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Project management

The Projects section displays the list of all the projects accessible for the current user. Depending on the user access rights, they can view projects, manage them, create new projects, or edit existing ones.

Projects in the list

In the project list, you can view the following information about projects:

  • the project title,
  • if the project is a private one or accessible to all users who can access the Projects module. Private projects are marked with the Private project icon,
  • the project manager is displayed below the title,
  • the project status designated with the corresponding icon on the left: open Open project, paused Paused project or closed Closed project,
  • the overall number of tasks displayed on the right.

Sort and filter projects in the list

To easily find the necessary project in the list, you can apply different sort and filter parameters.

  1. tap the Sort by Sort icon icon in the upper left corner,
  2. select the necessary sorting criterion: Title or Creation date,
  3. tap the Title or Creation date to sort the items in ascending or descending order. Tapping the same criterion one more time will reverse the sorting order,
  4. to filter items, open the Filter Filter icon menu and select the necessary filter: Status, Project manager, Team member or Other, then choose the necessary parameters for the selected filter:

    Filter menu

    • to filter projects by Status, select the necessary status (Active, Paused or Closed),
    • to filter projects by Project manager, check the necessary user in the user list,
    • to filter projects by Team member, check the necessary user in the user list,
    • the menu Other contains the following filtering options: Followed, With Tag, and Without Tag,
  5. if necessary, apply other available filters,
  6. tap the SHOW PROJECTS button.

Manage projects in the list

To change the item status, tap the Open project item icon and then choose the necessary option:

The options available are Open, Paused, and Closed. The current status is check marked.

Project statuses

Open the required project from the list and tap the Edit or More button in the upper right corner.

More actions - allows to delete the selected project.

Edit button - allows to edit the selected project.

View projects

To view a certain project, you can tap its name in the project list.

The project overview screen opens. The Overview section is activated by default.

Project overview

To navigate between the project sections, tap the buttons at the upper panel:

  1. Overview - to view the project info: title, status, description, project manager, team, creation date, and tags,
  2. Tasks - to view the list of this project tasks,
  3. Milestones - to view the list of this project milestones,
  4. Discussions - to view the list of this project discussions,
  5. Documents - to view the list of this project documents,
  6. Team - to view the list of this project team members.

If you have corresponding rights, you can manage existing items (tasks, milestones, discussions) or add new items within each section of the project using the Create new item icon in the bottom right corner.

Managing teams is available on the Edit project screen. Managing documents is available via the ONLYOFFICE Documents mobile application.

Project milestones

In the milestones list, you can view the following information about milestones:

Milestones in the list

  • the milestone title,
  • the milestone status designated with the corresponding icon on the left: open Active milestone or closed Closed milestone,
  • if the milestone is a key one or not. Key milestones are marked with the Key milestone icon,
  • the person who is responsible for the milestone,
  • the milestone deadline,
  • the number of tasks Tasks in milestone displayed on the right.
Sort and filter milestones in the list

To easily find the necessary milestone in the list, you can apply different sort and filter parameters.

Sort milestones
  1. tap the Sort icon icon in the upper left corner,
  2. select the necessary sorting criterion: Deadline, Creation date, or Title,
  3. tap the necessary criterion to sort the items in ascending or descending order. Tapping the same criterion will reverse the sorting order.
Filter milestones
  1. tap the Filter icon icon in the upper right corner,
  2. select the necessary filter in the Filter list: Status, Responsible, Tasks (My tasks and Other user), Due date, and choose the necessary parameters for the selected filter:
    • to filter milestones by Status, select the necessary status (Active or Closed),
    • to filter milestones by Responsible, check the necessary user in the Responsible list,
    • to filter milestones by Due date, select one of the available presets: Overdue, Today, Upcoming or tap the Custom period option, specify the Begin and End dates in the calendar and click SAVE.
  3. if necessary, apply other available filters,
  4. tap the SHOW MILESTONES button.
Create a new milestone

If you have corresponding rights to create a milestone, go to the Projects section and tap the round Create milestone button in the upper right corner of the milestones list. To create a new milestone:

  1. tap the round Create milestone button - the new milestone creation form opens,

    Create milestone - Window

  2. specify the Milestone title (this field is obligatory),
  3. if necessary, select another Project you want to add the milestone to,
  4. assign a Responsible (this field is obligatory): tap Add responsible, then choose one of the available users on the Select responsible screen tapping their name. When ready, tap Done,
  5. enter a short Description, if necessary,
  6. set a Due date (this option is obligatory): tap the Set due date button and select the required date in the calendar,
  7. the Advanced options menu contains the following settings:
  8. tap the Key milestone switcher, if necessary. Use this option if you consider the newly created milestone to be more important than others,
  9. tap the Remind me 48 hours before the due date switcher if you want to receive a notification,
  10. when ready, tap the Done icon in the upper right corner of the New milestone screen.

Create a new project

If you have corresponding rights to create projects, the Create new project icon is available in the bottom right corner of the projects list. To create a new project:

  1. tap the Create new project icon - the new project creation form opens,

    Create new project

  2. specify the Project title (this field is obligatory),
  3. assign a Project manager (this field is obligatory): tap Choose project manager, then choose one of the available users on the Choose project manager screen tapping their name,
  4. create a project Team: tap Add team members and select necessary users tapping their names on the Add team members screen and tap the Done icon in the upper right corner.

    To remove a member from the team, uncheck their name on the Add team members screen and save the changes by clicking the Done icon in the upper right corner,

  5. enter a short Description, if necessary,
  6. the Advanced options menu contains the following settings:
    • tap the Notify project manager by email switcher if you want to send an email notification,
    • the Save this project as private switcher is turned on by default. Use this option if you'd like to restrict access to the newly created project. In this case the project will be available only to the project administrator, the project manager and its members with corresponding rights. If you turn off this switcher, the project will be available to all users who have access to the Projects module.
    • tap the Follow this project switcher if you don't plan to participate in this project but need to keep track of it,
  7. when ready, tap the Done icon in the upper right corner of the Project screen.

Edit projects

To adjust some project settings, open the Edit Project screen by tapping the project name in the project list to view it, then tap the Edit Edit item icon in the upper right corner.

On the Edit Project screen, change the necessary parameters specified when creating the project. You can also change the project Status selecting one of the options: OpenPaused, or Closed. When ready, tap the Done icon in the upper right corner.

Adding tags is also available. Tap the Add tag button and select existing tags by checking them in the list or create your own. To create new tags, tap the round Create new item button in the bottom right corner, enter the tag name in the opened window and tap the Confirm button. When ready, tap the Back Back icon icon.

If you want to delete the project, tap the More actions icon in the upper right corner of the project Overview page and choose Delete.

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