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

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

The work plan consists of activities and events 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 right levels, labels and ID under Settings Customization.

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  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 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 properties of the new activity:

  • Name: Click the 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 Settings Customization. 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 predecessor from the dropdown
  • Position: By default the new activity appears as last element at the bottom of the workplan or under its parent (if parent is select), click the dropdown to choose the other position
  • Note: When you choose to add or edit an activity with a position other than last, the ID numbering of all following activities and their sub-activities change accordingly.
  • Participant (optional): Assign a participant responsible for 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. You can customize them in the Customization section under 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
Note: To create the activity at the first level or as a sub-activity underneath another item, click the "Move to" icon in the path indicator at the top of the sidebar and select none or the relevant parent activity (you must have other activities created already). 

4

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

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 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 Settings Customization. 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
  • Position: Click the dropdown to choose another position
  • Note: When you choose to add or edit an activity with a position other than last, the ID numbering of all following activities and their sub-activities change accordingly.
  • Participant: Assign the activity to another participant
  • Activity Type: Choose the new type from the dropdown (these types here are provided by the project template selected during the project creation. You can customize them in the Customization section under 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, click the "Move to" icon in the path indicator at the top of the sidebar and select the relevant parent activity. After selecting a new parent, you may have to check and set the position

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".

4

Once you have completed your editing, click Save Activity.

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 properties of the new event:

  • Name: Click the 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 any description
  • Predecessor (optional): If another activity has to end before this event can begin, select the activity from the dropdown
  • Note: Whenever you choose to put an event, mind that its ID as well as IDs of all other activities and events will change accordingly.
  • Participant (optional): Assign the event to a participant
  • Expected Month: Choose the expected month of the event from the dropdown
  • Tags (optional): Categorise the event by adding tags
Note: To select the parent activity for the event, click the "Move to" icon in the path indicator at the top of the sidebar and choose the relevant parent activity. 

4

Click Save Event at the bottom of the sidebar, the event is created.

Editing 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 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 (optional): If another activity has to end before this event can begin, select the activity from the dropdown
  • Note: Whenever you choose to put an event, mind that its ID as well as IDs of all other activities and events will change accordingly.
  • Participant (optional): Assign the event to another participant
  • Expected Month: Choose the expected month of the event from the dropdown
  • Tags (optional): Categorise the event by adding tags

To move the event, click the "Move to" icon in the path indicator at the top of the sidebar and select the relevant parent activity.

4

Once you have completed your editing, click Save Event.

Note: Read here how to duplicate and delete events.
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