How-To

Workspace

What is a Workspace?

A workspace is a group of people working with awork to manage their work. Usually it will comprise of the people that work together with you at the same company.

If you register for awork, you will be asked to create a workspace within the registration process. All you need to do is to enter your colleague's email addresses and names.

Of course, you can be part of multiple workspaces with your awork account and switch workspaces within your user profile.

Tipp: If you book a premium subscription, it is tied to the workspace not to your personal account.

How can I invite team members?

You can invite your workspace during setup or at any point later on. Just go to "workspace" / "Users" and invite your workspace.

What can I change about my team?

To make awork your own you can change the name and the logo of your workspace within "Settings" / "workspace ". Furthermore you can set a custom URL if your team booked the enterprise plan.

You can also import data into your workspace here. 

 

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Project Types

It is important to keep an overview over projects. Therefore you can classify them via project types and know directly what kind of project it is. Furthermore, all the information like status, role and task bundles are related to the project types. Creating a project you can easily import all this information by the choosing the type.

How can I create project types?

To create a project type, you to go to Settings / Project. Here you will find all your existing types and you can create new ones.

This will open a pop-up where you can name the type, write a short description and select a nice little icon. When you let the check mark in "Navigate to type" set, you will be forwarded to the type details, when you save it.

Within the details page you can add project status, task status and task bundles to your project type.

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Creating a project status

When creating a project status you just need to put in a name and match it to a project phase. You can set the following project phases:

  • Planning
  • Progress
  • Canceled
  • Done

Keep in mind that task from projects in the phases planning, canceled and done will are not shown within My Tasks and the project will not be shown in the dashboard. 

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Create task status

If you create a new task status you need to set the name and the type. You can also select a logo. This helps to differentiate the status, if you have more than one status with the same color.

The colors stand for the following task status types:

  • Blue (To-Do): Tasks you are not working on, e.g. backlog tasks
  • Yellow (In Progress): Tasks you are actively working on
  • Red (Stuck): Tasks you cannot work on because of an obstacle 
  • Purple (In Review): Tasks waiting for superior or client
  • Green (Done): Tasks you finished

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Adding a task bundle

Just select the task bundle you want to add to your project and choose in which status it should be added. This comes in handy if you need certain bundles only at a later time in you project. You can, of course, add as many task bundles as you want to a project type. These will show up as lists in you project.

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Add automations

You can also add automations to your project type. Just click the + symbol and select your trigger and action. You can find more information about automations here.

The automation will only be added to newly created projects. To add the automation to existing projects you need to go to the project settings.

You can add multiple automations to one project type.

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Task Bundles

Task Bundles help you to organize your projects even better. If you need a set a predefined task for your projects, you can just create task bundles which will later be added as lists to your project. This is also your option to create standard projects plans by connecting task bundles with a project type.

There are two ways to create task bundles in awork:

  1. Create task bundles on your own
  2. Import from our library

Create tasks bundles on your own

Go to settings - Task Bundles. Not click on "Add Task Bundle". You just need to enter a name, description and assign a logo. 

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Now you can add task lists and task, just as you do in a project.

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Clicking the three dots next to the task gives you the option to edit the task details. You will have the following options:

Furthermore you can set the start date and the deadline for a task in reference to the time the task gets created (as in "added to a project"). When setting both start date and deadline the task will show up in the timeline.

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Import from our library

Go to Settings - Task Bundles. Now choose the option "Templates from awork". A windows with our task bundle library will open. You can import them to your workspace via the small arrow or click on the to see the details.

 

The detail page describes the task bundles and gives you the option to read our blog article for that bundle. You can also see all lists and tasks in details and import the bundle into your workspace. 

 

Of course you can edit the task bundle afterwards to make it fit your process. 

Edit task bundles

You can edit task bundles at any time. Go to the overview and click on the name You have all the option that are available when creating a task bundle. 

