Projects

FlexiProject is a comprehensive project management tool that allows you to define key details like name, deadlines, and budget. It lets you tailor your approach with features suitable for both simple tasks and strategic initiatives.

Each project comprises tasks and milestones, outlining the project’s goals and phases. The system enables you to establish task relationships, allocate resources, log work hours, and track progress. It also aids in managing project risks and provides communication tools for document sharing and discussions. Additionally, FlexiProject generates reports on progress, resources, and costs, useful for managers and stakeholders.

Project List View

The main project list allows you to organize data by business units using Workspaces. This helps maintain a clear structure in complex organizations:

Workspace Column: Identifies which Workspace the project belongs to (visible only if multiple workspaces exist).
Filtering & Grouping: You can filter or group the list by Workspace to visually separate projects assigned to different operational areas.

Add a new blank project

Adding a new, empty project allows you to create a project that does not contain data. With this option, you can plan a project with an individual character. To create a new blank project, follow the steps below:

Go to the Projects module in the main menu.
Locate the New Project button and click it. A list of options will show up.
From the list, select the Blank option. New window will open.
In the window, enter your project’s name and select the Workspace.

Note: Selecting a workspace is mandatory. If you are assigned to only one workspace, it will be selected by default.
On the next page, select the functionalities you want to activate for your project. Then click the “Add” button.
The selected functionalities will create a new, empty project. The project will open on Schedule tab.

For more information, refer to Project functionalities.

Add a new project from a template

A premade design template can significantly streamline your work if you frequently work on projects with similar or repetitive tasks. Project templates come with predefined tasks, deadlines, and functionalities, allowing you to create new projects swiftly based on established structures.

To create a new project from a template, you must have previously created at least one project template. For more information refer to Create a project template.

To create a new project from template, follow the steps below:

Go to the Projects module in the main menu.
Locate the New Project button and click it. A list of options will show up.
From the list, select the From template option. New window will open.
In the window, select the Workspace first. Then enter your project’s name and select the proper template.

Important: You will only see templates that are assigned to the selected Workspace.

Consider Working Days! Remember that the project’s end/start date will be adjusted based on the working days you select in the next step.
Specify Working Days by selecting appropriate days of the week.
If the day is highlighted in blue, it indicates it has been selected as a working day.
The start date and end date of the project will be adjusted based on the chosen working days.
On the next page, select the functionalities you want to activate for your project. Then click the Next button.

For more information refer to Project functionalities.

On the next page, you’ll see a preview of the project schedule displayed on a Gantt chart.
Finally, click the “Add” button. The selected template, name, dates, and functionalities will create a new project. The project will open on Schedule tab.

Import project from Microsoft Project

You can quickly move your project from Microsoft Project to FlexiProject. It’s a time-saver and keeps your data consistent.

To create a new project from an MPP file:

Go to the Projects module in the main menu.
Click the New Project button and select the From Microsoft Project option.
Enter the name of the project and select the target Workspace.
Attach the .mpp file by dragging and dropping or selecting a file from your disk.
Click Next to proceed to the Data Mapping step.
Map the columns: Ensure that columns from your MS Project file (Name, Start, Finish, Predecessors) are correctly mapped to FlexiProject attributes.
Click Next.
Select the functionalities you want to activate for your project and click Add.

For more information refer to: Project functionalities.

The system will create a new project based on the imported schedule. Note that the system optimizes performance by importing calendar exceptions only for the relevant period (2 years before start and 2 years after the project end).

The system will create a new project based on the imported schedule, name, and functionalities. The project will open on Schedule tab. If there are any differences from the source file, a separate screen will appear and highlight these changes.

Import project from Microsoft Excel

This feature lets you swiftly move projects from other systems by exporting data to Excel files. If you have project data in an Excel file, you can import it into FlexiProject. This avoids manual data entry and keeps your information consistent.

Go to the Projects tab in the main menu.
Locate the New Project button and click it. A list of options will show up.
From the list, select the From Microsoft Excel option. New window will open.
Enter the name of the project and select the target Workspace.

(Auto-filled if you have access to only one workspace).
Attach a file containing project data. You can do this by dragging and dropping, or selecting a file from the disk.
Click the “Next” button.
A page showing the data from the imported file will be displayed.
Define the data in each column. Click the box at the top of each column and select from the drop-down list the data type the specified column contains.
Select the “Skip” option if the column does not contain needed data, or you do not want to import it.

If necessary, change the format of the entered date. To do this, click the calendar icon to the right of the Start or End column header to open a window for defining the date format.

In the Date Format field, enter the appropriate date format according to the instruction.
On the next page, select the functionalities you want to activate for your project. Then click the Add button.

For more information refer to: Project functionalities.

A new project will be created based on imported data, name, and functionalities. The project will open on Schedule tab.

Customize project attributes

To edit project attributes click gear icon next to the project name and select “Information”.

