New Administrator Course Book

8/10/2019 New Administrator Course Book

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Copyright 2013 AtTask, Inc.

All rights reserved.

No part of this publication may be reproduced, stored in any retrieval system, or transmitted, in any form, or by any means, whether electronic, mechanical,

photocopying, sound recording, or otherwise, without the prior written consent of AtTask, Inc. except as permitted by law.

Printed in the United States of America.

July 2013 (rev. 20130829)


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C 1- O R 5

Determining Requirements 6My AtTask Application 8

C 2 - S P 12

Customer Preferences 14System Preferences 16Email Setup 19

C 3 - CW F S 22

Custom Statuses 24

C 4 - S P :W S 28

Preferences for Projects 29Preferences for Tasks & Issues 33

C 5 - T E P 36

Timesheet Preferences 37Hour Types 41Recurring Timesheet Proles 43Bulk Timesheets 46Expense Types 48Exchange Rate Preferences 50

C 6 - O S 53

Event Notications 54Reminder Notications 56Frequency of Notications 57Email Templates 58Audit Trails 60Schedule Setup 61Creating New Schedules 62Roles 64Companies 67

User Groups 69Portfolios 72Program Creation 75

C 7- C A TI 77

Modifying Access Levels 78Layout Templates 83

C 8 - U S 87

Importing Users andAdding User Accounts 88Email Notications 96Teams 97Done Button 100

C 9 - R Q I S S 101

Issue Management Overview 102Request Queues 103Queue Properties 104Routing Rules and Queue Topics 108Routing Rules 109Queue Topics 110

C 10 - C 112

Approval Processes 113Viewing Approval Details 120

Best Practices for Approvals 121Reviewing ItemsAwaiting Your Approval 122Global Reports and List Controls 126Shared Reports 127List Controls 128Custom Forms 130

C 11- A T S& S 134

AtTask Community 135Educatio n Services 136Suppor t Services 139Consultin g Services 140Customer Success Program 141


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1

After completing this chapter, you will be able to:

Develop questions to ask during theDiscovery Phase

Identify common system requirements

Organizing Requirements


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Chapter 1Determining Requirements

Successful implementations of AtTask require translatingrequirements into system conguration choices.

Often there is more than one right way to congure AtTask toachieve goals. However, along the way you also need to consider abalance between the simplicity and accuracy of data generated andstored in the system, and how it is accessed.

The purpose of this chapter is not to train you on how to make allthe decisions you will need to make during implementation thisis something an AtTask Consultant can do. Rather, this chapteridenties questions you should be asking during the Discoveryphase of your AtTask implementation. It also provides a list ofcommon requirements; this list of requirements will be used

throughout the course as admin istration topics are presented.

If your organization is working with an AtTask consultant, youwill become very familiar with the AtTask ImplementationMethodology. The implementation methodology is designed toadd a single exis ting process and/or key project(s) into AtTask. Bythe end of your initial implementation, you will have conguredAtTask to meet the requirements of your processes or project(s).

Whether using an AtTask consultant or not, you will need to followthese steps in some form to successfully implement AtTask.

This course is not designed to make you an expert in each facetof the methodology. Instead, it will focus primarily on some of thedesign and conguration activities you will do.


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Chapter 1Determining Requirements

Understanding AtTask Relationships

There are two primary AtTask components: People and Work .Nearly everything in the system can be directly connected toone or both of these components.

This is not meant to illustrate a comprehensive diagramof all the relationships to AtTask objects on the peopleprole.

This is not meant to illustrate a comprehensive diagramof all the relationships to AtTask objects for work.

As you begin implementing AtTask, you can usually categorizeeach security, process or other requirement as a People or Work

requirement.


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Storyline

You have been assigned to set AtTask up for your organization, and are designated as the system admin istrator. Your responsibilitiesinclude setting up your organization's instance of AtTask to make sure it works within the organization's dened processes.


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Chapter 1Asking the Right Questions

Asking the Right QuestionsThe following represents the types of questions you should askyour implementation team and other stakeholders. This list is notcomprehensive.

Initiative Review What problems are you trying to solve that prompted this

initiative?

What are the strategic questions you hope to answer throughpurchasing AtTask?

What metrics have been established to determine thesuccess of implementing AtTask?

Business Processes/Project Management

How are projects managed today? Include anydocumentation or illustrations for clarication.

With regards to project management, what does the idealfuture state entail?

What constitutes a successful project managementimplementation?

Identify current projects you will be migrating into AtTask.What application or tool are they currently stored in?

Do you have a d iagram or documented work ow for eachproject dening the process, tasks, resources, and ows?


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Asking the Right QuestionsContinued...

Resource Management How are resources managed today? Please include any

documentation or illustrations for clarication.

What constitutes a successful resource managementimplementation?

Issue Management Will you be tracking issues against projects in the system?

Please describe the desired process of how project issuesshould be handled in the system.

Will you be using AtTask as a help desk or is sue managementsystem outside of projects?

Please describe the requirements of how you would like thisprocess handled in the system.


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Asking the Right QuestionsContinued...

Business Users Which departments/divisions will be involved in the initial

roll out? Which additional departments will be involved inthe nal roll out?

How many unique processes will be involved in the initialroll out? Final roll out?

When are you expecting to roll out your rst process to theimplementation team? Each additional process?

How many users will need to be trained in the initial rollout? Final roll out? (Please segment users into the following

groups, Administrators, Project/Program Managers, EndUsers, and Executives.)

Can you provide an organizational chart that denes theuser community with locations?

Reporting Describe in detail all the reports you plan to generate in

AtTask by group/department.

What dashboards are required for the Executive team to

improve visibility and management capabilities?

Other Describe additional requirements determined by your

desired work ow and/or corporate culture that may impactyour AtTask conguration.


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System Preferences2

After completing this chapter, you will be able to :

Identify System Preferences

Setup password and security Preferences

Establish Email Preferences


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Chapter 2Customer Preferences

The Customer object represents your organization, an AtTask,Inc. customer. Several global options appear in this area of theapplication.

System Administrators can access and make modications totheir Customer prole by going to:Setup System Customer Info

From the Customer Info area, click the Edit Customer link in theleft side bar. The primary elds of importance are Time Zone,and Locale.

Time ZoneThis eld represents the default time zone for your organization.

It will be the selected time zone as new users are created, butcan be modied for each user. It will set the outgoing date/timeformat for the company.

LocaleThe Locale eld controls the date and number format used inoutgoing email messages. The value selected here acts as adefault for new user creation, but can be modied on a user-by-user basis so individuals in remote offices can view dates andnumbers in conventional formats familiar to their countryslanguage. The Locale also controls the language format of

outgoing emails. The list of supported languages is provided.


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Chapter 2Customer Preferences

1. Set the default timezone for new users to Eastern (US)Timezone.

2. Set the Locale to English (United States).

3. Make note of the values for these settings you will use inyour account of AtTask.

Use the space below to identify the settings you will use in youraccount of AtTask:

Timezone

_____________________________

Locale

_____________________________


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Chapter 2System Preferences

Preferences addressing system security are located inthe Systems area. All AtTask users will be impacted by thepreferences established here.

System Preferences include both Security and GeneralPreferences for your company. This area is only accessible tousers with System Administrator access.

To access the System Preferences area click:Setup System Preferences

SecurityPasswords As System Administrator, you have the ability to set the

password complexity, frequency of password resets, and lockoutlength for incorrect password submissions.

All users are required to use passwords that are not arecognizable dictionary term.

If using LDAP or SSO, password requirements will be dictated byyour active directory conguration.

AccessThe System Admin determines if users can access AtTask on

Mobile devices, how users will collaborate with external users,and browser security.

When working with external users (collaboration packagerequired) you can require external users to set a passwordshould they log into AtTask.


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Chapter 2Practice Exercises

1. Set the password complexity to require 3 characters,passwords to be reset after 60 days and lock people outof the system for 30 minutes if they provide an incorrectpassword 5 consecutive times.

