Dashboard User Manual
Contents
1. Delete folder deletes the currently selected folder ZU Refresh Project list for folder refreshes current folder and all folders which affect current folder contents Report Progress displays all tasks for all projects assigned to the current Groove user in the MyTasks tab Allows the application settings to be edited Dashboard User Guide Creating a New Folder Select a parent folder and click on the new folder button OR right click on the parent folder and select the Add Folder option to bring up the Create New Folder dialog DE All Projects CH Deployment j i Ei evelopment di Team Add Folder E Team Il Add Projects to Folder CH Marketing Delete Loy Projects Beh Properties Refresh Refresh All In the Create New Folder dialog type in the name for the folder and select the folder type There are two types of folders you can choose from Manual and Search described below Manual Folders Manual Folders contain only those projects that are manually placed into the folder Adding Projects to Manual Folders Adding a project to a manual folder is done by selecting the All Projects folder and then dragging and dropping the desired projects directly from the Project pane to the destination folder in the Folders viewing area Removing Projects from Manual Folders To remove a project from a folder select the folder containing the project right click on the project you wish to remove and select Remo2. benefit from the tool These functions are foldering determining status for one or more projects determining where to focus efforts each day and reporting progress at the end of each day As seen below user defined folders containing projects are displayed in the leftmost column Typically when a user enters Dashboard the first time there is only one folder called All Projects The foldering may be independently determined by each user or the system administrator may mandate a pre determined structure TeamDirection Dashboard EI EI ED DI lt E Projects 3 EI SOSS Pork Projects i Advanced Ge Ee a YO Mame Status Category Start Date Finish Date El lad Development ECH Marketing Behind 1110 2003 1 21 2003 4 Team wu Office Deployment Behind 4 20 2005 5 5 2005 SS Ze ES i CH Release 2 2 Completed 4 13 2003 8 21 2003 A Marketing LA Projects Behind Tasks 15 EIER Eee Advanced All Tasks k Milestones e Tasks Summary Tasks Milestones for Groove Identity Ww Everyone wi ame a Status Project o rg E IM BER Microsoft Office 2000 Corporate De 56 Behind Office Deploy SB Development 56 Behind Office Deplay _ Fe Create Custom Configurations 100 Completed Office Deploy Install and run the Office 2000 Resc 100 Completed Office Deploy CH CH CH Hp f Create the administrative installat
3. three dropdown menus The first drop down menu filters the tasks based on status and dates The lower two dropdown menus work together to allow you to filter the tasks based on who is currently assigned to the tasks in the Resource fields Reporting Progress Dashboard allows users to update the percent complete and the priority for all the tasks within the Tasks view Permissions are the same as for editing task information in the specific TeamDirection Project To edit a percentage complete for a task click on the field for the task and edit the value The up and down arrows also can be used to change this field in increments Mm B EJ E E Tasks 33 RUNE 2 E En Advanced All Tasks amp Milestones ke Tasks Summary Tasks Milestones a 4 H Name CH Status Priority Project A A 8 Market Research 0 Behind 3 Normal Marketing A EJ Establish targeted vertical markets 0 Behind 3 Normal Marketing A EJ Segment by industry or vertical marl O Behind 3 Normal Marketing A EH Quantify total available market a Behind 3 Normal Marketing Ei EI Define served available market i Behind 3 Normal Marketing A EJ Budget realistic response Factor a Behind 3 Normal Marketing A ga Market research complete 0 Behind 3 Normal Marketing A HEH Prepare Direct Mail Piece O Behind 3 Normal Marketing If a task is set to be marked complete you can either select the project and press the Mark Complete LY IEN button at the top of the task
4. User Guide for TeamDirection Dashboard Table Of Contents Introduction 1 Learning TeamDirection Dashboard AA 1 New in Dashboard A EET EET A NE NE E 3 ES ul are Ents Eeer 4 Reie re EE 5 FOGI ne ee en ee EMER Cn MER eer Me en oe ee eet ee ee 5 ROIS CLS VIEW ANO a de eee eee ae ke era re EG RER ET renere EEG RENSET 11 Task amp gl ee 14 RED A ne R E E eN E T EE 17 EX DOING 1O EX CEN EE 18 Introduction Learning TeamDirection Dashboard Welcome to TeamDirection Dashboard the project aggregator that allows you to monitor all of your TeamDirection TD projects across multiple Groove workspaces from a single interface Since Dashboard automatically finds all TD projects that you are a member of most people find it convenient to place the Dashboard tool in a Groove workspace of its own You can organize your projects in folders and subfolders The project folders can be created manually or set up to collect projects automatically based on a set of search criteria Most people require little or no training when using the Dashboard Thanks to the graphical elements which can be easily affected using drag amp drop and point amp click actions there is little complexity in the interface However to maximize the benefit obtained from your new tool it pays to read the topics presented in this manual as well as viewing the demo on the TeamDirection web site Need more information Read the following topic on Getting Started Cust
