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Projects & Milestones FAQs

1. What are Projects/Milestones?
2. How many Projects can be added?
3. Who can add a Project?
4. Who all can access the Project?
5. Can I set a deadline for a project? If yes, where is it highlighted?
6. What are the main functions that can be performed in a Project?
7. Can we attach files to a project?
8. What is a project lead?
9. Who can delete a project?
10. How do I move from one project to another easily?
11. Who can edit a project?
12. What does the small Project Calendar on the Project page display?
13. What are Milestones?
14. How many Tasks can be added to a Milestone?
15. How many Milestones can there be in a Project?
16. Who can create a milestone? Who can delete a Milestone?
17. Can I archive a project?
18. Where can I see reports on all my projects?
19. How does a Project or Milestone get completed?
20. Why am I not able to add any more projects to my account?
21. Is it possible to remove a file (along with all its versions) from one project and add to another project?
22. How do we list a company(client) and then see all related projects underneath?
23. Can we archive completed projects?
24. Do projects have to be assigned to a category at the time the project is setup or can the category be assigned later?
25. I have created my first project and assigned it to myself. When I created the first milestone, the 'Responsible Person' drop-down list does not give me the full team list. How do I assign this milestone to someone in my team?
26. What is the relationship between Projects, Milestones, Task Lists & Tasks?
27. What can I see in the Project History listing?
28. Is the Project History listings permission-based?
29. Do you have one consolidated Project History for all projects?
30. What is RSS and how do I use the RSS feed?
31. How often will my Project History in my RSS update?
32. What happens if I disable or delete one of my team members and he/she still is subscribed to the feed?
33. What is a silent project?
34. How can I find what is due today?
35. Is there a way to see everything that is overdue within a project in one place?
36. How do I close a milestone?
37. How come I cannot access/edit a particular project?
38. What is the “Claim this Project” link do on my Project Listings Page?
39. My users not getting e-mails from DeskAway account for any activity in a project?
40. How to unarchive a Project ? I am on a Free Plan.
41. How can I delete a Project?
42. How can I delete entries from project overview page?
43. On my dashboard there is nothing listed under the "Upcoming" section. Any advice?
44. Can I add a status to my projects?
45. How can I make my project as On Hold?
46. What does it mean to have a project 'On Hold'?
47. What are the features of an On Hold Project?
48. How can I differentiate between the On Hold projects and my other projects?
49. Are the On Hold projects counted as the 'active' projects in my account?


1. What are Projects/Milestones?
A Project is anything that you need accomplished. This could be a company event, client project or deliverable, report, trip etc.
A Milestone is a marker or significant development point within a Project. Task Lists can then be added to a Milestone, and tasks can be added to a task list.

For instance, within a Project called "Trade Fair 2007", "Print Materials" can be a Milestone, set to be achieved by a certain date.

Projects

2. How many Projects can be added?
It depends on what plan you have chosen. View a list of all plans here -
http://www.deskaway.com/pricing/index.php

Additionally, if you can access the 'Settings' tab, you can click on the 'Account Information' link and then view which plan you are in and how many maximum number of projects you are allowed to add.

3. Who can add a Project?
Only the Super Users can add a new project.

4. Who all can access the Project?
Anyone who has been assigned to the Project can access the Project. Everyone else will not be able to see this project.

5. Can I set a deadline for a project? If yes, where is it highlighted?
Yes. Every Project can have its own deadline, which will be displayed inside the Project Dashboard page on the top left side. Color codes indicate whether a Project is Ongoing, Approaching deadline, overdue or completed.

Project Deadline

6. What are the main functions that can be performed in a Project?
Within a Project you can: Add Task Lists, Assign Tasks, Upload Files, Create Documents, Track Time, Send Messages, View Progress Reports. The Project Lead & Super User of the project can also create Milestones.

Project Main Functions

7. Can we attach files to a project?
Yes, within a project you can share files and versions. A file can be uploaded to a Project by going to the File link under a Project.

Attach Files to a Project

8. What is a project lead?
The Super User that creates the Project can also choose a Project Lead, who will then be deemed responsible for ensuring that the Project is successfully completed. The Super User can change the Project Lead at any time by going to the Team Link under a particular project.

Project Lead

9. Who can delete a project?
The Super User that created the Project can also delete the project. All Milestones, Tasks, Task Lists, Files, Docs, Messages under the project will be removed permanently.

10. How do I move from one project to another easily?
You can access the 'My Projects' link at the top of the page to move to any other project that you have access to.

