Your Guide to a Successful Project
When you create and log into your Zoho Projects portal, this will be your landing page.
In order for you to configure, set up, design or add any detail in your Zoho Projects account, you would first need to select set up; which is represented by the the tools icon on the navigation bar at the top.
This is your tools icon at the top of the navigations bar
Introduce Your Company
This where you will be able to customize the portal such as the company's name, phone number, date and time etc in order to meet your company's needs. There are five (5) main areas under Portal Configuration that you will need to set up once you have logged into Zoho Projects for the first time. These are as follows:
This is where you will be able to locate "Configurations"
This is the pencil icon that you are looking for to get started editing!
To configuring your company details, select "Portal Configurations", then "Configurations"
Selecting the pencil icon starts the process of entering your data.
Set Your Work Schedule & Holiday
Date & Time Settings
After you have selected set up from the navigations bar, selecting "Portal Configuration" is where you will be given the option to configure Date & Time.
Date & Time is automatically populated for you where all you have to do is customize it to your liking.
It's automatically saved so you don't lose your work.
Holiday can be tailored to reflect any national/international holidays as well as any special holiday that is celebrated by your company!
Keep Track of Your Project & Budget
Set Up Your Task & Log Timesheet
Task Settings allows you to configure details of tasks such as maintaining the order of the task even after completion, the prefix, its duration, being able to view whether a task is blocking or waiting on other task, its dependencies or viewing a user's work allocation when assigning a task!
It automatically saves your work so it won't get lost.
Control the details of the work hours that the user can log.
Ask Zia for Help!
This is where you will find the Zia icon.
Make Zia work for you! If there is something that you are not sure about enable Zia and get a helping hand on projects, tasks, issues, analytic insight and more!
Zia always tries to make your work easier by suggesting questions for you, however you can always customize your questions for her.
After configuring company details, you are now ready to set up your users.
This is where admin adds, removes or edits the individuals that can participate in projects. Admin can choose between two (2) types of users. Portal users and Client users.
Portal users are assigned to the employees of your organization so that they can be assigned task and projects.
Client users are designed for inviting external participants to collaborate with the organization’s team/s.
Profile & Roles
Creating a profile is important because a profile determines the set of permissions that an employee will have. The portal has default profiles which cannot be deleted or edit
Creating a profile is done from the set up screen then scrolling down to "Manage users". Select "Profiles" then click on "Add Profile" in the top right corner.
After clicking "Add Profile", a window will pop up, allowing you to name and customize the permissions for the new profile. Once you are finished, just click "add" to save your work!
Creating a role is essential because it lets the employee know what position they hold in the organization. The portal has default roles such as “Employee”,” Contractor”, “Manager” and “Admin” however they can be edited to meet your organization's needs.
On the set up screen, navigate to "Manage Users" then select "Roles".
Go ahead and click on "Add Role" in the top right corner.
This is where you will be able to create a new role for your organization.
After clicking on "Add Role", enter the name of the role
Click save to successfully add the new role to your list!
Assigning Profiles & Roles
Let's Get it Done
This is where users will be able to create, edit and view the progress of the projects that they are associated with. Users will also be able to create and view all the milestones and issues associated with their projects.
Using Task in your projects
This is where users can create, edit and delete tasks as well as view all the details of the pending, in progress or completed task that the user has assigned to them.
Adding a Task
To add a task, select the task module then select "Add Task" in the top right corner.
Selecting "Add Task" opens a small window that allows you to populate the task details. Click "add" to save your work!
Editing a Task
If you need to make a quick change, just select the task that you want to make a change to.
The task will open, where you can make the change you need to! It automatically saves your changes so you can exit when done.
Adding A New Project
Adding a new project is a simple as clicking the project tab then clicking "New Project" in the top right corner of the page.
This is a simple and quick way to add and edit activities. This section helps members easily identify days in which they have tasks that need to be completed so that they can plan a head and complete those tasks. Tasks that are in the calendar are given different color codes so that it can be easy to identify and track.
This is an internal collaboration feature that allows users to be invited so that they will be able to chat in a private environment on a specific project/topic.
Once you click on the Discuss tab and land on the discuss page, in the top left corner, it is automatically set to "Discuss over chat" so all you have to do is select "New Conversation" in the top right corner to start.
A window will pop up, allowing you to enter the information needed to start a conversation. Once you have entered the participants, what project it is going to be associated with and the title, click "add".
Once the conversation has been added successfully, it will open a window for the conversation to begin.
Feed is broken down into 3 categories: feed, status and activity stream.
Let's Talk Numbers
Reports give users and admin an analytic insight of the progress of projects. When using reports, there are seven (7) reporting styles: the Gantt chart, Timesheet Reports, Resource Utilization, Task Reports, Planned vs Actual, Project Timeline Gantt and Project Reports.