Manual ProjectWork

ProjectWork panel

ProjectWork online project management software shows all project information in horizontally aligned panels. Tasks, resources and task/resource assignments are integral visible and editable.

The ProjectWork panel is the central panel that contains on top the filename and below the general dialog or temporary dialogs of various functions. When the filename is clicked the Properties dialog appears where you can change the file name in Google Drive. Beneath the filename is room for a status message regarding automatic storage in Google Drive. After closing a temporary dialog the general dialog returns.

The general dialog contains:

  • Google account and the option to sign out
  • trial status and license ordering with PayPal

  • shortcuts to menu functions, like Properties and Settings
  • option to mark rows that change when you or someone else make a change in the schedule

  • help like manual, video tutorial and helpdesk
  • demo functions to see the scrolling of the panels and the tooltip locations

Edit schedule

The Tasks and Resources tables can be edited per cell by clicking the cell. An outline appears around the cell and the row gets selected. The value can now be entered.

The Enter key advances the selection to the cell below, the Shift + Enter to the cell above.
The Tab key advances the selection to the cell on the right, Shift + Tab to the cell on the left.

Editing multiple cells at once starts with selecting a cell with the left mouse key followed by selecting this cell and adjacent cells above or below with the Shift key pressed, see example below. After releasing the mouse the cells get the same value as the first selected cell.

When a single task/resource row is selected a task/resource dialog appears to see and edit the task/resource. Hidden columns are also visible here. Next to the dialog the quantity column shows the assigned quantity.

Select rows

Some menu items work in combination with one or more selected rows in the Tasks or Resources table. If no row is selected, these items are grayed out and cannot be used. Selected rows have a dark background color.

Rows can be selected by selecting a row and with left mouse key pressed selecting neighboring rows.

Another way of selecting consecutive rows is by selecting the first row an with Shift pressed the last row.

De-selecting is done with the ESC key.

Keyboard shortcuts

Keyboard and mouse can perform some functions directly, see list.

Ctrl + mouse clickLink or unlink selected task(s) with the clicked task
Assign selected resource(s) to clicked task
Mac uses Meta key + mouse click
Ctrl + scroll wheelZoom in/out in Gantt and Capacity chart
Alt + scroll wheelHorizontal scroll
Right mouse clickContext menu
Mac uses Ctrl + mouse click for context menu
EscUndo and close
TabNext cell
Shift + TabPrevious cell
EnterNext row
Shift + EnterPrevious row
Shift + mouse clickSelect rows between selected row and clicked row
Shift + mouse pressedCopy content of selected cell to cells below/above
Ctrl + NNew project
Ctrl + LReload project
Ctrl + ZUndo
Ctrl + YRedo
Ctrl + CCopy row(s)
Ctrl + XCut row(s)
Ctrl + VPaste row(s)
Ctrl + UInsert row(s) above
Ctrl + DInsert row(s) below
Ctrl + EErase row(s)
Ctrl + DelDelete row(s)
Ctrl + >Indent row(s) more
Ctrl + <Indent row(s) less
Ctrl + ?Help
mouse click on headersArrange columns

Project menu

New project

Starts a new project with an adjustable title. The file is put in Google Drive in the same folder(s) as the original. Sharing permissions are not copied from the original file, but they are copied from the common folder(s).

Open...

Shows a list from Google Drive with previously saved ProjectWork files. Opens the selected file.

Copy

Copies the schedule and saves it in a new file in Google Drive with an adjustable title. The file is put in Google Drive in the same folder(s) as the original. Sharing permissions are not copied from the original file, but they are copied from the common folder(s).

Overwrite...

Opens a list from Google Drive with previously saved ProjectWork files. Overwrites the selected file with current project.

Import > mindmap from PC

Loads a JSON file created with MindMup from the PC to start a schedule, see From idea to schedule with mindmap.

Import > JSON from PC

Loads a JSON file with ProjectWork schedule from the PC.

Import > Microsoft Project XML file

Imports an MS Project XML-file from the PC and converts it to an ProjectWork schedule.


Publish > HTML in Google Drive

Opens a dialog to publish the current schedule to an HTML file in Google Drive. You can create a new file or overwrite an existing file. This HTML file can be further used, see Publish schedule.

Publish > Spreadsheet in Google Drive

Creates a spreadsheet file in Google Drive, see recent files. This Spreadsheet file can be further used, see Publish spreadsheet.

Publish > Milestones in Google Calendar

Opens a dialog to create, update and remove milestones in Google Calendar 'ProjectWork'. Resources assigned to a milestone which have a Google Account filled-in will get the milestone in their Google calendar. see Publish milestones

Publish > Sites in Google Maps

Opens a dialog to publish all Resources with Site filled-in in a .html file in Google Drive. This file can be viewed from Google Drive in Google Maps, see Publish sites.

