Managing the Workplan – Create/Update/Move activities and events

Activities and events are managed in the "Workplan" section.

The Workplan consists of activities and events (milestones and deliverables) that can be mapped into any desired structure, e.g. "Work packages > Tasks > Sub-Tasks" or "Projects > Work packages > Tasks". Before designing your work plan, check and set the desired levels, labels, and ID under the Customization settings.

Tip: If you have already developed your project schedule outside the EMDESK app, you can import your project data into the Workplan.
Note: To create, edit, or move activities/events, you must have Manage access rights to the "Workplan" section or the respective parent activity (see "Roles, access levels, and access rights"). In addition, the current plan version must be in  the  Edit mode (see  "Manage project plan versions").

Creating activities

1

Click Workplan in Home menu, this will open the "Workplan" section.

2

Click + Add Activity at the bottom of the section, this will open the "New Activity" sidebar.

Tip: You can also use the quick action menu of an activity in the Table view to add a sub-activity (then the parent of this sub-activity is automatically defined):

3

In the sidebar, you can set the following properties of the new activity:

  • Name: Click the blue placeholder at the top and enter a name for the activity
  • ID: It is given by default, however you can customise the ID format under the Customization settings; you can also overwrite the auto ID number by clicking the "Edit" icon and typing in the preferred ID name
  • Description (optional): Enter the activity description
  • Objectives (optional): Enter the objectives for the activity
  • Predecessor (optional): If another activity has to end before this can begin, select the activity as a predecessor from the dropdown
  • Lead. Participant (optional): Assign a participant responsible for the activity; click Add Lead Participant when you have several responsible participants (available up to 3 lead participants)
  • Other Participants (optional): Assign other participants connected to the activity
  • Activity Type: Choose the appropriate type from the dropdown (these types here are provided by the project template selected during the project creation); however, you can customize them in the Customization settings
  • Plan Start Date: Choose the plan start date for the activity
  • Duration: Set the activity duration
  • Tags (optional): Categorise the activity by adding tags
Tip: To add the activity at a specific position or as a sub-activity underneath another one, click the "Move to" icon in the path indicator at the top of the sidebar and choose the position by clicking the respective arrow (you must have other activities created already). If you do not define the position, the new activity is added as the last item at the bottom of the "Workplan" section.

Note: When you choose other than the last position, the ID numbering of all following activities and sub-activities change accordingly.
4

Click Save Activity at the bottom of the sidebar, the activity is created at the respective position in the Workplan.  

Editing and moving activities

1

Click Workplan in Home menu, this will open the "Workplan" section. 

2

Click on the activity that you would like to edit / move or click on its "Edit" icon, this will open a sidebar for the activity. 

3

In the sidebar, you can update the following properties of the activity:

  • Name: Edit the name of the activity
  • ID: It is given by default, however you can customise the ID format under the Customization settings; you can also overwrite the auto ID number by clicking the "Edit" icon and typing in the preferred ID name
  • Description: Edit the activity's description
  • Objectives: Edit the objectives for the activity
  • Predecessor: If another activity has to end before this can begin, select the activity as predecessor from the dropdown
  • Lead. Participant: Assign the activity to another participant; click Add Lead Participant when you have several responsible participants (available up to 3 lead participants)
  • Other Participants: Update other assigned participants for the activity
  • Activity Type: Choose the new type from the dropdown (these types here are provided by the project template selected during the project creation); however, you can customize them in the Customization settings
  • Plan Start Date: Edit the plan start date for the activity
  • Duration: Edit the activity duration
  • Tags: Categorise the activity by adding tags

To move the activity to another position or under another activity, click the "Move to" icon in the path indicator at the top of the sidebar and choose the new position by clicking the respective arrow:

Note:
  • In case the sub-activity does not fit into the new parent’s duration, you will be asked to either decide whether you’d like to move the task into the work package’s duration, if so then click "Update activity", or you will be asked to keep the task’s timing and extend the work package’s duration, if this is the case then click "Update parent".

  • When you choose to add or edit an activity with a position other than the last position, the ID numbering of all following activities and sub-activities change accordingly.
4

Once you have completed your editing, click Save Activity at the bottom of the sidebar.

Note: Read here how to duplicate and delete activities.

Creating events

1

Click Workplan in Home menu, this will open "Workplan" section.

2

Click + Add Event at the bottom of the section, this will open the "New Event" sidebar.

Tip: You can also use the quick action menu of an activity in the Table view to add an event (then the parent of this event is automatically defined).

3

In the sidebar, you can set the following properties of the new event:

  • Name: Click the blue placeholder at the top and enter a name for the event
  • Type: Click the dropdown and define whether the event is a deliverable or a milestone
  • ID: It is given by default, however you can customise it; you can also overwrite the auto ID number by clicking the "Edit" icon and typing in the preferred ID name
  • Description (optional): Click into the field and provide a description for the event
  • Predecessor (optional): If another activity has to end before this event can begin, select the activity from the dropdown
  • Lead. Participant (optional): Assign the event to a participant; click Add Lead Participant when you have several responsible participants (available up to 3 lead participants)
  • Expected Month: Choose the expected month of the event from the dropdown
  • Tags (optional): Categorise the event by adding tags
Tip: To add the event at a specific position or underneath another activity, click the "Move to" icon in the path indicator at the top of the sidebar and choose the position by clicking the respective arrow. If you do not define the position, the new event is added as the last item at the bottom of the "Workplan" section.

Note: When you choose other than the last position, the ID numbering of all following events change accordingly.
4

Click Save Event at the bottom of the sidebar, the event is created at the respective position in the Workplan.

Editing and moving events

1

Click Workplan in Home menu, this will open the "Workplan" section. 

2

Click on the event that you would like to edit / move or click on its "Edit" icon, this will open a sidebar for the event. 

3

In the sidebar, you can update the following properties of the event:

  • Name: Edit the name of the event
  • Type: Click the dropdown and change the event's type
  • ID: It is given by default, however you can customise it; you can also overwrite the auto ID number by clicking the "Edit" icon and typing in the preferred ID name
  • Description: Edit the event's description
  • Predecessor: If another activity has to end before this event can begin, select the activity from the dropdown
  • Lead. Participant: Assign the event to another participant; click Add Lead Participant when you have several responsible participants (available up to 3 lead participants)
  • Expected Month: Update the expected month of the event from the dropdown
  • Tags: Categorise the event by adding tags

To move the event to another position or under another activity, click the "Move to" icon in the path indicator at the top of the sidebar and choose the new position by clicking the respective arrow:

Note: When you choose other than the last position, the ID numbering of all following events change accordingly.
4

Once you have completed your editing, click Save Event.

Note: Read here how to duplicate and delete events.
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