InLoox PM 8
InLoox PM 8
User Manual
Published: Mai 2014
Copyright: © 2014 InLoox GmbH.
You can find up-to-date information at
http://www.inloox.com
Contents
Support and contact ..................................................................................................................................... 8
Contact the InLoox PM support ................................................................................................................ 8
Handle exceptions ..................................................................................................................................... 9
Error messages........................................................................................................................................ 10
Rate InLoox PM ....................................................................................................................................... 12
Recommend InLoox PM .......................................................................................................................... 12
Getting started with InLoox PM .................................................................................................................. 13
Ribbon/Toolbar ........................................................................................................................................... 15
Work with the InLoox PM Ribbon ........................................................................................................... 15
Work with the InLoox PM Toolbar ........................................................................................................... 17
Project list.................................................................................................................................................... 19
Create a project ....................................................................................................................................... 19
General features and printing of the project list ...................................................................................... 21
General features and printing of the project list in InLoox PM for Outlook 2007 ................................... 24
Conditional formatting ............................................................................................................................. 27
Search and find projects ......................................................................................................................... 29
Copy and delete projects ........................................................................................................................ 31
Copy and delete projects in Outlook 2007.............................................................................................. 32
Management ............................................................................................................................................... 33
Assign a project name and number ........................................................................................................ 33
Adjust the project number ....................................................................................................................... 34
Change the number format ..................................................................................................................... 37
Assign a division, customer and category .............................................................................................. 39
Adjust the division structure .................................................................................................................... 41
Create and manage a customer .............................................................................................................. 42
Adjust the customer number ................................................................................................................... 43
Manage categories .................................................................................................................................. 46
Add a picture to a project ........................................................................................................................ 47
Add project team members ..................................................................................................................... 48
Add a status and date ............................................................................................................................. 49
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Change the project status ....................................................................................................................... 49
Create and change comments ................................................................................................................ 51
Add other project information ................................................................................................................. 54
Search and filter in a project ................................................................................................................... 55
List ............................................................................................................................................................... 57
Work with the list ..................................................................................................................................... 57
Create a new list ...................................................................................................................................... 58
Create and edit an entry .......................................................................................................................... 59
Work packages ........................................................................................................................................... 59
Work with the work package list ............................................................................................................. 59
Change the work package status............................................................................................................ 62
Create and edit a work package ............................................................................................................. 63
Resources ................................................................................................................................................ 66
Add resources ...................................................................................................................................... 66
Assign skills to resources .................................................................................................................... 68
Call up and manage resources ............................................................................................................ 69
Manage the work packages via kanban method .................................................................................... 70
Manage work package templates ........................................................................................................... 72
Mind maps .................................................................................................................................................. 73
Work with the mind map ......................................................................................................................... 73
Create a mind map .................................................................................................................................. 75
Create and edit a node ............................................................................................................................ 76
Create a work package in the mind map ................................................................................................ 79
Copy a mind map to the planning ........................................................................................................... 80
Import a mind map template ................................................................................................................... 81
Export a mind map template ................................................................................................................... 81
Manage mind map templates .................................................................................................................. 82
Planning....................................................................................................................................................... 83
Work with the planning ............................................................................................................................ 83
Work with the Gantt chart ....................................................................................................................... 88
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Create planning elements ........................................................................................................................ 91
Create and edit an activity ................................................................................................................... 92
Create and edit a milestone ................................................................................................................. 95
Create and edit a summary activity ..................................................................................................... 98
Work with the work packages in the planning................................................................................... 101
Create dependencies between planning elements ........................................................................... 102
Backward scheduling ........................................................................................................................ 105
Show the critical path ............................................................................................................................ 106
Set a work time calendar ....................................................................................................................... 107
Set days off............................................................................................................................................ 109
Planning templates ................................................................................................................................ 110
Import a planning template ................................................................................................................ 110
Save a planning template .................................................................................................................. 112
Manage planning templates .............................................................................................................. 113
Time tracking ............................................................................................................................................. 114
Work with the time tracking ................................................................................................................... 114
Create and edit a time tracking entry .................................................................................................... 117
Documents ................................................................................................................................................ 119
Work with the document list .................................................................................................................. 119
Create and change the document folder path ...................................................................................... 124
Create a subfolder ................................................................................................................................. 127
Create and edit a document .................................................................................................................. 128
Cleaning the document list .................................................................................................................... 130
Budgets ..................................................................................................................................................... 131
Work with the budget list....................................................................................................................... 131
Work with the budget positions list ....................................................................................................... 134
Create and edit a budget position ......................................................................................................... 137
Manage the budget status .................................................................................................................... 139
Generate an invoice ............................................................................................................................... 140
Manage budget documents for templates ............................................................................................ 142
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Manage budget positions for templates ............................................................................................... 143
Load a budget template ........................................................................................................................ 144
Save a budget template ........................................................................................................................ 145
Budget overview ....................................................................................................................................... 146
Display the budget overview ................................................................................................................. 146
What do the fields and chart types of the budget overview mean? ..................................................... 148
New features ............................................................................................................................................. 155
The Highlights in Version 8 .................................................................................................................... 155
Clarity and Convenience ....................................................................................................................... 157
Communicate and Document ............................................................................................................... 159
Draft and Plan ........................................................................................................................................ 161
Manage Resources................................................................................................................................ 163
Dashboard view ........................................................................................................................................ 165
Adjust the dashboard view .................................................................................................................... 165
Dashboard standard views .................................................................................................................... 166
Create a new dashboard ....................................................................................................................... 168
Designing dashboards ........................................................................................................................... 169
Getting started ................................................................................................................................... 170
Creating a data source ...................................................................................................................... 171
Create Data Source Wizard............................................................................................................ 172
Creating a data source in OLAP mode .......................................................................................... 173
Composing a data source .............................................................................................................. 173
Providing data .................................................................................................................................... 174
Data source filtering ....................................................................................................................... 175
Calculated fields ............................................................................................................................. 175
Using dashboard parameters ............................................................................................................ 177
Creating parameters....................................................................................................................... 177
Passing parameter values .............................................................................................................. 178
Providing a user interface for requesting parameter values .......................................................... 179
Creating dashboard items ................................................................................................................. 180
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Pivot................................................................................................................................................ 181
Grid ................................................................................................................................................. 181
Chart ............................................................................................................................................... 183
Pies ................................................................................................................................................. 186
Gauges ........................................................................................................................................... 188
Cards .............................................................................................................................................. 189
Choropleth map ............................................................................................................................. 190
Geo point map................................................................................................................................ 193
Range filter ..................................................................................................................................... 194
Image .............................................................................................................................................. 195
Text box.......................................................................................................................................... 197
Binding dashboard items to data ...................................................................................................... 197
Binding dashboard items to data in the designer .......................................................................... 197
Hidden data items .......................................................................................................................... 199
Binding dashboard items to data in OLAP mode .......................................................................... 200
Data shaping ...................................................................................................................................... 201
Summarization ............................................................................................................................... 201
Grouping ......................................................................................................................................... 203
Sorting ............................................................................................................................................ 205
Filtering ........................................................................................................................................... 206
Top N .............................................................................................................................................. 208
Formatting data .............................................................................................................................. 208
Interactivity ......................................................................................................................................... 210
Master filtering ................................................................................................................................ 210
Drill-down ....................................................................................................................................... 211
Dashboard layout ............................................................................................................................... 212
Dashboard title ............................................................................................................................... 212
Dashboard items layout ................................................................................................................. 213
Dashboard item caption ................................................................................................................. 213
Work packages view ................................................................................................................................. 215
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Manage the work package view............................................................................................................ 215
Set up the work package refresh interval.............................................................................................. 219
Resources ................................................................................................................................................. 220
Work with resources .............................................................................................................................. 220
Change the colour scheme of the resources ........................................................................................ 223
Work with the workload diagram........................................................................................................... 224
Time tracking view .................................................................................................................................... 226
Adjust the time tracking view ................................................................................................................ 226
Record personal time efforts with the stop watch ................................................................................ 229
Timeline ..................................................................................................................................................... 231
Work with timeline ................................................................................................................................. 231
InLoox PM contacts .................................................................................................................................. 232
Activate the contact management ........................................................................................................ 232
Add a contact ........................................................................................................................................ 233
Authorize InLoox PM contact ................................................................................................................ 235
Add, manage or delete an address book .............................................................................................. 236
Adjust the contact view ......................................................................................................................... 237
Reports ...................................................................................................................................................... 239
Create a report ...................................................................................................................................... 240
Filter report data .................................................................................................................................... 241
Manage the saved reports..................................................................................................................... 243
Manage the report templates ................................................................................................................ 244
Work with the report designer ............................................................................................................... 246
Types of report templates ..................................................................................................................... 247
Interaction between InLoox PM and Outlook elements ........................................................................... 248
Quick access panels for tasks and calendar ........................................................................................ 249
Quick access panel for contacts ........................................................................................................... 251
Quick access panel for E-mails ............................................................................................................. 252
Customize email templates ................................................................................................................... 254
Add Outlook elements to InLoox PM .................................................................................................... 256
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Customize and configure ...................................................................................................................... 260
Notifications ........................................................................................................................................... 260
Customize a notification template ..................................................................................................... 261
Customize notification fields .............................................................................................................. 262
Customize notification types ............................................................................................................. 264
Change the language ............................................................................................................................ 267
Generate personalized views ................................................................................................................ 268
Create custom fields ............................................................................................................................. 271
Customize the InLoox PM language files .............................................................................................. 272
Generate and edit groups...................................................................................................................... 273
Open the InLoox PM options ................................................................................................................ 275
Open the InLoox PM options in Outlook 2007 ...................................................................................... 276
Work offline with InLoox PM ................................................................................................................. 276
Install InLoox PM....................................................................................................................................... 277
Install InLoox PM ................................................................................................................................... 277
Request support for the InLoox PM installation .................................................................................... 278
Copy database file for InLoox PM 8 Personal Plus ............................................................................... 278
Security and privacy.................................................................................................................................. 280
Set up permissions ................................................................................................................................ 280
List of permissions ................................................................................................................................ 285
Create an InLoox PM account............................................................................................................... 290
Log on as InLoox PM user .................................................................................................................... 292
Select a suitable system for data storage ............................................................................................. 293
Back up project data ............................................................................................................................. 294
Lock a project / Clean up project locks ................................................................................................ 295
Legal notices and agreements .................................................................................................................. 296
Copyright ............................................................................................................................................... 296
License Terms of InLoox GmbH / End-User License Agreement (EULA.............................................. 296
InLoox PM license terms ....................................................................................................................... 303
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Support and contact
Contact the InLoox PM support
Thank you for choosing InLoox PM - the Project Management Software integrated in Microsoft Outlook
and the Web!
Microsoft Outlook is a highly sophisticated product which is constantly under development. With
ongoing Office and security updates, Exchange Server service packs and new versions of Windows,
there is a wide range of supported platforms for InLoox.
As a customer of InLoox, your are entitled to benefit from InLoox' direct service and support.
Please have your customer number to hand.
InLoox GmbH
Address: Kantstraße 2, D-80807 Munich, Germany
Internet: www.inloox.com
E-Mail: [email protected]
Phone: +49 (89) 358 99 88 22
Fax: +49 (0)89 358 99 88 - 99
Our contact our office in the USA
InLoox, Inc.