5. desired width Note that the cursor may not turn into a double arrow until you click and hold down the left mouse button over the divider line Hiding Un hiding columns To hide a column right click the column header and choose Hide Column Unhide a column by right clicking on any column header and choosing Show Column s to bring up the Show Columns selection window You can then select which columns you want to show and then click OK Freezing Columns Freezing a column keeps that column always in view A frozen column is automatically moved to the far left of the Projects pane and does not move when scrolling to the other columns You can freeze a column by right clicking on the column header and choosing Freeze Column A column can be unfrozen by right clicking and choosing Unfreeze Column Sorting Rows To sort the project list in order by values in a specific column click in that column header To reverse the sort order click in the column header again The sort order is preserved as are other user preferences Resetting Columns No matter what changes you make to the information columns in the Projects pane you can always restore the default settings by right clicking any column header and selecting Reset Columns to Default Filtering the Project View The projects in the Projects view pane can be filtered to show only the projects that you need to see In the Advanced section at the top of the pane you can choose the filt
6. earch folders under other Search or Manual folders causes the subfolder to search only those projects which are in the parent folder Each subfolder is limited to the projects in the parent folder e l a search folder has more then one parent Manual folder only the closest parent folder will affect the child search folder That is only projects listed in the immediate parent manual folder will be searched for possible inclusion in the folder being defined Dashboard User Guide Changing Folder Properties Changing Folder properties allows the folder type name and search criteria in the case of Search Folders to be changed Folder properties can be edited at any time by selecting the folder and clicking on the Edit Selected Folder button Fi or by right clicking on the folder and choosing Folder Properties When finished click the OK button to accept the changes TeamDirection Dashboard Folder Properties Name Critical Projects Behind KC O Manual Folder Dni chow those Projects manualy placed in the folder fe Search Folder Show Projects that match the following criteria Search Lena Priority v Equals 1 Citical vila Status Equals Behind Porta Equals 1 Critical Deleting Project Folders To delete a folder from the folder tree select the folder and click on the Delete Folder F button OR right click on the folder and select the Delete option FORDS G O All Projecte in 3 Dep
7. ed Completed Completed Completed Completed Priority 3 Normal 3 Normal 3 Normal 3 Normal 3 Normal 3 Normal 3 Normal 3 Normal 3 Normal Resources Paul Schaffer Phil Folgerbang Ted Pendergrass Teal Tenderlilly Teal Tenderlilly Phil Folgerbang Red Grange Both the task and project panes indicate if there is a discussion or file associated with a task or project by displaying the appropriate icon If there is an associated discussion the icon appears on that task or project row If there are one or more attachments associated with a task or project you will see the H icon in the task or project row The Task view pane has 3 tabs e Tasks shows all tasks and milestones using your Task View Filtering options e My Tasks shows all tasks and milestones for your Groove identity e Meetings shows all meetings for the selected projects For each tab you can customize the view by selecting which columns to show hide and by ordering them This is done in the same way customizing columns works for the Projects view as described earlier Filtering Tasks All of the tabs in the Tasks pane allow you to filter the displayed tasks in the same way that the Projects pane filters the displayed projects You can select the types of tasks that you want to 15 Dashboard User Guide see with the check boxes in the Advanced section at the top of the Tasks pane as well as narrowing your displayed tasks using the
8. er criteria from the drop down menu as shown below Only projects that meet your selected criteria will be shown in the Projects view pane You can collapse or expand the Advanced section to increase decrease your viewing space by clicking on the symbol next to the word Advanced 12 TeamDirection Dashboard Projects 3 EI E EN ee Advanced A Projects e E Hide Completed All Projects E ar TE Space Start Date B ehin Se EE Completed Marketing 1110 2003 4 Starting This Week Office Deployment 4 20 2005 4 Starting Next Week Standard Workspace 1112003 8 00 04 Ending This week Ending West Week Selecting Projects In order to print create reports or refresh project data you must select one or more projects To select a project click on the project summary row To select multiple projects one at a time hold down the CTRL key on your keyboard and click the project rows that you want in your selection or press the Shift key to select all projects up to the one you click on Selected projects are highlighted yellow Projects 3 E E 5 A Advanced Name Status Category Space En Marketing Behind Marketing En Release 2 2 Behind Standard Workspace WIR FR Office Deployment Behind Office Deployment Refreshing the Project View Dashboard refreshes all project and folder data when it is started If project data changes while Dashboard is running you wil
