Google Apps™ Integration User Manual for the add
Contents
1. cecccccsssssecececesseccccecesececceeeeneees 11 2 10 Open Cached files in Microsoft Project ccccccccssssscccccssssscecccssssceeceeeesscs 11 2 11 Delete multiple files from Google APPs sscsccccssssssscccscssssscecscessssceeseeseess 12 Seavus DOOEL 2010 All rights reserved 1 Seavus Project Viewer 2 Google Apps Integration User Manual for the add in for MS Project 1 INTRODUCTION With the Google Apps integration Microsoft Project users with Google Apps Premier accounts and Seavus Add in for Microsoft Project installed will now have the ability to collaborate with team members using Seavus Project Viewer in order to track project status in real time and ensure that all assignments in the project plan are finished on time In order to use the benefits resulting from the integration between Seavus Add in for MS Project and Google Apps you must have Microsoft Project and Seavus Add in for Microsoft Project installed on Project Manager s Computer Seavus Project Viewer with Google Apps feature installed on Team Members computer Google Apps Premier account 1 1 BENEFITS FROM GOOGLE APPS INTEGRATION Since collaboration between the Project Manager and his Team Members is essential for successfully running projects the integration between Microsoft Project Seavus Project Viewer and Google Apps can be a great tool for reaching this goal The G2. f Proxy Settings Configure your proxy settings Auto detect proxy settings Manual proxy configuration roxy requires authentication 2 Seavus DOOEL 2010 All rights reserved Seavus Project Viewer Google Apps Integration User Manual for the add in for MS Project User can now connect to the Internet through the Seavus Google Apps add in using the newly entered proxy settings 2 3 OPEN PROJECT FILE FROM GOOGLE APPS Having logged in to your Google Apps account through MS Project you can now Start using the basic functionalities provided by the Seavus Google Integration In order to revisit and make changes to project plan that has already been uploaded to Google Docs Sites you must first open the file in Microsoft Project using the Seavus Add in for Microsoft Project following these steps 1 Click the Open E button on the Google Apps integration toolbar in MS Project or in the Google Apps submenu 2 In the Open Project window expand Docs Sites to reach a file destination 3 Select a file destination on the left pane and selects a document to open from the files appearing on the right selection pane 4 Click Open Open Project Ss Select Project Location Select Project File m z name sumame domain com Project Name Date Created Last Updated Pa My Proe Proecth E L520 251 PM H My Projects i Project 5 13 2010 5 19 2010 2 31 PM Google Sites 7 Project
3. SEAVUS Projectviewer THE COMPLETE VIEWER FOR MS PROJECT Google Apps Integration User Manual for the add in for MS Project Seavus DOOEL 2010 Seavus Project Viewer Google Apps Integration User Manual for the add in for MS Project CONTENTS 1 VEO GUC TION p EPE E E E E E T E E EEEE 2 1 1 Benefits from Google Apps integration ssccccccccsssssccrscsssssceccssssscesceesssscees 2 GL POWI WOKS erre E EE EEA E EE EAE E E S 2 2 Gne SS ia er AEREE A EEA 4 2 1 How to start using Google Apps integration in Seavus Add in for Microsoft PO OCU oreren niae TEE E EE E REEE EE AAEE E EEES 4 2 2 Set proxy settings to access Internet essseeessseeesssecesssecssssccessecesesecesseecessseeesses 5 2 3 Open project File from Google APps ccssssscsscsssssscccccssssscceccsessscecceesssceees 6 2 4 Save and Publish project file to Google APPs cssecccccssssecccceeessececeseeeneees 7 2 5 Save and Publish project file to new Google Site 20 eeeseececeeeeseeeeceseeeees 8 2 6 Save and Publish Docs project file changes to its existing locations on both DOGS AUN SECC S EAEE neta sen ges soectansiwesagsessouceues tea TE wieceaceacsedpneneeensanaevens 9 2 7 Change Collaboration settings to existing Site ou ecccccesssseeccceeeeseececeeeeeeeees 9 2 8 Import resources from your Google CONTACCKS cesseccccceesseccccceeeseeccceeeeneees 10 2 9 Download and Handle Project Update
4. v_2 mpp 5 19 2010 5 19 2010 2 31 PM J Site 1 Project v_1 mpp 5 19 2010 5 13 2010 11 44 AM Projecti J See all versions of this project tae Your file has now been opened in Microsoft Project and ready for being changed or updated Note By selecting the check box See all versions of this project previous versions of the same project file are shown on the right selection pane Each file has a name that corresponds with the document version displayed along its date of creation and the date of its last update Seavus DOOEL 2010 All rights reserved 6 Seavus Project Viewer 7 Google Apps Integration User Manual for the add in for MS Project 2 4 SAVE AND PUBLISH PROJECT FILE TO GOOGLE APPS In order to save and publish changes made to a project file opened from Google Apps in Microsoft Project you must click the Save and Publish button Il on the Google Apps integration toolbar or in the Seavus Add in for MS Project submenu lf you want to save the same file on a different location on Google Apps or if you are creating a new file in Microsoft Project and want to upload it on Google Docs Sites for the first time follow these steps 1 Click the Save and Publish to E button on the Google Apps integration toolbar Complete the process of saving file locally on disk in case of uploading a new file In the Save and Publish to dialog
