Customise your project structure

Note: To customize the project settings, you must be an Admin or a Manager level user. (see 'Roles, access levels and access rights')

Your project structure is based on the project template you chose when you created the project using the 'Create new Project’ form. The template is a set of configurations that are loaded and set up during project creation.

To adjust these settings to your individual needs, go to Settings and then click Customization. Here, you can configure the following options:

Activity Types

Activity types help to classify activities into categories. Activity types are also used to apply funding rules, but can also be used to analyse by activity type, or search and filter your activities by type.

To change the order of the activity types, drag and drop the activity type to the right position.

To create new activity types or to update, delete, duplicate an existing activity type, follow the instructions below.

1
To create a new activity type, click the  + Add Activity Type button underneath the list of existing activity types. Or hover over an existing activity type and click the 'Edit' icon on the right to open the activity typ in the sidebar.

2

Now, enter or update the activity properties:

  • Short: Click the placeholder or existing short at the top and enter/update the short name
  • Name: Click into the field and enter/update the name
  • Color: Choose a colour for the activity type (activities linked to the type are then marked with this colour)

For existing activity types you have the option to delete or duplicate them by clicking the action menu at the top right of the sidebar. 

3

Click Save Activity Type at the bottom of the sidebar to create or update the activity type.

Activity/Event Status

Activity/event status are the options available to define the progress / completion status when posting an update on an activity or event e.g. StartedCompleted or Achieved.

To change the order of the activity/event status, drag and drop the status to the right position.

To create new activity/event status or to update, delete, duplicate an existing activity/event status, follow the instructions below.

1

To create a new status, click the + Add Status button underneath the list of existing status. Or hover over an existing status and click the 'Edit' icon on the right to open the status in the sidebar.

2

Now, enter or update the status properties:

  • Name: Click the placeholder or existing short at the top and enter/update the name
  • Description: Click into the field and provide a description
  • Color: Click a color you wish to see in the Workplan when an activity reaches this status
  • This status must be reached: Click the toggle to set that this status must be reached to consider the activity or event completed or reached e.g Completed or Achieved. You can define more that one status as the one to be reached.

For existing status you have the option to delete or duplicate them by clicking the action menu at the top right of the sidebar. 

3

Click Save Update at the bottom of the sidebar to create or update the status.

Participant Types

Participant types help to classify your participants into categories. Participant types are also used to apply funding rules, but can also be used to analyse by organisation type, or search and filter your participants by type.

To change the order of the participant types, drag and drop the participant type to the right position.

To create new participant types or to update, delete, duplicate an existing participant type, follow the instructions below.

1

To create a new participant type, click the  + Add Participant Type button underneath the list of existing participant types. Or hover over an existing participant type and click the 'Edit' icon on the right to open the participant type in the sidebar.

2

Now, enter or update the Participant type properties:

  • Short: Click the placeholder or existing short at the top and enter/update the short name
  • Name: Click into the field and enter/update the name
  • Description: Click into the field and provide a description

For existing Participant types you have the option to delete or duplicate them by clicking the action menu at the top right of the sidebar. 

3

Click Save Participant Type at the bottom of the sidebar to create or update the activity type.

Cost Categories

Cost categories help to organize budget and expenses into categories. Cost categories are also used to apply funding rules, but can also be used to analyse by cost category, or search and filter your activities by cost categories.

To change the order of the cost categories, drag and drop the category to the right position.

To create new cost categories or to update, delete, duplicate an existing cost categories, follow the instructions below.

1

To create a new cost categories, click the  + Add Cost Category button underneath the list of existing cost categories. Or hover over an existing cost categories and click the 'Edit' icon on the right to open the cost categories in the sidebar.

2

Now, enter or update the cost category properties: 

  • Short: Click the placeholder or existing short at the top and enter/update the short name
  • Name: Click into the field and enter/update the name
  • Cost class: Select the cost class from the dropdown: Personnel costs, Other direct costs or Sub-Contracting
  • Type: Click the dropdown and define whether the cost category is based on a unit-rate based or fixed costs
  • Tags: Add tags to categorize with any label

For existing cost categories you have the option to delete or duplicate them by clicking the action menu at the top right of the sidebar. 

3

Click Save Cost Category at the bottom of the sidebar to create or update the activity type.

Funding rules

With funding rules you have the option to manage the project funding and set rules on how funding is calculated. The funding is calculated on the basis of a percentage of the budget or expenditure. Rules must be defined to calculate the funding. A funding rule consists of a funding rate (%) that is applied to budget or expenses of relevant activities. Which activities fall under the funding rule is determined by the activity type, organisation type, and cost category.

Example: 

Funding rules are 50% on all kinds of activities, organisations and cost categories, except 75% for research activities, but for NPOs personnel costs are funded with 100% and no funding for travel costs of management activities of Enterprises.

To create new funding rules or to update and delete an existing funding rules, follow the instructions below.

1

To create a new funding rule, click the  + Add Funding Rule button underneath the list of existing funding rules. Or hover over an existing funding rule and click the 'Edit' icon on the right to open the funding rule in the sidebar.

2

Now, enter or update the funding rule properties:

  • Name: Click the placeholder or existing name at the top and enter/update the name
  • Participant Type: Select all or a specific organization type from the dropdown
  • Activity Type: Select all or a specific activity type from the dropdown
  • Cost Category: Select all or a specific cost category from the dropdown
  • Funding Direct: Define the percent funding of direct costs
  • Funding Indirect: Define the percent funding of indirect costs
  • Description: Click into the field and provide a description
3

Click Save Funding Method at the bottom of the sidebar to create or update the funding rule.

ID Settings

Numbering convention for activities and events

With ID Settings you can define the numbering conventions of activities and events on every level of the WBS.

To customize the format of numbering the  Numbering field, update the numbering syntax using the available count variables. Then and click Save Changes.

Available count variables:

#L for use of numbering of the parent level
$L1 for use of numbering of specific higher level
#N for numeric numbering of the current level, starting at 1
#n for numeric numbering of the current level, starting at 0
#R for roman numerals as ID
#C for alphabetical ID (upper case)
#c for alphabetical ID (lower case)
Tip: The Preview column shows how the syntax is applied.

To customize the numbering of further levels of the WBS, click  + Add Level to add the numbering convention for another level. To delete a level, hover over it and click X on the right (you can only remove the lowest level).

Numbering convention for participants

With ID Settings you can define the numbering conventions of each level of your participants structure.

To customize the format of numbering the Numbering field, update the numbering syntax using the available count variables. Then and click Save Changes.

Available count variables:

#L for use of numbering of the parent level
$L1 for use of numbering of specific higher level
#N for numeric numbering of the current level, starting at 1
#n for numeric numbering of the current level, starting at 0
#R for roman numerals as ID
#C for alphabetical ID (upper case)
#c for alphabetical ID (lower case)
Tip: The Preview column shows how the syntax is applied.

To customize the numbering of further levels of the participants, click  + Add Level to add the numbering convention for another level. To delete a level, hover over it and click X on the right (you can only remove the lowest level).

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