the Restore Project button.

To permanently delete a project, an Administrator can also force a project out of the Recycle Bin at any time by selecting the project and clicking the Permanently Delete button.

Project To-Do List

This report shows the next steps for each project. This report is particularly useful for tactical Managers whose main focus is keeping projects on track.

Click the Filter button to customize the report to your specific needs.

Click the columns icon (3 vertical lines) in the top right corner to enable/disable option columns.

The customization of this report also carries over to the emailed version.

Status By Project

This report shows the status of each project, organized by workspace. It is similar to the projects-level view of the Task List within Projects. 

Click the Filters button to customize the report to better meet your individual needs.

Click the columns icon (3 vertical lines) in the top right corner to enable/disable option columns.

The customization of this report also carries over to the emailed version.

Totals By Status

This report shows the total number of project by workspace by status: Active (On Track, At Risk, Late and Total), Completed, Inactive, Archived and Total.

Projects By Responsible

This chart shows the projects that each responsible party is working on over time.

Completed Projects

The Completed Project report list projects that have been marked complete. Click the Filters button to filter by the End Date of the project, project responsible or project category. You can also see a summary of projects completed by month by workspace, as well as the variance between the scheduled date and the marked complete, a helpful performance metric.

Click the columns icon (3 vertical lines) in the top right corner to enable/disable option columns. This includes the ability to show when a project was marked complete and the variance between that date and the project’s scheduled end date.

Completed Tasks

The Completed Tasks report shows all tasks completed by specified individuals during the specified time period. Click the Filters button to customize the report to your needs. This also includes a checkbox to show when a task was marked complete and the variance between this and its scheduled end date.

Active projects 100% complete

The Active projects 100% complete report list projects that have not been marked complete, but have all of their tasks marked as completed. This report can provide quick, convenient switching of a projects status to “Complete”.

Workload Reports

The description of these reports is located in the Workload section, located here.

Time Tracking Reports

Workzone can provide reports of time accumulated by person, workspace, project and task for a given time period. To create a time report, click the Reports link at the top of the screen and go to the Time Tracking section on the left menu.

Note: Contributor, Reviewer, and Partner users will not have visibility of Time Reports (with the exception of ‘my timesheet’)

The Hours by project report shows reported hours organized by workspace and project. Click the triangle to the left of any project to see the actual time by task for that project.

The Hours by responsible party report shows reported hours organized by responsible party, then by workspace and project. Click the triangle to the left of any project to see the actual time by task for that project.

Use the Filters button to customize reports to your needs, including filters for project, date, responsible party and category.

At the bottom of the Filters page, there is also a checkbox to Show budget/variance. This will compare the actual time entries for a task to the budgeted time for the task, based on the work allocated to the task (learn more about work vs. duration). You will also see the actual and budgeted time for a project on the details page for the project, accessed when you click on the name of the project in the Task List of Projects.

The Time grid report shows how many hours each user has reported for each time period (default view is by day for three weeks). This makes it easy to see where users may have forgotten to account for their time or made a data entry error. Clicking on a user’s name shows the reported hours by project and task.

You can print any time tracking report or export the report to Excel by clicking the appropriate links at the top right of the screen. An automated report is sent once a week to all users (if Time Tracking is enabled).

Expense Tracking Reports

Workzone can provide reports of expenses accumulated by workspace, project, task and expense class for a given time period. To create an expense report, go to the Expenses section under Reports.

Note: Contributor, Reviewer, and Partner users do not have access to Expense reports.

The initial view of the expense reports shows a summary total view. To show more detailed views, select the appropriate circles at the top of the report in the SHOW BY row.

Click the Filters button to customize the report to your needs, including showing budget and variation to budget. This will compare the actual expense entries for a project to the budgeted expenses for the project (set up under the details page for a project).

You will also see the actual and budgeted expenses for a project on the details page for the project (top right), accessed when you click on the name of the project in the Task List.

can print any expense report or export the report to Excel by clicking the appropriate links at the top right of the screen.

Usage Reports

Usage Summary

The Usage Summary report shows a numerical summary of activity by user for a given time period. The Usage Summary report can only be accessed by Administrators and Managers.

