Projects

Projects are a collection of tasks. They allow you to organize and manage multi-faceted workflows in one locations. Administrators and contributors can assign multiple tasks to a project as well as pull assets directly from your DAM and assign them to projects.

This article covers how to:

• Create Projects
• Edit Projects
• Project Assets
• Comment on Projects
• Duplicate Projects
• Delete Projects
• Change Project Permissions

Create Projects:

Administrators can create new projects.

• Log in to Workstream.

• Click Projects on the navigation. Click +New Project in the top right-hand side of the screen.

• You will be prompted to provide the following:

• User Groups with access to the project – enter the contributor group(s) that you’d like to allow to view and edit the project.

• Project Name

• Project Sponsor – the sponsor manages the details of the project.

• Launch Date

• Project Description
  
  
• Click Create.
  
• A new, unique project ID will be automatically assigned to your project. Project ID's are noted by a "P" preceding the ID number and are located above the name of the project. 

Administrators can also create a project from a task or move a task to or from an existing project. (Read more about tasks.)

Edit Projects:

Administrators can view and edit all projects, while contributors can view and edit the projects that they have permission to view.

Projects can be edited from the project details page:

• Log in to Workstream.

• Click Projects on the navigation bar.

• Click the project that you want to edit. 
  

Edit Project Name and Description

• In the project details page, hover your mouse over the project name or description and click to inline edit.
  
  
  
  
• Click anywhere on the page to save. A confirmation pop-up in the lower right-hand corner of the screen.
  
  

Edit Project Sponsor

• In the project details page, hover your mouse over the Project Sponsor section and click the  icon.
  
  
• Click Edit Sponsor.

• Type in the name or email address of the user and click their name when it appears in the dropdown. 

• Click Save.

• The assignee will receive a notification that they are the new project sponsor.

Contact Project Sponsor
If there is an update or change to the project requirements, you may want to send a personalized message to the project sponsor.

• In the project details page, hover your mouse over the Project Sponsor section and click the   icon. 

• Click Contact Sponsor. You will only see Contact Sponsor if the project sponsor is someone other than yourself. 

• Enter the message and then slick Send.

Edit Completion

The completion section of the project automatically updates as tasks assigned to the project are marked complete. (Read more about tasks and updating statuses here.)

Admins can manually mark a project as complete. Hover over the  icon on the project list page, next to the project name in the project details page, or next to the completion percentage on the project details page. Select Mark project complete. You can also reverse this action by selecting Mark project active.

Edit Launch Date

• In the project details page, hover your mouse over the Launch Date section and click the  icon.

• Click Change Launch Date.

• Select a new date and Save.
  
  

Add/Remove Watchers

Adding Watchers to a project is a good way to keep relevant people informed of the progress of a project. Watchers receive notifications if there are certain updates or changes to the project.

Add a watcher:

• In the project details page, hover your mouse over the Watchers section.

• Click the icon.

• Type in the name or email address of the user . Click their name once it appears in the dropdown. Note: Watchers must also be Workstream users.

• Enter an optional message.

• Click Save. 

Remove a watcher:

• Hover your mouse over the watcher’s name and click the icon. 

Project Assets

You can assign locally stored assets or assets from your DAM to a project.

Any assets assigned to a project from your computer or desktop will automatically be uploaded to a folder in the DAM titled Workstream Assets. (Read more about the Workstream Assets folder.)

If a task includes assets, they will appear in the Assets section under the name of the task.

 There are a few ways to attach assets to projects:

• In the project details page, drag and drop assets into the Assets section.
• In the project details page, hover your mouse over the Assets section and click the + Add assets icon. 

           

  • Click From Webdam to select assets currently in the DAM.
  • Click Upload to select new assets from your computer.
    
  • To remove an asset, hover your mouse over the asset and click the    icon. This will remove the asset from the task, but it won’t delete the asset from the Workstream Assets folder.

Interacting with project Assets:

• Assets displayed in the project assets section are organized by Project assets and Task assets:
  • Project assets are attached directly to the project
  • Task assets are attached to tasks within that project. These assets will appear under the name of the associated task.
• To collapse a section, hover anywhere within the section and click the  icon. Use the same icon to reopen the collapsed section.
• To view asset thumbnails in different sizes, adjust by dragging the sizing slider left to right:
• To select assets, hover and click the icon on an individual asset, or use the same  icon to select an entire section.
• To download, share, or remove selected asset(s), use the icons at the top of the assets section:
  • Use the  icon to download asset(s). Asset(s) will be downloaded in their original dimension.
  • Use the  icon to share asset(s). Email Link, Email download, and Get links options are available for individual assets. Email link option is available for multiple assets.
  • Use the  icon to remove asset(s). This will remove the asset(s) from the project or associated task, but it will not delete the asset from the Workstream Assets folder.

Below is an image of the project Assets section. Learn about the Task Asset Section here.

Comment on Projects:

Workstream admins, watchers, sponsors, and approvers with access to a project, can comment on projects. Project sponsors will receive email notifications to alert them of new comments.

• To mention someone in a project comment, type the @ symbol followed by their name or email address.
• To delete a comment, hover over the comment and click the  icon and select Delete Comment. Admins can delete their own comments and comments of other users, all other users can only delete their own comments.
• To reply to a comment in a thread, hover over the comment and click  Reply. A comment box will appear indented below the original comment, and pressing the  Enter / Return  bar on your keyboard will submit the reply.

Edit Active Tasks

Active tasks are tasks that are still in progress.

• View or Edit an Active Task:
• In the project details page, click a task. This will direct you to the task details page.

• Add an Active Task:
• In the project details page, hover your mouse over the Active Tasks section and click the + icon.
  
  
• Click the dropdown to select a request form and click Create.  (Read more about Request Forms.)  

• Complete the form. Click Save for Later to save a draft or click Submit to finish adding the task. This will create a new task.
  
  
• You can also view or hide completed tasks by clicking the Hide/Show Completed Tasks link below the task list.

Remove task

• Click on one of the project's active tasks.
• On the task details page, click the  icon to the right of the task name. Select Remove from project.

Duplicate Projects:

• In the project details page or the project list, hover your mouse over the project name and click the icon.
  
  
• Click Duplicate Project. The newly duplicated project will be assigned a new project ID and will retain the original project name followed by the word (Copy).

Duplicating a project will copy/duplicate the following, which can be edited when the duplication is complete:

• Project title
• Project sponsor
• Watchers
• Due date
• Tasks – including checklists, assignees, due dates
• Assets – if you confirm that you’d like to duplicate the attached assets.

Note: this links the original asset to the copied project, this does not create an additional copy of the assets.

Delete Projects:

• In the project details page or the project list, hover your mouse over the project name and click the  icon. 

• Click Delete Project.

Change Project Permissions:

Only admins can change the project permissions.

• In the project details page or the project list, hover your mouse over the project name and click the  icon.

• Click Change Project Permissions.

• Enter the contributor group(s) that you’d like to allow to view and edit the project.

• Click Save.

Filter

You can filter the project list to display projects in different orders based on the facet chosen.

• Click Project in the header row and select Sort by Project Name or Sort by Project ID. To switch between ascending or descending order, click your selection again.
  

• To further refine the way projects are viewed and which projects show in the project list, click All Projects in the secondary navigation to reveal the Filters list. To filter by:
  
  
  • Creator - to view projects created by a particular person, toggle the slider to the on position and enter their name or email.
  • Sponsor - to see the list of projects sponsored by a particular person, toggle the slider to the on position and enter their name or email.
  • Hide completed - when this is on, completed projects will not show in the list.

Updated November 10, 2023 16:56