How-To

Project files / docs

You can find the project docs or files in the details of a project under the tab Docs.

You can easily add files here using the green button, the large button if your project has no files yet, or by simply dragging one or more files into the awork window from your computer.

Files that are attached as comments in the project will automatically appear in the project files.

Files from tasks also appear here automatically. By clicking on the task name below the file name you can see to which task the file belongs and jump directly to it via the link.

The files can be grouped and sorted as you like, so that you can find the best way for your work.

To see the tasks of a project, your permissions role needs read permissions on the project details. For the files in tasks, you need read permissions for the tasks. To delete them, you need write permissions.

Create Projects

When you log in to awork for the first time, we will guide you through the process to create your first project. Afterwards there are some options to create a new project:

  1. Global add button

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  1. Dashboard Widget

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  1. Project Overview

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     4. Main Menu

 

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Creating a project

When creating a project, you need to select a project type. If done, you can add basic information to your project:

  • Project Name
  • Description
  • Start Date
  • Due Date
  • Customer (You can add a new one if you would like to)
  • Planned Effort
  • Tag
  • Team

Now you just need to select the status for your project and click on create. If you check "Navigate to project" you will be forwarded to your new project.

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Project Overview

To get to the project overview navigate to "Workspace" / "Projects". You have the option to show

  • All projects
  • Projects that are in progress
  • Projects that are done

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Within each view projects are ordered by project status. You can perform the following actions

  1. Click on the project to go to the project details
  2. Start a time tracking timer for a project
  3. Edit project
  4. Change proejct status
  5. Change project type
  6. Delete the project

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If you are in the project details you can easily get the project overview back by clicking on the “Projects” Button (1). If you want, you can lock the list on your screen, so that it stays expanded (2).

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Pin projects

You can pin your most important projects to the menu. This way they will stay always on top of your list.

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Project Details

Detail Page

You can set the following things in the project details:

  1. Name
  2. Description
  3. Tags
  4. Change the status
  5. Enable/Disable Notifications
  6. Edit / delete the project and change project type
  7. Track time
  8. See Deadline
  9. See Tracked Time
  10. See number of finished tasks
  11. Project Progress (Switch between Progress by finished tasks or tracked time)
  12. Customer
  13. Project Team

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While editing the project you can also edit the following parts:

  • Name
  • Description
  • Due Date
  • Client
  • Team

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Activity Log

The activity shows you everything that has happened in your project. But you can also comment on your project, upload / download files within the comments or tag your team members via the @ Button.

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Project Tasks

Within the project tasks you have multiple options to view your tasks

  1. Lists
  2. (Kanban-) Board
  3. Timeline

To switch between the views, just click on the button on top. The tasks are the same in each view, so you can work in the view that suits you best. 

Tipp: awork will remember the view that you selected the last time for each project individually. 

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Project Task - Lists

To organize yourself within your project you can create lists that are like a container for your tasks. 

Create task lists

To create a new task list, you can either click on the "+" button or move your mouse to the position where you want to create the task list. Now there will be an option to create a new list, that you just need to click. Afterwards you can type the name for the list.

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Reorder task lists

You can reorder task lists by drag & drop or with the Manage task lists option. 

You can also move tasks between lists via drag & drop.

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Quick actions

Some task actions can be performed directly from the list view:

  1. Change the task status
  2. Move the task to another list
  3. Set a deadline
  4. Start the timer for a task
  5. Change the assignee
  6. Edit further details

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Show Progress

If you hover over a list it shows it's progress. There are two options for the progress calculation. You can switch between them by clicking of the progress.

  • Done Task / Overall Tasks
  • Tracked time / Planned Time

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Hide or archive lists

You can hide lists by clicking on the arrow in the top right corner.

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If a list should not be shown at all, you can archive it. Click on Manage tasks lists. By clicking on the three dots you will have the following options:

  • Archive list
  • Delete List (tasks will be move to without list)
  • Delete all tasks from a list

If you choose to archive the list, the list will not show up in your project anymore, but you can reactivate it at any time. If there are still open tasks in your list, you need to choose one of the following options:

  • Move the tasks to another list
  • Move the tasks to without list
  • Set tasks to done
  • Delete tasks

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Lists on large screens

On large screens, your task view expands with several columns that give you even more information about your tasks at first glance.

In addition, a minimap is displayed on the right side of the screen, providing a bird's eye view of all tasks and lists. Here you can quickly see where you are with your view and can navigate to the task lists by clicking on the respective area of the minimap.

Open task details

The easiest way to interact with multiple tasks is just clicking on the name of the task. awork will give you a split screen view where you can easily work within the task details and switch between tasks. You can find more information about how to create / manage task via lists here.