Report > Progress

Opens a Google Document with progress information.

Export > JSON to pc

Saves an ProjectWork schedule in a JSON file on the PC.

Export > Microsoft Project XML file

Exports the ProjectWork as MS Project XML-file to the PC.

Print

Prints the tasks table and the Gantt chart via the browser. In some browsers you can print to a PDF file.


Project properties...

Opens a dialog with properties of the current project.

Settings...

Opens a dialog with user settings:
Language and currency
Date format with time
Timezone and daylight saving
Show critical path
Show progress

Working hours...

Opens a dialog to change the working hours for the project.
A day can have 5 non-overlapping working periods.
Multiple days can be changed simultaneously.
Standard working hours: Monday-Friday from 8:00-12:00 AM and 01:00-05:00 PM. This accounts for 8 hours per day and 40 hours per week.

Non-working periods...

Opens a dialog to add or delete non-working periods to the project. A non-working period has a start date and a finish date. During the period the project is not executed and the schedule delays.

Reload

Reloads the project from Google Drive including title and description. This feature is required when a schedule is simultaneously shared with others.

Context menu

The context menu appears by first selecting one or more rows and then right mouse-click (Mac: Ctrl + mouse click) the rows. The selected function affects the selected row(s).

Arrange columns

The columns can be arranged in a dialog by clicking on the column headers or from the panel's menu.

The column order can be re-arranged in the dialog window by dragging a column and dropping it at the requested position. A checked column is visible.

Adding a custom column is possible by giving it a title and type. The column appears as last and can be repositioned by dragging it to the requested position. One column at a time can be added with Apply. A custom column can be removed by deleting its title.

Tasks

Tasks are the basis of the project schedule. They are the rows in a table with columns that contain properties of the tasks.
Tasks can be edited in the table or by functions in the Tasks menu.

Coming to a complete schedule of tasks is best achieved in following steps:

  • Work Breakdown structure - the subdivision of a complete project into products and activities
  • Task order - the order in which tasks are depending on each other by linking them
  • Phases - groups of tasks that have a specific function like design, construction, delivery
  • Milestones - important decision moments concluding phases (in ProjectWork a task with duration 0)
  • Resources - people and means to complete the task
  • Work - the hours needed to complete a task
  • Start date - results with work, resources and available working hours in a finish date per task
  • Critical path - the linked tasks that result in the shortest project finish date
  • Documentation - information on design and progress

Columns

read-only

ID

Row sequence


read-only

WBS

Code indicating how the task fits in the breakdown. The Work Breakdown Structure (WBS) of a project shows how a project is build from products and activities.


required

Task description

Description of the task based on the product and/or activity needed to be delivered.


optional

Start date

Starting date and time of the task, according format from settings. Click to use the pop-up calendar to pick a date or enter date and/or time directly. Fast date entry is possible by skipping month and year giving the first date from today.


optional

Finish date

Finishing date and time of the task, according format from settings. Click to use the pop-up calendar to pick a date or enter date and/or time directly. Fast date entry is possible by skipping month and year giving the first date from today or start date.


optional

Duration

The time a task takes in days (d) and hours (h), for example '2d 4h' corresponds to 20 hours. The default duration without unit is in days.
A duration of 0 turns a task into a milestone.


read-only

Slack

The time a task can start later before becoming part of the critical path. The time is in days (d) and hours (h), for example '2d 4h' corresponds to 20 hours.


optional, default 0%

Progress

Percentage indicating the completion of the task.


optional

Predecessors

The ID's of preceding tasks, see Link tasks.


optional

Resources

The abbreviation or name of assigned resources, see Assign resources to a task.


optional

Work

The total number of hours the assigned resources work to this task.


optional

Cost

Cost per task or the total cost of the assigned resources.


optional, default ASAP

Constraint

ASAP = As Soon As Possible (empty is ASAP)
ALAP = As Late As Possible
Start = start on Start date
Finish = finish on Finish date


optional, default according Settings

Constant

Columns Resources, Work and Duration relate according: Work = Resources x Duration
Resources is the sum of the Resources of type Work: 3 for R1;R2[2]
When changing one column one of the other two columns will change its value, depending on this Constant setting according to the table below.

constant change calculated change
Resources Resources
Work
Duration
Work = Resources x Duration
Duration = Work / Resources
Work = Resources x Duration
Work Resources
Work
Duration
Duration = Work / Resources
Duration = Work / Resources
Resources = Work / Duration
Duration Resources
Work
Duration
Work = Resources x Duration
Resources = Work / Duration
Work = Resources x Duration

optional

Extra

Additional custom columns, see Arrange columns.

Link tasks

Tasks may depend on each other for their execution order. This can be indicated by dependencies between tasks. There are different types of dependency, see table below.