9. ete marks all selected tasks as complete Discuss Task opens any Groove discussion linked to the currently selected task the discussion must already exist Export to Excel exports the currently selected task s to an excel file Goto Task opens the project associated with the current task and sets the view in the project to that task Print Task s prints all tasks currently displayed in the Task pane 14 TeamDirection Dashboard Hides displays the task pane Projects 3 He ob ri EI EI Advanced e A A A Name Category MM Marketing HCH Office Deployment Eu Release 2 2 Status Behind Behind Behind Start Date Finish Date 1110 2003 1 21 2003 4 20 2005 5 5 2005 1112003 8 00 00 Ah 8 20 2003 8 00 00 AM Tasks 15 MA ft ma A z Advanced All Tasks amp Milestones w Tasks Ke Everpone for Groove Identity Summary Tasks Milestones Status a Y 0 E Name ES A Microsoft Office 2000 Corporate Dei Development Create Custom Configurations Install and run the Office 2000 Resc Create the administrative installatior Create the administrative installatior Create custom user settings Use the Office Profile Wizard to capl Use the Custom Installation Wizard mi 030000311 ZRRRR RR gt 75 fa 100 100 100 100 100 100 100 Behind Behind Completed Completed Complet
10. ior 100 Completed Office Deploy Create the administrative installatior 100 Completed Office Deploy Create custom user settings 100 Completed office Deploy Use the Office Profile Wizard to capl 100 Completed Office Deploy v d y Pal ral ral Pal Pal gt The upper right Projects pane shows lists all projects in the selected folder The lower right pane lists the tasks milestones and meetings for the project selected in the Projects pane TeamDirection Dashboard Dashboard Features Folders Projects are organized into folders for the purpose of viewing or reporting on them as a group This could be because they are for the same client or organization satisfy the same business goal such as revenue enhancement or social need have a common attribute such as being high priority or have some commonality that is relevant to the user Creating Project Folders Selecting the default Al Projects folder will cause all of your projects to be listed in the Project pane upper right If you have a lot of projects or projects that are very large it may take a few moments for Dashboard to refresh New folders will always be created as a sub folder of the currently selected folder For better organization folders may be nested however you wish The Folder Toolbar Create folder icon creates a new folder under the currently selected folder Edit folder properties displays the edit screen for the currently selected folder EI
11. ity Project e A CH Market Research D Behind 3 Normal Marketing A EJ Establish targeted vertical markets 0 Behind 1 Critical Marketing A EO Segment by industry or vertical marl O Behind 3 Porra se Marketing A EH Quantify total available market A Behind arketing A EI Define served available market A Behind arketing E A Budget realistic response Factor a Behind e Important arketing 1 Critical A qa Market research complete D Behind neue arketing A HEH Prepare Direct Mail Piece D Behind 3 Norma Marketing ry a E elek AR vue aan lan CH M L Ze ell AN EEN RA e sl e kim vn Note that if the current folder is searching for Projects based on a criterion which is altered when you change these fields changing these fields may cause the project and thus the tasks to no longer be shown when the folder is refreshed For example if the folder is set to show projects that are behind schedule and marking a task complete or updating the complete causes the project to no longer be behind schedule then the next time you refresh this folder this project and its tasks will no longer be displayed here Reports Reports are created based on the selected projects in the Projects pane Once you select the desired projects and click on the report button you will be able to select the criteria you wish to include in the report To create a project report Select one or more projects in the Projects view pane Click on the Create Report butt
12. l column settings to the defaults Refreshing Project Folders To avoid excessive processing time folder contents are not automatically refreshed every time a change is made to a project So to ensure a given folder is displaying the appropriate projects you will need to refresh the folders on occasion For example if you have a Search folder with the criteria set to display all projects that are behind schedule but one of the displayed projects is now completed then refreshing the folder will exclude it from the display because its status is no longer behind You can refresh a folder by selecting the given folder and clicking on the refresh icon above the folders pane or you can use the right mouse menu by selecting a given folder and clicking the right mouse button as shown below Dashboard User Guide E0000 amp LO All Projects CI Deployment 9 Development C Team 4 Team I br E Marketing S Projects Behind Add Folder Folder Properties Delete Folder Refresh Project List Refresh All Folders As the above figure shows there are two options when using the right mouse menu to refresh a folder These options are Refresh All and Refresh Project List Selecting the refresh icon performs the same functionality as selecting Refresh Project List from the right mouse menu Refresh All This option will refresh the entire folder tree If you have a large number of projects selecting this option