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Import tasks bundles

You can import predefined task bundles into your project. You will find more information how to do it here.

Project Tasks – Board

The board enables the Kanban view for your project. You have different columns according to your project statuses and can move tasks between columns by drag & drop or via a change of the task status. If you change the tasks status in another view (e.g. list or timeline) it will switch the column, too. 

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Add new columns

You can add new columns by clicking on an empty column and move them by drag & drop.

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Edit tasks

You can change the assignee and the deadline of a task directly in the card with a click on the progress  icon. 

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You can edit even more task details - like subtasks or activity log - by clicking on the tasks name.

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Grouping by list/user

You can group your board by list or user to get a better overview of your tasks.

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Presentation mode

If you click the presentation mode icon, awork just shows the most important information (task name, description, picture) on the board. This helps to get a much better overview of the board. 

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Project Tasks - Timeline (Premium)

You can plan the sequence of your tasks in the timeline view. All tasks that are not planned are in the "tasks to plan" section on the right. You can position tasks everywhere on the grid. Each task shows you the name and the assignee. The color of the task shows the status (Blue = To Do, Yellow = In progress, Red = Stuck, Green = Done). 

To move in the timeline you can scroll indefinitely from left to right and from top to bottom. Today is marked with a yellow dotted line.

Create new tasks

There are different ways to create new tasks:

  1. Drag & Drop
  2. From tasks to plan
  3. "+Button"
  4. Import tasks bundles

1. Drag & Drop

The easiest way to create new tasks in your timeline is by simply dragging over the timeframe you want to set. Now a pop-up appears where you can set the name and more details.

Tipp: If you create a new task via drag & drop, awork will set the the start time to 08:00 am on the first day and the end time to 06:00 pm of the last day. Of course you can change this if you want.

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2. From tasks to plan

Existing tasks without a start or end date will be listed in the "tasks to plan" section on the right. From here tasks can be dragged into the timeline. You can also create new tasks here, just start typing next to the "+" icon. 

Tipp: If you drag a task into the timeline, awork will set the the start time to 08:00 am on the first day and the end time to 06:00 pm of the last day. Of course you can change this if you want.

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3. "+Button"

The "+button" gives you the option to create new task lists and new tasks. Creating a new task shows the normal task creation modal. You can find more details here.

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4. Import task bundles

If you click the import button you can import a task bundle. The task will be listed in the "tasks to plan" section on the right and can be dragged into the timeline.

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Create a milestone

You can create milestones by clicking on a date in the dateline. A pop-up appears in which you can set the name, date and color for the milestone. If you save the milestone, the date will be marked by a line in the color you selected. So you can easily see when the next milestone in your project comes close.

Tipp: Milestones are only visible in your timeline. They do not appear in lists or the board

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Move tasks / Change the duration of tasks

To move a task just grab it and move it to the spot you want. You can change the duration of a task by grabbing the start or end and just dragging it to the right length. Another way to do both operations is to open the task details and change everything there. 

Note: If you set own start and end times awork will keep these if you move a task as a whole. If you just change (drag) the start to another day, the start time will be changed to 08:00 am. If you just change (drag) the end to another day, the end time will be changed to 06:00 pm. 

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Open task details

To open the task details just click on a task. You will find an overview of everything you can edit here.

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Link tasks to each other

To link tasks to each other just grab the arrow at the and of a task and drag it onto the task you want to link it with. You can delete the link if you hover over the arrow and select the "x" that appears.

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Minimap

To keep an overview of your timeline there is a minimap at the bottom of the page. Clicking at a point of time in the minimap will lead a jump to the selected point in time on the timeline. 

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View Settings

There are different view settings to easily navigate the timeline in awork. You can do the following things:

  1. Zoom in and out
  2. Jump to today
  3. Search for tasks, users or days

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Project - Settings

You can set the basic settings for the project in this module.

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Configure task status (board columns)

Here you can set task status for the project. This does not affect the default status set in the project type.

Autopilot

Here you can activate or manage the autopilot.

Integrations

Here you can manage or add integrations to your project.

Automations

Here you can manage or add automations to your project.

Team Planner

With our Team Planner, you have the option to work across projects in different views:

  • Projects
  • Team

The project view focuses on the projects and the tasks of the projects. The duration of the project is from the start of the first task to the deadline of the last task. 

The team view shows all tasks on a user basis. This view is perfect to do weekly team planning and to see who does what.

Plan Projects

Select Projects & Users

The first step is to select the projects you want to see in the Team Planner. You can change them at any time in the filter menu on the right. It is also possible to filter for users there. 

You can open or close the filter to see more of your projects at any time.

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Project Details

The Team Planner shows all selected projects. The purple bar shows the duration of the project from the start of the first task to the deadline of the last task. Additionally, the project deadline and all milestones are shown.

