Getting Started - Please read this if you're a new user

This section is intended for new users of AceProject. It provides an easy six-step process to create your company, users, projects, tasks, and much more. All you have to do is follow these steps to be on the path to success with AceProject. Here are the steps you must follow to get started with AceProject properly.

You can click on a step below to be redirected to its detailed procedure:

 

Step 1.  Create your Account

Step 2.  Modify your Account Info

Step 3.  Create users

Step 4.  Configure your first project 

4.1.  Assign users to your project
4.2.
 Add task groups
4.3.
 Add task types
4.4. 
Add task statuses
4.5. 
Add task priorities

Step 5.  Add tasks 


Step 6. 
Modify your preferences  


Read about other features in AceProject

 


Step 1.  Create your Account
Creating your account is fast and easy. Simply fill out these 2 forms:

Step 1 of 2 - Set up your Company Info:

  • Enter your Company Name.
    (example : Global Institute for Software Technology
    )

  • Choose a Company Login Name. This name will be used by all users in your account.
    (example : gist)

  • Select your account's time zone in the first drop-down menu.

  • Choose your preferred date format in the second drop-down menu.

Step 2 of 2 - Create your Main User:

  • Enter your first and last name.

  • Choose a unique username.

  • Choose a password and confirm it.

  • Enter your email (necessary to receive the welcome email, which includes your connection information, and for email notifications).

  • Click "Connect to AceProject" to log in your account.

Once your account is created, you will be automatically logged into it. AceProject will create a new project for you and assign you to this project. You are then ready to create tasks!

Click here to create your company now.
Click here to log in to AceProject now.

Step 2.  Modify your Account Info 
To make changes to your account, click the "Administration" tab. On the left panel, click on Account Info and fill out the form: mailing address, telephone numbers, email address, web site, time zone, week management, etc. This window also tells you about your limitations, such as the maximum number of users, tasks and projects allowed. Click "Update" to save your changes.

Click here to know more about account information.

Step 3.  Create users 
A user is an employee, a sub-contractor or a client that can login to AceProject. Each user can be assigned to projects and tasks. You MUST assign a user to a project in order to assign him/her tasks

  1. Click the "Administration" tab. 

  2. On the left panel, click on "All Users" to see a list of users configured in your account. 

  3. Click on the Add a User link to the right of the title bar.  

  4. Fill out the form and that's it! you have a new user! 

Click here to know more about creating and modifying users.

Step 4.  Configure your first project 
Upon creating your account, a project was automatically created and you were automatically assigned to it. This first project contains all the elements necessary to create tasks, such as statuses, groups, priorities, types and one project user (you). To modify this project, follow these instructions:

  1. Click the "Administration" tab. 

  2. On the left panel, click on All Projects to see a list of projects configured in your account. 

  3. Click on the project's name to make changes to its parameters. You can modify the project's number, name, description, start and end dates, etc.

Every project has five main parameters: assigned users, task groups, task types, task statuses, and task priorities. Define the parameters along each project's needs.

Click here to know more about creating and modifying a project.

4.1.  Assign users to your project
Upon creating your account, the main user was automatically assigned to the first project. You MUST assign a user to a project in order to assign him/her tasks.  Choose users that will have access to the project and give them access rights such as project manager, time approval or edit task level. To assign a user to a project:

  1. Click the name of your project to open it, and click the "Assigned Users" tab.

  2. Click the "Assign a New User" link on top right to select a new user to assign to this project, then set access parameters for the newly assigned user.

  3. Click "Save" when you are done.

Click here to know more about assigning users to a project.

4.2.  Add task groups
A task group is used to divide your project in several parts or sections for easier management. A group can be a sub-project, a sub-product, a module, a phase, etc. To add a task group:

  1. Click the name of your project to open it, and click the "Task Groups" tab.

  2. Click on the "Add a Task Group" link to add a new task group. Enter a name, order number and description (optional) for your task group.

  3. Click "Save" when you are done.

Click here to know more about task groups.

4.3.  Add task types
A task type can be an improvement, correction, modification, addition, issue, bug, etc. It is used to identify and associate tasks for easier management. To add a task type:

  1. Click the name of your project to open it, and click the "Task Types" tab.

  2. Click on the "Add a Task Type" link to add a new task type. Enter a name, order number and description (optional) for your task type.

  3. Click "Save" when you are done.

Click here to know more about task types.

4.4.  Add task statuses
A status is used to inform on the state of completion of a task: pending, in progress, completed, etc. The completed status is mandatory: you do not have to call it completed, but at least one status must be associated to completed. To add a task status:

  1. Click the name of your project to open it, and click the "Task Statuses" tab.

  2. Click on the "Add a Task Status" link to add a new task status. Enter a name, order number, type and description (optional) for your task group.

  3. Click "Save" when you are done.

Click here to know more about task statuses.

4.5.  Add task priorities
A priority is used to define the level of urgency of a task. It can be low, medium, high, urgent, etc. To add a priority:

  1. Click the name of your project to open it, and click the "Task Priorities" tab.

  2. Click on the "Add a Task Priority" link to add a new task priority. Enter a name, order number and description (optional) for your task priority.

  3. Click "Save" when you are done.

Click here to know more about task priorities

Step 5.  Add tasks 
A task is an action a user must do within the framework of a project. Before creating a new task, you must assign users to your project and create task statuses, priorities, types and groups for your project. When creating your account, AceProject created a project that has all these components configured automatically from a generic template. Upon creating a task, you can enter its description, group, type, status, priority, assigned user, etc. To add a task:

  1. Click the "My Office" tab and click "My Tasks" on the left panel.  

  2. In the "Quick Action" drop-down menu, select which project you wish to add a task in.

  3. In the Edit Task Information page, you can set your task's parameters. The "New Task" tab allows you to set general task parameters.