5. which you wish to change collaboration settings to Right click and select Change Site Collaboration Settings 4 In the dialog that appears delete or add domains individual users check uncheck the public sharing option 5 Click OK UYI The collaboration settings of your site have been changed New users have been granted access to site contents while removed collaborators will no longer have access to the specific site Note You will not be able to change collaboration settings of a site you have not created 2 8 IMPORT RESOURCES FROM YOUR GOOGLE CONTACTS When creating a project plan you might want to add resources from your Google Contacts This is also enabled through the Seavus Add in for Microsoft Project In order to insert Google contact as a resource in the resource sheet you need to 1 ou KR Ww N 8 9 Click on My Resources 2 on the Google Apps integration toolbar or in the Google Apps menu In the My Resources dialogue click the Add resources button In the Import resources dialogue that appears select all some resources Clicks Import Click OK on the notification popup with text You are about the import XX resources from your Google Apps account Are you sure you want to continue If there are resources entered in your project plan you might want to map imported resources with existing resources Map Resources dialogue window appears whereby you can map your new resources with the existin
6. L 2010 All rights reserved Seavus Project Viewer 4 Google Apps Integration User Manual for the add in for MS Project 2 GETTING STARTED 2 1 HOW TO START USING GOOGLE APPS INTEGRATION IN SEAVUS ADD IN FOR MICROSOFT PROJECT In order to start using the functionalities provided with the Google Apps integration between Microsoft Project and Seavus Project Viewer as a project manager you must first 1 Open Microsoft Project 2 On the Google Apps toolbar or in the top level menu Log in EF to Google Apps service using your Google Apps Premier account credentials Microsoft Project Project iz File Edit Miew Insert Format Tools Project Report Collaborate Window Help DEHRA aA I Seling F7 Q F COM Add Ins ate ay z a Fe gt EE j AutoC orrect Options z o E Ss J k 7 AE Document Management PF Gae RARER amp Links Between Projects a Task Name Mpat Outlook Taki Predecessors Jun 6 10 Change Working Time k SETTE E 4 Assign Resources Alt F i0 2 Build Team from Enterprise Otrl T S Substitute Resources Local Project Cache b Resource Sharing d Level Resources Tracking b Macro Organizer Customize b Options Enterprise Options Ee LogIn J Open Cached Files ii Open Save and Publish Save and Publish To Project Updat
7. a new project file in Microsoft Project and want to upload it on Google Apps by clicking the Save and Publish button you will go through the Same steps as if you have clicked the Save and Publish to button 2 5 SAVE AND PUBLISH PROJECT FILE TO NEW GOOGLE SITE In order to save and publish project file to a new Google Site you do not need to open a browser and login to your Google Apps account in order to create the new Site and assign sharing privileges to team members You can now do that from your desktop in Microsoft Project using Seavus Add in for Microsoft Project In order to complete the process follow these steps 1 Click the Save and Publish to H button 2 Complete the process of saving file locally on disk in case of uploading a new file Seavus DOOEL 2010 All rights reserved Seavus Project Viewer 9 Google Apps Integration User Manual for the add in for MS Project 3 In the Save and Publish to dialog that appears click Google Sites to read content 4 Right click on Google Sites and select Create new site 5 In the Create New Site dialog type the Site Name 6 Set the collaboration settings You can choose to share the site either with a valid domain registered with Google Apps share it with specified Google Apps users or make it publicly available 7 Click OK Your new Google Site has been now successfully saved and shared with team members You may now proceed s