Move from One Project to Another Easily

11. Who can edit a project?
The Super User that created the Project can also edit it.

12. What does the small Project Calendar on the Project page display?
The Project Calendar is a mini snapshot of all the milestones due. By clicking on a highlighted date (marked in red) a little box will appear showing you what is due on that date.
Project Calendar

13. What are Milestones?
A Milestone is a marker or significant development point within a Project. Tasks can be added to a Milestone, to ensure that the Milestone reaches successful completion. Milestones are an excellent way to group your Task List & Tasks.

14. How many Tasks can be added to a Milestone?
There is no limit on the number of Tasks & Tasks Lists that can be added to a Milestone.

15. How many Milestones can there be in a Project?
There is no limit to the number of Milestones within a Project.

16. Who can create a milestone? Who can delete a Milestone?
A Super User or a Project Lead can create/ delete a Milestone.

17. Can I archive a project?
Yes, you can edit a project and archive it. You will not be able to add/edit/delete anything from the archived project and it will not count towards your 'active' projects in your paid plan. Archived projects can be un-archived at anytime by editing the project. Additionally, none of the stuff (overdue tasks, issues etc.) will show up on the main dashboard.

Archive a Project

18. Where can I see reports on all my projects?
By clicking on the main Reports tab, you will be able to see a time line of all your projects for the current year and a break-up of your projects by categories. You can define and organize projects in categories from the Settings tab.

Project Reports

19. How does a Project or Milestone get completed?
A project gets completed when you edit the project and select "Completed". A tick mark will be shown next to the project in the Project Listings page.

A milestone is closed automatically, when all tasks under that milestone are completed.

20. Why am I not able to add any more projects to my account?
There could be 2 reasons:
  • Your account has reached a maximum limit of allotted projects and you might either need to delete an old project, archive a completed project or upgrade your account.
  • Someone else in your team (a possible Super-User) has added a project and not included you. Hence, you think that you still can add a project when its already added by someone else.
21. Is it possible to remove a file (along with all its versions) from one project and add to another project?
No, this functionality is not supported currently.

22. How do we list a company(client) and then see all related projects underneath?
In order to see all projects related to a client, you can add your clients under project categories (goto Settings -> Categories) and then file your projects to a particular category (by editing a project and selecting Category). You can then goto the Project tab, click on 'Sort by ALL' (left side) and use the 'Sort By Category' to see only projects for a particular client. Additionally, the main Reports tab will also show you a pie chart of all your projects per category.

23. Can we archive completed projects?
Users can "archive" a completed project. The archived project will:
  • be read-only
  • not be counted towards active projects
Its possible to un-archive a project (by editing the project and changing its status).

24. Do projects have to be assigned to a category at the time the project is setup or can the category be assigned later?
Yes, projects can be assigned to categories later. Just 'edit' the project and choose the category from the drop down. Make sure you define categories under the 'Settings' tab.

25. I have created my first project and assigned it to myself. When I created the first milestone, the 'Responsible Person' drop-down list does not give me the full team list. How do I assign this milestone to someone in my team?
You need to assign people in your team to this project. After you create this project, go to the team link (next to the Docs link), and choose the team members to include within the project. Go back to the milestone page and they should show up in the drop down list.

26. What is the relationship between Projects, Milestones, Task Lists & Tasks?
The Project is at the very top level. Within a project you can create Milestones. Within a Milestone, you can have Task Lists, Issues & Time Logs. Within a Task List you have Tasks. Issues, Task Lists & Time Logs can also be created on their own, without linking them up to a particular milestone.

PROJECT -> MILESTONE -> TASK LIST/ ISSUES/ TIME LOG
and/ or
PROJECT -> TASK LIST/ ISSUES/ TIME LOG

27. What can I see in the Project History listing?
You and your team members can track everything that is happening within the project. This includes any add, edit, update, delete, comment, version to Milestones, Task Lists, Tasks, Issues, Files, Docs, Messages etc. You can also track team members that are added or removed from the project.

28. Is the Project History listings permission-based?
Yes, of course. You (or anyone else) will not see stuff that is not shared or accessible by you.

29. Do you have one consolidated Project History for all projects?
No, this feature is not available at this time.

30. What is RSS and how do I use the RSS feed?
You can read the Wikipedia definition of RSS here;. Subscrbing to your Project History RSS feed allows you to get real-time updates to your projects without logging into your DeskAway Account. Ofcourse, you will require a popular RSS feed reader like Google Reader etc.

RSS

RSS


31. How often will my Project History in my RSS update?
That will depend on your reader. We have seen that Google Reader takes approx. 45 mins to update the feed.

32. What happens if I disable or delete one of my team members and he/she still is subscribed to the feed?
The RSS feed will stop updating if the team members is disabled, deleted or removed from the project.