Address: One Embarcadero Center, Suite 1060
E-Mail: [email protected]
Phone: (415) 445.4660
Fax: (415) 335.4022
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Handle exceptions
There are certain rare configurations that can cause an unpredictable behavior of the software. To cater
for this we have developed a special message dialog box which permits a more accurate examination of
the problem. If such an exception occurs in your installation, there are various ways to inform us about it.
These options are described below.
1. The InLoox PM dialog box for exception handling is displayed:
2. This dialog box allows our developers to localize an unpredicted condition more precisely and
make future versions of InLoox more stable. Click Details in the dialog box.
3. All the exception data that the system has compiled are displayed.
4. Click the button Send report by email to send us the error via your email program. This mail does
not contain any personalized information or database contents, except your sender email
address. This allows our technical staff to contact you directly and to solve the exception in
direct collaboration with you.
This information is sent to our technical staff:
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You can, of course, also contact our support directly in the usual way. Please make sure to have the
contents of the exception dialog box to hand. For more information on how to contact the InLoox
support team, please see Contact the InLoox PM support.
Error messages
Below, you find a list of InLoox PM error messages and proposed solutions.
If you cannot solve the problem on your own, please do not hesitate to contact our support service, who
can be reached online at http://www.inloox.com/support/
Article content
Errors in connection with the database
Errors in connection with licenses
Errors in connection with reports
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Errors in connection with the database
Error message
Solution
Check that the network is accessible.
Error: The InLoox PM database is not available. Check whether the offline configuration, if there is any,
Error on establishing link with the server...
is correct.
Contact your system administrator.
You are using InLoox PM client version X.X.
The InLoox PM database version is Y.Y.
The InLoox PM client version being used does not
Please ensure that you are using the
match the database version on the server. Please
appropriate version of the product or contact
update the InLoox PM client.
your system administrator.
Errors in connection with licenses
Error message
Solution
The license code input does not tally
with version of InLoox PM being
InLoox PM.
used.
A licencing error has occurred.
Please check the licence key or refer
to your system administrator.
The maximum number of clients has
been reached. It is not possible to
The license key you have put in is not valid for the installed
version of InLoox PM. Please request a valid license key.
Your InLoox PM installation is licensed for a specific number of
workstations. This number has been exceeded. Please obtain a
use InLoox PM.
Please check the licence key or refer
to your system administrator.
The license code you have put in is for an earlier or later version of
supplementary license for the required number of additional
workstations.
For more information on InLoox PM licensing, please see InLoox PM license terms.
Errors in connection with reports
Error message
Solution
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The report template contains an
error. An expression used in the
template is incorrect.
Please correct the report
Please check the report template with the help of the help
documentation for the InLoox PM report designer.
template.
The report contains no data.
The report template is empty. Please update the template. For more
Empty reports cannot be created. information, please see the chapter Manage report templates and the
Please edit the report template.
help documentation for the InLoox PM report designer.
No printer is installed.
A printer must be installed to put out a report. Please install the driver
Please install a printer to output
needed by your printer. For more information, please have a look at
reports.
the user manual for your printer.
Rate InLoox PM
1. On the InLoox PM tab, in the Extras group, click the Arrow below Help.
In Outlook 2007, click the Arrow in the InLoox PM Toolbar.
2. Choose Rate InLoox PM from the drop-down list.
3. In the opened dialog box, set up the number of stars by clicking on them.
4. In the Comment box write a comment, if you like to.
5. Click OK.
The feedback now is sent directly to the InLoox PM product development.
Recommend InLoox PM
Would you like to recommend InLoox PM to you partners, suppliers or friends? Therefore, you can use
the Recommend InLoox dialog box.
1. On the InLoox PM tab, in the Extras group, click the Arrow below Help.
In Outlook 2007, click the Arrow in the InLoox PM Toolbar.
2. Choose Recommend InLoox PM from the drop-down list.
3. On the Recommend InLoox PM dialog box, click Add.
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4. On the Choose Resource dialog box, choose the contacts from your Outlook or InLoox PM
address book you want to recommend InLoox PM to.
5. Usually, you will be offered a standardized text. You can change this text.
6. Click OK.
InLoox PM will be recommended via email.
Getting started with InLoox PM
Welcome to InLoox PM! Here, you can learn how to start your first project with InLoox PM.
1. First, open Microsoft Outlook from Start, Programs ...
... or from your taskbar
2. InLoox PM is integrated directly into Microsoft Outlook and is always available with one click.
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Open InLoox PM by clicking the InLoox PM tab in the Outlook Ribbon.
3. Then, click Projects in the Common group on the InLoox PM Ribbon.
4. Click New Project in the New group to enter the basic data for your first project with InLoox.
5. Complete the displayed Management form with your project data.
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Ribbon/Toolbar
Work with the InLoox PM Ribbon
You have your Outlook offne during the work day. InLoox PM makes for your easier to access the project
management add in. You can find the follwing InLOox PM features on each Outlook tab:
•
Projects Opens a project list
•
Recent projects displays a list of the projects you opened recently, organized by the project
numbers. InLoox PM saves ten projects maximum in this view. Click one item to open a project.
•
Add to project Add Outlook elements such as emails. tasks or calendar entries to a project.
More information can be found under Add Outlook elements to InLoox PM.
Do the following to open the InLoox PM Ribbon:
1. Click the InLoox PM tab in Outlook to display the InLoox PM Ribbon.The InLoox PM Ribbon is
designed to help you to quickly find the commands and views you need to handle your projects.
Commands are organized in a way that you can quickly switch between different views and
features.
2. On the InLoox PM Ribbon you will find the following commands and views
Dashboard The Dashboard view shows selected basic data all of your projects.
Projects switches to the project list overview in the InLoox PM folder. This folder is
comparable with an email, calendar, or task folder of Outlook. The InLoox PM folder can be
located on the network server or on your own hard disk, depending on the installed version.
Work packages Opens a list of all work packages created in the projects. Manage them
over the projects.
15
Resources The visual resource overview displays the resource capability and work load. It
integrates both project work packages from InLoox PM and appointments from the Microsoft
Exchange free/busy service.
Time tracking This view shows an overview of all project working times system-wide which
you are allowed to access.
Timeline Displays all changes made to the projects.
Contacts InLoox PM contacts contain information such as emails addresses, postal
addresses or different telephone numbers of the team members even if they are not available
as an Outlook or Exchange contacts.
Archive This overview shows you all archived projects.
Views Here, you find a list of different views of the project list. You can also save new views
or manage the existing ones. Choose whether you want to make it visible for all users or only
for yourself.
Reports With the push of a button, the report designer issues reports such as project
summaries, budget lists, expense reports and plan/actual comparisons in a variety of file
formats like Microsoft Excel, Microsoft Word, HTML, PDF and many more. You can
customize your personal report by data filtering.
Stop watch InLoox provides you with this feature to record simply all your working times
that you spend on project workpackages. Start the stop watch when you start to work on a
project-related task. When you are done, you can stop the stop watch and post the working
time effort directly to the respective project.
Show workpackage list displays your personal work package overview. All open
workpackages are generated from the project plan.
Log on as InLoox PM enables the external project partners, which don't have Windows user
account in the corporate network, to logon to InLoox PM. As an InLoox PM user, you can
choose between Windows and InLoox Authentication.
Help Click Help to get help information and find useful topics on how to manage and
optimize InLoox PM. The InLoox PM help provides you with further information and tips on
how to edit projects. You can either browse or search for help topics and index entries by
using the InLoox PM help navigation pane.
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Views in the tree structure
The InLoox PM tree strcuture is displayed on the left part of the window. All the views are thus saved
central and always available in each Outlook folder.
Work with the InLoox PM Toolbar
In Outlook 2007, you find the InLoox PM Toolbar. The InLoox PM Toolbar is always accessible and
provides the following commands:
•
InLoox PM Folder switches to the InLoox PM projectlist in the InLoox PM folder. The InLoox PM
folder is comparable with an email, calendar or task folder. The InLoox PM folder can be located on
the network server or on your own hard disk, depending on the installed version.
•
Recent projects displays the list of the projects you recently opened, organized by numbers.
InLoox PM saves a maximum of ten projects in this view. Click one item to open the related project.
•
Current View provides you with a list of different views of the project list. You can also save new
views or manage the existing ones. Choose whether you want to make it visible for all users or only
for yourself.
•
Add to project Add Outlook elements such as emails. tasks or calendar entries to a project.
•
Reports The report designer issues reports such as project summaries, budget lists, expense
reports and plan/actual comparisons in a variety of file formats like Microsoft Excel, Microsoft Word,
HTML, PDF and many more. You can customize your personal report by data filtering.
•
Tools provides you with the following additional features:
Language InLoox PM is multilingual. Choose between different languages in the list.
Logon as InLoox PM enables external project partners, who do not have a Windows user
account in the corporate network, to logon to InLoox PM. As an InLoox PM user, you can
choose between Windows and InLoox PM Authentication.
Recycle projects The recycle bin contains the overview of the deleted projects. When
you delete a project from the project list, the projects are placed in the recycle bin.
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Backup database With this feature, you can back up the database to protect your
project information against data loss.
InLoox PM Options With the InLoox PM options, you can customize the settings and
features for displaying, administrating and editing projects.
•
You can find the following buttons in this list under
: InLoox PM help, InLoox PM
online, Make a suggestion, Recommend InLoox PM, Rate InLoox PM, Report a
bug and About InLoox PM.
InLoox PM views
•
Dashboard The Dashboard view shows selected basic data all of your projects.
•
Projects switches to the project list overview in the InLoox PM folder. This folder is comparable
with an email, calendar, or task folder of Outlook. The InLoox PM folder can be located on the
network server or on your own hard disk, depending on the installed version.
•
Work packages Opens a list of all work packages created in the projects. Manage them over the
projects.
•
Resources The visual resource overview displays the resource capability and work load. It
integrates both project work packages from InLoox PM and appointments from the Microsoft
Exchange free/busy service.
•
Time tracking This view shows an overview of all project working times system-wide which you
are allowed to access.
•
Timeline Displays all changes made to the projects.
•
Contacts InLoox PM contacts contain information such as emails addresses, postal addresses or
different telephone numbers of the team members even if they are not available as an Outlook or
Exchange contacts.
•
Archive This overview shows you all archived projects.
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Project list
Create a project
This chapter guides you through the process of project creating with certain permissions. You can create
a project request for an approval, if you don't have the permission Create projects. Project managers
and executives can easily keep track of the company’s project portfolio.
The following topics are available.
Topics
Create a new project with the permission "Create projects"
Create a project request
Create a new project with the permission "Create projects"
1. To open the project list, do one of the following:
Click Projects on the Outlook Ribbon to switch to the list of all available projects in InLoox
PM.
Click Projects at the bottom of the screen and then click Projects in the tree structure on the
left.
In Outlook 2007, click InLoox PM Folder in the InLoox PM Toolbar.
2. Do one of the following to add a new project:
In the InLoox PM group, click New Project.
Project
19
Double-click on an empty field in the project list.
Keyboard shortcut Press F2 in the project list to create a new project in InLoox PM.
3. Enter a project name and further information on the project.
4. As a creator, you will automatically be added as project manager.
The customer list contains the preselection of all companies that participate in an InLoox PM
project. For more information see Assign a division, customer and category.
