How do I create, edit, archive or export a project?
To add, edit, export or archive a project you need to have Administrator rights and have access to the Administrator section ('Admin' button in the top menu bar). In the Admin section you can manage projects under the tab labeled Project
What are Project Settings? What are private settings? Where do I manage private items.
To edit the name of a project or to edit the settings for a project, you need to be an administrator.
Go to the Project App in the Admin section.
.png)
When you are in a project, you can also access project settings directly by clicking on the settings button in the top right corner
Fine tuning settings for your projects
Once you click on the Settings icon you will access the following page with access to Project and Applications settings and Private objects management.
Project settings allow you to configure the following:
- Email subject labels : When applications send out notifications the subject of each email bears the name of the account and the name of the project. GroupCamp allows you to change the label for these emails.
- Company managing the project: This is the name of the company that is displayed in brackets next to the name of all projects.
- Time zone of the project: In the same account you can have each project being managed by teams that sit in different time zones. The project settings allow you to set the time zone for each project.
- Measuring unit for time: You can choose between days or hours for time tracking unit, time estimates and time records in the Timelog app.
- Applications present in a project: You can choose not to display all the available applications in a project based on the nature of your project.
Managing private objects in a project
If you are collaborating with a client in a project, you can define items, files, tasks, discussions as being private so that only authorized companies can see those items.
To use private objects, first start by checking the option 'Use private objects in this project'. Then select applications you want to mark as private. Finally choose the companies you want to authorize to view private items.
To learn about how you can assign specific rights in a project, please refer also to Application settings
How do the settings for applications work? How do I enable or disable a feature in an application or in a project?
Available settings for applications include:
- Optional features which managers can choose to enable or not.
- User rights settings which mean you can decide who can carry out specific actions depending on their role or their company (for example who can create and edit a task list?).
User rights are set on features such as creation and deletion of an object in an application (for example: who can create and edit a task list?). Based on your plan, possible user rights settings include "All Members", "All Members of your company" or "Managers only" if you are in plans Best and Max.
| Managers only |
This is the most restrictive level. Please note that all Administrators are also Managers of a project when they are members of that project In plans Best and Max, Administrators can assign the manager role to members of the project (who do not need to be Administrators. This feature is helpful if you want to assign higher privileges to a project member without having to make that member an administrator who would then have access to all projects) |
| Users of the Company | Beyond the managers of a project, users of your company can also have higher privileges |
| All members | All members of the projects have the same privileges |
By default all optional features are enabled. You can then decide to reduce the scope of available optional features (example: removing file attachments in Tasks).
See also Possible Usage in the FAQ of each application.
To enable a feature in an application, click on the check-box next to the feature (and vice versa)
Once a feature is activated in the Settings, depending on the applications you might also need to enable the option in the application itself. For example, for a task list, you need to edit the task list and enable for example, the use of due dates)
Please note that if a feature is disabled, we will keep the data associated with the feature. For example if you disable the estimated time feature we will still display any time estimated entered by members but members will not be able to edit the data.
Important Note : Please note that in plans Best and Max you can choose dfferent managers and different settings for each project. In plans Free, Start and Plus, application settings are the same for all projects.
Where can I edit the settings(rights and features) for applications in a project?
If you are in plans Free, Start or Plus, only administrators can edit project settings. In the first three plans, the project settings are the same for all projects. This is done in the Project application in the Admin section.
As the Administrator, you can access project settings by going to the Admin section and under the Project tab, choose the project you want to edit. From the Project settings page, you can also access the Application Settings for that project.
For the Best and Max plans if you are the Manager for a project and if Administrators have granted you such a privilege, you can edit application settings by clicking on the settings icon in the top right corner.
What is a project template? How can I define a project template to be re-used in new projects for new customers?
You can define and use templates when all your projects use the same files or same task lists all over again.
To define a project template, create a new project in which to define your templates.
Then start by organizing your folder names in Files and upload all your reference documents (Ex: contracts, application forms, etc...) in the relevant folders.
Add your template for task lists(ex: action items for kick-off meeting, legal terms to be reviewed, etc...). Add recurring tasks into your task lists.
Once your template is defined, when you create a new project, use the Import command in Files and Tasks to copy your templates into the new project.
There are other advantages of using templates:
- You can update your reference documents with their latest version and be sure to start off all your new projects with the updated documents.
- You can enrich your template for task lists with new tasks to make sure your process is constantly improving.
- You can choose which file or which task list to import based on the nature of the project.
Project templates reduce the number of errors and increase your efficiency.
How do comments work? Can I reply directly to a comment notification received by email?
For Tasks, Files and Discussions, you can add comments and send notifications.
Comments are added to the object and an update is created in the Overview application.
To send a comment by email to one or more members of a project, you need to select the members you want to notify.
Members who receive the comment by email can reply directly to the email and update the thread of comments in the project.