By default the Usage Summary filters for the past 7 days. Use the Filters button to change the time period.

For each user, for the specified period, the report shows the number of log-ins, most recent log-in date, number of documents uploaded and downloaded, and the number of task activities (defined as the number of new tasks created plus modifications to existing tasks).

By default, the report sorts by number of log ins. Sort by a different column by clicking the column header.

Activity Logs

The Activity Logs report allows you to track the history of Workzone activity by all users.

Entries to Logs & Reports are made automatically. Each entry in the log is an event, and each event has a category. Here is a sampling of event categories for which entries are made:

  • Logged In
  • Logged Out
  • Upload
  • Download
  • Create folder
  • Modify folder
  • Delete folder
  • Modify document
  • Delete document

For each of these actions, an event is added to the log for that workspace. The report includes the user name, the date and time of the activity, the category, description of the event, and IP address.

Use the Filters button to search the logs or specify a different time period.

By default, results will show the most recent entries at the top. Change the sort order by clicking a different column heading.

Storage

The Storage report, accessible only by Administrators, shows your organization’s document storage on Workzone and the number of documents in Workzone by workspace. This report exists only for ALL WORKSPACES.

Custom Reports

The Custom Reports module allows for the creation and saving of custom project reports. These reports can include both standard and custom fields and can be filtered for specific values or ranges. Reports can be filtered on a one-time basis or saved to provide ongoing customized, filtered views, either on an organization-wide or workspace-specific basis. Read more about custom reports 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.

SEARCH

Search Across Modules

Click the magnifying glass icon at the top right of any page.

To conduct a search, enter a keyword or phrase in the search box and click Search. The search will include only items from the currently-selected workspace from the drop-down menu at the top of the screen. [To search all workspaces (that the user can access), switch to ALL WORKSPACES in the workspace drop-down menu.]

Items matching your search term will be shown on the search results page. In addition to the total number of results, you will see how the matches break down by the information category where they were found — Documents, Comments, Calendar, Tasks, Projects, Requests, and Messages — with links to each category of results.

Scroll down to see the results or click on one of the category links to jump to that category in the results list.

In the results list, the selected keyword or phrase will be highlighted in yellow to help you understand why the document was selected.

Click the “save” link to the far right of any document in the search results list to download the document.

Click on the underlined link for any search result to go to the detailed page for that item, from where you can open the item (document) or see details and comments for the item. If you wish to stay on the new page, at the top of the screen click Remove frame (stay on this page). [Note: the search results window will remain open in a separate tab in your browser.] To return to the search results page (closing the new page for the specific item), click Return to search results at the top of the page.

By default, Search looks for results that have all of the words you have entered into the search box. To broaden your search (to any of the words) or narrow your search (to exact phrase), click on Advanced Search at the top right of the search window.

Advanced Search

You have the option to refine your search by clicking on the Advanced Search located above the search box at the top of the page.

By default, Search looks for results that have all of the words you have entered into the search box. This will find results that have each of the words you have entered, in any order, anywhere in the content, not necessarily in the exact order you have entered them. For example, a search for “direct mail insert” will show results that include “direct mail insert”, as well as results that contain “insert for direct mail” and “insert the mail in the direct…”.

To narrow your search to find exactly what you type in the search box, in the CONTAINS row, select exact phrase next to the Search button. In the above example, this will only find matches that have “direct mail insert” in this exact order.

To broaden your search to include any (but not necessarily all) of the words in the search box, select any of the words. In the above example, this will find items that have any of “direct” or “mail” or “insert”, but not necessarily all of these words.

You can also use Advanced Search to further narrow your search by:

Information: Choose the content areas you would like to search, from among Documents, Comments, Calendar Tasks and Messages. By default, all content areas are selected.

Date Created: Specify your desired time period. Select the first circle to use a drop-down menu with predefined time periods (default selection is Anytime, use the arrow key to select from 3 months, 6 months, or past year). Select the second circle to specify the exact date range you wish to search.

User: A drop-down list will appear that allows you to narrow your search from among the users with access to the selected workspaces.

File type: A drop-down list will appear that allows you to choose from frequently used file types.