2. Identify the settings for the following SystemPreferences fields that you will use in your account ofAtTask:

Password Complexity

Incorrect Password Timeout

Session Timeout.

Use the space below to identify the settings you will use in youraccount of AtTask:

Password Complexity

______________________________________

Incorrect Password Timeout

______________________________________

Session Timeout

______________________________________


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Chapter 2Email Setup

The Email Setup page controls:

Incoming Mail preferences

Outgoing Mail preference

Access the Email Setup page by going to Email Setup

Incoming MailComments on a work item (issue, document, task, etc.) can bereplied to within AtTask or from an email message notifying theuser of the comment.

To utilize replying to comments in an email, the system adminwill need to enable this feature and indicate the POP account tostore these communications. The System Admin can indicatehow often the POP account will be checked by AtTask. Theshorter the time frame used the more comments will display inreal time in AtTask.

SCENARIOYour company has decided to enable replying tocomments via email. You want to display comments as

close to real time as possible.

It has been decided that all system-generated emailsshould come from the following email address:[email protected].


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Chapter 2Email Setup

Outgoing Mail

System Email AddressThis eld is the From address for most emails sent from AtTask.It is suggested this value is changed to something end users willrecognize as coming f rom an AtTask account.Suggested Value: [email protected]

Sending EmailsUsers can utilize the AtTask mail server (default option).Alternatively, if preferred, your companys mail server may beused.

TestingTesting both POP and mail server settings is encouraged toconrm congurations.

:Default Port should be set to 25, and 465 if SSL is enforced. Itshould be grey when the default is not changed.


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1. Update the system email address field to use thefollowing address: [email protected].

2. Set up a POP Account: use [email protected], Username- AtTaskNotes, server-Mail, Password=PassWord .

3. Set up all outgoing emails to use the AtTask mail Server.


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Congure AtTask to match existing workow terminology through custom statuslabels.

Customizing Work Flow Setup3


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Customizing Workow Setup

Primary Audience Administrator

Top Pains Several departments of your organization have a different lingo for what they call in-process work, planningwork and nished work. You have to remember who youre talking to and what department they are from. Youneed a way to standardize it.

AtTask Tool Custom StatusesPrimary Benet Establishes a standardize method for referring to the work ow process.


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Chapter 3Custom Statuses

AtTask allows administrators to customize the status optionspresented on Projects, Tasks, and Issues.

This customization provides exibility to an implementationteam in dening statuses to meet an organizations uniqueneeds and vocabulary. It is strongly recommended that customstatuses are set up prior to a general roll-out of the software.

System Administ rators can set these preferences by going to:Setup Processes Congure Status

1. Navigate to the Configure Status page and click the TaskStatuses button.

2. Click the cell that reads New, and input Not Started.

3. Choose the cell that reads Add a new status, and inputOn Hold.

4. Select a color to display the status on reports.

5. In the Key column, input ONH and change the EquatesWith value to In Progress.

6. Click into the cell that reads Add a new status, and input

Canceled.

7. Select a color to display the status on reports.

8. In the Key column, input CAN and change the EquatesWith value to Complete.

9. Save all changes.

SCENARIO

Your organization has decided to relabel some of the task status options andadd two additional task options. The hope is to translate this part of AtTask intoterminology your team members are already familiar with and to support yourunique process for identifying tasks that will not be completed.

Modify the task statuses to reect the following requirements:

Previous Statuses New Names New Statuses Equates With

New Not Started - New

In Progress Started - In Progress

Complete Finish - Complete

- - On Hold In Progress

- - Canceled Complete


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Issue StatusThere are four issue types in AtTask: Bug Report, Change Order,Issue, and Request. These issue types can be reclassied tomeet the needs of is sue management for your organization.Renaming issue types allow the further development andsupport of managing issue statuses. There are three statusesthat cannot be congured (New, In Progress, Complete). Whensetting up Issues statuses, exibility exists to change theremaining seven statuses to meet your organizations namingand use needs.

Approved Complete Awaiting Feedback

Complete In Progress Cannot Duplicate

Current New Closed

Dead In Progress

Idea New

On Hold On Hold

Planning Reopened

Rejected Resolved

Requested Veried Complete

Wont Resolve


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Custom Priorities and SeveritiesProject, Task, and Issue priorities (and severities) can be updatedon the Congure Statuses page. The foundation for updatingpriorities and severities has already been covered.

There are a few distinctions when updating Priorities andSeverities. Unlike Status, pre-built options can be both deletedand hidden. Priorities and severities cannot be completelyremoved; at least one must be available in AtTask.

The order of displayed statuses can be reordered in the drop-down menu. The options can be dragged and dropped into theorder best displayed on a project, issue or task.

As the Sys tem Administrator, you are able to dene the defaultpriority/severity. Using the Default Pr iority drop down, you canset the priority or severity that will display on work items.


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Rename or add several status options, priorities, and severities for the Issue object.

1. Status:

Change Wont Resolve to As Designed

Add a status Escalated

Once changes are complete, go to an issue on the Cruzer Project and observe the changes.

2. Priorities:

Change None to Code White

Change Low to Code Blue

Change Normal to Code Yellow

Change High to Code Orange

Change Urgent to Code Red

Change the colors to match.

3. Severities: Change all values to reflect customer impact,

No Customers

One Customer

Several Customers

All Customers


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System Preferences: Work Setup


Access Preferences for Projects, Tasks andIssues to set defaults for new project and taskcreation.

4


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Chapter 4Preferences for Projects

The Project Preference page impacts the properties of projectsand their sub-units (tasks and issues).

When dened well, project managers can spend less timesetting these values as they create new work items and can getright to planning.

Administrators have the ability to set global preferences forproject work, which cannot be overridden when creating workitems.

This section presents a number of scenarios and suggestsalternative defaults from those shipped with AtTask. Theinstructions for completing each scenario assume you alreadyknow how to navigate to the Preference page.

Access the preferences page by going to:Setup Project Preferences Projects

Project StatusTo Set the Default Status of New Projects

1. Open the Project Preferences section on the Setup area.

2. Select and open the Project Status drop-down.

3. Select the Planning option.

Calculating Percent CompleteA Projects or parent tasks percent complete is based on theoverall progress of tasks. This information can be calculatedbased on either Duration or Planned Hours of tasks. Forexample, using duration will factor each task on the project todetermine the overall percent complete for the project or eachsubtask for the parent task.

SCENARIO

When creating new projects, your organization wants all projects tobegin in Planning status.


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ConditionThis option allows users to control setting the condition of aproject (On Target, At Risk, In Trouble) or having AtTask set thecondition (progress status) automatically based on the projectsprogression on the timeline.

Create Baseline AutomaticallyWhen projects are created from a template or when the statuschanges to Current, AtTask will automatically create a baseline(snapshot) of task and project details.

To Enable Automatic Baseline Creation1. Open the Preferences section, Projects area.

2. Under the Project Status section, locate Create BaselinesAutomatically.

3. Select the check-box to activate the option. Save yourchanges.

Calculate Performance IndexSystem administrators can set whether Hours or Costs recordedon projects will be used to calculate the Earned Value Metricssuch as Cost Performance Index (CPI) and Estimated ActualCost (EAC). For example, if hours are used make sure costs are

either associated with job roles (best practice) or with each user.

SCENARIO Your organization wants to have a consistent method of observing thecondition of projects. Set your project preferences to create consistentvisibility for project conditions. Update the Condition eld to support thisrequest from Executives.

SCENARIO

As already identied, projects will be created in the Planningstatus. While in this phase the WBS will be planned.

When the project status is changed to Current, you want thesystem to create a baseline automatically. The baseline will be

used to measure current progress and scope creep against theoriginally approved plan.