Edit project avatar

In the project settings side panel locate project’s avatar
Click the pencil symbol in the corner of the project avatar to open the file selection window.
Search for and select the image file you want to set as the project avatar, then confirm your selection.
The selected graphic will appear in the Avatar section.
Your changes will be automatically saved.
The project’s avatar will display next to the project name at the top of the Settings/Information tab and wherever the project is visible in FlexiProject, such as in the project list, portfolio, and reports.

Edit project name

In the project settings side panel click the Name field and edit the project name.
Click outside the name field. The changes will be automatically saved.

Edit project description

In the project settings side panel click the Description field and add or edit the project description.
You can customize style, add attachments and graphics to the description.
Click outside the description field. The changes will be automatically saved.
After saving, an information icon will appear next to the project name. Hovering over it will display the project description.

Edit Project Workspace

In the project settings side panel, locate the Workspace field. This field shows the current assignment. You can move the project to another workspace by selecting it from the list (provided you have access to the target workspace).

Project functionalities

Every project includes a schedule the fundamental element of project planning and execution. Besides the schedule, you can utilize various functionalities within the project.

Project Dashboard: Display a summary of the project status, including progress, budget, risks, deliverables, resources, and working time.
Budget: Enable the planning and monitoring of project costs, such as resource costs, external costs, and indirect costs.
Risks: Identify and manage potential project risks, such as delays, quality issues, scope changes, or conflicts.
Products: Allow the definition and tracking of project deliverables such as documents, software, hardware, or services.
Resources: Facilitate planning and allocating people, equipment, and materials to project tasks and tracking their availability and workload.
Working Time: Record and controls the time users spend on project tasks.
Scoring: Evaluate and compares projects based on various criteria, such as profitability, risk, or compliance.
Reviews: Plan and conducts regular assessments of project status, such as preliminary, midterm, and final reviews.
Project Charter: Create and share’s charter of your project, including critical information like purpose, scope, schedule, budget, risks, and deliverables.
Chat: Communicate with project participants, exchanges messages, files, and links, and creates topic channels.

You can customize the availability of these functionalities according to the project’s requirements and needs, either during project creation or at any later time. Remember, turning off a feature does not remove the associated information from the system. You can reactivate them at any time. To adjust the availability of the project’s functionalities, follow these steps:

From the tab bar menu, select Settings / Functions. A window will open, displaying a list of available functionalities.
Check or uncheck the appropriate boxes to turn the functionalities you want on and off.
Click the “Save” button.
Your selection will adjust the list of available tabs (functionalities) in the project.

Please note that enabling and disabling features does not delete information associated with them. For example, if you want to remove a budget from your project, you must first manually remove all budget items and then disable the feature in the project.

Clone the project

Cloning allows you to create a new project based on an existing one. The new project will inherit the same settings, functionalities, and tasks as the source project. Still, it won’t contain individual data such as the project plan, budget, risks, products, resources, work time, scoring, reviews, project charter, or chat. You can clone a project at any point during its execution if you need to create a similar or analogous project.

Open the project You want to clone
Click gear icon next to the project name and select “Clone”.
In the window that appears, enter a name for the cloned project and click Clone

The system will create a new project based on the source project and go to the Schedule tab of the newly created project.

Favorite projects

Adding to favorites enables you to create a personalized list of projects you’re currently participating in, or that are essential to you for other reasons. This list allows direct access to a project, bypassing the need to go to the Projects tab.
You can add and remove projects from favorites from the project list or within a project.

Add and remove a project from favorites

To add a project to your favorites, you have two options:

Go to the Projects tab. When you hover over a project line, an asterisk will appear. Click it to add the project to your favorites.
Open the selected project. When you open a project, an asterisk will appear next to its name. Click the asterisk to add the project to your favorites.

To remove a project from your favorites, click the star next to the project again. An empty star indicates that the project is not added to favorites, while a yellow star signifies that the project is in favorites.

After adding the first project to favorites, the Favorites tab will appear in the tab menu. You can expand and collapse this tab using the arrow. The Favorites tab will remain hidden if you don’t have any favorite projects.

Archive and restore the project

When you archive projects that have been completed or are not currently active, they become hidden in the project list by default, and users stop receiving notifications about them. You can view archived projects by applying the “Show archived” filter. If needed, you can also restore an archived project.

Archiving the Project

Open the project You want to archive
Click gear icon next to the project name and select “Archive”.
The Archive option will change to a Restore option. The system will then hide the project in the project list and stop sending notifications about it to users.
The archived project is marked with an icon next to the project name

Restoring an Archived Project

Open the archived project You want to restore
Click gear icon next to the project name and select “Restore”.

The Archive option will change to a Restore option. The system will then show up the project in the project list. Project notifications will be sent to users

Delete the project

The Delete function allows you to remove a project from the system permanently. This action is irreversible and will eliminate all project-related items visible elsewhere in the system, such as budget items, project charters, risks, and deliverables. You should only delete a project when you’re sure it’s no longer necessary.

Open the project You want to delete
Click gear icon next to the project name and select “Delete”. Confirmation window will open
Enter the name of the project and click the Delete button.
The system will permanently remove the project and all related elements.