Additionally you can reorder task lists, delete the list or delete all tasks from a list 

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Tipp: If you change a task bundle later on that is already used in projects or project types, it will have no affect on existing projects. 

Add tasks bundles to project types

To connect a task bundle with a project type, click on the three dots in the top right and select "Manage Project Types". Not you can either edit existing connections or create new ones via the "Add to project type" button. 

The next step gives you the option to select a project type an decide in which status the tasks should appear. If you don't select the option "project creation" the task will appear when you switch the project to the selected status. 

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Of course you can add task bundles to you project types from within the project types. We describe how to do it here.

Add task bundles to a project.

If you want to add the task bundle to a single project, and not the project type, just navigate to your project tasks and click on the “Import Task Bundle” Button. Select the bundle you want to add and you are done.

Of course you can use awork's templates here, too.

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Type of Work

The Type of Work describes the basic kind of work that you plan to track your times on (e.g. 'design', 'admin', 'sales') and are available in all reports. This helps you to get a good overview about how you spend your time.

How can I create new types?

To add a new Type of Work navigate to “Settings” / “Type of Work”. Here you can add a new type. You just need to put in a name and select a logo.

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Where can I set the Type of Work

The type of Work is set within a task. The Type of work will now be preselected when tracking times on this task.

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If you don’t track your time on a task you can set it when tracking your time.

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Permissions

 

Permissions help you to set who is allowed to read or manage the different parts (e.g. project details or project settings) within your awork workspace.

Permissions itself are based on global permission roles and project permission roles. The global permission role sets the users' permission for the whole workspace and across projects. The project permission role only applies to the project where the user is assigned to that role.

You can define what each role can do and see. The admin can always see and edit anything in your workspace. The permission management can only be changed by an admin.

 

Global Permission Roles

The global permission roles set your permission for the whole workspace and across projects.

To create a new role click on + Add Role. Now you can enter a name and decide if you want to configure the role on your own or use a preset provided by awork.

You can get more information about how to configure the roles here.

Of course you can edit or delete roles here and you can also reset a role to a preset at any time. If you click on the name you will get to role details. The admin and the guest role can't be edited or deleted. The admin has access to all parts of the workspace. You can find more information about the guest here.

Tip: If you want that a user only has access to certain projects take away his global permissions and just assign him/her to projects via a project role.

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Project Persmission Roles

Project Roles set your permissions on project level. 

To create a new role, click the +Add Role button. Now you can set the name and decide if users with this role can see/edit project details, see/edit project tasks and see/edit project times.

If you click on an existing project role you get to the details.

 

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Assigned Permissions

Here you see a list of all active users in your workspace. You can assign them their global permission role. A user can only have one role.

Tip: You can't move yourself out of the admin role because you would lose access to this page by this.

 

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Permissions: Explanation of the settings

At the configuration of roles, we separate between permissions and menu item visibility. Permissions determine if you can access (manage or read) certain objects, e.g. project tasks. The menu item visibility determines if an item is shown in aworks main menu for a certain role. 

Tip: The permissions are also valid if you try to access awork via our API.

Permissions

Project

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1. Can create new Projects

Active:

  • Users can create projects (no matter what permissions they have for Project Details)

Inactive:

  • Users can't create projects

The user that creates a project will always have all permissions for that project. This permission can't be revoked. 

2. Project Details

Manage:

Read: 

None:

  • Users can't see or edit projects (except if they get permission via the project role)

3. Project Tasks

Manage:

  • Users can create, edit, see and delete tasks in all projects
  • Users can import task bundles into projects

Read:

  • Users can see tasks in all projects, but can't create, edit or delete them
  • Task details can't be edited. I.e. users can't comment on tasks
  • Users can see the aggregated times for tasks and projects

None:

  • Users can't see or edit project tasks (except if they get permission via the project role)
  • Users can create and edit private tasks
  • Users can't see the aggregated times for tasks and projects