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TimelinesSchedule Mode for ProjectsThis sets the default date that project schedules are based onwhen they are created. Using Start Date, new tasks will defaultto the As Soon As Possible task constraint and project managerswill be prompted to provide a Planned Start Date for the project.

Using Completion Date, new tasks use the As Late As Possibletask constraint and project managers are prompted to provide aPlanned Completion Date for the project.

Automatically Recalculating Project TimelinesWhen projects are created, the timelines can be adjusted toaccount for changes. Admins can determine when this willhappen for projects in your system. Project Managers willbe able to recalculate a timeline manually, or choose to runautomatic recalculations as conditions are met.

Multiple Users Assigned to a TaskIn a collaborative work environment it is not uncommon toassign more than one person to complete a task. Users canhave unique schedules from one another (personal time, dailyschedule, etc.). In these situations, the System Admin willindicate to AtTask which schedule to use in the event there is aconict between multiple users schedules on a task. Either theproject schedule can be used or the Primary user assigned tothe task.

Timeline CalculationsSystem Administrators can set the number of hours in a typicalwork day (8 hours is the default). They can also set the standardwork week for their organization. AtTask is set to 5 days bydefault. These values will be used in planning projects.

SCENARIO Your organization wants to have all new projects scheduled based on thestart date of a project. Set your project preferences to create consistentproject timeline creation. Update the Scheduling of Project Dates tosupport this desire.

SCENARIO

As already identied, projects will be created in the Planningstatus. While in this phase the WBS will be planned.

When the project status is changed to Current, you want thesystem to create a baseline automatically. The baseline will be

used to measure current progress and scope creep against theoriginally approved plan.


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Business CaseDefault Business ComponentsThese preferences determine which tabs are visible on theBusiness Case form.

Life after DeathAs a System Administrator, establishing preferences sets yourorganizations rules regarding what will happen to Task; Issues,Documents, and other data with a project after it has beenmarked as Complete or Dead.

The rules established will determine what users can update orremove from a project once it is no longer active.

SCENARIO

Individuals initiating Project Requests want a simple interface that doesnot include unnecessary tabs . According to the project management bestpractices you have adopted, project initiators will not be using the Goals

component of the Business Case, but they will need to access the CustomData form. Update the Preferences to reect these requirements.

SCENARIO

Your organization has decided it does not want to allow usersto delete issues or tasks from complete or dead projects. Yourorganization does want to allow editing issues, adding documentsand templates to completed project. Using Project Preferencesestablish these guidelines for your organizations projects.


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Chapter 4Preferences for Tasks & Issues

New Task DefaultsStart Date on New Tasks

As System Administrator, set the default start date for newtasks. New tasks start date can be based on the day the task wascreated or the projects planned date (Star t or Completion) .

Duration TypeA tasks Duration Type controls the relationship between thenumber of resources (and their percent allocation) and durationor total effort for the task.

Revenue TypeThis eld is used to calculate planned and actual revenueestimates for a task. When Revenue Type is set to Not Billable,the hours planned and actual hours recorded will not generate arevenue estimate for the task. In addition, work on the task willnot contribute to project-level revenue.

Cost TypeThis eld is used to calculate planned and actual cost estimatesfor a task. When set to No Cost, hours planned and actualhours recorded will not generate a cost estimate for the task.Furthermore, work on the task will not contribute to project-

level costs.

To Set the Default Revenue and Cost Types for New Task s1. Open the Tasks & Issues preferences section.

2. From the New Tasks Defaults section, locate and expandthe Revenue Type field.

3. Select the User Hourly option.

SCENARIO

You want to create consistency in project planning by establ ishingthat all new tasks created use the same start date based on theprojects start date.

Your project managers have indicated that when they create tasksthey want to quickly ass ign a resource and independently controlthe duration and effort required to complete the task.

Business analysts need to produce nancial estimates based onthe amount of effort planned for tasks and the number of hoursactually recorded. Specically, business analysts want to deriverevenue and cost estimates from the rates dened on the userprole. Change the Revenue Type eld to User Hourly .


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Chapter 4Preferences for Tasks & Issues

IssuesOrganizations can establish rules for working with issues.For example, an issues status can automatically mirror thatof a resolvable object (e.g. if converted to a project or task). Inaddition, when converting Issues (to task or project), you candetermine if the originator of the issue can retain access to the

new item.

Setting these options as part of global preferences createsconsistency, while helping to ensure they are maintai nedthroughout your organization.

Actual Dates When a user creates or completes a task (or issue) rules areestablished to indicate what the desired dates for these itemsshould be. For instance, your organization wants to track allinformation in real time, managers want to know the actual startdate of a task and have that information reported rather thanusing the planned start date.

SCENARIO

Your organization wants to allow primary contacts to access issues afterthey have been converted to both tasks and projects. Furthermore, youwant to see when task and issues are actually started and completed.

Update the Tasks & Issues preferences to reect the in formation yourorganization wants to have in place for users.


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Establish your organizations preferences in the Setup Area.

1. New projects status should reflect projects in the ideastatus.

2. Your organization wants to create baselinesautomatically and schedule projects based on start date.

3. Your Project Managers will not be using the Goalsfeature on the Business Case. Update the Business Casearea in the Project Preferences to reflect that change.

4. Allow users to delete Tasks and Issues after a project hasbeen marked complete.

5. When new tasks are created, they should be based on theday the task was created.

6. Establish your revenue and cost types to reflect yourfocus on roles.

7. Automatically have issue status match the resolvableobject.


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Time and Expense Preferences


Update Timesheet Preferences

Set Hour Types

Establish Recurring Timesheet creation

Set Expense types and Multi-currencysupport

5


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Chapter 5Timesheet Preferences

An important part of preparing timesheets for end users issetting Timesheet and Hour Preferences.

These preferences will determine the elds that appear on each

timesheet.

To set timesheet preferences go to:Setup Timesheet > Preferences

To Update Timesheet and Hour Preferences1. Navigate to the Timesheet page.

2. Locate the preferences section containing the field thatneeds to be enabled or deactivated.

3. Select the check box next to the field. A check enablesthe item; removing a check disables the item.

4. Click Save.

SCENARIO

People accessing timesheets need the abil ity to:

Record time at the project level

Record future time

Record expenses toward work items

Some options are set by default for AtTask accounts. Review the options inthe Timesheets & Hours Preferences. Where the option is not set accordingto the requirements listed above, update the sett ing.


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General PreferencesThese elds will allow System Administrators to determinewhat users see on their timesheet or are able to do with theirtimesheet.

Log hours directly on projects

This eld activates the ability to log time on a project (viaupdates tab and a timesheet). If users are not recording time at aproject level, keep this option unchecked.

Log Hours on projects that are complete.This eld allows users to record time on a project that has beenmarked complete in the system. If this option is disabled, userswill not be able to record time for the work they have completed.

Log hours on projects that are completeLike the previous preference, if enabled users can log hours onprojects in the dead status.

Log hours on future datesWhen enabled users will record future time on a timesheet oron an item). Organizations may wish to have users record timeon a task or issue in the future because they will be away fromthe office.

Add expenses from a timesheetThis eld enables users to record both time and expenses while

they are in the timesheet.


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Pre- Populate Timesheets

Pre Populate timesheets with workTypically, planned tasks and issues will display during the timeframe of the timesheet. System Admins can extend the time

frame to include planned tasks and issues up to four weeksoutside of the timesheets date range in either direction (beforeor after).

Pre Populate Timesheets with...CompletedIf multiple resources are typically assigned to a single task, it isrecommended this value be set to Yes. This means when oneresource records time against the task and marks it as complete,the other resources assigned to the task will still be able to viewthe item on their timesheet to record hours.

Planned DatesWhen set to Yes the timesheet will include tasks and issues thathave either a Planned Start Date or Completion Date that fallswithin the time frame of the project.

Projected DatesWhen set to Yes the timesheet will include tasks and issues thathave either a Projected Star t Date or Completion Date that fallswithin the time frame of the project, even if the planned date of

the issue or task falls outside of the timesheet date range.


