Creating a project
Projects can be created and managed in the Projects section,
accessible from the left menu. Use Add new project link to create a
new project. Enter a name for your project and choose a Project
Manager and the members from the menus. You may also set the deadline for the project.
If you need to change the project settings later, you can do so on the
project view from the Modify project link on the top right corner.
Assigning and completing tasks
Task can be created from the Task link on the left
side menu. Enter a title for the task (shown in listings) and describe
the task in the text area below the title. Additional details can be
provided in the options on the right side of the page:
- You can select a responsible person for the task. This person will
receive a message in her Inbox and the task will appear on her
My tasks list.
- If you have defined milestones for this project, you can choose a milestone in which this task belongs.
- You can set a due date for the task
- You can set the priority of the task to be either normal or
urgent. Urgent tasks are labelled with the Urgent icon
.
Email notifications can be sent to chosen recipients by checking one
or more of the checkboxes below the text area. Finish the task creation
by clicking Create task button.
Tasks can be arranged by using drag&drop feature in the task lists. To re-arrange a task list, move a task in the list using the Drag&drop icon 
.
A task can be completed by clicking the Complete icon 
in front of the task. Completed tasks are shown in list with overwrite effect applied to them.
Creating milestones
Milestones can be used to divide project into multiple
phases each having their own deadline. You can add new milestones for a project from the Add milestone
link under the Roadmap tab.
You can move a task from one milestone to another by clicking the
checkbox next to a task and then choosing a target milestone from the
menu labelled Move selected tasks to. A Comment icon 
after the task title means that the task has been commented.
Milestones, and the tasks they contain,
form a road map for the whole project. The road map can be downloaded as
a printable PDF file.
Creating a meeting
Meetings can be created under the Meetings tab in the
Schedule section. Clicking Add new meeting link opens a
form in which you can enter the details of the meeting. The following
details can be provided:
- Subject is is the title of the meeting which is shown in the
listings
- Start time
- End time
- Users who are supposed to attend and who will receive invitation to the meeting
- Location of the meeting
- Agenda
The process is completed by clicking the Create meeting
button. The newly created meeting will show up in the meetings list
and participants will receive invitation into their inbox. A reminder
about the the meeting will also show up in each participants' desktop.
When clicking trough to the meeting view, a multiple choice menu is shown to each participant with the label Are you attending? By selecting either Yes/Maybe/No, participants can set the status of their attendance for others to know.
Using the
Shared Calendar
Shared calendar can be accessed from the
Schedule section in the left menu. The Group calendar
tab shows the current month and the next two months. You can switch
the month from the drop down menu on the top of the page. Below the calendar view, a list of
scheduled items is shown for the next seven days. You can add notes
and meetings for the selected day from the drop down menu labelled Add item....
Tracking time
To report hours spent on a specific task, open the task
and click the Track time link in the toolbar. You can provide
the following details:
- Date when the task was performed
- Person who performed the task
- hours spent on the task
- Description of the activities
Submit the hours by clicking the Add button.
To see a report of
hours used on a specific project, go to Projects section on the
left menu, choose one project, then open the Time tracking
tab. You will see a list of all the reported hours for this
project.
To view a report of hours within a specified time period, choose a start and end date using the calendar tool and click List time records. You will get a list of all the reported hours within the chosen time period.
Here you can also report hours for activities that are not related to any of the specified tasks in the project.
Removing a project
A project can be removed after it has been marked as completed. To complete a project, click the Complete icon in the Projects view on the right side of the project "Status" progression bar.
After completion, select the Completed projects tab. From here you can remove projects by clicking the Remove project icon 
.
To re-activate a project, use the Activate icon 
.
Starting a dicussion
Start a new discussion by clicking Discussion
link on the left pane. You can optionally choose one of the pre-defined
discussion forums or a project in which this discussion belongs
to. After inputting the title and the text, create discussion by
clicking the Create discussion button.
Uploading a document
You can share a document by uploading a file in the
Documents section. Use Upload file link to open the file
upload form, which allows you to choose the file and to provide
description of it's contents.
You can open a shared file by clicking
it's title in the file listing.
You can also attach files to any
discussion, task or a created document by using the Attach file
link in the toolbar.