Abbreviation Link Dependency
FS Finish to Start The successor can start when the predecessor has finished.
This is the default dependency.
SS Start to Start The successor can start when the predecessor has started.
FF Finish to Finish The successor can finish when the predecessor has finished.
SF Start to Finish The predecessor can start when the successor has finished.

Tasks can be linked with the control key (Mac: meta key) and mouse click. Select the rows of one or more predecessors and then with Ctrl + mouse click the successor. The selected tasks are now FS linked with the successor. The result is visible in the Predecessors column where the link type can be altered. Unlinking is done in the same way as linking. The existing link will now be removed.

Tasks menu

Increase indent

Increase the WBS level of the selected tasks if possible, e.g. 1.2 becomes 1.1.4.

Decrease indent

Decrease the WBS level of the selected tasks if possible, e.g. 1.3.1 becomes 1.4.

Collapse

Collapses the selected summary tasks.

Expand

Expands the selected summary tasks.

Collapse all

Collapses all summary tasks.

Expand all

Expands all summary tasks.

Collapse level

Collapses all summary tasks with a WBS level equal to the selected task.


Insert above

Inserts above the selected rows as many empty rows as selected.

Insert below

Inserts below the selected rows as many empty rows as selected.

Erase

Erases the selected rows.

Delete

Deletes the selected rows.

Copy

Copies the selected rows for further pasting once or multiple times.

Cut

Deletes and copies the selected rows for further pasting once or more.

Paste

Inserts the cut or copied rows at the selected row.


Undo

Undoes the last change

Redo

Redoes the last change

Chain

Link the selected tasks sequentially.

Remove links

Remove all links from the selected tasks.

Sort on Start date

Sorts the selected tasks on start date.

Sort on Finish date

Sorts the selected tasks on finish date.

Columns...

Opens a temporary panel, see Arrange columns.

Resources

Resources are the people and the means necessary to perform a task. They are the rows in a table with columns that contain properties of the resources. and they can be grouped into teams or clusters that summarize their properties.
Resources can be edited in the table or by functions in the Resources menu.

Columns

read-only

ID

Row sequence


read-only

RBS

Code indicating how the resource fits in the breakdown of teams and clusters.


optional

Abbr

Abbreviation of this resource. If present, this abbreviation is used in column Resources in the Task table.


required

Resource name

Name of the person or description of the resource.


required, default Work

Type

List with possible types, see Resource types.


optional

Unit

Per hour, per piece, per meter, etc.


optional

Site

Resource location. A tool-tip can show the location on a map.


optional

Account

E-mail, Google account or code of a resource.


read-only

Progress

Percentage indicating the completion by the resource.


optional, default 1

Capacity

Maximum quatity resources above which the resource diagram shows red.


optional, default 0

Rate

Cost per resource unit.


read-only

Quantity

The total amount of units assigned of this resource.


read-only

Cost

Total cost of the resource.


optional

Extra

Additional custom columns, see Arrange columns

Assign resources to a task

Column Resources in the Tasks table shows per task the resources from the Resources table assigned to this task. Resource names are divided with a semicolon (;). The assigned quantity per resource is mentioned between square brackets ([ ]).

For example: R1;R2[2] means
1x R1
2x R2

If a resource has an abbreviation it will be used. If a resource is not in to the Resources table yet, it will be added.

Assigning resources is done easier by selecting one or more resources in the Resources table and by clicking with Ctrl pressed on the task in the Tasks table. The assignment is done in this way with a quantity of one. The quantity can be changed afterwards in the Resources column of the Tasks table.

Resource types

In the Resources table every resource has a type indication in the Type column.

Work Assigned per quantity and accumulated per work hour.
A full-time resource has a quantity of 1 (=100%).
A part-time resource has a quantity of less than 1.
A generic resource ('engineer') can have a quantity of more than 1.
The resource cost per task is calculated by multiplying the assigned quantity, total work hours and price per work hour.
Equipment Assigned per quantity and accumulated per work hour.
The resource cost per task is calculated by multiplying task duration, the assigned quantity and price per hour.
Material Assigned per unit and accumulated per task. The unit depends on the material and can be for instance per 'meter'.
The resource cost per task is calculated by multiplying the number of assigned units and the cost per unit.
Part Assigned per piece and accumulated per task.
The cost calculation is the same as for Material resource.
ServiceAssigned per piece and accumulated per task.
The cost calculation is the same as for Material resource.
Owner Assigned to (summary) tasks to accumulate the total cost per owner.
This type of resource does not add cost to a task.
Site Assigned to (summary) tasks to accumulate the total cost per site.
This type of resource does not add cost to a task.

Resources menu

Increase indent

Increase the WBS level of the selected resources if possible, e.g. 1.2 becomes 1.1.4.

