How to copy an existing project? How to create a project template?
This GroupCamp FAQ explains you how to copy settings and data contained in an existing project. An existing project can therefore serve you as a project template.
With GroupCamp, every active project can be used as a template for another project. You can also purposely create project templates, and name them as such. For example: Project Template 1, Project Template 2, etc.
When creating a new project, you can copy data contained in another active project.
In this article, you will learn how to:
- Copy an existing project: Activation and privileges
- Create a new project by copying an existing project
Note: In the Plans & Quotas icon located in the Admin panel, check if your current plan includes the Copy an existing project feature.
In the Admin panel,
> Click on the Project folder then click on the Projects settings icon.
Go in the Privileges tab.
Decide which users are allowed to use the Copy an existing project feature AND who can select the items creator (See below Item creator)
When you create a new project, enter a name and a brief description, then select the Copy an existing project option.
Select a project you wish to copy among all the active projects you are a member of.
Note: You can archive your project templates, and activate them just when you are copying them.
By default, the item creator is the person that copies the project. Depending on the privileges described above, you may select another colleague.
The creator needs to be the future project manager. As an item creator, he/she is automatically notified when a comment or an update is made on one of the copied items.
This option cannot be unchecked.
The project settings are copied: Options, installed applications, use of private objects, companies authorized to access private objects in the project etc.
If the project you wish to copy uses Custom settings, everything contained in the Privileges and Applications tabs will also be copied.
You can copy colleagues that belong to your original project.
If your original project allows guests type members.
To copy guest type members:
You will need to check this box "Guests are allowed to be members of this group" in the new project window form.
To only copy colleague type members:
Do not check the box.
Check the box to copy the name and description of active and archived topics. No post will be copied.
If the project you wish to copy contains budgeted time or authorized time categories, you can decide whether or not to copy them.
If the original project does not use these features, the option will not be available to you.
You can copy all Wiki pages from an original project.
By default, files attached or inserted in Wiki pages are linked without open access rights for the new project's members.
In this case, only users that previously had access to these files will be able to access them.
To copy or link files that will have open access rights in the new project, please read the paragraph related to Files that are attachments of items.
Files sorted in a project's folder tree
You can copy the folder tree only.
You can copy files in which the group is "Owner"
When the file has several versions, only the latest version will be copied.
For other files (files that belong to other groups or users) you can only link them.
When a file is shared again in a new group, the new project's access right to this file will follow the access right set by the group that owns it (Read only OR Read only + Comments) or by the user that owns it (Read only).
Group #1 owns File A. Group #1 shares its files with access rights set to Read only.
Group #2 links and sorts File A in one of its folders.
When you copy Group #2 to create Group #3. Members that being to Group #3 will have access rights set to Read only on File A.
Files that are attachments of items
This paragraph applies to files that are attachments of items you wish to copy in another project (For example: tasks, milestones, topics, Wiki, etc).
The same principles we mentioned earlier apply to Copy and Link.
All copied or linked files will be listed in the new project's folder entitled: Shared with the group.
Tasks and Milestones
If you wish, you can copy task lists only.
When copying tasks or milestones, you can decide whether or not you wish to copy assigned users.
All completed tasks and milestones you copy will be reopened. All Tasks copied with a percentage completion displayed will be back to 0% completion.
Estimated time on tasks are copied.
Example: A task is assigned to 2 users. Estimated time for user A equals 1.5 day and estimated time for user B equals 2 days. If you decide not to copy the assigned users, estimated time for this copied task will be 3.5 days.
Estimated time on tasks are not copied.
Note: Assigned users are automatically added as project members.
Shift dates - Reference dates
You can shift all tasks dates (starting and ending dates) and milestones dates (ending dates)
By default, the reference date for a project is its creation date. The reference date can be updated in your project templates (For example, the reference date can be the signature of a new deal, a first meeting, the launch date of a new product, etc...)...