  4. The "Assignment" tab allows you to select which user(s) you want to assign to the task. You can assign reviewers as well.

  5. The "File Attachment(s)" tab allows you to attach documents to the task, such as plans, pictures, etc.

  6. The "Dependencies" tab allows you to link this task with another one in the project. For example, your walls must be set (task A) before you paint them (task B).

  7. The "History Trail" tab displays all changes to the task since its creation.

Click here to know more about creating and modifying a task.

Step 6.  Modify your preferences 
Every user can configure AceProject to suit his/her needs using the "My Preferences" page, under the "My Office" tab. A user can change its password, set a default project to open upon login, enable email notification, and much more. Click "Update" to save your changes.

Click here to know more about user preferences.


Read about other features in AceProject

Create your Time Sheets
Time sheets are useful to keep track of time spent working on a project. Each user can fill out his/her time sheet, then project managers can approve or reject the time sheets. To create a time sheet:

  1. In the "My Office" tab, click "My Time Sheets -> My Weekly Time Sheets" on the left panel.

  2. Click the "Add a New Week" link on top right to create a week in which you will enter your time.

  3. Choose your week by clicking the "1 week" or "4 weeks" links to move in the past or in the future.

  4. You can create a blank week or copy an existing week, which you can select in the drop-down menu on point 2.

  5. Click "Save" to save your new week.

 click on the "My Office" tab, then on the "My Time Sheets" link on the left panel.

Click here to know more about time sheets.

Time Approval
This page is used by project managers to approve or reject time entered by users for their project. Only project managers and time approval persons can access this page. To approve time:

  1. Click the "Administration" tab and "Time Approval" on the left panel.

  2. Choose your preferred view; You can choose between a "Weekly View" or a "Work Items View".

  3. You can filter which weeks/work items to display in the drop-down menus, below the "Weekly View" and the "Work Items View" tabs.

  4. Click the week or work item to open it to see its details, or to modify it. Check which statuses you want to approve/reject.

  5. Approve or reject checked work items/weeks by selecting "Approved" or "Rejected" in the drop-down menu. You can also enter comments below.

  6. Check the "Send Email Notification" box to notify the users that his time sheets has been approved/rejected.

  7. Click "Apply" when you are done.

Click here to know more about the Time Approval.

File Attachments
Attachments can be documents, screen captures or any other file format. File attachments are associated to a specific task. To attach a file to a task:

  1. Open a task

  2. In the "Edit Task Information" page, click the "File Attachment(s)" tab.

  3. Click the "Browse..." button to reach your file in your computer.

  4. You can enter a description and a version number for the file.

  5. You can lock the file to avoid overwriting. Unlock state means that if another user modifies the file, it will be overwritten. 

  6. Click "Upload" file when you are done.

Click here to know more about file attachments.

Project Statistics
Statistics provide a summary of your project. It helps you get an overview of your project's advancement in one window. For example, you will see your total number of tasks, percentage of completion, user activity in the project, actual hours worked on this project, etc. To view a project's statistics, click the project's tab and click "Statistics" on the left panel.

Click here to know more about project statistics.

Project Calendar
The project calendar shows the start and end date for each task in the project for the selected month. You can browse by month by clicking on the arrows next to the month. To view a project's calendar, click the project's tab and click "Calendar" on the left panel.

Click here to know more about the project calendar

Gantt Charts
Gantt charts are a project planning tool used to represent the timing of tasks required to complete a project. The Gantt chart shows a progress bar for each task in the project for the selected year or quarter. You can browse by clicking on the arrows next to the date. Available views are the following: Task Weekly View, Task Monthly View, Project Weekly View and Project Monthly View.

  • Each day is represented by a column in the grid. Weekdays are grey, weekends are white and the current date is blue.

  • The number of tasks shown on this page is determined by the number of tasks per page in "My Preferences" in the "My Office" tab.

Click here to know more about the Gantt Chart

Message Center
The Message Center lets you send messages to a specific user or a whole project team. You can be notified of new messages and know when others read your messages. It's like having a private mailbox just for AceProject! To access your message center, click the "My Office" tab and click "Message Center -> Inbox" on the left panel. You can view the messages your sent by clicking the "Sent Messages" tab. Click the "Compose" tab to create a new message.

Click here to know more about the Message Center

Discussion Forum
Create and manage a discussion forum in each one of your projects. AceProject permits creating as many topics as you need in a project. This helps teams improve communications while leaving a record of those conversations. To access a project's discussion forum, click the project's tab and click "Discussion Forum" on the left panel.

Click here to know more about the discussion forum.

Task and Time Reports
Six report layouts - 4 for tasks, 2 for time sheets -  are available to help you make sense of all that information. Advanced filters let you tailor it to your needs, and a link gives you a printer-friendly layout.

  • Time reports offer a weekly or monthly view.

  • Task reports come in four specialties: overview, by description, by user and by date.

  • Custom task reports allow you to decide which fields you want to display and which filters you want to use to show the specific information you need.

Click here to know more about Time Reports
Click here to know more about Task Reports
Click here to know more about Custom Task Reports
 

 

 

To obtain detailed help on each page or form in AceProject, read the Contextual Help section.


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