Decrease indent

Decrease the WBS level of the selected resources if possible, e.g. 1.3.1 becomes 1.4.

Collapse

Collapses the selected summary resource.

Expand

Expands the selected summary resources.

Collapse all

Collapses all summary resources.

Expand all

Expands all summary resources.

Collapse level

Collapses all summary resources with a WBS level equal to the selected resource.


Insert above

Inserts above the selected rows as many empty rows as selected.

Insert below

Inserts below the selected rows as many empty rows as selected.

Erase

Erases the selected rows.

Delete

Deletes the selected rows.

Copy

Copies the selected rows for further pasting once or multiple times.

Cut

Deletes and copies the selected rows for further pasting once or more.

Paste

Inserts the cut or copied rows at the selected row.


Undo

Undoes the last change

Redo

Redoes the last change

Show all tasks

Shows all tasks in Tasks table that have the selected resource assigned.

Columns...

Opens a temporary panel, see Arrange columns.

Gantt chart

The Gantt chart shows the schedule per task as a bar. The position of the bar depends on the timescale at the top. The timescale can zoom-in (+) and zoom-out (-) and the start date can be adjusted in a calendar.

Gantt menu

To task start

Sets the start date of the Gantt chart to the earliest start date of the selected tasks.

To today

Sets the start date of the Gantt-chart equal to today.

To project start

Sets the start date of the Gantt-chart equal to the project start.

Show complete project

Shows the project from start to finish date.

Scale same as Capacity

Makes the Gantt scale equal to the Capacity scale.

Capacity chart

The Capacity chart shows with an indication in time when a resource is active. For work resources the indication is a color relative to the set capacity:

  • blue if less than 50%,
  • red if more than 100%,
  • green in between.

Other type of resources will be shown grey. The position of the indication depends on the timescale at the top. The timescale can zoom-in (+) and zoom-out (-) and the start date can be adjusted in a calendar.

Capacity menu

To today

Sets the start date of the Capacity-chart equal to today.

To project start

Sets the start date of the Capacity-chart equal to the project start.

Show complete project

Shows the project from start to finish date.

Scale same as Gantt

Makes the Capacity scale equal to the Gantt scale.

Team work

With ProjectWork a team can collaborate alternately or in real-time on the same project schedule. With real-time collaboration a modification made by one participant is immediately shown on the screen of the others. To know where the modification took place there is the option to mark this per row in the WBS column. This option is default on.

Both real-time and alternate collaboration on a schedule can start after following steps:

  1. Start a new schedule in ProjectWork or use an existing file
  2. In ProjectWork go to Project properties by clicking on the file name
  3. Click on the sharing icon  to open the 'Share with others' dialog
  4. Click on 'Advanced' and add the accounts you want to collaborate with and choose 'can edit' or 'can view'
  5. The participating accounts open the file in their 'Shared with me' folder in Google Drive

Sharing the file is also possible via Google Drive. To view a schedule no trial or license is required, only a Google account and permission to read files from Google Drive.

Google Apps

ProjectWork save its ProjectWork files automatically in Google Drive after every change. Google Drive is an online storage service by Google. Next to storage also documents, spreadsheets, presentations, forms and drawings can be made, useful for projects. Each file can be shared in different ways with others. Stored ProjectWork files can be opened from ProjectWork or from Google Drive itself.

Google Apps can be used to publish the schedule, see Publications with ProjectWork.

Start a new project in Google Drive

A new ProjectWork file can be created and opened by pressing the Create button in Google Drive and selecting ProjectWork as application.

Open existing project in Google Drive

An existing file can be opened in ProjectWork with right-click on a file and selecting Open with... ProjectWork.

Setting ProjectWork as the standard application for .json files can be achieved in the settings menu (gear icon) under Manage apps.

The ProjectWork icon appears in front of the file name and ProjectWork opens with this file.

Publish schedule as Google Spreadsheet

The schedule is published as raw data, without rendering, so it can be easily processed. In a spreadsheet you can use calculations and diagrams to report the project progress.

Publish milestones in Google Calendar

Published milestones (Project menu > Publish > Milestones in Calendar) appear in a private ProjectWork calendar of the signed in Google Account. This calendar can be entirely shared with others. Milestones are events with a description coming from the schedule. These events are separately shared with the resource accounts that are assigned to this milestone. Changes to milestones are updated in the ProjectWork calendar when your re-publish.

From Google Calendar a calendar can be publicly shared with an URL to embed the calendar into a site. For Google Apps for Business calendar sharing can be limited to its own domain.

Publish sites in Google Maps

A published HTML file with site locations of resources (Project menu > Publish > Sites in Maps) can be attached to an email, downloaded to a PC or hosted as a web page.

After putting the published HTML in a publicly shared folder, you can open it from the Publish dialog in ProjectWork or in Google Drive from the file details sidebar under Hosting.