8. are made available for preview or opening on a button click without any need to search through the local disk for cached files All you need to do is 1 Click Open Cached Files E on the Seavus Google Apps integration toolbar or in the top level menu of Microsoft Project 2 From the list of cached files with name date of modification and size in the Cached Project Files window that appears select the required file 3 Click Open Seavus DOOEL 2010 All rights reserved 11 Seavus Project Viewer Google Apps Integration User Manual for the add in for MS Project File Name a Size MB Project Project Project Project Project Project Project 22 Project2 Project Test 4 1 2 3 4 5 6 7 8 9 ao 0 14 0 14 0 14 0 14 0 15 0 13 0 01 0 15 0 14 0 43 Modified Remove 5 13 2010 1 18 26 PM X 5 13 2010 2 34 14PM X 5 19 2010 3 15 43PM X 5 19 2010 2 33 22PM X J 5 12 2010 11 15 08 K 5 14 2010 3 58 14PM K 5 13 2010 2 2313PM X 5 13 2010 11 39 28 X 5 13 2010 11 40 54 KK 5 13 2010 11 33 25 KK Additionally in the Cached Project Files you may chose to remove some of the cached files 2 11 DELETE MULTIPLE FILES FROM GOOGLE APPS If you wish to delete project files from Google Apps you can do that at any time in Microsoft Project through the Seavus Add in for MS Project You can either choose to delete th
9. aving the file on the new site in the same manner as you are saving it on an existing Google location 2 6 SAVE AND PUBLISH DOCS PROJECT FILE CHANGES TO ITS EXISTING LOCATIONS ON BOTH DOCS AND SITES You might have a file saved on both Google Docs and Google Sites which you need to modify and save to both locations in just a few instances You must first open the file from one of its locations After making the required changes click the Save and Publish button to save the changes of the document to the location from which the file was opened Then in order to save changes to the same file saved on another Google location click the Save and Publish to button In the Save and Publish to dialog find the exact location to which the file was previously saved and type the same file name in order to replace the previous version with the new one Congratulations your file has now been successfully updated to both of its locations on Google Apps 2 7 CHANGE COLLABORATION SETTINGS TO EXISTING SITE lf at any point in time you wish to exclude a member from the team sharing a particular Google site or you need to add a new collaborator you can easily change collaboration settings of the site In order to do that 1 In the Save and Publish to E dialog expand Google Sites Seavus DOOEL 2010 All rights reserved Seavus Project Viewer 10 Google Apps Integration User Manual for the add in for MS Project 2 Find the site
10. e currently opened file from Google Apps in MS Project or delete multiple files from Docs Sites at the same time If no project file from Google Apps is currently opened in MS Project when you click on the Delete button on the Google Apps integration toolbar in the Delete dialog the Delete Current Project File option would be disabled In this case you can choose one or more random files to delete from Google Apps bs Micromet Project gt File Edit Wies pn Formam Jesl Project Report Collvcoate Windine Help ee ec ee ee a eee Grup Ba SOM AdInn TEE eres oe DpE i as ees Tha Crama ESS iPM BSAA 31 FH esis Pa BGA S45 8 Pea ENDAN IAHE Pe Baan 29 0PM Ba S35 11 Pe nainitan Bao S 09 50 Pd Haar Uplate nsan a PM BSA S25 1PM BIG 2 Pe SHIGA 24h 2PM EILAN AHE Pe E20 ss 1PM BAAS 35 11 FM Bano srs Fa e EEE SOP Seavus DOOEL 2010 All rights reserved 12 Seavus Project Viewer Google Apps Integration User Manual for the add in for MS Project First select the file location from the left selection pane If your file is saved on Google Docs you do not need to drill down to the last folder containing the file You may simply select Google Docs label and the right selection pane populates with all the files uploaded on any folder in Google Docs In the case of Google Sites you must delete files site by site Additionally if you select a specific project fo
11. es Delete Project hh Resources WER SSB settings Seavus DOOEL 2010 All rights reserved Seavus Project Viewer 5 Google Apps Integration User Manual for the add in for MS Project Microsoft Project Project2 E File Edit View Insert Format Tools Project Report Collaborate Window Help DEH mo aA O n e 2 ga E B No Group RF O COMAdd Ins E Bug Ga m OE RN o Task Name Duration Start Finish Predecessors __ Jun6 10 dun 1 Fis s M T iw T F sis M Log In to Google Apps Type pour Google credentials User Name name surname domain com Password 7 Remember Me lt Resource Graph You are now connected to your Google Apps account through Microsoft Project and the Seavus Add in for MS Project The main features of this integration open save delete handle updates have now become enabled for using 2 2 SET PROXY SETTINGS TO ACCESS INTERNET lf you have a proxy server in your network you can choose to set the proxy settings 1 On the Seavus Google Apps toolbar or in the top level menu click Settings 4 2 In the settings window select Auto detect proxy settings or Manual proxy configuration radio button Auto detect proxy settings is selected by default 3 If Manual proxy configuration is selected user enters proxy address and proxy port 4 If necessary authenticates proxy with proxy server username and password Settings l