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Set up Timesheet and Hour Preferences for your organizationusing the provided test environment.

1. Your organization wants to record time on projects.

2. Your organization wants to log hours on future dates.

3. You want to have timesheets display work within 3weeks of the timesheets dates.

4. You want to have timesheets display work with bothplanned and projected dates within the timesheets daterange.


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Chapter 5Hour Types

An Hour Type is a label that allows System Administrators tocategorize an hour entry. Depending on reporting requirementsfor hours, this may be an essential step.

Customizing hour types or building a list of available hour labelswill provide consistency in reporting. Alternatively, Admins caninstruct end users to be consistent in recorded hour comments.

Timesheets provide a list of General Hour types, which let yourusers track hours not related to projects or tasks. You can alsocreate a project-specific hour type. This hour categorizationallows organizations to further identify hours entered for theproject time and its associated tasks and issues.

Custom hour types (both project-specic and general) are createdand managed by going to:Setup Timesheet and Hours Hour Types

To Create the Meeting Time Hour Type1. Navigate to the Hour Types page.

2. Click the Add More Hour Types link below the table.

3. Input an Hour Type name (Meeting Time).

4. Change Scope Value to Project Specific.

5. Change Count As Revenue to No.

6. Click Save.

The Scope eld is used to identify hour types from the generic(general) option or one that is tied to projects and tasks.

SCENARIO

Your team of business analysts wants more information about thehour-based reports generated from AtTask. Specically, they wantto know how people are spending their time. They have requested

the following hour types be added to the system so they can look fortrends of what people are doing to complete tasks:

Meeting Time

Research Time

Travel Time

They want to use the default Task Time hour type shipped withAtTask to collect work that cannot be tied to Meetings, Research, orTravel time.


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Chapter 5Hour Types

Explanation of Fields

Hour TypeEnter a name for the hour type in the Hour Type eld (this isrequired). The value entered here displays as the hour type labelon hour entry and hour reports.

DescriptionEnter a description, as needed.

ScopeScope eld controls whether the hour type created is used forGeneral Hours or project specic. This means the label will beavailable at the project, task, and issue hour-entry screens.

Count As RevenueThe Count As Revenue radio button indicates if the revenuepreferences dened on a task should be ignored when the hourtype is coupled with hour entry.

Is ActiveChecking the Is Active check-box will make the hour typeactive. This provides the same result as clicking the Enable lightbulb icon from a list of hour types.


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Chapter 5Recurring Timesheet Proles

Recurring timesheet proles automate timesheet creation.

The timesheet prole identies the duration of the timesheetbased on normal pay period types (Weekly, Bi-Weekly, Semi-Monthly, and Monthly). When the prole becomes associatedwith a user, AtTask generates new timesheets automatically,reducing the administ rators need to create new timesheetseach pay period.

To access this Recurring Timesheet area go to:Setup Timesheet and Hours Recurring Timesheets

To Create the Marketing Timesheet Prole1. Navigate to the Recurring Timesheet Setup page.

2. Click the New Recurring Timesheet button from thetool-bar.

3. Provide a name for the profile (Marketing TimesheetProfile).

4. From the Pay Period Type field, select the Weekly option.

5.Select the date you want the system to begin generatingtimesheets. (Select last Saturdays date).

6. In the Approver field, search for and select JenniferCampbell.

Adding the Recurring Timesheet Prole to user proles can bedone either through individual edits or through a bulk edit.

SCENARIO Users in the Marketing department need a timesheet prole togenerate timesheets on a weekly basis. These timesheets should beapproved by Jennifer Campbell.

Users in the IT department need a timesheet prole to generatemonthly timesheets. As a cost center, ITs work does not need to havethe same degree of oversight, so no approver is necessary.


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Recurring Timesheet elds

NameEnter the name of the prole in the Name eld. This is arequired eld.

DescriptionEnter a description to identify to other administrators thepurpose of this recurring timesheet prole.

Recurring (Pay Period Type)Choose a pay period type from the Pay Period Type menu. Thedefault is Monthly. However, you can also choose Weekly, Bi-weekly, and Semi-monthly.

Starts OnThe Period Starts On will change depending on the pay periodWeekly and Type.

Start DateEnter an Effective Start Date in the eld, or click the calendaricon to choose a date.

ApproverChoose an approver from the Approver drop-down. Anapprover has the authority to approve or reject a t imesheet afterit is submitted. Click the search icon to nd an approver thatdoes not appear on the list.

Select General HoursFrom the Select General Hours menu, select one or moregeneral hour types to appear on the timesheet. Use the Control(Windows) or Command (Mac), and Shif t keys to select multiplehour types.


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When to Create Multiple Recurring Timesheet ProlesGenerally, approvers are not project managers. They aretypically a functional manager or an HR/Payroll representative.

By not selecting a general hour type, such as sick time, allavailable general hour types will display by default.

When to create Multiple Recurring Timesheet Proles:

When there are unique pay periods

When there are unique approvers

When there are unique general hours


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Chapter 5Bulk Timesheets

Recurring timesheets are a great way of tracking time on aregular basis . However, your organization may choose toonly track time as the occasion arises. Using Bulk Timesheetcreation allows for the use of a one-time timesheet for users.

To create these unique timesheets, Admins wi ll navigate to thetimesheet page. Its important to keep in mind that only onetimesheet at a time can be active for users, so both recurringand bulk timesheets (or any combination) cant be used withsimultaneous dates.

To access Bulk timesheets go to: Timesheets > All Timesheets > + New Timesheet

How to create a one-time Timesheet Prole:1. Navigate to the timesheet page.

2. Select the All Timesheets tab.

3. Click on the + New Timesheet button.

4. Input who will use the timesheet.

5. Provide start and end dates.

6. Assign approvers, if needed.

7. To save the timesheet, select Create Timesheet.

Timesheet Administrators come to the timesheet area to searchfor timesheets. Direct all timesheet approvers to nd and reviewtimesheets in the Timesheet area.


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1. Add the following project-level hour types to the system,so that Project Managers can better track how employees

are using their time:

Meeting Time

Travel Time

Research Time

2. Create two recurring timesheet profiles. One forthe Marketing department and another for the ITdepartment.

3. Set Jennifer Campbell as an approver for Marketing andRay Andrews as an approver for IT.

4. Set the Marketing timesheet to generate on a weeklybasis and the IT timesheet to generate on a monthlybasis.

5. Create a one time use timesheet for Jennifer for thisweek. Marc Lewis will be the approver.


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Chapter 5Expense Types

Expenses represent non-labor costs on tasks or projects.

The image displays a list of expenses that have been plannedand recorded for the Cruzer Web Site project.

The Expense Type is a label that is used in reporting. It will allowmanagers to look for patterns and consistently see how moneyis being spent from project to project, or across projects.

AtTask has built-in expenses which cannot be modied ordeleted.

You have the ability to create additional expense types tosupport your nancial reporting needs. Custom expense typescan be managed and created by going to:Setup Expense Types

To Create the Mileage Expense Type1. Navigate to Setup and select Expense Types.

2. Click Add More Expense Types.

3. Input the name for the expense type.

4. Select the Miles option from the Calculated Units field.

5. Input the rate per mile.

6. Click Save.


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Chapter 5Expense Types

Expense TypeProvide a name for the Expense Type. Expense labels aredened by the implementation team or by your FinanceDepartment.

Calculated: Units and Rate

When set Miles, Kilometers, or Other, the expense form willprompt for a numeric unit that will be multiplied by the ratespecied.


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Chapter 5Exchange Rate Preferences

AtTask is designed to support multiple currencies withina project. Exchange Rates are accessible by the SystemAdministrator and users with appropriate editing rights forexchange rates.

In order to set exchange rates on a project go to:Project Preferences > Exchange Rates

More than one currency needs to be present in order toadjust currency on a project.

