Setting up new projects is the easy part. Maintaining projects can get to be cumbersome when a Project Administrator has a lot on their plate. Wouldn't it be nice to be able to distribute some of that work? Let's discuss exactly how to do it.
In the Project Administration menu, click the Team Notes, Project Picture, Useful Links and Project Info link to select roles to assist with maintaining the project.
Team Notes, a.k.a. project bulletin board: Distribute important project updates to the entire project team via posting on the project dashboard and email notifications.
Locate the Team Notes Widget on your Project Dashboard. If you don't see the widget, locate the + Widget button to add Team Notes to your dashboard.
Click the ellipses icon on the widget and choose Add Note.
- Enter your desired message into the Notes field. Keeping in mind that ALL project users can see the Team Notes content.
- Supply a start and end date to dictate how long the note will display.
- Option to check the box to notify all team members via email that there is a new note.
Project Picture: Post a visual representation of the project to help team members and major stakeholders stay abreast of the overall status of the project in a single glance.
The Project Picture is a static image uploaded to the Project Dashboard and differs from the Latest Photos widget, which pulls directly from the Photos tool.
- Locate the Project Picture widget on your Dashboard.
- Click the ellipses icon and choose Edit Photo.
- Use the Select button to upload the desired photo.
- Option to add a Caption or URL to go along with the image.
Shortcuts: List websites that pertains to the project. This can be safety data sheets, an FF&E ordering website, or virtually any web links that would be helpful to the project team.
- Locate the Shortcuts widget on your Dashboard.
- Click the ellipses icon and choose Add Shortcut.
- Enter in the Shortcuts Name and the Shortcut URL.
Helpful Hint: The Shortcuts name is what will display on the Shortcuts widget.
Project Info: Store all project information fields, including the name of the project, the project number, and all the custom project data fields.
- Locate the Project Fields widget.
- Click the ellipses icon and choose Edit Project Fields.
- Click the drop or search through the project fields list.
- Click on the field name to add it to the display fields.
- Use the trashcan icon to remove unwanted fields.
Helpful Hint: The widget will display blank if the selected fields are not filled out in the project info area.
Assigning administrative access rights to the above defined areas allows the Project Administrator to distribute the task of maintaining these parts of the project to other team members.
Please note that the Projectmates Corner widget can only be edited by Site Administrators.