File size: A drop-down list will appear that allows you to choose a file size range.

Once you have made your selections, click Search at the bottom of the window to execute your search with the parameters you have specified.

Search is available to all associate and Reviewers, and limits results to the content (workspaces, folders and documents) that an individual user has permission to access. It is not available to Partner users.

Search Projects

If the information you want to find is inside Projects, enter a term in the search box at the top of the page and press Return. Results will be limited to the top 10 results from content in Projects. Clicking Advanced Search at the bottom of the results will give access to the full search tool that yields more and broader results.

Search Documents

If the information you want to find is inside Documents, enter a term in the search box at the top right of Documents and press Return. Results will be limited to the top 10 results from content in Documents.

Clicking Advanced Search at the bottom of the results will give access to the full search tool that yields more and broader results.

FAVORITES

Favorites, represented by the star icon at the top right of the page, helps you quickly access items you use frequently.

To create a favorite, click the star symbol at the top right of the page (to the left of your name). From the drop-down menu, click Add This Page To Favorites.

To delete an existing favorite, click the star symbol at the top right of the page (to the left of your name). From the drop-down menu, mouse over the item you wish to delete and click the X.

To rename an existing favorite, click the star symbol at the top right of the page (to the left of your name). From the drop-down menu, mouse over the item you wish to delete and click RENAME. Enter the revised name and click enter.

Favorites is particularly useful for:

  • Bookmarking a particular folder or file, especially within deep folder structures
  • Returning to a frequent view Projects
  • Accessing your timesheet, To-Do List or other often-viewed reports
  • Creating quick shortcuts for clients or colleagues (log in as them and bookmark certain pages)
  • Remembering a specific set of filters for a page

WORKZONE ENTERPRISE FEATURES

The following advanced features are optional additions to the standard set of features offered by Workzone. For more details on adding one or more of these features to your site, please contact us at (610) 275-9861 or help@workzone.com.

Custom Project Request Forms

To gain a fuller understanding of the needs for a particular project, you can establish customized forms with specific questions and information.

Forms created under Setup in All Workspaces will show up in all workspaces (replacing the default generic form). If one or more custom forms are created for a specific workspace (under Setup), these will replace the global forms for that workspace.

Custom request forms can be established in the Custom forms section of the Requests section of Setup. Click the “Create Form” button to create a new custom project request form. Enter a name for the form (this will be shown in the “Project Type” drop-down menu the user will see). Click the “Create” button.

When you first create a form, it is inactive and not viewable to users when they request a new project. When you are ready for the new form to be active for your users, click “Enable” in the “Status” column for that form in the Custom Forms page. Click “Disable” to deactivate (hide) a form that is currently active.

Click the name of the form to view an existing form. You will see the form as it appears to your users. Click “Edit Form” to edit the form. When you edit an active form, it will automatically be made inactive (hidden from users), and you will need to enable it to make it visible to users. Warning: any users currently filling out this form when you begin editing it will lose their work. When you are finished editing your form, click “Exit Edit Mode” at the top of the form to activate it (this can also be done from the Custom Forms page).

Delete an existing form from the Custom Forms page, by clicking the “delete” link for that form.

Form questions:

  • Mandatory fields: “Requested by”, “Request date”, “Project Type”, “Project title” and “Request Date” are always the first questions in each form (and are required fields); “File Upload” is always the last section of each form. These required sections are shown with a gray background when you are creating/editing a form, but will have the same blue background as your custom questions in the actual form that users see.
  • Click “Add Question” to add a new custom question to the form. On the “Add a Question” page, enter the exact text for the question as it will appear to the user. Click “add instructions / explanatory text” and enter appropriate information. This is optional (and normally not needed).
  • From the “Answer Type” dropdown menu, select the Answer Type:
    • text (single line)
    • textarea (multiple lines)
    • date: (shows date picker calendar)
    • checkbox (single or multiple values allowed)
    • radio button (single value only; max of 4 values recommended)
    • dropdown: (single value only; appropriate for any number of values)
    • section break (explanatory text, no values)
  • Add values: if Answer Type is checkbox, radio button or dropdown, provide the values to display; no write-in values are permitted.
  • Required Field?: should the creator be required to enter a value for this field before the project request is created (the default is “No”)
  • Editing questions/values: click the “Edit Questions” button at the top of this page to enter editing mode. When you are finished, click the “Exit Edit Mode” button at the top of the page.
  • Deleting a question: Click the “X” link next to the question you would like to delete. Warning: when you delete a question, you permanently delete any existing data for that question. This cannot be undone so make sure you want to do this!