5. In the project, on the Start tab, click Save and Close after you entered all required information.
Choose this way of ctreating only, if you have the Create projects permission. To learn more,
see Set up permissions and List of permissions.
Create a project request
1. To open the project list, do one of the following:
Click Projects on the Outlook Ribbon to switch to the list of all available projects in InLoox
PM.
Click Projects
Projects at the bottom of the screen and then click Projects in the tree structure on
the left.
In Outlook 2007, click InLoox PM Folder in the InLoox PM Toolbar.
2. Do one of the following to add a new project:
In the InLoox PM group, click New Project.
Project
Double-click on an empty field in the project list.
Keyboard shortcut Press F2 in the project list to create a new project in InLoox PM.
3. On the Management page, in the Project Request area click OK to edit it.
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4. On the Staff area, click Reviewer.
5. Select a reviewer for the approval from the drop-down list.
In this list you can see only the contacts with the Release project request permission.
6. Click Save and Close, in the Start tab.
Now the selected reviewer will be notified about this request.
The project request is now displayed in the tree structure of the InLoox PM project list.
For this method you need two permissions: Create and Release project request.
General features and printing of the project list
The InLoox PM project list provides you with various features that make project editing easier and faster.
As a standard, you can see only those projects in the project list that are accessible for you.
Article content
Important features of the InLoox PM Ribbon
Project list features
Print in the project list
Important features of the InLoox PM Ribbon
Click Projects
on the Outlook Ribbon to switch to the InLoox PM project list. You will find the
following features on the tab Start, in the InLoox PM Ribbon:
21
•
Create a new project Click New Project in the New group to start a new project in InLoox PM.
•
Open a project Click Open project in the InLoox PM group.
•
Access quickly the last project Click Recent Projects in the InLoox PM group. Select from the
dropdown list the project you wanted.
•
Create the list of prioritized projects Select a project from the project list and click Mark as
favorite in the Tags group. All marked projects are displayed then in the tree structure on the left
Projects
side of the window. Click Favorites under Projects.
The created favorite view is only visible for you.
•
•
Categorize a project In order to assign a category to one project (e.g. circular project or new
business),
business click Categorize in the Tags group and choose one category in the context menu.
To find out more about project categories see Assign a division, customer and category.
You can also create your own category for your projects. For further instructions on how to
create your own categories, see Manage categories.
•
Change status You can also change the status or the degree of completion of the selected project
in the project list. Click Change Status and choose from the list the respective status,
e.g. started or completed.
completed
•
Set a priority You can set the level of importance of a project. In the Tags group select
a Low or High priority.
•
Copy and paste a project These buttons can be found in the Actions group .
The Copy and Paste features help to create projects quickly. You can modify them afterwards.
•
Archive a project Move a marked project via Archive to the InLoox PM archive view.
All archived projects are displayed then in the tree structure on the left side of the window.
Click Archive under Projects.
Projects
•
Delete project Remove the selected project with a click of the Delete button.
•
Change the view of the project list Select between List and Cards view in
the Arrangement group.
Double-click to open a project.
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•
Print the project list Click Print in the Current View group.
•
Refresh Via the Refresh button in the Current View group, all changes will be updated and the view
will be reloaded.
•
Filter the important project information Click Filter in the Current View group.
•
Define an early warning system Click Conditional Formatting in the Current View group. Now you
can highlight columns according to personalized rules.
•
Create a new project list view Click Save in the Current View group, after you have adjusted the
project list.
•
Reports You can Create Reports or view the Saved Reports in the project list by clicking Reports.
Reports
•
Work Package Pane Provides you an overiew of the work packages on the side panel no matter
wich Outlook folder you now use.
Project list features
The following features can be found in the project list:
•
Open a project Double-click on one item in the project list or right-click on the item to open the
context menu and choose Open Project... from the list.
•
Create a new project Double-click on an empty space in the project list or right-click there to open
the context menu and choose New Project... from the list.
For more information see Create a project.
•
Find quickly projects with the same initial letters Press the respective letter on your keyboard and
switch to another project with the same initial letters in the name.
Features in the context menu
•
The context menu provides you with almost all basic features that are also available on the InLoox
Ribbon, such as New Project...,
Project... Open Project...,
Project... Delete Project,Archive
Project Archive
Project,
Project Refresh,
Refresh Copy and Paste. It has also such features as Expand and Collapse All
Groups,
Groups Show Filter.
Filter Right-click on one of the projects in the project list to open the context menu.
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•
Choose Fields This feature sorts and organizes the project by the required data.
On the Choose Fields dialog box, click one field, e.g. Customer,
Customer and drag it into the column
headers.
Reset the fields via Drag&Drop back into the dialog box.
Keyboard shortcut
•
F2 Create a new project.
•
F4 Refresh the project list.
•
CTRG+P Print the project list.
•
CTRG+C Copy a project into the clipboard.
•
CTRG+V Paste a project from the clipboard to the project list.
General features and printing of the project list in InLoox PM
for Outlook 2007
The InLoox PM project list provides you with various features that make project editing easier and faster.
As a standard, you can see only those projects in the project list, to which you have an access.
24
Article content
Important features of the menu bar
Project list features
Print in the project list
Important features of the menu bar
Click InLoox PM Folder in the InLoox PM Toolbar to switch to the InLoox PM project list. You will find
the following features in the menu bar:
•
Create a new project Click New Project in the menu bar.
•
Open a project Click this button to see all related project information.
•
Delete project Remove a selected project with by clicking the Delete button.
•
Copy and paste You can copy and paste one project or several projects at the same time.
•
Create the list of prioritized projects Select a project from the project list and click Mark as favorite in
the Tags group. All marked projects are displayed then in the tree structure on the left side of the
window. Click Favorites under Projects.
The created favorite view is only visible for you.
•
Print the project list Click Print in the Current View group.
•
Refresh Via the Refresh button, all changes will be updated and the view will be reloaded.
•
Archive a project Move a marked project via Archive to the InLoox PM archive.
All archived projects are displayed then in the tree structure on the left side of the window.
Click Archive under Projects.
•
Filter Show or hide the filter using this button.
Project list features
The following features can be found in the project list:
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•
Open a project Double-click on one item in the project list or right-click on the item to open the
context menu and choose Open Project... from the list.
•
Create a new project Double-click on an empty space in the project list or right-click there to open
the context menu and choose New Project... from the list.
For more information see Create a project.
•
Find a project with the same initial letters quickly Press the respective letter on your keyboard
and switch to another project with the same initial letter.
Features in the context menu
•
The context menu provides you with almost all basic features that are also available in the InLoox PM
Toolbar, such as New Project...,
Project... Open Project...,
Project... Delete Project,
Project Archive
Refresh Copy,
Copy Paste,
Paste Expand and Collapse All Groups or Show Filter.
Filter Right-click on one
Project,
Project Refresh,
of the projects in the project list to open the context menu.
•
Choose Fields This feature sorts and organizes the project list by the required data.
On the Choose Fields dialog box, click one field, e.g. Customer,
Customer and drag it into the header
columns.
Reset the fields per Drag&Drop back into the dialog box.
Information rules in the project list
The completed or cancelled projects are struck through and marked grey in the project list.
Keyboard shortcut
•
F4 Create a new project.
26
•
F2 Refresh the project list.
•
CTRG+P Print the project list.
•
CTRG+C Copy a project into the clipboard.
•
CTRG+V Paste a project from the clipboard to the project list.
Conditional formatting
By applying the conditional formatting to your project list, you can quickly highlight the project
information that meets certain conditions. This feature can be used as a warning system for the project
control and displays a critical data.
1. In the project list, on the Start tab, in the Current View group, click Conditional Formatting.
2. In the drop-down menu select one:
Add Preconfigured Formatting (will be displayed later, after one have been saved)
Add Simple Formatting
Add Extended Formatting
The following part describes each of these formatting type by using the examples.
Simple Formatting
The simple formatting compares different columns and values. This command defines the formatting
(such as colors, fonts, images. etc.) using arguments (equal, not equal, greater than, between, etc.)
In this example the projects will be displayed in red, if their actual expenses are greater than a specified
value.
1. On the side panel, in the Condition area, in the Column field select Total Expenses (Actual).
2. In the Condition field choose an argument Greater than.
3. In the Value 1 field enter a value for comparison, e.g. 5000.
4. In the Format area define the formatting, e.g. BackColor red.
All projects with the actual expenses are marked in red, if they meet this rule, i.e. their content is greater
than a specified limit value.
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Extended Formatting
The extended formatting allows to compare different fields from the project list by using different
formula. This example shows you how to use a formula to format a cell. Two fields actual and planned
expenses will be compared.
1. On the side panel, in the Condition area, in the Expression field, click Select a formula
.
It invokes the Expression Editor dialog box, which allows you to specify an expression that will
be used to obtain calcualted field values. Here you can construct the required expression.
2. On the Expression editor dialog box, in the lower left, click Fields.
3. Right from it select Total Expenses (Actual) from the list by double-clicking it.
4. Select one relational operator, e.g. greater than >.
5. Now select Total Expenses (Plan) from the list by double-clicking it.
6. Click Ok.
7. In the Format area select BackColor, e.g. green.
The defined formatting will be applyed on those projects, where the actual expenses a greater than the
planned one.
Activate the check box Apply for cell in order to format the whole cell of the project in the project
list.
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Preconfigured Formatting
The most preconfigured formatting in the drop-down menu are set by default. All conditional formatting
you have created are saved automatically as templates under preconfigured formatting.
If you want to remove a template, click it and then click Delete Formatting below on the side panel.
Search and find projects
You will find in the project list several options to find a project you are looking for. This chapter will
introduce you to the search function, the use of views and filters when searching a project.
Article content
Search function
Use views
Use filters
Search function
1. Click Project list on the Outlook Ribbon to switch to the InLoox PM project list.
In Outlook 2007, click InLoox PM Folder in the InLoox PM Toolbar.
2. Click the field Search projects above the project list
3. Type the project name or other information on the project you want to find.
4. Click the Search symbol
.
5. The projects, which include the entered text, are displayed. All search results are also displayed
on the side panel of each opened project.
If the search is completed, you can clean up the search field by clicking Close search
.
Use views
1. Click Project list on the Outlook Ribbon to switch to the InLoox PM project list.
In Outlook 2007 click InLoox PM Folder in the InLoox PM Toolbar.
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2. On the Start tab, in the Actual Views group, click Save to save the adjusted view of the project
list.
For more information on how to save a view, see Generate personalized views.
3. The saved view will be displayed under Projects in the tree structure on the left part of the
window. Choose one view, e.g. Projects: project manager view. You will see an overview of all
projects to which you are assigned as a project manager.
Use filters
1. Click Project list on the Outlook Ribbon to switch to the InLoox PM project list.
In Outlook 2007, click InLoox PM Folder in the InLoox PM Toolbar.
2. On the Start tab, in the Actual Views group, click Filter.
3. This invokes the Filter Editor dialof box, which allows you to build filter criteria.
4. To learn how to work with Filter Editor, see the following examples.
1. This example shows you how to create a simple filter criteria.
When invoking the Filter Editor for a grid control, if no filtering has yet been applied, the Filter
Editor will contain a new filter condition referring to the project view or side, where it was
opened. The Filter Editor displays now the comparison operator (AND), the condition's link
(PROJECT NAME) together with the logical operator (Begins with).