Any newly created project will default to the basecurrency dened in Setup.

A projects currency cannot be changed if there is alreadynancial information on it.

Rates are used for labor cost and revenue calculations andwill be used in the future for reporting purposes.

By default, all full license users have access to viewcurrencies and exchange rates. System Administratorsneed to grant a user Edit Exchange Rates access to setspecic rates on projects.

On any list, objects related to the project will be shownusing the project currency code. Any elds not relateddirectly to the project (e.g. User rates, Job Role rates, etc.)will be shown in the system default currency.


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Chapter 5Exchange Rate Preferences

To Create the Exchange Rates:1. Navigate to Preferences for Exchange Rates.

2. Click the Add Currency button.

3. Input the name for the currency.

4. Select the exchange rate.

5. Click Save.


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1. Add a new Expense Type called Mileage, so that

individuals can record mileage on project-relatedactivities.

2. Set Exchange Rate Preferences to reflect the mostcommon way to calculate and look at revenue in yourorganization.


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Organizational Setup


Identify and set up Notications

Establish schedules

Establish Job Roles for assigning resourcesto work

Create companies and know how they areused on user proles

Map the groups object to departments inyour organization

Distinguish between Portfolios andPrograms

6


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Chapter 6Event Notications

Event Notications allow administrators to turn on emailnotications for users. When Event Notications are enabled,

AtTask adds the item to the email notication list for users.Each person has the ability to turn off individual notications tomatch their preference for emails they receive from AtTask.

System Administrators will want to consult with ProjectManagers and Executives to identify which email noticationsbest meet your organizations needs.

The Event Notications area is accessible to users with SystemAdministrator access by going to:Setup Email Notications Event Notications

SCENARIO

As an implementation team (in discussion with your project managers) youdecide project managers should receive an email when

Issues are added

Milestone tasks are completed

Tasks progress status changes from On Time to Late to the projectsthey own


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Chapter 6Reminder Notications

Reminder Notications are time-based notications. Thesenotications allow an administrator to dene a before and afterthreshold to send an email to users. An email template needs to becreated and associated with a reminder notication. Furthermore,

a notication must be associated with an item to complete thesetup process.

To access reminder notications go to:Setup > Email > Notications > Reminder Notications

Reminder Notications can be associated with Issues, Projects,Tasks, and Timesheets.To Create a Reminder Notication:

1. Navigate to the Reminder Notification page.

2. Select New Reminder Notification.

3. Name the notification and select the object type.

4. Indicate duration.

5. Identify when the email should be sent (before or after) andthe dates to be used for that information.

6. Choose the criteria used to trigger the email.

7. Select the Recipient(s).

8. Attach the email template.

9. Save the Reminder Notication.

Remember an email template must be associated with a remindertemplate. This option will not show if none exist in AtTask.


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Chapter 6Frequency of Notications

Attaching Reminder NoticationOnce Reminder Notications are created, they must be attached toa specic object to generate the requested notication.

To attach a reminder notication:1. Go to the object.

2. Edit the item.

3. Reminder Notifications will be visible.

4. Select your reminder notification.

5. Save Changes.

Once a reminder notication is attached, an email will be sent ifthe conditions of the notication are meet.

As a System Administrator you can determine how often a userreceives email notications. This includes both Event Handlernotications as well as Reminder Notications. Frequency ofnotications can be set for either Daily or Hourly emails.

To access these settings go to:Setup > Email > Notications> Settings

In settings, establish your companys preference.


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Chapter 6Email Templates

Email Templates are created and attached to ReminderNotications. Like Reminder Notications, they can be associatedwith issues, projects, tasks and timesheet objects. Email Templatesallow Admins to provide content messages to users when they

receive a reminder email.

To access Email Templates go to:Email > Notications > Email Templates

To Create a Email Template:1. Navigate to the Email Templates page.

2. Select New Email Template.

3. Name the template and select the object type.

4. Provide a subject for the email.

5. Its optional to provide a description and message in theemail.

6. Save the Emai l Template.

Remember an email template must be associated with a ReminderNotication. Email Templates will not show in remindernotications if there are none in the AtTask. It is recommend thatyou create these rst.


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Chapter 6Email Templates

Reminder Notications are time-based notications. Theseautomatic notications allow the administ rator to dene a beforeand after threshold to send an email to users. These notications

once established will apply to both task and issue work items, on aglobal level. Where Reminder Notications can be controlled on awork item by work item basis. Automatic Reminders do not need tobe associated with email templates or a specic item, like a task, inorder to function.

To access reminder notications go to:Setup > Email > Automatic Reminders

To create an Automatic Reminders:1. Navigate to the Automatic Reminders page.

2. Identify when and who should receive an email.

3. Set the time frame for when the email should be sent.

4. Save the Automatic Reminders.


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Chapter 6Audit Trails

Using Audit Trails allows organizations to track what is happeningto select items in AtTask. As a System Administrator, you can selectwhich objects to track, including custom elds. All items trackedwill display on the updates feed. The Actions tab will display which

feed will show the changes. For example, if you track when issuesare deleted this will show on the projects feed, whereas loggedhours will show on projects, tasks, and issue feeds.

Audit Trails are created by going to:Setup Interface > Update Feeds

To setup your Audit Trails to display on an update feed:1. Navigate to the Update Feeds page. Clicking the schedule

takes you to the edit screen.

2. Select +Add Fields.

3. Select the object field, then identity the object you want totrack.

4. Select Add Fields to begin tracking that field.

All items displayed on the updates elds will be tracked universally.They cannot be hidden on the update status feed unless they areno longer tracked by AtTask.

SCENARIO

Your organization wants to know when someone deletes a task f roma project. Establish an audit trail to display information in the updatesfeed of a project.


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Chapter 6Schedule Setup

Schedules represent the normal work schedule. They are necessaryto identify when project work will occur, or more importantly,when it will not occur.

AtTask is shipped with a Default Schedule for a typical workweek(Monday through Friday, 9 am to 5 pm). Organizations scheduleexceptions to account for corporate holidays.

Schedules are created (and updated) by going to:Setup Schedules

To edit the Default Schedule:1. Click the Schedule named Default Schedule.

2. Clicking the schedule takes you to the edit screen.

3. Rename the Schedule and make other changes, as needed.

4. Go to the Schedule Exceptions tab and select each day ofthe year that represents a corporate holiday.

5. Click the Edit icon to the right of the November 21, 2013entry.

6. De-select the Entire day off check-box.

7. Set the start and end range to reflect the time that peoplewill be working.

8. Repeat step 5 to 7 for the next three to five years.

9. Click Save to store the changes to the date.

Generally, the Default Schedule is updated to match yourrequirements as early as possible. Schedules can be copied andupdated.

SCENARIO

The default schedule provided with all new AtTask accounts assumesa Monday through Friday 9 AM to 5 PM schedule (no time for lunch)for the Mountain Standard Time zone.

Update the Default Schedule provided with your AtTask accountto change the time zone to match the system setting. Update theSchedule Exceptions to match the established corporate holidays.

New Years Day Independence Day

Presidents Day Labor Day

Good Friday Thanksgiving and Day After

Memorial Day Christmas Eve

Christmas Day Boxing Day Rename the schedule to US East Coast.


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Chapter 6Creating New Schedules

To Create the US West Coast Schedule

1. Navigate to the Schedules area.

2. Click on the New Schedule button.

3. Input a name for the schedule, identify the groups thatshould have modification rights, and select the timezone the schedule supports. DO NOT mark it as thedefault schedule; this will automatically assign it to newusers as they are created.

4. Navigate to the Schedule tab.

5. Select the Monday 9 AM cell and drag it to the Monday12:30 PM cell.

6. Click the Monday 2 PM cell and drag to the Monday5:30PM cell.

7. Repeat steps 7 and 8 for each weekday.

8. Navigate to the Schedule Exceptions tab.

9. Click each day of the year where project work will not bedone because of corporate holidays.

10. Repeat step 9 for the next three to five years.

11. Select Save to submit the schedule.

12. Choose Save again to save the user profile.

SCENARIO

Chris Manning is going to do his project work during normal businesshours 9 am to 6 pm Pacic time zone with a 1-hour lunch break.