13. l have to refresh the project data manually to see the changes TeamDirection Dashboard does not automatically refresh the project data once the program is running Once you have selected one or more projects you can refresh their data by right clicking on any project in your selection and choosing Refresh the Selected Project s from the menu You can also choose Refresh All Listed Projects to refresh all of the projects that are currently visible in the Projects view 13 Dashboard User Guide Projects 3 Advanced a Le 0 SS Name Status Category A EH Marketing Select All A RECH Office Deployment A EH Release 2 2 Discuss Export to Excel Go To Create Report Print Refresh the selected project s Refresh All Listed Projects Task amp Meetings Views The Tasks view pane provides customizable views of all the Tasks Milestones and Meetings for the projects selected in the Projects view pane From this pane you can quickly view and update the status and progress of all of your tasks The Tasks Meetings Pane Toolbar The toolbar of the task meetings pane allows you to easily perform many functions Tasks 1 AURA let E y ES E Tasks 1 WIDER E Tasks Meetings tabs These tabs select your view of the selected project s data The number in the Tasks tab indicates the number of tasks in this pane Show hide Task Notes toggles between showing hiding the task notes for the selected task Mark Compl
14. loyment BE Development geen 1 E MW Team Add Folder en ER Team Il Folder Properties bo DE Marketing Delete Folder LQ Projects Behind Refresh Project List Refresh All Folders TeamDirection Dashboard Deleting a folder does not delete the projects that are displayed in the folder The All Projects folder cannot be deleted Reporting Progress Clicking on the Report Progress button causes the following actions to occur 1 The Folder pane is reset to AllProjects 2 All projects are listed and selected in the Projects pane 3 The Task pane is set to the MyTasks tab with the user s ToDo list displayed The result is the list of all tasks that should have been completed by now but have not been marked complete those that should be worked on during the current period and those that could be worked on ahead of time because their predecessor tasks are completed This allows the user to either mark tasks complete or report progress on all of their current tasks across multiple projects Resetting Dashboard All existing folders can be reset at any time by pressing the Edit Application Settings button EN and then pressing the Reset Folders button in the Reset Dialog TeamDirection Dashboard Prompt before refreshing all projects Reset Folders Y Cancel The Reset Folders button removes all existing folders except for the All Folders root directory and it returns al
15. may require a long processing time to complete the process Refresh Project List The effect of selecting this option differs depending on the structure of your folder list Basically when you select this option Dashboard will refresh any folder which might affect the view of the folder you selected for refreshing This has the following effects All Search folders which are parent folders to the folder being refreshed will also be refreshed since the change you made to the project could affect them and thus also affect the folder you are refreshing If you have a Manual folder as one of the parent folders then the process will not go beyond that folder If there are no parent Manual folders to the folder being refreshed then the process will go all the way to the All Projects folder and have the effect of refreshing all folders in the tree Since Manual folders always display only what was placed in them by the user there is changes to the projects do not effect what projects appear in a Manual folder and there is no need to refresh them 10 TeamDirection Dashboard Projects View Pane TeamDirection Dashboard provides a powerful yet simple method of viewing and reporting on the status of all your projects in one convenient place The Projects View pane displays a summary of all your projects that are in the currently selected folder and can be further filtered to display only the information that you need The Projects Pane Toolba
16. omer Support Visit our Support pages at www teamdirection com Software Release This Guide is intended for users of the TeamDirection Project Dashboard 3 1 2 internal version number of 2 7 5 104 and above New in Dashboard This release replaces the Dashboard previously shipping with TeamDirection Project It is easily recognized by its foldering pane on the left hand side of the user interface Previous versions of Dashboard did not have foldering The new features are e The ability to organize projects into folders and create groupings of projects by dragging and dropping projects to folders or by specifying characteristics such as those projects behind schedule pages 5 10 e Conveniently report complete on tasks from multiple projects directly from the Dashboard e User Interface customization each user now has the ability to show hide columns and re order columns These preferences are saved automatically as in TeamDirection Project e Export your data to Excel based on selected projects or tasks You may write into a specific worksheet within a workbook thereby having multiple projects written to the same workbook each with its own worksheet e Easily generate a Status Report for one or more projects Last Revision Date 20 Sep 05 Dashboard User Guide Getting Started While Dashboard is intuitive and simple to use there are several main functions that users should familiarize themselves with to gain the maximum