Reordering: existing questions or answer values can be reordered via drag and drop. Click and hold the question or value and drag it up or down to the desired position.

Workspace Groups

To organize features (Projects, Reports, etc.) of Workzone in a more customized fashion, workspace groups allow you to achieve visibility within specified multiple workspaces, while excluding others (without workspace groups, visibility is limited to a specific workspace or all workspaces).

To create a new workspace group, click the Workspace groups section under Workspaces in the Setup page for all workspaces, then click the Add New Group button at the top of the page. On the page that follows, enter a name for the group then check the boxes next workspaces that should be included. Then click the Create button at the bottom.

To edit or delete a preexisting workspace group, click the Workspace groups section under Workspaces in the Setup page for all workspaces, then click the Edit or Delete link to the right of the group.

Projects Custom Fields

Custom fields can be established to allow you to track details of projects and tasks above and beyond the standard details already within Workzone.

To add or edit custom fields to your projects and tasks, click the Custom fields section under Projects in the Setup page for all workspaces.

Initially, custom fields are hidden from display on the Task List and on Custom Reports, to allow you to customize your fields before your users see them. You will see a message in the yellow row at the top of this page: “Custom fields are currently HIDDEN.”

When you are ready, click the “show” link to make all custom fields visible on both the Task List and on Custom Reports.

  • All custom fields shown on this page will be visible now on the Task List, inserted before the “Notes” field, in the order shown on this page (see “MODIFYING CUSTOM FIELDS” below for how to change the order of custom fields).
  • There is no way to move them elsewhere on the Task List.
  • There is no way to hide only some of the custom fields on the Task List (you can only show all or none).
  • You will be able to hide specific custom fields on Custom Reports.

To hide all custom fields on both the Task List and Custom Reports once they have been made visible, click the “hide” link on the yellow row at the top of this page.

To add a custom field, Click the Create Custom Field button at the top of the page to launch the “Add a Custom Field” window, where you can manipulate:

  • Field Name: enter the field name as you wish it to appear on the Task List and in Custom Reports. You will always be able to edit this later.
  • Show for: select whether to enable the custom field for both projects and tasks (the default), for projects only or for tasks only.
  • Input type: select the type of field from the following choices:
    • text (single line)
    • textarea (multiple lines)
    • number
    • date: (shows date picker calendar)
    • drop down list
    • checkbox (values are “checked” and “not checked”)
    • money (in US dollars)
    • user list (drop down list with same values as Responsible field)
    • category list (drop down list with same values as Category field)
  • Add values: if Input Type is drop down list or checkbox, provide the values to display; no write-in values are permitted.
  • Click “Save” to create the new custom field. You will see a sample of the field as it will appear.
  • You can create a maximum of 10 custom fields. Once you have reached 10 custom fields, the “Add Custom Field” button will disappear, and you will see a notice that you have reached the maximum. You will need to delete an existing field to add another.

For modifying an existing custom field:

  • Editing field name or drop down list values: mouse over the field name and click “Edit”. Make desired changes, and then click “Save”.
  • Once a field has been created, you cannot switch from one field type to another. You will need to delete the current field and recreate it with a different field type (note: you will lose any existing data for the field you are deleting).
  • Deleting a field: mouse over the field name and click the “X”. Warning: when you delete a field, you permanently delete any existing data for that field. This cannot be undone so make sure you want to do this!
  • Reordering custom fields: mouse over the field name and click the left or right arrow. The column will move one spot each time you click the arrow. The change is saved automatically and is reflected in the order of custom fields on the Task List. [You can specify the order of custom fields separately on Custom Reports.]
  • Resizing column widths: Each type of custom field has a default width. If you pick a name for the field that is longer than the default width, it may bleed over the edge of the column into the next column. You can resize the width of a custom field by grabbing the right edge of the field name in the header column and dragging it to the right (make larger) or to the left (make smaller). You automatically see a preview on this page of how the column will look.