He and possibly others working on the West Coast should also have the

normal corporate holidays built into the schedule:

New Years Day Labor Day

Presidents Day Day Before Thanksg iving (Half Day)

Good Friday Christmas Eve

Memorial Day Christmas Day

Independence Day Boxing Day

Create a schedule called US West Coast.


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Chapter 6Creating New Schedules

When to Create Multiple Schedules

Reason Tip

Users In Different Time Zones Create a master schedule with your Schedule and Schedule Exception tabs dened, then copythat Schedule and change the time zone.

Offices With Different Holidays Create a master schedule, then create a copy of it, and then modify the Scheduled Exceptionstab. You may also need to adjust the t ime zone for the schedule.

Part Time Employees You will then be able to modify only the Schedule tab, without having to set corporate holidaysagain.

Schedule Description

User Whenever a user is assigned to a task, the schedule assigned to the user, combined with the user s PTOschedule, will be used for the given task.

Exception: When multiple users are assigned to the same task, and if any of the user schedules conict,AtTask will either:

Use the schedule assigned to the project where the task resides.Use the schedule assigned to the default assignee of the task.

The behavior described in this exception depends on the preference set on the Project ManagementPreferences page.

Project The project schedule is ut il ized when any of the fol lowing conditions are met:

A user has not been assigned to the task.Several users with differing schedules are assigned to the same task.

Default Schedule The system default schedule will be used if no schedule has been set for the project and when the conditionsfor using the project schedule are met.


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Chapter 6Roles

Job roles in AtTask are affiliated with both users and work (tasksand issues). Each user may be assigned a job role or a skill set.

It is important to note the job role a user has in AtTask is more

closely tied with the function they perform in the tool and notnecessarily the job title they have in your organization.

Users can, and often do, have multiple job roles within the tool.A user will have a default/primary role and other roles they mayperform. By assigning a user a specic job role, you qualifythem to perform any task that requires the said job role.

Assigning a specic job role to a user does not determine whatgroup or company they belong to, nor does it dene who theirmanager is. A job role denes what skill set the user will ll for

an assigned task.

An Administrator can create new job roles by going to:Setup Job Roles page

To Create Job Roles:1. Click the Add More Job Roles link.

2. Input Associate Consultant in the name field.

3. Provide a description, as needed.

4. Input the Cost Per Hour and Billing Per Hour for thisrole.

SCENARIO

Project managers in the Professional Services group need to makesure they are assigning the resources with the specic skill sets.Additionally, resource availability is a primary concern. Projectmanagers will build templates with job role assignments and use the

Team Builder to satisfy those requirements.

Professional Services Roles Cost Rate Billing Rate

Associate Consultant $25 $50

Consultant $50 $100

Solutions Architect $45 $90

Technical Consultant $60 $125


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Chapter 6Roles

Cost Per HourWhen a task has a role-based cost rate and a job role assigned tothe task, this value will be used to estimate a planned cost andthe actual cost of the task.

Billing Per Hour

When a task has a role-based revenue rate and a job role isassigned to the task, this value will be used to estimate aplanned billing amount and the actual revenue of the task.

Max UsersWhen max users are set, it limits the number of users who canbe assigned to the job role. By Default, a max user is set to zero,allowing for an unlimited number of users to be assigned to the job role.

Keep in Mind:

The Job Role name must be unique. If you are attempting toimport a job role that already exists in the system, you willreceive a message indicating you should check for duplicates.

To Edit Job Roles1. Select the job role you wish to edit.

2. Make any changes you need to make and click the Savebutton.

Associating job roles with users will be discussed in the UserSetup lesson.

SCENARIO

The following roles have incorrect cost rates.

Existing Roles New Cost Rate

Consultant $65

Projec t Manager $45

SalesRepresentative

$28

Use the in-line edits to make the necessary updates .


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1. Update the default schedule to change the timezone toEastern Standard Time.

2. Update Schedule Exceptions to include the followingcorporate holidays:

3. Rename the schedule to US East Coast.

4. Create a US West Coast schedule to show typical workhours from 9am-6pm with a 1 hour lunch break.

5. Add all corporate holidays, including Groundhog Day.

6. Create the following job roles:

Associate Consultant Graphic Designer

Technical Consultant Solutions Architect

7. Input Cost and Billing rates for each job role created.

New Years Day Thanksgiving

Presidents Day Day after Thanksgiving

Memorial Day Christmas Eve

Independence Day Christmas Day

Labor Day Boxing Day


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Chapter 6Companies

The next several sections will focus on setting up bothorganizational components as well organizing projects.Companies are associated with both user proles as well as withprojects.

A company is associated with a user to help identify availableresources within an organization. Companies are associatedwith Projects so that reports can be created and informationtracked. Since companies can be linked with projects, acompany and an external client often have a 1:1 relationshipfor an organization. Not every organization has externalclients, so Company may not be used to track projects. Laterin this chapter, others ways projects can be organized will bediscussed.

System administrators can access Companies by going to:Setup Companies

To Create a New Company:1. Access the Companies Page.

2. Select the New Company button.

3. Type the name of the Company.

4. Update additional Company information if relevant. LikeCustom Data and Company Billing Rates.

5. Save your company.

Users can be added during this process, its recommend thatyou add users to companies via their proles.

SCENARIO

Create a Company to represent your organization.

How are Companies used?Companies are used to identify an users organization in AtTask. It makes iteasier to nd users when they are associated with a company. Associatingusers with Companies will allow the identify of direct report relationships.

Companies are also used for organizing projects. For example, if youwanted to look at the projects completed for the Acme company, associatingprojects with that company will allow that in formation to be found quickly.Our Project Management course goes in-depth regarding updating projectinformation.


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1. Create a company to represent your organizationso during user creation you can make manager-subordinate relationships.

2. Your organization completes projects for severalcompanies. You want to associate an external companywith each project.

Create the following companies:

Acme co.,

Widgets of New York,

XYZ, Inc.

3. Set up special contract rates for Widgets of New York &XYZ, Inc.

Widgets of New York

Job Role Rate

Associate Consultant $40

Consultant $80

Solutions Architect $72

Technical Consultant $100

XYZ, Inc.

Job Role Rate

Associate Consultant $45

Consultant $90

Solutions Architect $81

Technical Consultant $113

Graphic Designer $60


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Chapter 6User Groups

Groups represent a unit distinct from companies. In general,groups coincide with departmental divisions. Groups serveprimarily two purposes: to organize projects and keepdepartment information separate from other depar tments (such

as templates, custom data, and projects).

When creating a user prole, you should add that person to theappropriate group. This gives the user abilities to access objectsassociated with the group. For example, if you associate a newtemplate project with an IT group, then users who are in the ITgroup can access that template. Users in the marketing groupwill not be able to access the template.

Your organization may have several departments work togetherto manage projects and the resources working on these

projects. If this is the case, it may not be necessary to dividedepartments into separate groups. A few high-level groups maysuffice.

A project can only be assigned to a single group. That is notto say users f rom different groups cannot work on the sameproject, but only one group name can be associated with thatproject. This can be thought of as the primary group responsiblefor completing the project.

SCENARIO The following departments will be using AtTask to manage theirunique projects:Create these groups .

Development

Marketing

Professional Services

Information Technology


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Chapter 6User Groups

System Administ rators access the Groups area by going to:Setup Groups

To Create a New Group:1. Access the Groups page.

2. Click the New Group button.

3. Provide a group name and description (Optional).

4. Save your Group.

Users can be individually added to a group. They can also bebulk added during user creation or when edit ing a users prole.