17. on in the Projects view Pane toolbar or right click on the selected project s and choose the Create Report option The Report Dialog will display and allow you to select the project items and criteria for generating the report Once the desired criteria is selected and the report is generated you can print the report or save the report in HTML text or PDF formats 17 Dashboard User Guide Exporting to Excel In addition to creating reports you can export your project or task list to an Excel file by clicking on the icon or by using the right mouse button menu and selecting Export to Excel Only the tasks or projects currently selected will be exported To export a list of projects or tasks do the following 1 2 I Select the projects tasks you wish to export To select all items in the list click the right mouse button in the list and select the menu option Select All Click the Export to Excel icon or using the right mouse button click in the list and select Export to Excel If you wish to export to an existing Excel file click on the Use Existing Excel File option and select the file and worksheet you wish to export to To use a new worksheet simply type in the name you wish to use for the worksheet and it will be created in the file Once the export is done the file will open for you to check the results You must save the file to keep the changes Closing the file without saving will cause the exported data to be lo
18. r Show Hide Project Notes toggles between displaying and hiding the notes field Remove Projects Removes the selected projects from the current folder applies only to Manual folders Discuss Project takes you to the Groove discussion linked to this project Export to Excel exports the selected project to an MS Excel file EI Goto Project Opens the first project of the currently selected projects Create Report Creates a report for all currently selected projects Print Project Grid prints out the project grid currently displayed in the Projects pane Refresh Selected Projects refreshes the task information for the selected projects Displays or hides the Projects pane Viewing Projects The Projects pane defaults to showing any projects that are in the folder that you have selected So selecting the All Projects folder in the folder pane will display all projects across all of your workspaces 11 Dashboard User Guide Each row lists a project and its summary information Columns are customizable and may be re ordered resized hidden unhidden and frozen The order in which projects are displayed may be altered by sorting on a column Changing column order You can reorder the columns by clicking in the column header and then dragging and dropping it to the desired position Resizing columns Columns can be resized by clicking on a divider line between two columns in the column header and dragging it to the
19. s pane or you can right click on the task and choose Mark Complete from the menu as shown below Tasks 33 Advanced bi y T az k T Meetings All Tasks amp Milestones v Tasks ale Summary asks Milestones BE E HU Name Yo Status Priority Project A A EECH Market Research O Behind 3 Normal Marketing A EJ Establish targeted vertical markets N Behind 3 Normal Marketing 4 A EJ Segment by ind Select All Behind 3 Normal Marketing 7 A EJ Quantify total Tee Behind 3 Normal Marketing LO NECE A EJ Define served de Behind 3 Normal Marketing A EJ Budget realistic geg Behind 3 Normal Marketing A a Market research Export to Excel Behind 3 Normal Marketing A REH Prepare Direct I z To Behind 3 Normal Marketing A E Solicit designs fi Print Behind 3 Normal Marketing A Select vendor and desioan O Behind 3 Normal Marketina 16 TeamDirection Dashboard Updating Priority If a particular task changes in importance a manager can change the priority of the task in Dashboard allowing the resources that are assigned to that particular task to prioritize accordingly To change a tasks priority click on the priority field for the task and select the appropriate priority Below is an example of a manager assigning a priority of Critical to a task Tasks 33 AEN ee ERE a EI Advanced All T asks amp Milestones e Tasks Summary Tasks Milestones a Le A Name Hy Status Prior
20. st Click OK to the message indicating that the export is complete Note that any sort order which has been set for the task rows in the user interface will be reflected in the Excel file 18
21. ve from Folder TeamDirection Dashboard Search Folders Search Folders are folders which will display projects based on search criteria you define leambDirect n Dashboard Create New Folder Heme Cnheal Propects Behind S Marmal Folder Only chow thote Projects manualy placed m the fokder i i 9 Search Folder Show Projects that match ihe following cetera Search Cetera Pray w Equals 11 Citical wt Status Equals Behind AND Die Proity Equals 1 Crical To create a Search Folder you define a set of criteria that determine which projects are included in that folder All projects that meet the specified criteria for the search folder and its parent folders will be included in the search folder In the screen shot above the user has created a Search Folder that will display all of the projects that they are a member of that are of critical priority and behind schedule Nesting Folders Manual folders are not affected by nesting with regards to which projects are displayed in the Projects pane they always show those projects that have been manually added to the folder However a Search folder will produce different results depending on what kind of parent folder it has The effects of nesting on Search folders are as follows e When you create a search folder below the All Projects folder all available projects will be searched to find those that meet the search criteria of the folder being defined e Nesting S
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