2. Enter a text in the field behind the logical operator, e.g. Media Consulting.
3. Click OK.
OK
InLoox PM filters the projects by the selected criteria, e.g. Project name begins with.
with
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5. You can also group the filter criteria, e.g. by the comparison operator (OR). Learn how to do this:
4. Click the logical operator (Begins with) and select OR from the list.
5. Click the symbol Add
to add another criteria.
6. Click the condition's link (PROJECT NAME) and select the field NUMBER from the list.
7. Click the logical operator (Begins with) and select Equals.
8.
9. Now, click the value box and enter a
number, e.g. 2014-0003.
InLoox PM filters the projects by the two selected criteria, e.g. Project name begins with OR
Number equals.
•
Use the symbols Add
or Remove
to create and customize filter criteria.
•
All filter results are also displayed on the side panel of each opened project.
Copy and delete projects
You can copy or delete the projects in the project list. The description below explains how to do it.
Article content
Copy a project
Delete a project
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Copy a project
1. Click Projects in the Outlook Ribbon to switch to the InLoox PM project list.
2. Choose the project from the project list, that you want to copy.
3. Use one of the following actions to copy the project:
Copy with the keyboard shortcut STRG+C.
Copy with the context menu by right-clicking on the project. Choose Copy from the list.
Copy via the Copy button, in the group Actions,
Actions on the Home tab, in the InLoox PM
Ribbon.
Ribbon
4. Paste the marked project by using one of the following actions:
Via the keyboard shortcut STRG+V,
STRG+V via the context menu or via the Paste button, in the
group Actions,
Actions on the Home tab, in the InLoox PM Ribbon.
Ribbon
Please choose another project number for the copied project in order to edit it. See Set a project
name and a number for more information.
Delete a project
1. Click Project list in the InLoox PM Ribbon to switch to the InLoox PM project list.
2. Choose the project from the project list, that you want to delete.
3. In the InLoox Ribbon, on the Home tab, in the Delete group, click Delete or right-click on the
project and choose Delete Project from the context menu.
Copy and delete projects in Outlook 2007
You can copy or delete selected projects in the project list. The description below explains how to do it.
Article content
Copy a project
Delete a project
32
Copy a project
1. Click InLoox Folder in the InLoox Toolbar to switch to the InLoox project list.
2. Choose the project from the project list, that you want to copy.
3. Use one of the following actions to :
Copy with the keyboard shortcut STRG+C.
Copy with the context menu by right-clicking on the project. Choose Copy from the list.
Copy via Copy button
in the menu bar.
4. Paste the marked project by using one of the following actions:
Via the keyboard shortcut STRG+V,
STRG+V via the context menu or via the Paste button
in the
menu bar.
Please choose another project number for the copied project in order to edit it. See Set a project
name and a number for more information.
Delete a project
1. Click Inloox Folder in the InLoox Toolbar to switch to the InLoox project list.
2. Choose the project from the project list, that you want to delete.
3. Click Delete in the menu bar or right-click on the project and choose Delete Project from the
context menu.
Management
Assign a project name and number
1. Create a new project.
For more information on how to create a project see Create a project.
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2. In the Project area, in the Name field enter the name of your project. The project name is a freely
definable description of the project.
The project name can be used for more than one project.
3. In the Name field enter the number of your project to identify it in the InLoox PM system. This
field is a mandatory field. You can customize the number in the InLoox PM options.
For more information see Change the number format.
Adjust the project number
In the InLoox PM options, you can customize and configure the InLoox PM features, inter alia the project
number.
Article content
Setting a project number
Mode description for prefix and suffix
Examples of common formats
Setting a project number
1. Open the dialog box InLoox PM Options.
2. Under General options, click Project number. On the right side you see the Project
number area:
34
3. Choose the respective option by activating the related check box:
For the project number choose Prefix (leading character string), Sequence
number or Suffix (trailing character string).
For the number setting, you need at least a Prefix or a Sequence number.
number
Combine a Prefix or Suffix with a Sequence number.
number
4. Click OK or Apply to save the changes in InLoox PM.
Mode description for prefix and suffix
Mode
Data type and significance
Any text
Any character string of any length, which can be changed.
Fix text
Any character string of any length, which cannot be changed, e.g. the word project.
35
Mode
Data type and significance
Regular
Input a format and an example. InLoox PM verifies if the number of the created
expression
project has the right format. If the number doesn't correspond to the specified format,
the user is asked to correct the project number.
Examples of common formats
Example
Configuration
Four-digit year combined with sequence
Prefix:
number (e.g. "Project 2011-008")
Rule: ^Customer \d{4}-$
Standard
components:
value: Customer 2011- or Customer 2012-
"Project 2011-" (fixed prefix with year).
Sequence number: Number of digits: 3
"Sequence number" (maximum 3 digits with
leading zeroes).
Suffix: none
Sequence number with country code
Prefix: none
components:
Sequence number: Number of digits: 5
"Sequence number" (maximum 5 digits with
leading zeroes).
Suffix:
Country code (-DE, -AT, -FR, ...).
Rule: ^-\w{2}$
Standard value: -DE
Simple sequence number
Prefix: none
36
Example
Configuration
"Sequence number" (maximum 6 digits with
leading zeroes).
Sequence number: Number of digits : 6
Suffix: none
Free format
Prefix: any text
Sequence number: none
Suffix: none
Effects of changing the number format:
•
New projects are created automatically with project numbers in the new format.
•
Existing projects retain their old numbers.
•
Once assigned sequence numbers cannot be used again.
Change the number format
In the InLoox PM options, in the area Project number, you can define the format rules for project
numbers. Please note the possible effects when changing settings. For more information see Adjust the
project number.
Article content
Format rules
Sample formats
37
Format rules
Character
Data type and significance
.
Any single character.
\d{COUNT}
Any numeric (0-9) with COUNT digits. COUNT stands for any positive integer, e.g. 5.
\w{COUNT}
Any character string (A-Z, a-z, 0-9, underscore "_") with COUNT characters. COUNT
stands for any positive integer, e.g. 5.
\D{COUNT}
Any character string (A-Z, a-z, special characters, umlauts, spaces) with COUNT
characters. Numerics are not allowed.
\W
Single special character. (A-Z, a-z) or numeric (0-9) are not allowed.
STRING
STRING stands for a fixed character string specified by the user,
e.g. project, department_A, PID.
^STRING$
Expressions placed between ^ and $ must not be empty and must be of the defined
length. The only permissible input in this example is STRING.
Without ^ and $, STRING1234 or an empty text is also a valid input.
Sample formats
Format
Examples
.._\d{4}
right: Ab_1234, ?!_0000
wrong: 12-1234, ab-abcd
SAMPLE...
right: SAMPLE1234, SAMPLEABCD, SAMPLEab12, SAMPLE
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Format
Examples
wrong: SAPMLE1234, 1234SAMPLE
\w{2}-\d{2}
right: ab-12, AB-12, 01-12, a1-99
wrong: 12-ab, öö-12, ??-12
\W{2}SEPERATOR\D{2}
right: !!SEPERATOR12, 12SEPERATOR12, abSEPERATOR!?
wrong: !!TRENNab, 12SEPERATORab, abSEPERATOR12
Assign a division, customer and category
On the site Management, in the area Project you can assign a division, customer and category. These
entries help you to easily find, filter, sort and group the projects in the project list.
Article content
Add a division
Determine a customer
Choose a category
Add a division
1. Open an existing project or create a new one.
For more information on how to create a project see Create a project.
2. On the Management page, in the Project area, click Division.
3. In the Division Structure dialog box choose an internal or external division for the responsibility
of the project.
39
For more information on how to create, edit or delete a division in InLoox PM see Adjust the
division structure.
4. Click OK.
If you have already saved new divisions in the InLoox PM options, you can see them in the quick
selection of the Division command. Click the Arrow
and choose a division from the drop-down list.
Click Delete selection, if you want to clear the selection.
Determine a customer
1. Open an existing project or create a new one.
On the Management page, in the Project area click Customer, to open the dialog box.
2. Do one of the following in the Customer dialog box:
Add one of the customers from the list that is already set.
Click New to add another customer. In the New Customer dialog box type a new name in
the Name box and click OK.
OK
3. Click OK.
If you have already saved new customers in the InLoox PM options, you can see them in the quick
selection of the Customer command. Click the Arrow
and choose a customer from the drop-down
list. Click Delete selection, if you want to clear the selection.
Choose a category
1. Open an existing project or create a new one.
For more information on how to create a project see Create a project.
2. On the Management page, in the Project area click Category. The Category dialog box will be
displayed.
3. Choose one or more categories from the list in this dialog box.
The categories are free-definable classification criterion for the projects.
For more information on how to create, edit or delete a category in the InLoox PM system
see Manage categories.
4. Click OK.
40
Use the quick selection by clicking Arrow
. In the drop-down list choose a category you want to
add. Click Delete all categories to clear the selection.
Adjust the division structure
InLoox PM uses its own division structure which is independent of the Outlook one. This structure is
available only in the InLoox PM Enterprise Edition and is selectable in the projects.
The divisions can be structured to any level and can be assigned to a specific project. you can also add
the resources to the divisions.
1. Open the dialog box InLoox PM Options.
2. Under General options click Divisions. On the right side you see the Division area:
3. Do one of the following:
Insert a new division to change the division structure.
1. Click New and enter a name in the Name box and notes in the Description box
(if necessary) in the dialog box New Division.
Division
2. In the Resources area, click Add.
Add
3. In the Address Book dialog box, select a contact and click OK.
OK
4. Click OK.
OK
Now the new division with the resource in the division structure is displayed.
Edit the existing division structure. Choose one entry from the division list and click Edit in
order to change it.
Remove a selected division from the list by clicking Delete.
Delete
41
4. Click OK or Apply to save the changes in InLoox PM.
Effects of editing or deleting a division:
•
The renaming of a division takes immediate effect in all relevant projects.
•
The deletion of a division takes immediate effect in all relevant projects.
•
The new division is visible on the Management and Work Packages page by adding a resource.
Create and manage a customer
The InLoox PM options support you with a central customer management. Create a new customer
system-wide in the InLoox PM options as well as in the project directly.
To manage customers, do the following:
1. Open the dialog box InLoox PM Options.
2. Under General options click Customer and then Customers. On the right side you see
the Customers area:
3. Do one of the following:
Insert a new customer in InLoox PM by clicking New.
New In the New customer dialog box enter
a name in the Name field. InLoox PM automatically assigns a number to the new customer.
Change the name of an existing customer. Choose the respective customer from the list and
click Edit.
Edit
Remove a customer from InLoox PM by clicking Delete.
Delete
4. Click OK or Apply to save the changes in IInLoox PM.
42
Effects of editing or deleting a customer:
•
The renaming of a customer takes immediate effect in all relevant projects.
•
The deletion of a customer takes immediate effect in all relevant projects.
Adjust the customer number
In the InLoox PM options, you can customize and configure the InLoox PM features, inter alia the
customer number. In the InLoox PM Options, in the Customer number area, you can define the number
format rules.
Article content
Adjust a customer number
Mode description for prefix and suffix
Examples of common formats
Adjust a customer number
1. Open the dialog box InLoox PM options.
2. Under General options click Customer number. On the right side you see the Customer
number area:
43
3. Choose the required options by activating the related check boxes:
For the project number, choose Prefix (leading character string), S equence
number or Suffix (trailing character string).
