Folders¶

Goal: you organize the client’s portfolio structure (folders) and manage time limits for e-mail notifications, new subfolders, and access rights.

Prerequisite: you are logged in as administrator.

Step by step¶

1. Select Administration > Folders.

   

2. Drag a folder to the preferred position via Drag & Drop.

Check the result¶

The folder structure shows the new arrangement. In addition, the following functions are available:

Tip! A yellow key indicates that some of the existing folder roles are assigned to the folder (Folder structure column). A gray key indicates that the access rights for the folder were taken from the root folder.

Time limits for e-mail notification¶

1. Click the Note with a pen button.

   

2. Set a period (in days) for the respective notification.

The E-mail notification column shows all time limits.

Remind employees about untimely completed jobs that were due X days ago. If this option is on, e-mails are sent to the employees assigned to the activities when:

• the activity start lies within the period from the current date minus X (e.g. 2) days, and the completion percentage for this activity is 0.

• the activity end lies within the period from the current date minus X (e.g. 2) days, and the completion percentage for this activity is less than 100.

Remind employees about upcoming activities that start in X days. If this option is on, e-mails are sent to employees whose activities start within the period from the current date plus X (e.g. 3) days. Example: if today is July 15 and 3 days are entered, the period runs from July 15 to July 18.

Notify employees about the change of work for activities within X days. If this option is on, e-mails are sent to employees whose activities, lying within the period from the current date plus X (e.g. 1) day, have had a date change.

Notify users about the change of work for activities within X days. If this option is on, e-mails are sent to users who have subordinate employees assigned to activities lying within the period from the current date plus X (e.g. 7) days. You define subordinate employees under Administration > Users, column Actions, button — the Filter field must remain empty.

Notify users about the change of milestone dates within X days. If this option is on, e-mails are sent to users when milestone dates have been shifted.

Notify users about negative effort within X days. This option is only relevant and available for schedule-driven planning. If it is on, e-mails are sent to users when employees assigned to activities have non-working days and no replacement personnel resources have been assigned to the activities on those days.

Caution! The first e-mail notification lists all activities from the project start up to the cutoff date (e.g. July 17). After that, only new activities are added — if an employee has already been notified about an activity, they will not be notified again on the next e-mail, even if the activity is still within the defined period.

Delete a folder¶

Click the icon button .

Create a new subfolder¶

1. Click the icon button .

2. Click the icon button in the row of the new folder and enter a name and description for it.

Change access rights for a folder¶

1. Click the icon button .

2. Change the access rights.

Note: access rights on the root folder also apply to subfolders, unless defined otherwise.

Related topics¶

• Folder roles

• Portfolio structure hierarchy of a client — comparable functions via Administration > Clients

• Manage clients