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Projects Overview

You can manage your projects from the projects page: you can create new projects, update existing projects, archive completed projects, and delete projects that you no longer need. You can also create new projects by duplicating existing projects by clicking on the "Duplicate" link.

Please click the "Tutorial" link on the top right corner of the projects page to view a quick tutorial on managing your projects.

Project Statuses

You can change the status of a project from the projects page by clicking on the status button and selecting the new status. The possible statuses for a project are:

Planning — Newly created projects start in the planning stage. Projects in the planning stage are only visible to the project and company administrators. Putting a project in the planning stage allows you to set it up before making it visible to your team members and clients. You can invite team members and clients to projects in the planning stage and they will not receive the invitation until the project is made active (company administrators will receive the invitation however). Items from projects in the planning stage are also not shown on the dashboards of any project members (including yourself).
Active — Active projects are fully functional and visible to all team members and clients.
Critical — Critical projects are active projects that are highlighted as requiring increased attention and are listed first in the project workspaces menu of team members.
On-Hold — On-hold projects are fully functional, but their upcoming milestones, tasks, and events are not shown on the dashboard or in the reports. Clients will continue to see on-hold projects as active projects.
Archived — When you are done with a project, you can archive it so it no longer appears in your list of active projects or in your reports. Archived projects are frozen: you cannot invite new users to them nor can you make any changes to them. They are only visible to project and company administrators.

Project Templates

If you are managing a lot of similar projects, you can save a lot of time by creating a project template and duplicating it each time you start a new project.

To create a project template:
1. Select the template option when creating a project. Project templates will appear in the "Project Templates" tab.
2. Create milestones and tasks for the project. You can also put common documents in the folders section of the project workspace.
3. Invite users to the project. Invitations will not be sent out for project templates.

After creating a project template, you can create new project from it by clicking on the "Duplicate" link for the project that you want to duplicate. You will be given the option of automatically adding users in the project template to the new project. All milestones and tasks in the workspace will automatically be duplicated and set to an uncompleted and unapproved state (which is useful for situations in where you duplicate a previously active project).

After duplicating a project, you can quickly reassign the milestones and tasks in the project using the bulk update options available in the milestones and tasks sections of the new project. From there, you are ready to invite your clients to the project and get started.

A newly-duplicated project has its status set to "Planning". Items for projects in the planning stage do not appear in the dashboard of invited project members until you activate the project. This gives you an opportunity to update the items before making them visible to the members of the workspace. To activate a project, click the project status button for the item and select "Active". Invitations will be sent out when a project is changed from "Planning" to an active status.

Frequently Asked Questions

• What special privileges do project administrators have?What special privileges do project administrators have?
  What special privileges do project administrators have?

  Project administrators can edit and delete any project item. They can also add and remove users from the project.
• Can I have more than one administrator per project?Can I have more than one administrator per project?
  Can I have more than one administrator per project?

  It is only possible to assign one project administrator per project. Group plan administrators, however, also have administrator privileges for all company projects. By making a project a company project and assigning the group plan administrator role to additional users, you can, in effect, have multiple project administrators.
• What is the purpose of the "Who can see other project members?" permission setting?What is the purpose of the "Who can see other project members?" permission setting?
  What is the purpose of the "Who can see other project members?" permission setting?

  This permission setting allows you to specify which project members can see each other. This setting is only visible if you have enabled the advanced configuration options from your company preferences. The available options are:

  • All project members can see each other - This is the default setting and the option you will want to use for most of your projects. All members of the project (whether a team member or client) can see each other.
  • No project members can see each other - This setting allows you to create a workspace for sharing common information with clients and team members from different projects. No team members or clients in the project will be able to see each other.

• Can I disable project workspace sections that I do not use?Can I disable project workspace sections that I do not use?
  Can I disable project workspace sections that I do not use?

  Yes, when you are creating or editing a project workspace, you will have the option of disabling the sections of the workspace that you do not plan to use. Doing so will simplify the workspace and make it easier for team members and clients to focus on the sections that are being used.
  
  You can customize the default sections for new project workspaces from the company preferences page.
• I am a company administrator. Why am I not seeing all company projects listed?I am a company administrator. Why am I not seeing all company projects listed?
  I am a company administrator. Why am I not seeing all company projects listed?

  The projects page only shows you projects that you are a member of. To view all company projects, you will need to go to the company management page. Click on the "Company" link in the "Admin" menu to view the company management page.
• What happens to the milestones and tasks assigned to a user if I remove the user from a project?What happens to the milestones and tasks assigned to a user if I remove the user from a project?
  What happens to the milestones and tasks assigned to a user if I remove the user from a project?

  If you remove a user from a project, all the milestones and tasks that were assigned to the user will become unassigned.

Create Project Via Email

If you use a CRM tool to manage your sales leads, you can now integrate TeamWork Live into your sales process using the create-project-via-email feature. You need to simply configure your CRM tool to send a notification email to the address shown below when you have acquired a new customer. When TeamWork Live receives the notification email from your CRM system, it will automatically create a new project for you.

To create a project via email, send an email to a custom email address that will see here when you are signed in. The subject of the email will become the name of the new project and the content of the email will become the project description. You will also need to specify the project to use as a template for your new project in the email subject. For example, if you want to create a new project named "Website Redesign" and you want to base the new project off of a project template that you have previously created called "Client Project Template", then you will need to put the following as the subject of your email:

Website Redesign [client project template]

You can also specify the status of the new project by adding one of the following to the email subject:

[planning]
[active]
[critical]
[onhold]

If you do not specify a project status, the new project will default to the "Planning" status. The team members and clients that were invited to the project template will be automatically invited to the new project. Project invitations will also be sent if the project has an active, critical, or on-hold status.

If you want to invite a new team member or client to the new project, you need to simply include their email address and their full name (first and last) to the subject line in brackets. For example, to invite John Doe to the new project as a team member, you would put the following as the subject of your email:

Website Redesign [client project template] [John Doe] [john.doe@gmail.com]

To invite Jane Doe to the project as a client you would need to include the "client" keyword in brackets. It would look as follows:

Website Redesign [client project template] [Jane Doe] [jane.doe@gmail.com] [client]