For the number setting you need at least a Prefix or Sequence number.
number
Combine a Prefix or a Suffix with a Sequence number.
number
4. Click OK or Apply to save the changes in InLoox PM.
Mode description for prefix and suffix
Mode
Data type and significance
Any text
Any character string of any length, which can be changed.
Fix text
Any character string of any length, which cannot be changed, e.g. the word project.
Regular
Input a format and an example. Please note the format rules.
expression
44
Mode
Data type and significance
InLoox PM verifies if the number of the created project has the right format. If the
number doesn't correspond to the specified format, the user is asked to correct the
project number.
Examples of common formats
Example
Configuration
Four-digit year combined with sequence
Prefix:
number (e.g. "Project 2011-008")
Rule: ^Customer \d{4}-$
Standard
components:
value: Customer 2011- or Customer 2012-
"Project 2011-" (fixed prefix with year).
Sequence number: Number of digits: 3
"Sequence number" (maximum 3 digits with
leading zeroes).
Suffix: none
Sequence number with country code
Prefix: none
components:
Sequence number: Number of digits: 5
"Sequence number" (maximum 5 digits with
leading zeroes).
Suffix:
Country code (-DE, -AT, -FR, ...).
Rule: ^-\w{2}$
Standard value: -DE
Simple sequence number
Prefix: none
45
Example
Configuration
"Sequence number" (maximum 6 digits with
leading zeroes).
Sequence number: Number of digits : 6
Suffix: none
Free format
Prefix: any text
Sequence number: none
Suffix: none
Effects of changing the number format:
•
New projects are created automatically with numbers in the new format.
•
Existing projects retain their old numbers.
•
A once assigned sequence number cannot be used again.
Manage categories
InLoox PM uses its own category list for the projects, which is independent from the Outlook one. The
list has key advantages in the multiuser versions InLoox PM Workgroup or Enterprise Server in
comparison to the standard Outlook category list:
•
The category list is consistent across all workstations. This saves manual reconciliation effort
between the individual workstations.
•
The list can only be maintained by the InLoox PM administrator, which ensures that only standard
categories are available.
To manage a category, do the following:
1. Open the InLoox PM options.
46
2. Under General options click Categories . On the right side, you see the Categories area:
3. Do one of the following:
Insert a new category in InLoox PM by clicking New.
New In the New Category dialog box, in
the Name field enter a new name.
Change the name of an existing category. Choose one category from the list and click Edit.
Edit
Remove a category from InLoox PM by clicking Delete.
Delete
4. Click OK or Apply to save the changes in InLoox PM.
Effects of editing or deleting a category:
•
The renaming of a category takes immediate effect in all related projects.
•
The deletion of a category takes immediate effect in all related projects.
Add a picture to a project
1. Open an existing project or create a new one.
2. On the Management page, in the Project area, click picture symbol or click the Edit tab and
then Picture in the Management group.
3. Locate a picture you want to add and double-click it.
The picture is automatically sized to fit the picture space.
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Add project team members
By assigning project team members such as members of the project team, project partners, customers
etc., you are able to distribute the workload of the project to the co-workers and to inform project
members which projects they are assigned to or following up its process. Your employees will know for
which parts of the business they are responsible.
By setting up a project team, you define access permissions to the project.
1. Open an existing project or create a new one.
2. On the Management page, in the Staff area do the following:
Assign a project manager Click Manager and then in the Choose Resource dialog box
choose an address book from the Address Book drop-down list. Select from the list one or
more names for the project.
Assign a team Click Team and select from the list one or more internal co-workers.
Assign a customer Click Customer and select from the list one or more customer contacts
for the project.
Assign a partner Click Partner and select from the list one or more persons, whom you
want to add to the project as project partners.
Assign more team members Click More and specify any other contacts, e.g. quality control
staff, heads of department or other stakeholders.
In the Staff area, the following possibilities are available:
•
Double-click the name of the staff member to open the assigned contact.
•
Select a mailing list containing for example all members of the customer's project team.
team Mailing lists
are automatically resolved by InLoox PM.
•
Right click on one of the resources to open the context menu and choose Delete or Delete all
items to remove the name or names. Use Up and Down to change the order of the names.
Click Details to open the contact information.
•
Use the quick selection to add a new resource. Click the Arrow
in the button to see the drop-
down list of all resources that have been added to the project. In the new project, you will see the
resources that are involved in the other InLoox PM projects. Click Delete all contacts to clear the
selection.
48
•
Use Drag&Drop to shift a resource to another box, e.g. from the Partner box to
the Customer(s) box by clicking the respective name and dragging it with the mouse to the field.
•
Pull out a resource out of the box in order to remove it.
•
Press CTRL and drag a resource to another box to copy it.
Add a status and date
Add the following project data in the Schedule area to organize your project list more easily:
•
Status Specify the state of the project development. Choose between In
progress,
progress Completed or Discontinued
Discontinued.
tinued
The display in the project list depends on the status controlls the display of the project list.
For more information see Generate personalized views.
•
You can customize a status. For more information see Change the project status.
Start and End Select from the calendar a date for the project start or its end. The current date is
preselected when creating a new project. The end date must not be earlier than the start date.
The display of the project depends on the project start and end.
Change the project status
The status defines different project states and degrees of completion. You can find the project status in
the project, on the Management page, in the Schedule area.
You can define as many project statuses as you want in the InLoox PM options and connect them to the
project progress expressed as a percentage. This is how you do it:
1. Open the dialog box InLoox PM Options.
2. Under General options click Project statuses. On the right side, you will the Project
statuses area:
49
3. Do one of the following:
Create a new project status by clicking New.
New In the New Project Status dialog box, enter a
name and a progress (in %). The progress is a percentage figure, i.e. an integer
between 0 and 100.
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Edit the existing project status. Choose one status from the list and click Edit.
Edit
Remove the selected project status from InLoox PM by clicking Delete.
Delete
You can change the status position in the list. Click Arrow Up to move it upwards
or Arrow Down to move it downwards in the list.
Use the filter feature to quickly reach the needed data from each column. For more
information, see Search and filter in a project.
4. Click OK or Apply to save the changes in InLoox PM.
The project statuses list contains the name and progress of each state. The sequence of this list
corresponds to the sequence displayed in the projects, on the Management page.
Effects of editing or deleting a status:
•
Adding a new status has no effect on existing projects.
•
Changing the sequence of states has no effect on existing projects.
•
Changes to the state (e.g. name, progress in %) take immediate effect in all relevant projects.
•
Deleting a state causes all projects using it to remain without state until the user makes a manual
correction.
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Create and change comments
Use comments to leave any additional information on the project. Comments contain text-based
information and the creator's name, time and date of the entry as well as hyperlinks, symbols or images.
InLoox PM allows any number of comments from different persons.
Article content
Create a comment
Customize a comment
Create a comment
Create a comment in any project:
1. Open an existing project or create a new one.
2. On the Management page, in the Comment box, type the comment you want to leave. Enter
here for example the project objective, the order type or internal remarks.You can format your
text comment and add hyperlinks, symbols and images. Please find the complete instruction in
the Customize a comment area below.
3. Click Post Comment.
As soon as you save your comment with this command, you cannot edit it again.
Now, you see the saved comment in the list below.
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•
You can send your comment via email to the project manager or team member:
1. Click Notify in the lower end of comments.
2. Select a contact from the Address Book dialog box and click Select.
Select Click OK.
OK
3. You can also use the quick selection by clicking arrow in the Notify field. In the drop-down list
select the resources, which have been added to the Staff area of the Management project page.
For more information about adding a staff, see Add project team members.
•
Click the arrow
on the right to open it.
•
On the View tab, in the Common group, click Expand or Collapse in order to open or close the
comments in the comment preview. Click Expand all above the comment list as alternative.
•
You have, however, the possibility to delete it. Click Delete
in the comment preview to remove the
comment. You need the corresponding permission to do this. For more information about assigning
permissions, see Set up permissions.
•
Print the comment by clicking Print symbol.
InLoox PM always saves the name of the person, who made the changes. InLoox PM displays the
Outlook, Windows or InLoox PM account name.
Customize a comment
You can change the appearance of your comments with InLoox PM features. Compose and customize
your comment with different fonts, colors, sizes, etc., to arrange the comment information clearly and
manage it more easily. All comands for formatting are on the Format tab.
Change the font
•
On the Format tab, in the Font group, you can select the font, font size, font style (bold, italic,
strikethrough, double strikethrough, subscript, superscript, underline and double underline), font
color, and text highlighting.
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•
You can also increase or decrease the size by one increment, and change the case.
Add a numbered or bulleted list
1. On the Format tab, in the Font group, click the Bullets or Numbering command.
Press ENTER to add the next list item.
2. InLoox PM inserts automatically the next bullet or number.
3. To finish the list, press ENTER twice or press BACKSPACE to delete the last bullet or
number in the list.
Add further elements
Add hyperlinks, symbols or images to your comments to make your information more visual and to
provide information more easily.
1. On the Format tab, in the Insert group, click one of the following:
Hyperlink If you want to link a file, a website or a picture, click Hyperlink.
Hyperlink In the Text to
display field enter the text that will be displayed in your comment. In the Address field select
a file path or enter the URL of a web site.
Symbol Using this command, you can enter the following:
o
Symbols that are not on the keyboard, such as ¼ and ©.
o
Special characters that are not on the keyboard, such as an arrow (→) or a
dash (—).
o
Unicode characters.
If you are using an expanded font, such as Arial or Times New Roman, the symbols in the list
are displayed then in the selected font. In the list you can also select the language
characters, such as Arabic or Russian (Cyrillic) letters, if available.
Picture Browse to the folder where the picture that you want to add is saved, select the
picture, and then click Insert.
Insert You can resize the picture directly in the comment.
History In the drop-down list you can see the saved text from the other descriptions. You
can create new comments or descriptions by using these texts.
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Find text
You can quickly search for every occurrence of a specific word or phrase.
1. On the Format tab, in the Editing group, click Find.
2. In the Find box, enter the text you want to search for.
3. Do one of the following:
o Click Find next to search for every occurrence of a word or phrase.
o If you want to search simultaneously for all occurrences of a word or phrase, click
Search: All and choose between Match case, Find whole words only, Regular
expression.
To cancel a search progress, press ESC.
Replace text
You can quickly search for every occurrence of a specific word or phrase.
1. On the Format tab, in the Editing group, click Find.
2. In the Find box, enter the text you want to search for.
3. Do one of the following:
Click Find next to search for every occurrence of a word or phrase.
If you want to search simultaneously for all occurrences of a word or phrase, click Search:
All and choose between Match case,
case Find whole words only,Regular
only Regular expression.
expression
To cancel a search progress, press ESC.
Add other project information
On the Edit tab, in the Status group, you can add the following elements to a project:
•
Priority You can set the level of importance of a project. On the Edit tab, in the Status group,
choose whether the project has high,
high low or normal priority. Setting the level of importance also
enables you to sort the projects in the project list by importance.
•
Fixed deadline With this command, you can define whether the completion date of the project can
be seen in the planning or not. Typical examples of fixed deadline projects are trade fairs or
Christmas card mailings.