4. Project Times

Manage:

  • Users can track times for all projects
  • Users can see, edit or delete all the tracked times in every project

Read:

  • Users can track times for all projects
  • Users can see all the tracked times in every project

None:

  • Users can't see tracked times (except if they get permission via the project role)

User

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1. User Details

Manage:

  • Users can see the user overview
  • Users can deactivate other users
  • Users can edit or delete other users
  • Users can see user details
  • Users can tag other users in the user details
  • Users can assign other users to projects
  • New users can only be created by admins -> Managing Permissions is not enough

Read:

None:

  • Users can't see the user overview or details
  • Users can only assign or tag users in a project from the projects team 

2. User Times

Manage:

  • Users can see, edit and delete the time tracking entries in the user details of other users

Read:

  • Users can see the time tracking entries in the user details of other users

None:

  • Users can't see the time tracking entries from other users

Clients

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1. Client Information

Manage:

  • Users can see clients in the client overview
  • Users can see the client details
  • Users can create, edit or delete clients. 

Read:

  • Users can see clients in the client overview
  • Users can see the client details

None:

  • Users can't see the client overview or details

Settings

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1. Project Settings

Active:

  • Users can create new project types or edit/delete existing ones

Inactive:

2. Task Settings

Active:

  • Users can see, create, edit and delete task bundles in the settings

Inactive:

3. Time Tracking Settings

Active:

  • Users can see, create, edit and delete new type of works in the settings

Inactive:

4. Workspace Settings

Active:

  • Users can see the workspace settings
  • Users can change the name and the logo of the workspace
  • The workspace can only be deleted by admins. Managing Permissions is not enough

Inactive:

Menu Item Visibilty

On this page, you can decide which menu items are available to users in this role. Just click on the eye icon to activate/deactivate a menu item.

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My Work

  • My Tasks
  • My Time Tracking

Workspace

  • Projects
    • This setting is connected with Project Details. If users have no rights there, no projects will be shown in the project list.
  • Users
    • This setting is connected with User Details. If users have no rights there, they won't see Users either
  • Clients
    • This setting is connected with Client Information. If users have no rights there, they won't see clients either.
  • Task Views
  • Time Reports

Settings

  • Workspace
  • Project Types
    • This setting is connected with Project Settings. If users have no rights there, they won't see project types either.
  • Task Bundles
    • This setting is connected with Task settings. If users have no rights there, they won't see task bundles in the settings either.
  • Type of Work
  • Permissions
  • Integrations

 

Permissions: Presets

Presets are pre-defined Global Permission Roles that you can use in the permission management. The following presets are available:

Permissions

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Menu Item Visibility

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Automations

You can automate processes in awork by setting tiggers and actions. You can set automations for a project type or single projects.

Set up automations

Select trigger

First you need to select a trigger which is the event that will start the automation. You can select triggers by category or just use the search to find all available triggers. 

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For some triggers you need to set further conditions. Elements that need such conditions are marked. If you click on the marked element you can either select options or enter your input.

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Tip: Triggers cannot be triggered by other automations. In this case nothing happens.

Triggers will be just triggered once per day in the morning. If you create new automations, that depend on a timeframe, they start triggering the next day.

Select action

Now you need to select your action(s). Again, you can select these by category or use the search to find all available actions. 

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For some actions you also need to set further conditions. Elements that need such conditions are marked. If you click on the marked element you can either select options or enter your input.

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You can set multiple actions for one automation. 

Automations in project types

To add automations to your project type, navigate to the type. Just click the + symbol and follow the steps above. 

The automation will only be added to newly created projects. To add the automation to existing projects, you need to go to the project settings.

You can add multiple automations to one project type.

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Automations for single projects

To create an automation directly in a project, navigate to the project settings and create the automation via the + symbol. Just follow the steps described above. 

The automation will only be added to this project and not to other projects of this type. 

You can add multiple automations to one project. 

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