How to activate projects
- From the main menu, go to Settings – Company
- Select the Projects Settings submenu
- In the Projects field, choose Activated
- Then, click the Update information button
Important!
Basic accounts are limited to 3 projects. If you want to use more projects, you need the iPM business module. To start your trial period, email [email protected].
How to create a new project
- From the main menu, go to Workspace – Projects
- Click the Add project button
- Enter the Project name
- Click outside the project name field to complete the action
- To add additional details, hover over the project and click Details
- Visibility – choose between Private or Public
- Select a Responsible and Collaborator (if applicable)
- Estimated time – set the duration of the project in hours, minutes, and seconds (optional field)
- Estimated progress – the responsible will fill in the estimated progress once the project starts
- Due date – the date by which the project should be completed
How to create subprojects
- From the Organization – Projects menu
- Click on the project to which you want to add subprojects
- Press the Add subproject button
- Click on Details to fill in the remaining information
How to edit, complete, or delete projects
- From the main menu, go to Workspace – Projects
- Click on the Project to Edit it
- Click on the Icon in front of the project to mark it as complete
- Click the X to delete the project (once deleted, all information about the project will be lost)
Custom fields for projects
Custom fields for projects help you allocate more information for a project or subproject, whether you need a unique piece of information, such as a project code, to identify the project or simply additional information, like a description.
How to create a custom field for projects
Follow the steps below to create custom fields for projects. These can be filled in later when adding a new project or through project update/import.
- From the main menu, go to Settings – Custom fields
- Select the Project submenu
- Click the Add field button
- Enter the Field name
- Choose the Field type
- You can also fill in the Field description (optional)
- Check the Multiple values box if you want to allow this field to be duplicated for the employee
- Check the Add to the name displayed on lists box if you want the entered value to be attached to the name
- Click Save
Attention!
If you choose the Dropdown or Multiple dropdown field type, fill in the available options for the response variants in the designated box.
Project edit permissions
iFlow has been updated with a new set of permissions related to editing and creating projects. These permissions are available for each user individually and can be accessed in each employee’s profile, regardless of their user category.
The permissions are:
- View
- Add
- Edit
- Project complete
- Delete
To grant project permissions, follow these steps:
- Navigate to the employee’s profile
- Click on the Settings menu (next to the Profile button)
- Click on the Permissions and notifications submenu
- Check the options you need
- Click Save settings
Important!
Administrators do not have these settings as they have full access to projects.
Activity overview
The Activity overview in iFlow can be used with different display modes, and various settings are available depending on these modes. Below, you will find information regarding time tracking for activities.
This report can view attendance by project, employee, or location and displays the exact time each employee spends daily.
The report can be filtered by:
- Teams
- Locations
- Projects/Subprojects
- Users
- Date interval
This report includes a range of sorting options:
- Name
- Name > Project
- Name > Location
- Project > Name
- Location > Name
- Name > Project > Location
- Name > Location > Project
- Location > Name > Project
- Location > Project > Name
- Project > Name > Location
- Project > Location > Name
Important!
These sorting options are used to display the report.
Example: In the case of Name > Project > Location, the report will start with the employee’s name, then the project(s) they worked on, and the location where those projects took place. At the end of the table, there will be two columns: Total by project and Total by name. The totals at the end of the table are displayed according to the chosen sorting option.
Below, you will find the list of personal data that can be displayed in the report:
The Activity overview can display each day of the month, allowing you to see how much time employees work each day.
The report facilitates viewing employees’ time spent on a specific project or location.
Feel free to contact us for assistance configuring the settings by emailing [email protected] or using the application’s chat.
How to set a project as mandatory for time tracking
If you need precise monitoring of hours worked on a project to maintain an accurate record of its progress, you can set projects as mandatory for time tracking. Here’s how:
- From Settings – Project settings
- Check the Activated option for the field Require project on the web check in/out
- Update information
How to import projects
Use the project import function when adding the complete list of projects to the application. If you need additional fields for projects, make sure to create them before importing the projects. You can find the steps in the guide for creating custom fields for projects.
Follow these steps to use the Import projects function:
- From the main menu, go to Workspace – Import – Import projects
- Upload the file or Paste from Excel
- Map the columns to the corresponding information
- Click the Next button until the import is complete
Additional information – import projects
You can now create templates in the application for importing projects. To create a project template, follow these steps:
- Add a project
- Add subprojects to this project
- Click the Save as template button
- Enter the Template name and click Add
To import a project based on the created template, simply include a column with the Template name in your import file.
Information that can be imported for projects
- Project name
- PID – Unique project code
- Parent PID – Unique code of the main project
- Template name
- Due date
- Estimated progress
- Estimated time
- Responsible person’s SSN – Using this information, you can import the person responsible for the project
- Responsible person’s email – Using this information, you can import the person responsible for the project
- Responsible person’s ID number – Using this information, you can import the person responsible for the project
- Custom fields created by you
How to prepare the import file
Ensure a column for each piece of information you wish to import (considering the list provided above).
Important!
To activate the project import functionality and enjoy all the application’s features, please email [email protected].