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The project end is marked in red in the planning. For more information, see Work with the Gantt
chart, in the Information rules in the project list section.
•
Archived With this command, you can archive the project. The archived project will be saved in the
project archive.
•
Lock project This command protects your project from being changed by other users. Only
authorized users can change this mode.
For more information, please see Set up permissions.
Search and filter in a project
Over time your project grows, and it can be hard to find quickly the important information. InLoox PM 8
provides you with the search feature in the project directly. It helps you to reach the needed data without
a lot of digging. Use the Search project.... field that is on the top right of each project page.
1. Enter the search term in the search field. On the Search tab, select Only this Page or All
Pages.
2. Select Enter or the search icon
.
The search results are shown on the right bottom. The list is subdivided into three
columns Type, Name/Description and Found at.
3. Refine your search by selecting one of the filters in the context menu in each
coulmn: All, Custom, Blanks or Non blanks.
4. Click Custom filter to select the custom filter in each column, e.g. Adjusted.
5. In the Custom AutoFilter dialog box you can define the values as well as logical operator:
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1. Choose one condition, e.g. is equal.
equal
The default filter operator is and.
and You can combine two different logical
operators by using the filter operator or.
or
1. Enter a value in the field behind, e.g. analysis.
InLoox PM filters the project by the selected criteria.
4. You can further refine your search by clicking Only this Page or All Pages in the Section group,
at the Search tab.
5. Click discard icon
in the search results list to clear your the search.
Or click Close Search on the Search tab in the ribbon.
To use the search results click the linked Type: information. InLoox PM for Outlook will switch to
the page, where the result is saved.
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List
Work with the list
Click List
to open the List page. On this page you will find the following features:
Features on the Edit tab
•
Add new entry In the Entry group click New Entry.
Entry You can name it directly in the mind map view
or by right-clicking the mouse an choosing Edit in the context menu.
•
Remove an entry In the Entry group click Delete Entry to remove the selected entry from the list.
•
Copy and paste Create quickly entries with the help of Copy and Paste,
Paste in the Entry group.
•
Create a new list In the List group, click New list.
list
•
Edit a list In the List group click Edit List to add further information to the selected list.
•
Remove a list In the List group click Delete List to remove the selected list.
Features on the View tab
•
Print a list view In the Common group, click Print to start the quick print feature of the list view.
•
Expand or reduce the list view Change the view with the help of Expand All or Collapse All,
All in
the Common group, to make clear the list view.
•
Search the information via analytical filter In the Common group, click Filter.
Filter
•
Change the view of the list Select between List and Cards view in the View group.
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Features on the Reports tab
•
Create a report On the Reports tab, in the Create group, click Create Report to load the mind
map data as a report.
Create a new list
You can structure and organize with the list feature all project information even before generating work
packages and a timed project plan.
1. Open an existing project or create a new one.
For more information on how to create a project see Create a project.
2. On the Start tab click List.
3. On this page you find a new list.
4. On the Edit tab, in the List group click Edit List.
5. On the side panel do the following:
6. Tape a name into a Name field.
7. Activate the Visible only to me box to hide your list from other users.
8. In the Fields area you can add a new field that will be overtaken for the new entry in the list.
1. Click New field.
2. In the New Field dialog box type a name in the Name field.
3. Choose the type from the drop-down list.
4. Click OK.
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Use Down and Up arrows in the Fields area to define the order of the
fields.
9. In the Relations area you can add a link to the other elements from the project sides.
2. Click New relation....
3. In the Assign Relation dialog box click the wanted tab.
4. Select the needed project element.
5. Click Add and then OK.
6. The assigned relation is now displayed in the Relations area. With one click on it you can
open the related project page.
You can delete each project from the group by clicking remove
symbol.
Create and edit an entry
Add new entries to complete the list.
Do the following:
1. In the project, on the Start tab, click List.
2. In the lower area you can see now a new entry with two fields Done and Description.
3. You can activate the Done field.
4. In the Description field enter some important information, e.g. the targeted deliverables or
internal remarks.
Work packages
Work with the work package list
In the project, on the Start tab, click Work Packages
to open the work package list. On this
page you will find the following features:
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Features on the Edit tab
•
Create new work package To create a new work package, click on the Edit tab in
the Edit group New.
New To edit an already existed one, select a work package from the list. On
the Edit tab, in the Edit group click Edit.
Edit
•
Remove a work package Select one work package you want to delete and click Delete on
the Edit tab in the Edit group.
Use the multiselection for deleting of the work packages. Click the first one you want and hold
•
the Ctrl key on the keyboard while clicking on all the work packages you want to delete. Then
click Delete on the Edit tab, in the Edit group.
•
Assign a resource to the work package Select a work package from the list and click Select
Resource in the Edit group, on the Edit tab.
For more information on how to add resources, see Add resources.
Click the picture or resource name on the work package in the wok package list to add a
resource. Call out the information to the resource which you have already added. In this
dialog box you can create a new contact or to get in touch with the resource via email or call.
•
InLoox PM transfers the picture, if a contact has one in the exchange server.
Delete resource Select one resource you want to remove and click Remove Resource in
the Edit group, on the Edit tab.
•
Mark work package as done If you are ready with the work package, click Done,
Done in the Edit group,
on the Edit tab. Now you see the Done smybol on the work package in the view. Moreover the work
package will be automatically displayed in the Done column of the kanban view.
To learn more about kanban method, see Manage the work packages via kanban method.
•
Define a status to the work package You can assign a status to one work package. Select a work
package from the list and click Status,
Status in the Edit group.
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Features on the View tab
•
Print a work package list On the View tab in the Common group, click Print to start the quick print
feature of the mind map view.
•
Expand or reduce the work package view Change the view by using the Expand All or Collapse
All buttons in the Edit group, on the Edit tab to have a clearly structured work package view.
•
Show resources On the View tab in the Resources group click Resources to check the resource
utilization.
Features on the Templates tab
•
Load a saved reports You can also load a template from the gallery view in the Work
Package Templates group.
•
Save an existing data of one work package into the gallery On the Templates tab, in the Work
Package Templates group, click Save Template and choose the needed format from the dropdown list. This template will be displayed in the gallery view.
•
Load an existing work package template from your data On the Templates tab in
the Export/Import group click Import Template to load the existing work package from your local
data.
•
Save an existing work package as a template in your data On the Templates tab in
the Export/Import group click Export Template to save a work package in your local data.
•
Send a work package via email On the Templates tab in the Export/Import group click Send
Template by Email,
Email to send a mind map e.g. to your colleagues.
Features on the Reports tab
•
Create a report On the Reports tab, in the Create group, click Create Report to load the mind
map data as a report.
Features in the context menu
The context menu provides you with almost all basic features that can also be found on the Work
Package page, such as New, Edit and Delete. It has also features such as Select or Remove
Resource and Done, as well as Status. Right-click in the time tracking list to open the context menu.
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Keyboard shortcut
•
STRG+C Copy a work package into the clipboard.
•
STRG+V Paste a work package from the clipboard to the work package list.
•
STRG+N Create a new work package.
Change the work package status
The status defines different work package states. You can find the work package status in the project, on
the Work Packages page, in the Edit group, on the Edit tab.
You can define as many statuses as you want in the InLoox PM options. Proceed as follows:
1. Open the dialog box InLoox PM Options.
2. Under General options click Work Packages and then Work Packages Statuses. On the right
side, you will the Work Packages States area:
3. Do one of the following:
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Create a new status by clicking New.
New In the Edit Work Package Status dialog box, enter a
name anddefine the color in the Flag field.
Edit the existing status. Choose one status from the list and click Edit.
Edit
Remove the selected work package status from InLoox PM by clicking Delete.
Delete
You can change the status position in the list. Click Up to move it upwards or Down to move
it downwards in the list.
4. Click OK or Apply to save the changes in InLoox PM.
The sequence of this list corresponds to the sequence displayed in the projects, on the Work
Packages page.
Effects of editing or deleting a status:
•
Adding a new status has no effect on existing projects.
•
The new status is visible in the whole system.
•
Changing the sequence of states has no effect on existing projects.
•
Changes to the state (e.g. name, color) take immediate effect in all relevant projects.
•
Deleting a state causes all projects using it to remain without state until the user makes a manual
correction.
Create and edit a work package
InLoox PM provides you with the flexible project work. You can create different types of the project
planning. One of them is to create the list of the work packages. After you can add the work packages
into the Gantt chart and have in this way the scheduled events. You can have your work packages only
as a to-do list, without integrating them to the Gantt chart. You can combine both versions of the
planning.
1. In the project, on the Start tab, in the Section group, click Work Packages.
2. In the Start tab, in the Section group click New to create a new work package.
On the right side you can the side panel for editing.
General information on the work package in the Basic Information area
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1. In the Name box type a name for the work package.
2. In the Description box enter some important information, e.g. the targeted
deliverables or internal remarks.
InLoox PM provides you with a range of formatting features. For the detailed
description, see Create and change comments in the Customize comments
section.
Additional Information to the work package from the mind map or planning
This area displays the information whether the work package is added from the mind map or
it is added to the planning activity. The information is linked. Click on it to open the
corresponding page. As soon as you have added the work package to the Gantt chart on
the Planning page, an additional Planningarea
will be displayed on the right sidepanel of
Planning
the Work Packages Page.
1. Click the linked name of the work package to open the planning.
2. In this area you can see now the start and end time.
The work package overtakes the date of the planning item. To which it
was added. If the work package is a planning item, the date will be overtaken
from the item above.
3. The workload of the work package is also displayed. It can be changed with the
changing of the duration of the planning element.
Budgeting of the work package
1. In the Group dropdown menu choose a group to which the work package
belongs. It defines the costs for the activity.
2. The Is asset billable check box is selected automatically to include the resource
costs of this work package to the expenses (plan, resources).
3. Select the Individual check box and set an individual hourly rate for the work
package. Type the respective values in the Purchase price and in the Selling
price field.
Adding documents
1. Click New link... to add the document.
2. In the Select Entry dialog box select one document from the list and click OK.
OK
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3. The added document is displayed in the Document area on the side panel.
Click it to open this document. Click Delete symbol
to remove it.
Sending a notification to a resource
All added resources receive automaticallly notifications about new, edit or
deleted work packages.
In the area Notifications, you can inform other resources,e.g. project planner, about
assigned work packages and about the changes in them.
o
Click the command
to add resources.
o
In the Select Conact dialog box click on the name and then
click Select and OK.
OK
o
The notification will be send on the selected resource as an email, when sie save
and close the project.
o
The email notification set by default. The message contains the following
planning data:
The name of the work package
Project name and number (in the subject)
Description
Personal duration.
Adding a note to a work package
1
Select a work package from the work package list.
2
Click the symbole Full Screen Mode in the top left.
3
In the text area type your notes below the main information to the work package.
4
You can also send a notification dierctly from the work package. User a quick
selection to add project responsibles.
To learn more about adding the responsible persons to the project, see Add
project team members.
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Resources
Add resources
You can assign work packages to your project team members and determine the distribution of work.
You can add only one resource to a work package. Assign work packages using one of these ways.
Article content
Add a resource via dialog box Select Contact
Add ressources from the departments and teams
Add a resource via dialog box Select Contact
1. Select one work package from the list or create a new one.
See Create abd edit a work package in order to create a new one.