Creating a document
To create a new document, go to Documents
section and click the Compose document link. You can input a
name for the document and use the rich text editor for inputting it's
contents. Use the editor toolbar to format your document. The
formatting options are:
Turn the selected text into boldface
Turn the selected text into cursive
Underline the selected text
Apply strikethrough effect to the selected text
Left align the selected text
Center align the selected text
Right aling the selected text
Full aling the selected text
Make a bullet list
Make a numbered list
Undo the previous task
Redo the previously cancelled task
Create a link from the selected text
Remove the link from the selected text
The size of the text area can be adjusted by dragging it from the bottom right corner.
You can optionally choose the project to associate this document
with. Complete the creation of the document by clicking Create
document button.
Commenting and
creating related items
You can add a comment to a discussion, task or a
document by writing your comment into text area in the bottom of the
page. Submit your comment by clicking Add comment button. Your
comment will appear immediately as the last comment in the thread.
You can edit your comment by clicking the Modify icon 
in the top right corner of the comment field.
You can also create related items for a dicussion by clicking Related
task or Related document link in the toolbar. These items
will be shown as related items for the discussion. Likewise, when
viewing any of the related items, a link to the discussion which originated it
is shown below the title.
Bookmarking items
You can bookmark a discussion, task or a document by
clicking the Bookmark icon 
next to an item.
You can access your
bookmarked items by visiting your Bookmarks section in the left
menu.
You can remove a bookmark by clicking the Remove icon 
next to a bookmark.
Sending a private message
Send a private message by clicking the Message
link on the left menu. Choose one or more recipients from the select
menu and enter the subject and the message text. Complete message
sending by clicking the Send message button. Recipients will
see the message on their personal inboxes. Private messages are not
visible to any other members and they are not shown in the activity feed.
Status updates
and micro-messaging
You set your status or send short messages to others by
inputting your message to the text field with the label What are
you working on? in the Desktop. Message is shown only in
the activity feed and others can comment it by clicking the Comment link below the message.
You can show your support to a message by using the Support link below the message.
You can remove your own message using
the remove icon .
Your last message is shown as your status in your personal profile
page in the People section. You can clear your status by
inputting an empty message in the What are you working on? field.
Creating a
media tracker (premium version)
To activate media tracking for selected keywords,
go to Media tracking section in the left menu and click Add
media tracker link. Enter the name for the media tracker and the
keywords, separated by space. Use doublequotas to search for a phrase. Complete the media
tracker creation by clicking Create media tracker. Media
tracker is shown as a search results box with the Media
tracker icon 
You can change the name and the keywords of a media tracker by
clicking the Modify icon in the top right corer of the results box.
You can remove a media tracker by
clicking the Remove icon in the top right corer of the results box.
Adding feeds
(premium version)
Feed group enables you to integrate your own RSS and
Atom feeds (what's that?) into the workspace. Open the feed group addition form by clicking the
Add news feed group link. Provide a name and optional
description for the group and complete the creation by clicking the
Create news feed group button. Feed goup is shown as a seach
results box with the Feed icon 
.
You can add feeds to this group by clicking the Modify
icon in the feed group
box.
You can start a discussion related to a feed article by clicking the
Discuss icon 
next to article headline.
Removing users
To disable a user account, go to Control section on the left menu and click the email address of the user you want to disable, then check the Access disabled box. The user will no longer be able to login to the workspace.
Subscribing to
premium version
You can subscribe to the premium version in the Control section, accessible from the left menu. Open the
Subscriptions tab and select the months that you wish to want
to pay in advance. Clicking Continue to subscribe button opens
a payment page with the total sum shown. Currently we support payments through PayPal, or alternatively, you can make
a direct bank transfer if you are within European Union. For bank transfer, a
download link is provided for the subscription invoice that can be printed out.
Closing your workspace
In a case you want to terminate your subscription, you
can do so in the subsciptions tab in the Control section. Use
Cancel this workspace link to remove this
workspace. The data in the workspace will be permanently delete after 30 days. Possible unused subscriptions will not be refunded.
In a case you want to stop using the workspace temporarily and
continue using it later, you can simply skip months in subsbriptions
and subscribe again when you want to continue. Your data will
stay intact during the break.
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