Managing the Work Plan - Create/Update 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 you work plan, check and set the right levels, labels and ID under Settings > Customization.

Follow the instructions below on how to create and edit activities and events.

Note: To create or edit an activity/event, make sure that it is not finalized and that the project version is in the active mode.

Creating activities

1

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

2

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

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
  • Description (optional): Enter the activity description
  • Parent Activity (optional): If this is a sub-activity, select the parent 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

4

Click Save Activity at the bottom of the sidebar, the activity is created.

Tip: You can also use the quick action menu of an activity to add a sub-activity, then the parent of this sub-activity is automatically defined.

To edit an existing activity, open it in the sidebar, make all updates to the settings described above, and click Save Activity at the bottom of the sidebar.

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’.

To duplicate or delete an existing activity, open it in the sidebar, click the action menu at the top right of the sidebar and choose Duplicate or Delete.

Tip: You can duplicate or delete an existing activity using the quick action menu of the activity.

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.


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
  • Description (optional): Click into the field and provide any description you would like
  • Parent Activity (optional): Select the parent activity from the dropdown
  • Predecessor (optional): If another activity has to end before this event can begin, select the activity from the dropdown
  • Position: By default the new event appears as last element at the top of the workplan, click the dropdown to choose the other position
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): Choose the relevant leader of the event from the dropdown
  • Expected Month: Choose the expected month of the event from the dropdown
  • Tags (optional): Categorise the event by adding tags

4

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

Tip: You can also use the quick action menu of an activity to add an event, then the parent of this event is automatically defined.

To edit an existing event, open it in the sidebar, make all updates to the settings described above, and click Save Event at the bottom of the sidebar.

To duplicate or delete an existing event, open it in the sidebar, click the action menu at the top right of the sidebar and choose Duplicate or Delete.

Tip: You can duplicate or delete an existing event using the quick action menu.

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