How do email replies to comments work?
When a user makes an email notification when commenting an item, for example a discussion, the following email is sent:
To add a comment directly from your email software, reply directly to the email as shown below:
You can then write your comment. You do not need to edit the subject. Nor do you need to add the destination address. If you do alter the automatic reply-to address the email reply will be bounced.
Once your email is drafted and sent, your comment will be automatically added to the corresponding online application.
In the application your comment will appear as added "via email"
Comments in HTML format (with rich text) will be transformed into plain text format when added to the thread of online comments.
If you have an "Undelivered response" mail after replying to a comment, please refer to the "Troubleshooting Email Replies to Comments" section
How do files attachments work?
Below are examples of how you can use Files attachments in Project:
In the task applications, if a member wants to submit a document for validation, he or she can create a task asking for the document to be reviewed, set a due date, and attach the online file to it.
In the Discussions app, you can launch an online brainstorming among several members on a set of drafts to be discussed. For that you need to create a discussion, describe the overview of the subject to be discussed and attach the files to it. You can then add as many followers to the discussion as required. The brainstorming can then start.
Both the applications Tasks and Discussions allow for files attachments. When adding or editing a task you can attach a file to it either by selecting it from the list of pre-loaded documents or uploading it using the files attachment pop-up form.
If the files attachment option is not activated, you need to enable it first in the settings page for the application. If it is enabled you should also check whether for a particular Topic or a Task List, the files attachment option is enabled.
What is a private object? What is the use of the private feature? How do I know whether an object is private?
The Multi-Company allows you to invite your customer and partners to collaborate on one or more projects.
The ‘Private’ feature allows you to mark some objects within a multi-company project as private. This allows you for instance to share different preliminary versions of a document without your customer being able to see them. You can also mark task lists as being private
Private objects are followed by the following label: [Private]. Only users in companies who have access to private items can see them.
The following is the list of possible private items in GroupCamp Project : milestones, task lists (and therefore all tasks within the private list), topics (in Discussions), documents (document or link).
Please note that Milestones, Timelog and Wiki Apps can also be made completely private. This means that our custmers will not be able to access those three applications. In that particular case all objects related to those two applications are automatically marked as private for other applications.
WARNING: please use the private feature with caution. Any error in handling private objects may result in outside companies seeing your internal documents.
Please note also that you can enable private objects project by project. Please note also that if you have used the private feature once, the objects will always be marked as private.
What happens to private objects when the private feature is no longer activated? How is data persistence treated? Are there any perennial data?
If in a project you use private objects, and then decide to disable private objects, you will no longer be able to add more private objects but items previously marked as private will remain private.
For users, if you assign a task or a milestone to a user and that user leaves the project, that user will remain as assignee to the task.
For the Overview application for each project, even if an activity update no longer exists, you will keep a trace of all past events.
In the Timelog application, we keep the time records entered by all users before leaving the project.
Why is my email reply to a comment rejected? I have a "Your email could not be processed" message mail in response to a comment reply. What should I do?
There are multiple possible explanations to this:
- The email reply-from address that you have used is not listed in your user details. This is the most frequent case. If you are replying from an email address which is not one that is provided in your online account your email reply will be rejected. Please see also Adding additional User emails.
- The object on which the comment has been added by email has been deleted and no longer exists. In the case of a reply to a comment in the Discussions app, this can also happen if the online discussion has been closed.
- You are no longer a member of the project of the account.
- Other possible explanations include: the reply-to address has been altered, you do not have a reply-from address or the email format is not correct.
If all the explanations listed above are not relevant to your issue, please contact our support team.
Can I change the labels in the subject of email notifications from GroupCamp?
When an email notification is sent our by a GroupCamp app, the subject starts withe the following label:
[Name_of_Company > Name_of_Project].
As an administrator, you can customize this label by going into project settings.
What is the difference between a Manager, an Administrator and the Owner?
The owner of the Account is the person who created te account. The owner is the only user who can access the Account application in the Admin section for invoices, upgrades, downgrades and payment management. The owner is also the one who assigns Administrator privileges to users of the account.
The administrator has access to all applications of the Administrator section except for the Account app which can be accessed only by the owner of the account. An Administrator can create, invite users, add projects, edit the appearance of the account and change project settings ad application settings for all projects in plans Free, Start and Plus and on a per project basis for plans Best and max. Administrators are also managers of their projects.
In plans Best and Max, an Administrator can decide to delegate advanced Manager privileges to a member of a given project. The Manager can manage users of a project and change applicaton settings. See also Managers and settings.
Can I choose which application to display in a project?
Yes. Please refer to Project Settings
In Project settings what is the 'Company name displayed next to the project name'
This feature allows you in every project to display : the name of a project [Name of the company]. This name can also be your client's name of that of a partner company, for instance a supplier.