:Group membership impacts what a person can see. Most default

access levels do not allow project collaborators to view workitems on projects associated with other groups unless they arespecically on the project team.


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Chapter 6Portfolios

You have already learned how projects can be organized byway of Companies and Groups. Projects can be additionallyorganized with the use of Portfolios and Programs.

This lesson will show how to set up a Portfolio. Our Portfolioand Resource Management course will go into further depthregarding how Portfolios can be used in your organization.

An important part of Portfolio (and Program) setup is tounderstand the difference between a Portfolio and Program.

What is a Portfolio?A portfolio is a collection of projects competing for the sameresources, budget, and schedule slot. The projects in a portfolioare similar enough that they would use the same Resource

Pool and are measured against the same scorecard. Thisoften means there is a 1:1 relationship between Portfolios andResource Pools.

General Examples of a Portfolio:Portfolios are often grouped by product line, by division, bydepartment, by company, or other business units.


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Chapter 6Portfolios

What is a Program?A program is essentially a subdivision of projects in a Portfolio.Programs allow Portfolio Managers to delegate certainresponsibilities (i.e., Business Case completion, or BusinessCase approvals) to Program Managers.

General Examples:Programs are based on projects grouped by a common goal,such as increasing customer base, product improvement, clientretention, decreasing costs, etc.

Projects in Programs are not prioritized solely against eachother; instead, the projects are optimized against all projects inthe Portfolio. It is sometimes necessary to create the ResourcePool relationship with Programs instead of doing it at thePortfolio level.


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Chapter 6Portfolios

To Access the Portfolios area, go to Projects Portfolios

To Create a Portfolio1. To get to the Portfolio page, navigate to the projects area

and select the portfolio tab.

2. Select the New Portfolio button and give the Portfolio aname.

3. Select the Portfolio Details tab. Click Overv iew and EditOverview to identify a Portfolio Manager.

4. Add a description, scorecard, and status of thePortfolio.

Enabling these options will only record changes to the portfoliodenition. It will not record changes to the project in the

portfolio notes.

Fields on the Edit Portfolio page Name : Give your portfolio a name.

Description : Optional but often useful.

Portfolio Manager: Who will oversee the Portfolio?

Scorecard: Assign a scorecard to the portfolio.

Groups with Access: Selected Groups will be able to seethis portfolio on the Project Request.


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Chapter 6Program Creation

Similar to Portfolios, programs can also be used to organizeprojects in AtTask. Programs must be associated with aportfolio. A Program is subcategory of a Portfolio.

To see Programs within a Portfolio go to:Projects Portfolios Programs tab

To Add Programs to a Portfolio1. Click the portfolio where you want to add the program

(Marketing).

2. Click the Programs tab.

3. Select New Program; give the program a name (ClientRetention).

4. Select the Program Details tab, Edit O verview sub tab.Here you will assign a program manager.

5. Choose Save.


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1. :

Marketing

Professional Services

2. :

Quality Assurance

Process Improvement

Systems Stability


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Chapter 7Modifying Access Levels

Access Levels are applied to user proles to determinewhat a user is able to see and do inside AtTask.

As an administrator, you have the ability to create acopy of an existing Access Level and modify a copyto restrict or grant access to meet your organizationssecurity requirements.

Name Rank Explanation

System Administrator 99 User can have administrative access to AtTask andcan access all functions and information. Very fewusers should have this set of permissions.

Multi-GroupAdministrator

85 User can access all AtTask information and functionswithin any of the assigned groups.

Group Administrator 80 User can access all AtTask information and functionswithin this users home group.

Portfolio Manager 65 User can access information and functionality that isgenerally limited to this persons own portfolio.

Executive 60 User can view everything, but can only edit his or herown tasks, documents, and issues.

Project Manager 50 User can access and ed it information and funct ionswithin this persons own projects.

Individual Contributor 25 User can access and edit information and objects thatare directly assigned to this person.

Team Member 25 User can access and edit information a nd objects thatare directly assigned to this person.

Timesheet User 10 User can view only limited project information. Thisaccess level requires only a Limited-Use license.

Help Desk Requester 5 User can only submit help desk requests, and requiresonly a help desk requester license.


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System Administrators navigate to the Access Levels area bygoing to:Setup Access Levels

Access Levels can be created from scratch by clicking the NewAccess Level button. However, it is recommended you createa copy of an existing access level and then make changes asnecessary.

To make a copy of an access level, decide which of the accesslevels best meets the permissions for the resource.

To Create a Copy of the Project Manager Access Lev el1. Navigate to the Access area.

2. Click the Project Manager access level.

3. Make a copy of the Project Manager access level; renameit Project Owner.

4. Click Save.

SCENARIO

The implementation team has determined that the default ProjectManager access level is too strong. It gives the project managers theability to add tasks and modify task details on any project where theyare a member of the project team.

You need to create a Project Owner access level that only allows aproject manager to add and edit tasks on projects where he/she is theproject owner.


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Understanding the Moving Parts of Access LevelsAccess Levels are dened on two tabs. The Access Level Details tab contains general access permissions that can be granted or restricted. TheAccess Scopes tab identies individual Add, Delete, Edit, and View rights for each object. Once you make a copy of an access level, you can thenmake changes to it.

DenitionsAccess Area Access Areas allow administrators to review the permissions for an Access Level on an object-by-object basis.

Help Article Link: https://help.attask.com /#url=/index.php/node/load/107Access Action Combined with the Access Scope, Access Actions determines the activities a person can perform. The actions common to

most Access Areas are:

Add

Delete

Edit

View

Some Access Areas provide additional activities, such as:

Change Status

Custom Data

Request

Update

Help Article Link: https://help.attask.com /#url=/index.php/node/load/106

Access Scopes Combined with Access Actions; Access Scopes determine the criteria for permissions assigned.Help Article Link: https://help.attask.com /#url=/index.php/node/load/119
https://help.attask.com/https://help.attask.com/https://help.attask.com/https://help.attask.com/https://help.attask.com/https://help.attask.com/


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Edit the Project Owner Access Level1. Navigate to Setup > Access Levels > New Access Level

2. Name it Goal Sports Project Owner.

3. Go to the Access Scopes tab.

4. Select Task from the Access Area drop down.

5. Change the Add, Edit, and Delete actions to the Ownedby Me Project Tasks access scope.

6. Select the Change Status and Custom Data actions toinclude Project Tasks, Assigned To Me or Entered by MeTasks.

7. Click Save.

According to the scenario, the View action can remain on theHome Group, Project, or Entered By Me Tasks scope. This accessscope allows users to v iew any project in thei r Home Group, anyproject they are assigned to as a project team member, and anyproject they created.

SCENARIO

The implementation team has determined that the default ProjectManager access level is too strong. It gives the project managers theability to add tasks and modify task details on any project where theyare member of the project team.

Create a Project Owner access level that only allows a project managerto add and edit ta sks on projects where he/she is the project owner.


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Group associations and project team membership impact whatusers can see and do more than any of the other user proleconditions.

Individuals using the same access level may see different resultsor totals on reports because of the groups and/or projects theybelong to.

1. Select the Goal Sports Project Owner access level you just created.

2. Go to the Access Scopes tab and select Project.

3. Make the necessary changes and click Save.

SCENARIO

After creating the Project Owner access level, you decide you also wantto restrict which projects users with this access level are allowed to edit.

Go to the Project access area and reduce the access to edit only thoseprojects where they are set as the project owner.


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Chapter 7Layout Templates

Layout Templates provide administrators with the option toplace reports directly in front of individuals. Administrators can customize the workspace tabs onthe following pages:

AtTask Home

Global Areas-Projects, Requests, Reporting

Task, Project, Issue, and Portfolio Tabs

A well-dened layout template can signicantly reduce thelearning curve for the application because it streamlines clickpaths and makes navigation to relevant data easier.

To Access the Layout Template page go to:Setup Interface Layout Templates

To Create a Layout Template1. Navigate to the Layout Template page.

