The Projects App in Tidy allows organisations to create internal projects for their administrators to complete.
See below for how to use Internal projects:
Creating a project
Go to Projects > New Project.
Choose Internal project from the "Type of Project" drop down box.
Give your project a title, and complete the project description. This description will appear on the "Project Overview" tab - we find the more detail you can give the recipients of the project, the more likely they will be to complete the project correctly and efficiently. So consider using colour, images, hyperlinks etc to communicate the information they need. You can also add attachments to this section if there are other documents that will help the recipients complete the project, by clicking the Add Attachment button and selecting a file from your computer.
The "due date" field refers to the due date for the entire project (individual tasks within the project can be given their own separate due date).
Each project can be given labels to help classify the project and make it easier to find in your overall list of projects. Your organisation can customise these labels as needed. Simply click on the label to add or remove it from your project.
Click Next.
Note: Please check your project type ('Internal' or 'Connected') is correct before you click Next, as once you have moved to the next step you cannot change the project type.
Creating tasks within a Project
To create a project task, click Add new task.
There are 3 different task types you can select from:
Checkbox - this will require the administrator assigned to the task to click a box titled "Mark as Done" when they have completed the task.
Text - this will require the administrator assigned to the task to type a response into a text box and click "Submit".
File upload - this will require the administrator assigned to the task to upload a file from their computer.
Give the task a title. It is recommended that you follow the verb-noun method of naming tasks - for example, consider the following two task names:
a. Annual Report
b. Upload Annual Report
If you just say "annual report", it does not really give much information about the task. Are we supposed to create an annual report? Read an annual report? Send in an annual report? On the other hand, if we say "upload annual report", the person responsible for the task knows exactly what needs to be done.
Give the task a description. As with the overall project description, the more detail you can provide in the task, the easier it will be for the recipient to understand what needs to be done. You can also include images, hyperlinks to external resources and attachments to each task.
Click the "Due Date" field and select a date the task needs to be completed by.
You can also add a label to the task if required, by clicking the name of the label.
Then click Create Task.
Repeat the steps above until all tasks for the project have been created. Note that you can add and remove tasks at any point during the project if required.
Editing or removing a project task
Go to Projects>All Projects, locate the project you need to edit and click the project name.
Click the Tasks tab, locate the task you want to edit/remove and click the task name. Then click Edit.
You can then update the task title, description, labels and due date. Click Update Task when you are finished editing.
To remove a task, click the red Delete Task button.
Assigning a Project Task
To assign a project task, click Edit Task.
Then type the name of the Role you wish to assign it to in the "Assign To" field. Then click Update Task.
To change who has been assigned to the task, click Edit Task. Click the "x" next to the Role that you wish to remove. Then type the name of the Role you want to reassign the task to in the "Assign To" field, and click Update Task.
Communicating about a task (ie Notes)
Notes are effectively 'internal' messages that are only visible to other administrators of your organisation with Projects/Tasks permissions. They're a great way for you to keep others from your organisation in the loop with information specific to that task!
To send a note, go to Projects>All Projects, locate the project containing the task you want to communicate about. Click the Tasks tab, locate the task you want to communicate about and click the task name.
Go to the "Answers" tab and then go to the "Discussion" section.
Select Note. Type your note into the text box and then click Add Note.
Your note will appear in the "Discussion" section with yellow shading, and include information about who sent the note and when. A notification will also be sent to other administrators from your organisation letting them know there's a new note for them to read.
Tracking task completion
Each task shows several metrics - the person assigned to the task, the date the task is due and its status.
"To Do" - means the task has not yet been completed.
"Done" - means the task has been completed.
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