33. What is a silent project?
A project is called "Silent" when email notifications are switched off. If you are planning a project for the future and donot want everyone in the team to get emails when you add/edit stuff, then enable the Silent Project setting (edit the project and choose Silent Project). A silent project will have a 'no email' icon next to the project name. The other type of project is called "Email-enabled project". Here, email notifications are switched on.

34. How can I find what is due today?
Click on the "Milestones, Tasks and Issues Due Today" red bar on the Dashboard page. If you are a Super User you will also be able to see all due Tasks, Milestones & Issues. Otherwise, you will only see what you are responsible for.

35. Is there a way to see everything that is overdue within a project in one place?
Yes, as a Super User/Account Owner you can see all overdue tasks, issues within a Project. Go to the Project Overview page and click on the "Overdue Milestones, Tasks & Issues for this Project" red bar. The box will open and you will be able to see everything that is pending with the names of the people who are responsible.

36. How do I close a milestone?
A Milestone is closed automatically when all tasks & issues within it are completed. You cannot manually close a Milestone at this moment.

37. How come I cannot access/edit a particular project?
The account owner or other members of the project have not granted you access to the project. You cannot edit or access the project, unless the project lead or another Super User within the project assigns it to you.

38. What is the “Claim this Project” link do on my Project Listings Page?
The “Claim this Project” link is applied to orphan projects that don't have a Project Lead or a Super User within it. This makes it easy for a new Super User to take over the project.

39. My users not getting e-mails from DeskAway account for any activity in a project?
You need to check the following three things.
1. Please make sure that the Project is not silent. Click here for more informantion on Silent Projects.
2. Whenever you assign a Task to any user make sure that email notification check box is ON
3. Also ask your users to check their spam folder if the emails from DeskAway are going to their spam folder.

40. How to unarchive a Project ? I am on a Free Plan.
If you are on a "Free Plan" and have maxed out the number of project (i.e. 1), then you cannot edit/change the status of an existing archived Project. In this case you have to delete this project and add another project with the required status.

41. How can I delete a Project?
If you are a Super User, goto the Project Listing page (i.e. Project tab), and click on the "Delete" link next to the project.

Delete Project

42. How can I delete entries from project overview page?
You cannot delete entries from the project overview page. The project overview page shows you an activity log of what is happening within your project. You will see entries for the last 30 days if you are on a Paid Plan and the last 15 days if you are on a Free Plan.

43. On my dashboard there is nothing listed under the "Upcoming" section. Any advice?
In the "Upcoming" section of Dashboard you will only see Projects, Milestones, Tasks or Calendar Events that start on future dates. This is helpful when you want to know what is starting in the future and how you should plan your other projects today.

44. Can I add a status to my projects?
Yes, there are 4 kinds of project statuses - On Going, On Hold, Completed, Completed & Archive. There is one more status ie, " Overdue " which get automatically set if the project over shoots its deadline.

Can I add a status to my projects?

45. How can I make my project as On Hold?
Go to the Add/Edit Project Details page. Select the On Hold radio button option from the “Status” section and then click on the “Save Changes” button. Your project status will be changed to "On Hold."

How can I make my project as On Hold?

46. What does it mean to have a project "On Hold"?
Sometimes, we work on projects that get paused for various reasons. They are still active but no work is done for some time - whether it is delay on the client’s end, lack of funds, or a change in the scope of the work. We still want these projects to be there but just in a ‘paused’ state. Hence, we came up with the ‘On Hold’ functionality where the project is fully functional but no activity within this project shows up on the Dashboard page or an no notifications are sent out.
‘On Hold’ projects can be changed to ‘On Going’ at anytime.

47. What are the features of an On Hold Project?
The following happens to an On Hold project:
1. Activities inside the On Hold project don’t show up on the Dashboard page.
2. This type of a project behaves like a ‘Silent Project’ and hence no email notifications are sent.
3. Due dates from the On Hold project (milestones, tasks etc.) will not be displayed on the project Calendar.
4. Due dates from the On Hold project (milestones, tasks etc.) will not be sent in the daily personal overdue reminder email.

48. How can I differentiate between the On Hold projects and my other projects?
After changing the status of a project to On Hold you can view a purple colored On Hold status icon on the Project Listing page. There is also a purple colored On Hold status box on the left panel of the Project Overview page, Project Progress Report and the main Report etc.

How can I differentiate between the On Hold projects and my other projects?

49. Are the On Hold projects counted as the 'active' projects in my account?
Yes, the On Hold projects are counted as the active projects in your DeskAway account.

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