Project management

Project settings open from the cogwheel next to the project name. The menu contains Information, Project roles and permissions, Functionalities, Clone, Create project template, Archive (Restore once archived) and Delete. The menu is visible to users who are allowed to change project settings, usually the project manager and administrators.

Some items need extra permissions: Clone requires the right to create projects in the workspace, Create project template requires the right to manage project templates, and Delete requires the right to delete projects in the workspace. Roles and permissions are described in Project permissions.

Project information

The Information panel opens from the project settings menu. Changes are saved automatically when you click outside the field you are editing.

• Avatar – change the picture with the pencil icon in the corner of the avatar. The avatar is shown next to the project name and on the project list, in portfolios and in reports.
• Name – edited in place. An empty name cannot be saved; the previous value returns.
• Description – a rich text editor where you can format text and add images and attachments. After saving, an information icon appears next to the project name and shows the description on hover.
• Project status – pick a status from the list defined in your organisation.
• Workspaces – see Project workspaces.
• Project attributes – values of the attributes an administrator added on the Attributes tab (see Project attributes).

Attributes of type Function are read-only – the value is calculated from a formula. An attribute with a description has an information icon with a tooltip next to its name.

A Date attribute can be linked to a schedule item. Click the date field to open the Select date window with two options: Select from calendar (a date typed in manually) and Link with schedule element. With the second one, choose a task or milestone and its Start date or End date. The linked date changes together with the schedule, and the field shows a chain icon with the tooltip Date derived from schedule item.

Project functionalities

The Functionalities item opens the Project functionalities window, where you choose which tabs are available in the project. Dashboard and Schedule are always on. The other modules are Budget, Risks, Products, Resources, Time tracking, Scoring, Baseline, Reviews, Project charter, Chat and Files.

A module appears in the project when it is switched on for the organisation (in System settings) and ticked in the project functionalities window. After you click Save, the page reloads and the project tabs change.

Switching a module off only hides its tab. The data stays in the project and returns when you switch the module on again.

Cloning a project

Cloning creates a new project based on an existing one.

1. Open the project you want to clone.
2. Click the cogwheel next to the project name and choose Clone.
3. Enter the Name of the new project (by default the source name followed by – copy) and choose the Workspaces.
4. Click Clone. The schedule of the new project opens.

The scope of cloning is fixed:

• Copied: the schedule with dependencies (without tasks synchronised from Jira), resource allocations, the budget (items, forecasts and actuals mapping rules), risks, products and the attachments of these elements. Element owners stay the same.
• Reset: task progress goes back to zero. Schedule and budget baselines are removed, budget actuals are not copied, risks get the status Identified, and comments on risks and budget items are removed.
• Not copied: permissions and roles (the person who clones becomes the only project manager), portfolio membership, the Jira integration, the scoring template, the project status (the new project gets the first status on the list), chat, reviews, baselines, project charters and time tracking.

Cloning requires the right to create projects in the workspace. A project can also be saved as a pattern – see Creating a template from an existing project.

Archiving a project

Archiving moves a finished or inactive project out of the way. An archived project disappears from the default project list and shows up when you switch on the Show archived filter (see Project list). An icon with the tooltip Archived appears next to the project name. The project can still be edited.

1. Open the project.
2. Click the cogwheel next to the project name and choose Archive.

To bring a project back, open the archived project and choose Restore from the cogwheel menu. The project returns to the default list.

Deleting a project

Deleting a project cannot be undone. The schedule with its history and dependencies, resource allocations, approvals, budget, risks, products, permissions, comments, notifications and favourites are removed permanently with the project. The project is detached from strategy goals, programmes and unfinished reviews. Finished reviews keep their data. Time logged on the deleted tasks stays registered.

1. Open the project.
2. Click the cogwheel next to the project name and choose Delete. The Delete project window opens with the message Deleting a project will delete all its elements. This operation is irreversible. Are you sure you want to delete the project?
3. Type the project name in the field Enter the name of the project to continue. Letter case does not matter. A wrong name triggers the message Invalid project name.
4. Click Delete.

Note: you can delete only projects for which you have the right to delete projects in the workspace. Without that right the Delete item may still be visible, but the deletion fails. If a project only needs to disappear from the list, archive it instead.

Project workspaces

A project belongs to one or more workspaces. When you create a project, choose at least one workspace where you may create projects. You change workspaces later in the Information panel, in the Workspaces field. Adding a workspace and removing a workspace are separate changes, and each requires the right to change projects in that workspace. The last workspace of a project cannot be removed.

The Workspaces field is visible only when the organisation has more than one workspace. After the workspaces change, project attributes adjust to the new set of workspaces. The workspace also decides who sees the project on the list and who can edit it.

Workspaces are described in Workspaces, and user permissions per workspace in Users.