2. In the group Edit click Select Resource.
3. In the Select Contact dialog box choose one name from the list. InLoox PM provides you with
the InLoox PM address book as well as with the contacts from Microsoft Outlook and Exchange
Server.
Do one or more from the following to select effectively the resource:
Activate Show workload box. If you have activated it once, it will be still activated even by
the next opening.
o
In the lower area you can see the workload chart for the selected resource.
o
You can adjust the shown time period in the selected range by moving the slide
controls.
o
Activate the Exchange Calendar box to see the appointment information from
the Outlook calendar.
Use the Skills feature to assign resources according to their skills. Click the Search by
Skills drop-down list and select the respective check box. Then select a resource from the
list and click OK.
OK For more information see Assign skills to resources.
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4. Click OK.
In the work pacakge the new name will be displayed.
On the Edit ta, in the Edit group, click Remove Resource to delete a resource from the
work package.
All added resources receive automaticallly notifications about new, edit or deleted work
packages.
Add ressources from the departments and teams
1. Select one work package from the list or create a new one.
2. Click the Resource tab in the side panel.
3. In the Divisions and Teams area you have the following possibilities to add resources:
Add from the predefined division
How to add resources to the predefined divisions, see Adjust the division structure.
o
Select a resource from the divisions and drop it in the No resource
assigned row in the work package.
The administrator permissions are needed to add or edit the
devisions.
Create new teams
The teams help you to orgnaize the structuring of the reources. You can give them different
names in order to find quickly the needed resource.
All created teams are visible system wide and only for you. The other users
can create their own teams.
1. Click plus symbol
in the area below.
2. In the Add Team field enter a new name.
3. Click resource symbol
to add resources.
4. In the Address Book dialog box select a resource and click Select and
then OK.
OK
InLoox PM provides you with the InLoox PM address book as well as with the
contacts from Microsoft Outlook and Exchange Server.
Use the Skills feature to assign resources according to their skills. Click
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the Search by Skills drop-down list and select the respective check box. Then
select a resource from the list and click OK.
OK For more information see below
Assign skills to resources.
5. When you added resources to the team, select one and drop it in the No
resource assigned row in the work package.
You have also following features on the side panel to add teams:
o
You can change the name of the group by clicking edit symbol on the left from
the team.
o
You can delete each team by clicking remove symbol
.
Assign skills to resources
Using the InLoox PM skill management, you are able to assign any qualifications and skills (such as
language skills, special knowledge of industry sectors, certifications and many more) to project
members. Consequently, you can search for team members with certain skills in your company and
deploy them for specific project tasks.
And this is how you can generate skills in InLoox PM and assign them to certain project members:
1. Open the InLoox PM options dialog.
2. Under Contacts click Skills. On the right side, you will find the Skills area as well as the Skill
Assignment area.
1. Skills
o
To create a new skill, please click New in the Skills area. In the New Skill dialog
box, in the Name field, you can name the respective qualification and add a
description in the Description field. Please confirm with OK and the newly created
skill will appear in the list.
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o
To adapt an already existing skill click the respective skill in the list and click Edit.
Edit
You are now able to change the naming of the skill in the Name field and to change
the description of the skill in the Description field. Confirm with OK and the changed
entry will appear in the list.
o
To delete an already existing skill permanently, click the respective skill in the list,
then click Delete and confirm with Yes.
Yes
2. Skill Assignment
o
Click New in the Skill Assignment area.
o
In the InLoox PM Skill Assignment dialog box, click
to select a resource. Mark
the respective name in the list and click Select and then OK.
o
Then activate the check box(es) of the skill(s) in the Skills area that you want to
assign. Click OK and the newly created assignment will appear in the list.
o
To modify the assignment, mark the respective entry in the Skill Assignment area
and click Edit. To select a different resource, click
and mark the respective
name in the list and click Select, OK. To modify the assigned skills, activate or
deactivate the check boxes of the respective skills.
o
To remove an assignment permanently from InLoox PM, mark the entry in the list,
click Delete and confirm with Yes.
As soon as you have created a skill entry in the InLoox PM options and you have assigned it to
one or several resources, you can search for the respective skill anywhere you can add a resource in
InLoox PM.
Call up and manage resources
In the resource overview, you can control the resource utilization directly in the project sides Work
Packages, Mind Maps and Planning. Resources can be employees or objects used for work such as
rooms, vehicles or machines. InLoox PM differentiates between internal resources (i.e. Exchange Server
mailboxes) and external resources (i.e. email and fax contacts). InLoox PM uses the free/busy-feature of
Microsoft Exchange Server for internal resources and integrates the information (busy, tentative and out
of office) into the workload diagram.
The opening of the Resources overview:
1. In the project, on the Start tab, click Work Packages, Mind Maps and Planning.
2. Then on the View tab, in the Resources group click Resources.
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The description of the features from the dialog box can be found here Work with resources.
The description of the other features:
•
Define the time frames of the utilization Select the datum in the Date Range group or click Today.
•
Display resources project-related or system-wide In the Filter group, choose between All
Projects or Only this Project.
•
Show details of the elements Choose one element from the utilization view in the structure and
click Open.
•
Show or hide the details in the structure Click Expand or Collapse all in the View group.
•
Print the utilization view In the View group, click Print to start the quick print feature.
Manage the work packages via kanban method
Agile teams can now organize their own work packages via freely configurable kanban view. With the
kanban method you can quickly and efficiently complete your tasks. Moreover you have an overview
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about the processing status of your work packages. A further advantage of kanban is that the project
tasks are organized as the individual work steps.
You can work with kanban as follows:
1. Open an existing project or create a new one.
2. In the project, on the Start tab, in the Section group, click Work Packages.
3. On the work package list, the following statuses as Not Yet Started, In Process and Done are
set by default.
4. Add new work packages. On the Edit tab, in the Edit group, click New.
5. You can easily change a status by moving the work package via drag&drop.
6. You can add new columns with new status to the kanban. On the Edit tab, in the Edit group,
click Status.
This new status is visible only for this project. If you want to add or change a status for the
whole system, see Change the work package status.
7. On the side panel, click New status....
8. On the Edit Work Package Status dialog box, in the Name field, enter a new name. In
the Flag filed define the color for the status.
•
The color helps to quickly distinguish the status of the work package. You can change it in the Edit
Work Package Status dialog box.
•
Change the order of the statuses on the side panel by moving the arrows Down and Up.
Up
•
You can delete each status from side panel by clicking Remove symbol
•
All work packages displayed in the right column of the kanban view, are done.
.
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Manage work package templates
In the InLoox PM options, you can edit work package templates that are created in the projects. On the
Work Packages page you can save a new template. On theTemplate tab, in the Work Package
Templates group, click Save Template.
To manage the mind map templates, you need InLoox PM administrator permissions.
1. Open the dialog box InLoox PM Options.
2. Under Work Package click Templates. On the right side you see the Work
Package templates area.
3. Perform one of the following actions:
Change the name of the saved template. Choose one template from the list and
click Rename.
Rename In the Rename Work Package template dialog box, in the New Name field,
type a new name for this template and click OK.
OK
Remove a template permanently from InLoox PM. Choose one template from the list and
click Delete.
Delete
Save a template in your local data, e.g. to send it to other users. Click Export and choose a
local storage location on the Save Work Package template dialog box to save the template.
Click Save.
Save
Load a template from your local data. Click Import and choose a template in the Import
File dialog box, then click Open.
Open
Click Download to download the mind map templates from the InLoox website.
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4. Click OK or Apply to save the changes in InLoox PM.
Mind maps
Work with the mind map
Click Mind Maps
to open the Mind Map page. On this page you will find the following features:
Features on the Edit tab
•
Add new node On the Edit tab in the Node group click New Node.
Node You can name it directly in the
mind map view or by right-clicking the mouse an choosing Editin
Edit the context menu.
•
Edit a node On the Edit tab in the Node group click Edit Node to add further information to the
selected node.
•
Remove a node On the Edit tab in the Node group click Delete Node to remove the selected node
from the mind map.
•
Copy and paste Create quickly child nodes with the help of Copy and Paste in the Node group on
the Edit tab.
•
Set a progress to the node On the Edit tab in the Node group click Progress and choose the
percentage figure from the drop-down list.
•
Mark the node On the Edit tab in the Node group click Flag and select a color from the drop-down
list.
•
Add a new work package to the project On the Edit tab, in the Promote group, click Create
Work package.
package
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•
Copy mind map to planning On the Edit tab in the Promote group click Copy To Planning to
transfer all nodes and the structure to the planning.
•
Create a new mind map On the Edit tab in the Mind Map group click New Mind Map.
Map
•
Edit a mind map On the Edit tab in the Mind Map group click Edit Mind Map to add further
information.
•
Remove a mind map On the Edit tab in the Mind Map group click Delete Mind Map to remove
the selected mind map.
Features on the View tab
•
Print a mind map view On the View tab in the Common
Common group, click Print to start the quick print
feature of the mind map view.
•
Expand or reduce the mind map view Change the view with the help of Expand All or Collapse
All in the Common group on the View tab to make clear the mind map view.
•
Restore the mind map view On the View tab in the View group click 1:1 to set back the original
zoom level.
•
Enlarge or reduce the mind map view On the View tab in the View group click Zoom In or Zoom
Out to change the zoom level of the view.
•
Zoom the mind map On the View tab, in the View group click Fit to Screen.
Screen
•
Show resources On the View tab in the Resources group click Resources to check the resource
utilization.
Features on the Templates tab
•
Load a saved reports You can also load a template from the gallery view in the InLoox PM
Templates group.
•
Save an existing data of one mind map into the gallery view On the Templates tab, in
the Templates group, click Save Template and choose the needed format from the drop-down
list. This template will be displayed in the gallery view.
•
Load an existing mind map template from your data On the Templates tab, in
the Export/Import group, click Import Template to load the existing mind map in your local data.
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•
Save an existing mind map as a template in your data On the Templates
Templ ates tab, in
the Export/Import group, click Export Template to save a mind map, in order to insert it as a
picture or in other format to PowerPoint, Word or in the other project.
•
Send a mind map via email On the Templates tab, in the Export/Import group, click Send
Template by Email,
Email to send a mind map e.g. to your colleagues.
Features on the Reports tab
•
Create a report On the Reports tab, in the Create group, click Create Report to load the mind
map data as a report.
Features on the Format tab
•
Format the mind map On the Format tab in the Format group you can
customize font,
font background and frame color of the selected node.
•
Format the child node On the Format tab in the Format group click Assign Format to Child
Nodes to apply the selected format of the mind map to the child nodes.
•
Add a symbol to the node Select one node from the mind map and choose symbol from
the Symbols gallery view, on the Format tab, in the Symbols group.
•
Add or delete a picture to/from a node Select a node and then click From File
Fil e to select a picture.
Click Remove to delete it.
Create a mind map
On the mind map page of the project, you can collect and organize ideas and information visually. In a
mind map, you always have all ideas, concepts and drafts at a glance.
1. Open an existing project or create a new one.
2. In the project, on the Mind Maps page you find a new mind map.
In the Edit tab, in the Mind Map group, click Edit Mind Map to assign a name. You can also add
a new name by right-clicking the mouse, and then clicking Edit Mind Map in the context menu.
3. In the Edit Mind Map dialog box, in the Name field, type a name for your mind map.
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4. In this dialog box, click Custom to edit custom fields, which have been already saved in InLoox
PM.
