Project Settings. Create, Edit and Manage Projects. Export and Archive projects.
Can I choose which application to display in a project?
Yes. Please edit your project then choose which applications to display:
This is the same list of options in the project creation form:
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How do I create a new project. How do I edit or delete an existing project?
For any actions related to Project, you need to be an Administrator for the account and therefore have access to the Admin menu of the Settings where you will find the Project list app in which you can create and edit projects.
The easiest way however to create a project is by using the '+ New Project' link in the left sidebar.
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What are Project Settings? What are private settings? Where do I manage private items.
To edit the settings of a project, click on the Edit button in the top-right corner when you are in a project
or use the Project list screen in the Project Menu of the Settings screen.
Project settings allow you to define the following:
Name of the project
Change the name of the project at any time. This does not have any impact on your on-going project.
Access to your project
You can decide whether your project is an open project (only for users of your company or accessible also to invited guests within the account.
Open projects are visible in the Project list and therefore allows all users to join such projects (without having to be invited.
For projects which are by invitation only, members need to be formally invited by Administrators or Managers
Project Description
The Project Description allows you to present the purpose of a project to all members. The description is displayed for open projects in the "My Projects" list pop-up:
Project time zone
If members of your project are in different time zones, defininf a time zone for the project becomes important. GroupCamp manages the way that the time stamps (Today, Yesterday, etc...) are displayed for each project member depending on how the user time zone is set with respect to the Project time zone.
If all members of your project are in the same time zone you may decide not to display the time zone for your project.
Company of the project
This is the name of the company displayed between suqare brackets next to the name of the poject. This is useful when using one project per client or when collaborating with your client within a project.
You may choose not to diaply this information
Email subject labels
You can customize the email subject labels (Name of Company > Name of the project) of all email notifications sent by the project.
Time measuring unit (Hours or Days)
You can choose the unit to be used to record time. Please refer to time estimates (Tasks Application) or time records (Timelog application).
Applications in a project
By default, all available applications are present in a project. You may decide to remove apps depending on the nature of your project, for instance you may not need a Discussions app in a document management project where you need to be adding tasks on shared files.
Private objects
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.
You can decide to hide from unauthorized guests applications Milestones, Timelog and Wiki
For the Files, Tasks and Discussions apps you can define private items within the app itself
In the Files app you can set a file as being private. It will not be seen by unauthorized guests.
In the Tasks app, a Task list can be set as being private.
In the Discussions app. a topic can be set as being private.
Please refer also to the Private objects guide.
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Why should I archive my projects? Is my project data backed up? For how long?
When a project is no longer being used by its members because it is considered as being over archiving it will allow you to keep its contents but the project will no longer be displayed in the list of projects. Once a project is archived, project memlbers will no longer have access to it and emails to the project will be bounced with an automatic error message.
Please note that an archived project is no longer counted in the project quota for a plan but the data contained in the project will still be counted in the storage quota for the plan.
GroupCamp stores archived projects as long as your account is up and running.
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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.
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In a project what happens if I start using an application and then decide to disable that application in that project?
You can no longer access this application but all the content of the application is saved in the application. All incoming links into the application (in emails, in the Overview app, in attached files,etc…) will remain active but you will be directed to a page explaining that the application is no longer activated. You will need to activate the application within the project for the links to work.
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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.
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How do I create a manager for a project? Where is the role of the Manager described?
In GroupCamp Project all Adminstrators are automatically Managers of the projects in which they are participating.
Only in the BEST and MAX plans are Administrators able to create Managers for a given project. Managers can be defined in the Project list app of the Project menu
Then choose managers in the pop-up window:
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How do I create a new project? What is an open project? What is project by invitation only?
A user can create a project depending on his or her role. Please refer to the Role & Privileges section.
To create a new project click on the '+ New Project' link in the left sidebar as shown below:
Once you click on the link, the project setup pop-up shown below:
Open projects are visible by all users of an account and can be accessed by any of those users (Users of the company which owns the account or also to existing guests within the account).
Projects which are 'By invitation only' can only be accessed by users who have been invited to join the project. They are not visible to non-invited users.
Please note that when setting up a new project, you can set advanced options for that project, for instance the email subject labels of all notifications sent by the project, use of private items, etc...
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How do I export the data (files, tasks,...) in a project? What are the supported formats?
To export the data in a project, you need to be an administrator. Use the Project App in the Admin section. Choose the project you want to export and click on the export link. We will generate a file to download with all the data in your project organized per application.
If you have already requested an export for a project, you need to delete the on-going export before requesting a new one (or use the existing link to download your export).
The number of on-going exports is limited but you can delete an export before requesting a new one. Please note that during the Account Cancellation this limitation does not exist and you can export all your project data.
Please refer to the supported formats for exports.
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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.
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Where do I choose which users to add to a project?
To add members to a project, use the Manage members button in the Project Overview app:
The Users app in the Admin menu also allows you to select the projects which a user can access.
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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.
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How can I add or remove Users and Guests from a project
The ability to add or remove members (Users or Guests) from a project depends on your role. Please refer to the Roles & Privileges app.
To create new users and invite them to a project, use the Users or Guests app in the Settings section:
To add existing users within an account to a project, click on the "Manage members" button in the Overview app.
You can also in the Project list in the settings section click on the link for the number of members in a project as shown below:
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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.
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What happens to private objects when the private feature is no longer activated? How is data persistence treated? Are there any
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.
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