12. g ones Click Continue Click OK on the My Resources dialog Selected resources from your Google Contacts are added to Resource sheet and saved Seavus DOOEL 2010 All rights reserved Seavus Project Viewer Google Apps Integration User Manual for the add in for MS Project 2 9 DOWNLOAD AND HANDLE PROJECT UPDATES Updates on progress of project plans submitted by team members using Seavus Project Viewer can be handled accepted rejected through the Seavus Add in for Microsoft Project on the basis of the integration with Google Apps After you have opened the project plan for which you wish to checks submitted updates you T 1 Click the Project Updates button on the Seavus Google Apps integration toolbar or in the top level menu in Microsoft Project Project Updates dialogue window appears Apply update filters or leave the default settings Clicks the Expand all button link for better preview Collapse all for reverse Handle accepts rejects updates one by one or accept reject all at once Click Apply All handled updates are applied on the project plan Project Updates dialogue window is closed Clicks Save and publish button in order to publish the updated version of the document on its Google Apps location 2 10 OPEN CACHED FILES IN MICROSOFT PROJECT After a successful or unsuccessful interrupted publishing of changes or project files to Google Apps files are saved in cache and
13. lder from Google Docs to delete files from there s a possibility to remove project history files as well After you selected the files you need to delete click the Delete button After confirming the deletion the files are deleted and the window is refreshed The Delete dialog remains on screen until you are done with deleting and close it or click Cancel If you have already selected files to delete from a particular Google location but before clicking Delete you click somewhere else in the Google Apps tree on the left side warning notification appears requiring confirmation for abandoning the current selection and switching to the new Google location This will prevent losing the file selection for deleting if you accidentally click elsewhere in the Delete dialog If you wish to delete a Google Apps project file opened in Microsoft Project when you click on the Delete button the option Delete Current Project File in the Delete dialog is selected by default Just click the Delete button and confirm the deletion The current file is successfully deleted from you Google Apps account Seavus DOOEL 2010 All rights reserved 13
14. oogle Apps integration feature in Seavus Add in for MS Project and Seavus Project Viewer can help companies decrease their costs easily track their projects and have better overview of their projects Moreover useless and excessive e mail communication between project manager and team members will be avoided 1 2 HOW IT WORKS The Project Manager creates a project plan using Microsoft Project and assigns team members to work on that plan Contacts from Google Apps can be imported into Microsoft Project s Resource Sheet Next using Seavus Add in for Microsoft Project he uploads the project plan to Google Docs or Google Sites In addition a Seavus DOOEL 2010 All rights reserved Seavus Project Viewer 3 Google Apps Integration User Manual for the add in for MS Project project calendar in Google Calendar is created and shared with all some team members All tasks from the project plan are added as events in the newly created project calendar The uploaded project can then be opened by team members using Seavus Project Viewer and updates on task progress can be submitted Updates can be further handled in MS Project with Seavus add in installed whereby Project Manager decides whether to accept or reject submitted progress on tasks This ensures proper reporting on actual work performed checking the validity of submitted updates and prevents making task changes from unauthorized team members Seavus DOOE
15. that appears select the Google Apps location to which you wish to save the file Type Project Name and Project Description Click Publish Save and Publish To Select Project Location Z development evolution seavus co P5 Google Docs Fa Google Sites Z Share project plan with team members 4 Create events in shared project calendar Publish Seavus DOOEL 2010 All rights reserved Seavus Project Viewer 8 Google Apps Integration User Manual for the add in for MS Project If Google Docs is selected as a file location you can select to share file with team members of project by selecting the check box Share project plan with team members This option is disabled when a Google Site is selected as a file location since sharing options are preset on the site itself not on individual documents Regardless the file location chosen you can chose to Create events in shared calendar by marking the respective checkbox whereby tasks are created as events in Google Calendar After completing these steps your project has been either saved as a new project folder on Google Docs in the form of Google Spreadsheet with associated System Files and further with associated Updates or as an attachment to a new page on the selected Google Site Additionally project can be saved on a new Google Site created through the Seavus Add in for Microsoft Project Note If you are creating
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