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.

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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 ".

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 roles, statuses and task bundles to your project type

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Creating a project role

When adding a role you just need to put in the name and select if users within this role get the permissions to either manage, read or are not allowed to do anything for

  • Project Details
  • Project Tasks
  • Project Time Tracking

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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. Keep in mind that the different project phases can influence if tasks from the projects are shown within “My Tasks” or if the project is shown in the project overview.

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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 add of course as many task bundles as you want to a project type. These will show up as lists in you project.

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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 deadline for a task in reference to the time the task gets created (as in "added to a project"). 

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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 part (e.g. project details or project settings) within your awork workspace.

Permissions itself are based on user roles. You can define which pages and permissions each role should have. The admin role is essential and has complete access to everything. You need to be in the admin role to change permissions and manage your awork subscription.

How do I create new roles?

Navigate to "Settings" / "Permissions" to add a new role. All you need to do is put in the name of the role. Afterwards you can drag & drop users from other roles into your new role.

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

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How do I set the permissions for each role?

If you click on the roles name you can set the permissions for the role. Permissions are always separated by the permission itself and if you want to make the menu item visible to the users in that group. For the permission you can decide between

  • Manage
  • Read
  • None

For each section (e.g. projects, tasks) you can either set custom permissions, give all permissions to everyone or nothing to everyone.

Project based permissions can also bet set by project role. You can create / edit projects roles within project types.

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Permissions: Explanation of the settings

While configuring 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 awork's main menu for a certain role. 

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

Project

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Permissions

1. Project Base Info

Manage:

Read: 

None:

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

2. Create Project

Active: Users can create projects (No matter what permissions they have for "Project Base Info"

Inactive: Users can't create projects.

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 cannot comment on tasks

None:

  • Users can't see or edit project tasks (Except if they get the right via the project role)
  • Users can create and edit private tasks

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 the right via the project role)

5. Project Settings

Manage:

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

Read:

None:

  • Users can't see the settings for project types

Menu Item Visibility

6. Project List

Users can see (or not see) the menu item "Workspace / Projects"

This setting is connected with the Project Base Info. If users have no rights there, no projects will be shown in the project list.

7. Project Types

Users can see (or not see) the menu item "Settings / Project Types"

This setting is connected with the Project Settings. If users have no rights there, they won't see project types either.

 

Project Roles

Project Roles are an exception. The user rights linked to a project role only apply to projects on which the user is assigned with this role. More information on the configuration can be found here. 

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1. Project Base Info

Manage:

  • Users can see in "My Projects" and on the dashboard all projects, where the user is in the project team with that role
  • Users can edit the project details for all projects, where the user is in the project team with that role
  • Users can delete projects, where the users is in the project team with that role
  • Users can't create projects if they have no permissions for Project Base Info in the Project section.

Read: 

  • Users can see in "My Projects" and on the dashboard all projects, where the user is in the project team with that role
  • Users can see the project details for all projects, where the user is in the project team with that role

2. Project Tasks

Manage:

  • Users can see, create, edit and delete tasks for all projects, where the users is in the project team with that role

Read:

  • Users can see tasks for all projects, where the user is in the project team with that role
  • Task details can't be edited. I.e. users can't comment on tasks.

3. Project Times

Manage:

  • Users can see, create, edit and delete time trackings for all projects, where the user is in the project team with that role

Read:

  • Users can see time trackings for all projects, where the user is in the project team with that role

 

User

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Permissions

1. User Base Info

Manage:

  • Users can see the user overview
  • Users can deactivate other users
  • User can edit or delete other users
  • User 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 are 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

Menu Item Visibility

3. User List

Users can see (or not see) the menu item "Workspace / User"

This setting is connected with the User Base Info. If users have no rights there, they won't see Users either.

 

Clients

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Permissions

1. Client Base Info

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

Menu Item Visibility

2. Client List

Users can see (or not see) the menu item "Workspace / Clients"

This setting is connected with the Client Base Info. If users have no rights there, they won't see clients either.

 

Tasks

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Permissions

1. Task Settings

Manage:

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

Read:

Menu Item Visibility

2. My Tasks

Users can see (or not see) the menu item "My Work / My Tasks"

3. Task Bundle Settings

Users can see (or not see) the menu item "Settings / Task Bundles"

This setting is connected with the Task settings. If users have no rights there, they won't see task bundles in the settings either.

4. Task Views

Users can see (or not see) the menu item "Workspace / Task Views"

 

Time Tracking

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Permissions

1. Time Tracking Settings

Manage:

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

Read:

Menu Item Visibility

2. Time Tracking Controlling

Users can see (or not see) the menu item "Workspace / Time Tracking Reports"

3. My Time Trackings

Users can see (or not see) the menu item "Workspace / My Time Trackings"

 

Workspace Settings

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Permissions

1. Workspace Settings

Manage:

  • 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 rights are not enough

Read:

Menu Item Visibility

3. Workspace Settings

Users can see (or not see) the menu item "Settings / Workspace"

4. Permission Settings

Users can see (or not see) the menu item "Workspace / Permissions"

5. Type of work Settings

Users can see (or not see) the menu item "Workspace / Type of Work"