¶ Create Projects & Manage Settings
Key Note: In Planally, creating a “project” can mean creating a contract, tender, research initiative, product, audit, or any other entity defined by your workflow. The steps below apply universally, but examples here use projects for clarity.
¶ Overview
Projects are the foundation of your workflow in Planally. When you create a project, the selected roadmap automatically structures phases, activities, roles, and governance rules. This means your project starts with a fully automated workflow that includes:
- Phases: Lifecycle stages defined by the roadmap.
- Activities: Tasks and deliverables within each phase.
- Team: Roles and permissions for governance.
- Settings: Controls for visibility, roadmap, and phase management.
To start working on a project:
- Complete the activities assigned to each phase.
- Add additional activities if needed.
- Reach a decision point (gate) where you decide to:
- Go: Move forward to the next phase.
- No-Go: Stop the workflow.
- Recycle: Return to a previous phase.
This structured approach ensures compliance, transparency, and efficient collaboration throughout the workflow.
¶ Key Features
- Create Projects: Add new projects within a workflow.
- Roadmap Automation: Select from available roadmaps to structure phases and activities.
- Accessibility: Define whether the project is Public or Private.
- Tags: Add tags for categorization and search.
- Manage Team: Control access and roles via Access Table and Org Chart.
- Manage Settings: Update project details, current phase, status, roadmap, and other attributes.
- Delete Project: Permanently remove a project following confirmation rules.
¶ Creating Projects
You can create a project from:
- The Project List page.
- The Create Project page within a workflow.
¶ Steps
- Navigate to your workflow dashboard or Project List page.
- Click Add Project.
- Complete the fields:
- Name: Enter a descriptive name.
- Roadmap: Select from available options (e.g., Direct Award, Negotiated Tender).
- Accessibility:
- Public: Visible to all users; access requests go to Key Role Users and System Administrators.
- Private: Only visible to assigned users.
- Tags: Add relevant tags for easy filtering.
- Click Save to create the project.
Once created, the workflow is automated with phases, activities, and governance rules. You can immediately begin completing activities and navigating through Workflow Views.
¶ Manage Team
Team allows you to update access to your project and manage the roles involved via the org chart.
¶ Access Table
- Displays all users with access to the project.
- You can add/remove users here.
- Assigned users receive notifications.
Steps
- Go to Team > Access.
- Click Add User.
- Select from the user list.
- Assign appropriate access level.
- Save.
¶ Team Org Chart
- Shows the project’s organizational structure.
- Automated based on the roadmap but editable.
- Roles are based on workflow definitions.
Role Types
- Key Role: Users here are Admins with full control of that particular project.
- Non-Key Role: Users can view everything and update only their assigned activities.
- Assistant Role: Flag for Assistant Roles in the project.
Steps
- Go to Team > Org Chart
- Click Add Role or select an existing role to update.
- Assign users to roles.
- Adjust as needed.
- Save changes.
¶ Manage Settings
Settings allow you to update key project details without disrupting completed data.
¶ What You Can Do
- Update Name and Description.
- Change Visibility (Public or Private).
- Add or edit Tags.
- Update Current Phase.
- Change Status (Active, Inactive, Completed).
- Change Roadmap:
- This action migrates the project to the new roadmap from the current phase onwards. Data that has been already completed or updated will not be affected.
- View Other Attributes if applicable.
¶ Steps
- Open the project page.
- Click Settings in the sidebar.
- Make changes as needed.
- Click Save.
¶ Delete Project
Deleting a project permanently removes all associated data, including activities, documents, and team structure.
¶ Steps
- Open Settings for the project.
- Scroll to Delete Project option.
- Type DELETE in the confirmation field.
- Click Confirm.
Important Notes
- This action cannot be undone.
- Ensure you have exported or archived necessary data before deletion.
¶ Best Practices & Tips
- Use tags for quick filtering and reporting.
- Assign Key Roles early to avoid access bottlenecks.
- Regularly review team structure for accuracy.
- Update your project phase and activities promptly for accurate dashboards.
- Complete activities and use decision gates to maintain governance.