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If you click on a project it opens and you see all users and their tasks in the project. At the bottom of each project is a lane with unassigned tasks. The order of the tasks within a lane (from top to bottom) is set automatically and cannot be changed. 

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Work with Tasks

You can create new task by just drag & drop in a user's or the unassigned lane. 

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Tasks can be moved by dragging them. You can change the duration by pulling them at the start or the end. 

You can move tasks between users via drag & drop.

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A click on the task's name opens the task details. Here you can edit elements like status, subtasks, comments, etc.

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Plan Team

Select User & Project

The first step is to select the users you want to see in the Team Planner. You can change them at any time in the filter menu on the right. It is also possible to filter for projects there. 

You can open or close the filter to see more of your projects at any time.

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User Details

The Team Planner shows all selected users. The blue area shows the workload of each user on any given day. The workload is calculated by the planned effort in all the tasks that are assigned to the user. The planned effort will be evenly distributed over the duration of the tasks. The effort for done tasks is always zero, so that they are not affecting the resource planning.

Example: A task starts on Monday and ends Friday with a planned effort of 10h. awork then calculates 2h effort for each day. 

The shaded days are absent days of the user is.

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If you click on a user you will see all projects and tasks of that user in the project. The order of tasks within a lane (from top to bottom) is set automatically and cannot be changed. At the top of each user is a lane that shows if a user is absent. You can create new absences by drag & drop. Absences can only be set for a whole day.  

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Work with Tasks

You can create new tasks by just drag & drop in a user's lane.

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Tasks can be moved by dragging them. You can change the duration by pulling them at the start or the end. 

You can re-assign tasks to other users by clicking on the user icon in the task.

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A click on the task's name opens the task details. Here you edit elements like status, subtasks, comments, etc.

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Project Times

The project times show you all times that got tracked on a project. Time trackings from timers that are still running do not show up here.

On this page you can

  1. Switch between day or week view
  2. Switch between month
  3. Set filters
  4. Edit or delete entries

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Autopilot

Does the project run as planned? Are we still within the planned timeframe? Do we have enough resources? Instead of thinking about this questions you can let awork's autopilot handle these things. As long as the autopilot does not sound any alarm, everything is fine. The autopilot will inform you, if your planned effort or a deadline will be exceeded.

The autopilot is a row of smart mailings, which will help the project manager and the project team to stay informed about their projects. We differentiale between mails for the project responsible and the project team. The team will get information about their upcoming and urgent to-do's while the project manager (responsible user) will be supportet for his main task: The management of the project.

Set your projects on autopilot

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When you create a new project, awork will ask you if you want to activate the autopilot. If you do so, you have the option of using the agile or pre-planned mode.

If a project does not have a fixed timeframe you should select the agile mode. For this type of projects the available time of the team and the done tasks are more important that fixed deadlines for tasks (e.g. using Kanban or Scrum). The pre-planned mode works best, when you have fixed deadlines and responsibilities and if you work with milestones and gantt-charts.  

Because the person that is responsible for the project will receive a different set of emails, it's important to set the responsible user in the project team. 

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Settings for the autopilot

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If you click the awork bot within a project, you will open the options for the autopilot. You can activate or deactivate the autopilot at any time. Furthermore you can switch between agile and pre-planned mode.

You can also select the alternations that should be triggered by the autopilot.

Messages

Project Responsible

Messages for the project responsible user show, depending on the message the following information at the top:

  • Due date of the project
  • Open tasks
  • Time tracked
  • Remaining effort
  • Reming budget in days

The main content, e.g. open tasks for a team member shortly before the project is due will be directly below.

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There are the following messages:

New project

Pre-planned mode

  • Reminds the project manager of the project planning to-do's
  • Appears when a project was created and not all necessary steps are done 

Agile mode

  • Reminds the project manager of the project planning to-do's
  • Appears when a project was created and not all necessary steps are done within a day

Project started

Pre-planned mode

  • Informs the project manager that the project is started and the team briefing message has been send
  • Appears when the project is set to a project status In Progress (yellow)

Agile mode

  • Informs the project manager that the project is started and the team briefing message has been send
  • Appears when the project is set to a project status In Progress (yellow)

Project not yet started

Pre-planned mode

  • Informs the project manager that there is a project that has a team, planned tasks but is not set to status In Progress (yellow) yet.

Agile mode

  • Informs the project manager that there is a project that has a team, planned tasks but is not set to status In Progress (yellow) yet.