2. Select the New Layout Template button.

3. A Light Box will generate; name the template.

4. On the Set Details tab, set the default login Area.

5. In the Customize Tabs section, set any specific views orreports for users.

6. Customize Lists allows you to set specific list controls forthe layout.

7. The last tab, Assign People, allows you to connect thetemplate to job roles, teams, or specific people.


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Chapter 7Layout Templates

Layout Template options

On LoginDetermines the default login a rea for the user. For example, MyWork will take the User to the My Work area each time they loginthis will be their home screen.

In the Global Navigation BarThis option will allow areas to be turned off or on for a user.By default My Work and Projects cannot be removed. AddingReporting will provide access to reports for users with a teammember license.

Any Personal Preferences a user sets will override layoutpreferences.

Customize Tabs

A Maximum of six viewable tabs can be placed on any globalarea or page setup. The default tab will be the farthest taboption on the left. Any additional tabs will reside in the Moredrop-down.

Reporting elements like dashboards can be added here. Ifyou add a report for Late Tasks on the Project area, by defaultthe report will pull the available late task information on theselected project.


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1. Create a Project Owner Access Level that only allows aProject Manager to add and edit tasks on projects wherehe/she is the project owner.

2. Navigate to the Layout templates section and create anew Layout Template. Call It Project Managers. Locatethe customize Tabs and on a project remove thedocuments and risks tabs. Add the Approvals Tab.

Navigate to the Customize Lists tab and hide the Over CostBudget lter.

3. Assign the new layout template to Jennifer Campbelland observe the changes.


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User Setup


Add users to the system

Incorporate the building blocks to developuser proles

Develop Teams for work management

Discuss Personal Notications

8


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Chapter 8Importing Users and Adding User Accounts

Creating user accounts is easy. When users are created, aSystem Administrator can invite them to join AtTask (theycreate their own password) or set them up with a password.

To Access where people are added navigate to People People

To Import Users1. Navigate to the People page.

2. Select the New Person icon.

3. Choose Import People.

4. In the light box, download the Sample File. (This is abinary file and will open in excel).

5. Update First Name, Last Name, Email Address, andAccess Level for each user.

6. Upload the updated file.

7. Utilize Bulk Edit to update the important details of ausers profile including group, job role, and schedule

information.

8. When users are imported, you will be asked to inviteusers with an email or choose to manually set theirpasswords in the s ystem.

You will need to set up invitation details for users.

SCENARIO

The Development group needs to add a scrum team with four individuals thatdo not have user accounts.

Additional requirements for these user accounts will be provided in thesubsequent lessons.

User Names Email/Username Access Level Group

Adam Michaelson [email protected]# Project Manager DevelopmentJason Waters [email protected]# Team Member DevelopmentJesse Dowdle [email protected]# Team Member DevelopmentSean S tephenson [email protected]# Team Member Development

I i i


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InvitationsAtTask creates user proles for each person inputted into theform and sends an invitation to those individuals.

The specics of the invitations are determined in the Setuparea.

System Administrators can manage the invitations at Setup Email Invitations

The image shows what the preference page looks like.Organizations can set the number of days the invitationis active and set the details of the welcoming email sentrecipients.

In addition to establishing preferences for invitations, SystemAdministrators will see a preview of the AtTask and Help Desk

Invitations.

C ti I di id l U i t l t


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Creating Individual Users using a templateUsers can be created on an individual basis. A user can becreated from another users prole. This method essentiallyuses the selected persons prole as a template for new users.

To Create a New User with a Template1. Navigate to People People

2. Select the user who will serve as the template, mark thecheck-box next to the name.

3. Using the New Person button, select New FromSelected Person.

4. In the light box, provide the new user name.

5. Notice that their profile details are replicated based on

the selected user. The user can be invited to by email toregister.

6. Make sure to select the Add This Person button.


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1. Navigate to the People tab and add six new employees:

Adam Michaelson Jason Waters Jesse Dowdle Sean Stephenson Natalie Johnson

Paul Hancock

2. All new users should be assigned the Team MemberAccess Level and all should be assigned to theDevelopment Group.

3. Provide each new user with a unique AtTask email

address. Suggested email @GoalSports.com

Updating User Proles: In-line & Bulk Edit


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Updating User Proles: In-line & Bulk EditThere are several ways a users prole can be edited onthe People page.

In-line editing, is an option available throughout AtTask,allowing for quick updates to viewable information.While modifying specic users on an individual basis ishelpful, it can also be very time consuming.

However, several users can be edited at the same timethrough Bulk Editing. Bulk Editing is the same as editingan individual user, except multiple users are updated at asingle time.

Bulk Editing is ideal for making multiple updates toseveral users.

To Bulk Edit Users1. Navigate to People People .

2. Select the check boxes to the left of the user.

3. Select the Edit button.

4. Marking the check-box to the left of a fieldactivates the field. Only active fields can bemodified. These fields are included in the editwhen you click Save.

5. Make the necessary changes and click the Savebutton.

To modify Custom Data elds, change them on theCustom Data form.

SCENARIO

The Development users you imported in the last lessonrequire the following Access Level and Companyassociations, which can be done through the UserWorksheet.

User Names Access Level Company

Adam Michaelson Project Manager Goal SportsJason Waters Team Member Goal SportsJesse Dowdle Individual Contributor Goal SportsSean Stephenson Team Member Goal Sports

Updating User Proles: Individual Edit


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Updating User Proles: Individual EditIt is usually not necessary to use the multi-user edit optionswhen modifying a single user prole.

Additionally, certain user attributes are easier to modify in anindividual edit. In this lesson, you will learn how to navigate toand modify a user prole.

To Update Rays Prole1. Use the quick search field in the top right of the interface

to search for Ray Andrews.

2. Click on Rays name in the search results.

3. Select Edit Rays Info from the informationheader.

4. Go to the Organization section.

5. Change Rays home team association.

6. Modify Rays default job role.

7. Update Rays time zone to Pacific Standard Time.

8. Expand the Schedule field and select the US West Coastschedule.

9. Click Save.

When a person is given a default job role, the job role is alsoassigned as one of the selected options in the Job Roles eld,which shows all job roles the individual can fulll. In Rays casehe shouldnt have been assigned as a Support Engineer, so heneeds this option to be deselected in the Job Roles eld.

SCENARIO

Ray Andrews is part of the IT group and works primarily onhis groups projects. Rays job role is also incorrect. Change his job role to Engineer and change his home team assignment toInfrastructure.


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1. Do a Bulk Edit on the following individuals:

Adam Michaelson

Jason Waters

Jesse Dowdle

2. Change their Access Level to Project Manager andassign the Project Manager Layout Template.

3. Update their Primary Role to Project manager.


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Chapter 8Email Notications

Each user has the option to unsubscribe f rom AtTask generatedemails, particularly Event Handlers. Unsubscribing from emailsis done in the My Settings on a user prole.

To Update Your Email Notications Preferences1. Click your avatar in the Global Navigation Bar.

2. Select My Settings.

3. Navigate to the Preferences Section.

4. Using the Email Me When drop-down, unselect theidentified notifications.

5. Click Save.

Additional notications are automatically added to the EmailMe When list and enabled when System Administratorsenable Event Notications. See the section on EventNotications for more information about these items.

Some notications are redundant. However, do not spend toomuch time making sure redundant emails are accounted for.When redundant notications could be issued, AtTask is smartenough to only send one.

SCENARIOGo into your user prole and deactivate the following notications:

The status changes on my request

The status changes on one of my work items

I get a new work request

A Document upload request is fullled


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Chapter 8Teams

Teams are a collection of individuals that work together.The individuals on a team may have different job roles orresponsibilities. However, because they work closely together,their goals are intertwined.

The purpose of teams in AtTask is to allow project managersto quickly assign work. Through in-line editing or other tools,project managers can assign task and issue work to the team.Members of the team see these work requests on the T