Custom Fields are also available on the Task List for filtering.

Custom Reports

The Custom Reports module allows for the creation and saving of custom project reports. These reports can include both standard and custom fields and can be filtered for specific values or ranges. Reports can be filtered on a one-time basis or saved to provide ongoing customized, filtered views, either on an organization-wide or workspace-specific basis.

The Default Report, accessed under Reports – Custom Project Reports, initially shows the standard columns that are displayed on the organization’s Task List, along with all custom fields, if any. The Default Report can be customized to show specific fields in a desired order and to filter fields for specific values (instructions for which are found in the sections below). Customizations each user makes to the default view are saved for that user, and will be shown the next time that user views the Default Report.

Click “edit columns” to see a list of standard and custom columns (if enabled under Setup – Projects – Custom fields). Click the checkboxes to select/deselect columns to display. Columns will display left to right in the order they are shown. Drag and drop a row to change its order. Click “Save Columns” to save your changes.

Reports can be filtered by any of the displayed fields. Click “display filters” to expose the filters section below the column headers. To filter the report for a specific field/column, select the operator (contains, equals, is between, etc.) and then the value for the filter. You can filter on multiple columns at once. Click the green “Apply Filters” button to show the filtered results. These filters will stay in place until the next time you change/clear them. Click “hide filters” to hide the filters section below the column headers to make the report content easier to view.

You can save a customized view of the Default Report as a separate report accessible by other members of your team. Customize the Default Report for the columns and filters you want for the saved report. Enter the name for the Saved report in the input box and then click the gray “Save As New Report” button. The saved report will be displayed under Reports under the Custom Project Reports section. Reports saved from the All Workspaces view will be available in the All Workspaces view and for any individual workspace. Reports saved in a specific workspace will only be available for that workspace. This allows for custom reports to meet the needs of specific workspaces/clients. If you have made changes to columns or filters for a saved report and wish to replace the saved version with the current version, click the gray “Save Changes” button.

To change the description for saved report, click the Custom reports section under Projects in the Setup page for All Workspaces then click in the Description field for a report and add/edit the description. Press “Enter” to save your changes.

To rename a saved report, click the Custom reports section under Projects in the Setup page for All Workspaces, mouse over the name of the report, and click the “Rename” link. Make changes and click “Enter”.

To reorder saved reports, click the Custom reports section under Projects in the Setup page for All Workspaces, then use the arrows to the left of the report names to drag and drop a report and change its order.

To delete or disable (hide) a saved report, click the Custom reports section under Projects in the Setup page for All Workspaces, click the “disable” link to hide the report and “enable” to display the report. To delete, click the delete link and follow the instructions that appear.

Critical Path

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. To use critical path, check the “Show critical path” box at the bottom right of the Task List or Gantt Chart. Workzone will then dim out any tasks that don’t contribute to the end date of the entire project, leaving highlighted the tasks that, if their dates were adjusted, would manipulate the end date of the entire project. To remove the highlighting and dimming out effect of displaying critical path, uncheck the Show critical path box in the bottom right.

Single Sign-On (SSO)

SSO allows your company’s employees to sign into Workzone automatically via a trusted identity provider that you have connected to Workzone. Users log into the company’s identity provider and then can directly enter Workzone without entering their email address and password.

SSO provides benefits in the maintenance of user accounts by making it easy to shut off users who have left the company.

SSO is also convenient for employees, who do not have to remember a unique password for Workzone.

API

Workzone has a robust API (Application Program Interface) which allows customers to access Workzone information from external sources.

From Google and Slack to Salesforce and Tableau, Workzone can connect with the apps your team uses and loves. With our robust API, you can integrate your work in Workzone with the other leading tools in your team’s tech stack, even home-grown programs.

Check a project’s status, get your to-do list or grab time tracked on projects for use in your accounting software. Workzone makes it simple using standard API calls and clear documentation.

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