Project behind schedule

Pre-planned mode

  • Shows the tasks that are behind schedule 
  • Shows tasks that should have started, but aren't started yet
  • Shows done tasks that have led to the delay

Agile mode

  • Shows the tasks that are behind schedule 
  • Shows tasks that should have started, but aren't started yet
  • Shows done tasks that have led to the delay
  • The schedule for agile projects is a linear burndown of all tasks. If the project is behind this, the messeage will be triggered

Project behind budget

Pre-planned mode

  • Shows tasks which tool longer than expected (planned effort vs tracked time)
  • Also include done tasks that took longer than expected
  • Triggers when the estimated needed budget is bigger than the open budget

Agile mode

  • Shows tasks which tool longer than expected (planned effort vs tracked time)
  • Also include done tasks that took longer than expected
  • Triggers when the estimated needed budget is bigger than the open budget

Project due soon

Pre-planned mode

  • Shows tasks with a long planned effort that have not started yet
  • Shows overdue tasks
  • Shows tasks which exceed the planned effort and are not done

Agile mode

  • Shows tasks with a long planned effort that have not started yet
  • Shows overdue tasks
  • Shows tasks which exceed the planned effort and are not done

Project budget reached soon

Pre-planned mode

  • Shows tasks with a long planned effort that have not started yet
  • Shows overdue tasks
  • Shows tasks which exceed the planned effort and are not done

Agile mode

  • Shows tasks with a long planned effort that have not started yet
  • Shows overdue tasks
  • Shows tasks which exceed the planned effort and are not done

Project overdue

Pre-planned mode

  • Shows tasks with a long planned effort that have not started yet
  • Shows overdue tasks
  • Shows tasks which exceed the planned effort and are not done

Agile mode

  • Shows tasks with a long planned effort that have not started yet
  • Shows overdue tasks
  • Shows tasks which exceed the planned effort and are not done

Project over budget

Pre-planned mode

  • Shows tasks with a long planned effort that have not started yet
  • Shows overdue tasks
  • Shows tasks which exceed the planned effort and are not done

Agile mode

  • Shows tasks with a long planned effort that have not started yet
  • Shows overdue tasks
  • Shows tasks which exceed the planned effort and are not done

Project finished

Pre-planned mode

  • Information that a project is set to project status Done (green)

Agile mode

  • Information that a project is set to project status Done (green)

Project set to stopped

Pre-planned mode

  • Information that a project is set to project status Cancelled (red)

Agile mode

  • Information that a project is set to project status Cancelled (red)

Project abandoned

Pre-planned mode

  • Information that there have been no activities in a project for more than 14 days

Agile mode

  • Information that there have been no activities in a project for more than 14 days

Project Team

Messages for the project team always show the due date, open tasks and remaining effort for each project on top of the mail. The main content, e.g. open tasks for a team member shortly before the project is due will be directly below.

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There are the following messages:

New project started

Pre-planned mode

  • Shows the users upcoming tasks in the project
  • Appears when the project is set to a project status In Progress (yellow)

Agile mode

  • Shows the top 5 tasks for the project (by planned effort) or first 5 tasks, if there is no planned effort yet
  • Appears when the project is set to a project status In Progress (yellow)

Project behind schedule

Pre-planned mode

  • Shows critical tasks for the user (overdue tasks)

Agile mode

  • Shows critical tasks for the project, not by user

Project due soon

Pre-planned mode

  • Show open tasks for the users

Agile mode

  • Shows open tasks in the project

Project cancelled

Pre-planned mode

  • The information for the team, that the project is cancelled
  • Appears when the project is set in a project status with the type Cancelled (red)

Agile mode

  • The information for the team, that the project is cancelled
  • Appears when the project is set in a project status with the type Cancelled (red)

Project finished

Pre-planned mode

  • The information for the team, that the project is finished
  • Appears when the project is set in a project status with the type done (green)

Agile mode

  • The information for the team, that the project is finished
  • Appears when the project is set in a project status with the type done (green)

Client overview

Clients help you to easily see for whom you are doing a certain project. This is also a good way for your team to see if you are working on an internal or external project. Furthermore you will find an overview about all projects for a certain client in the detailed client view.

To see the client overview nagivate to "Workspace" / "Clients". On this screen you can create new clients (1) or edit / delete (2) existing clients. 

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If you click on a clients name you will be forwarded to the clients detais. Here you have an overview about all the contact information (1) and the active projects (2) of this client. You can also switch to the overall project overview (3) for the client to filter for certain projects and see inactive projects, too. 

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Create a new client

You can create new clients either through the global add button or in the client overview. If you start typing your client's name, awork will recommend you the company name. You can either go with our recommendation or decide to put in the information yourself. You will also be able to set an industry sector for each client.

You can also set a logo and contact information like phone numbers, email and postal addresses for each client.

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You can access the client's details by clicking on the name in the client overview or via search.