Create another mind map
1. To create another mind map in your project you can use the following possibilities:
In the Mind Map group click New Mind Map .
Right-click the mouse and choose New Mind Map from the context menu.
Click
Keyboard shortcut Press STRG+M to create a new mind map.
in the lower menu bar.
2. For further information on how to enter data in the opened New Mind Map dialog box, please
see the upper part of the article.
Create and edit a node
A mind map consists of different nodes, which are connected to the parent nodes. A name of a new
mind map is automatically set as the name of the central node.
For more information on how to create a new mind map, please see Create a mind map.
Struсture your mind map by adding new nodes or editing the existing ones.
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Article content
Add a node
Edit a node
Add a node
1. Choose one of the following options to create a new node:
On the Edit tab, in the Node group, click New Node.
Node
Right click on the Mind Maps area and click New Node in the context menu.
Use the keyboard shortcut STRG+N.
2. In the Mind Maps area, the new node will be displayed, which is connected with the node that is
currently selected.
3. You can label the new node.
•
Create your mind map faster by adding new nodes by using Copy and Paste in the Node group.
•
Drag and drop a node at any position on the mind map. to freely
Edit a node
1. Choose one of the following options to edit a node:
In the Node group, click Edit Node.
Node
Right-click the mouse in the Mind Maps area and click Edit Node in the context menu.
2. On the right side you can the side panel for editing:
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General information to the node
1. In the Name box type a name for the work package.
2. In the Description box enter some important information, e.g. the targeted
deliverables or internal remarks.
InLoox PM provides you with a range of formatting features. For the
detailed description, see Create and change comments in the Customize
comments section.
Highlighting the node and defining its progress
1. Click Progress to display a list of different degrees of completion and choose
the suitable degree.
2. Choose from the Flag list a color to mark the node in the mind map.
Adding documents
1. Click New link... to add the document.
2. In the Select Entry dialog box select one document from the list and click OK.
All displayed documents in the dialog box are saved on the Documents page. For
more information on how to add the document to the project, see Create and edit a
document.
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Adding resources
1. Click New resource.
2. In the Address Book dialog box select a contact and click OK.
3. Now you see the added resource in the Resource area. Click it to open the
contact details. You can also open the details from the node by clicking
theResource symbol on it.
Create a work package in the mind map
In the mind map you can create new work packages from the nodes. Proceed as follows:
1. Open an existing project or create a new one.
2. In the project, in the Start tab, click Mind Maps.
3. Create a new mind map.
4. On the Edit tab, in the Promote group click Create Work Packages.
5. Select on of the following options:
All Nodes All nodes together with the main node of a mind map promote to work packages.
End Nodes All end nodes of a mind map will be added as new work packages.
Selected nodes Select the nodes you want to have as work packages.
Include already promoted nodes Select this option to add nodes, which have already work
packages, once more.
6. After you have selected the option you wanted the Work Package Page with new work
packages will be automatically displayed.
On the nodes you can see a Work Package icon.
For more information, on how to add important informations to a new work package, see Create and
edit work package.
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Copy a mind map to the planning
The mind map data can be copied to the planning. Each node will be an activity in the planning.
1. On the page Mind Maps, in the Edit tab, in the Mind Map group, click Copy To Planning.
2. In the Copy Mind Map dialog box, in the Copy Mind Map to planning area, do one of the
following:
Define the start date time for the project planning.
Define the duration for each activity.
3. In the Copy Mind Map dialog box, in the Resource's details area, perform one of the following
actions:
Choose one of the notification types in the Notification drop-down list.
Define the work amount for the resources. The workload can be allocated as follows:
o
Workload is applied for each resources All resources will have a capacity
utilization of 100 percent.
percent
o
Workload is equally split to all resources The total workload will be distributed
equally to each resource.
4.
Click OK.
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Import a mind map template
Mind map templates accelerate the creation of mind maps. Templates contain predefined nodes and
resource data.
For more information on how to save a template, see Save a mind map template. Mind map
templates accelerate the creation of mind maps.
Load the already available data to a new mind map.
1. Open an existing project or create a new one.
2. In the project, on the Start tab, in the Section group, click Mind Maps.
3. On the Mind Map page, on the Templates tab, in the Action group, click Import Template.
4. In the drop-down list choose one of the following formats:
MS Project File
MS Project Exchange File
MindManager MMAP File
MindManager XML File
XML File
InLoox PM Mind Map File
These formats allow you to load the template from your local data.
5. You can also select the saved templates in the InLoox PM Templates group in the gallery view.
Export a mind map template
You can save a mind map as a template in order to re-use it for other projects.
Save the selected mind map as follows:
1. Open an existing project or create a new one.
2. In the project, in the Start tab, in the Section group click Mind Maps.
3. On the Mind Maps page, in the Template tab, in the Action group, click Save Template.
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4. In the drop-down list you can choose between the following formats:
InLoox Mind Map File
XML File
Picture
Vectorgraphics. Use this format in any other file you want and edit it. With copy & paste you
can easily export the mind map structure as a vectographic.
5. By choosing the Save Template command, in the Action group, the Save Template dialog box
will be displayed.
6. In the Enter the name of the template field, type a name.
7. Click OK.
The saved template is displayed on the Mind Maps page, on the Template tab, in the InLoox
PM Template group, in the gallery view.
For more information on how to change a template, see Manage mind map templates.
Manage mind map templates
In the InLoox PM options, you can edit mind map templates that are created in the projects.
To manage the mind map templates, you need InLoox PM administrator permissions.
1. Open the dialog box InLoox PM Options.
2. Under Mind Map click Templates. On the right side you see the Mind Map Templates area.
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3. Perform one of the following actions:
Change the name of the saved template. Choose one template from the list and
click Rename.
Rename In the Rename Mind Map Template dialog box, in the New Name field, type
a new name for this template and click OK.
OK
Remove a template permanently from InLoox PM. Choose one template from the list and
click Delete.
Delete
Save a template in your local data, e.g. to send it to other users. Click Export and choose a
local storage location on the Save Mind Map Template dialog box to save the template.
Click Open.
Open
Load a template from your local data. Click Import and choose a template in the Load Mind
Map Template dialog box, then click Open.
Open
Click Download to download the mind map templates from the InLoox website.
4. Click OK or Apply to save the changes in InLoox PM.
Planning
Work with the planning
InLoox PM facilitates to edit your project planning in a time-saving way. Combine project planning with
the work packages for the detailed project planning. Create project groups to overview the deadlines and
resource capacity over the projects. Find out more about the features on the InLoox PM Ribbon that
allow you to create and edit the planning.
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In the project, on the Start tab, click Planning
to open the Planning page. On this page you will
find the following features:
Article content
Features on the Edit tab
Features on the Reports tab
Features on the View tab
Features on the Templates tab
Features on the Settings tab
Features on the Edit tab
•
Create and edit an activity To create a new activity, click on the Edit tab in the Edit group New
activity.
activity To edit an already existed activity, select an activity from the planning list. On the Edit tab, in
the Edit group click Edit.
Edit
•
Create and edit a milestone To create a new milestone click New Milestone on the Edit tab, in
the Edit group. To edit an already existed one, select a milestone from the planning list and
click Edit in the Edit group.
Use the multi selection for simultaneous editing of the planning elements. Click the first planning
element you want to edit and hold the Ctrl key on the keyboard while clicking on all the planning
elements you want to edit. Then click Edit on the Edit tab, in the Edit group.
•
Remove a planning element Select the planning element from the planning list you want to remove.
On the Edit tab, in the Edit group, click Delete.
Delete
•
Assign or delete a work package Select a planning element from the planning list and click New
Work Package,
Package in the Edit group, on the Edit tab.
If you want to delete the work package, click Remove Work Package,
Package in the Edit group. A planning
element contains now an assigned work package.
•
Create your planning faster Use the Copy and Paste commands from the Edit group on
the Edit tab to copy already existing planning elements and insert them into a new planning. You can
edit the newly created elements as you want.
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•
Change the order of the planning elements Use the arrows Up and Down in the A rrange group.
By clicking on these vertical arrows, you can move the selected item up and down in the list.
•
Group the planning elements Create or dissolve a group by using the arrows Left and Right,
Right in
the Arrange group..
•
The selected planning element will be grouped one level below by clicking Right.
Right
Click Left to move the selected planning element one group level up.
Mark a planning element as done Select an activity or milestone from the planning list, which is
finished, and click Done in the Highlight group on the Edit tab.
•
Highlight a planning element in the planning list Select one planning element from the planning list
and click Flag in the Highlight group on the Edit tab. Choose one color from the drop-down list.
Now you can see the selected flag in the planning list next to the element.
The flag highlights the planning elements only in the list.
•
Highlight a planning element in the Gantt chart Select one planning element from the planning list
and click Color in the Highlight group on the Edit tab. Click the color circle to select a user-defined
color from the color spectrum. Click the arrow to see a compact pre-selection of standard colors.
The planning element will be displayed in the Gantt chart in the selected color.
•
Display the important planning
planning elements on the timeline Select planning elements you need and
click Add to timeline,
timeline in the Highlight group.
•
Synchronize a planning element with Outlook elements Select one element from the planning list
and click Synchronize with in the Action group on the Edit tab. Select either Outlook
Task or Outlook Calendar from the drop-down list.
•
Create planning snapshot Record the current state of your Gantt planner at different times.
Click Snapshot in the Action group, on the Edit tab.
•
Link quickly planning
pl anning elements Select planning elements you want to link and cick Link
Automatically,
Automatically in the Action group. Such type of planning is called waterfall planning.
You can adjust the constrains between planning elements by clicking dependency in the Gantt
chart. For more information, see Create dependencies between planning elements, in the Edit
dependencies in the Gantt chart.
•
Remove the defined constraints of planning elements Select from the planning list an element
with time constraints and click Remove Constraint in the Actiongroup,
on the Edit tab.
Action
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•
Remove the dependency between planning elements Click Remove Dependency in
the Actions group on the Edit tab. The defined dependency will be deleted and you can move the
elements as you like.
•
You can undo an action, e.g. if you have accidently deleted one planning element. On the top left
Planning page click Undo.
Undo
•
You can repeat the last action by clicking Redo.
Redo
Features on the View tab
•
Print a planning On the View tab in the Common group, click Print to start the quick print feature
of the planning. In the Print Planning box, in the Ribbon, in the Print Range group, define the time
period as well as other table settings. In the Table group click Columns and select some for the print
review.
•
Expand All / Collapse All On the View tab, in the Common group, click Collapse All to minimize a
group in the planning. Click Expand All to display it in the detail. Use this feature to get a better
overview of your planning.
•
Choose fields This feature sorts and organizes the project planning by selected data.
•
On the Choose Fields dialog box, click one field, e.g. Customer,
Customer and drag it into the column
headers.
•
Reset the field per Drag and Drop back into the dialog box.
•
Show critical path On the View tab, in the Details group, click Show critical path.
path
For more information, see Show the critical path.
•
Display slack On the View tab, in the Details group, click Display slack.
slack Now you can see for how
many days you can postpone the regarding planning element until it affects the overall duration of the
project.
•
Today Click Today in the Change to group to switch to the today's view. The plan is positioned so
that the red day line is on the left side of the Gantt chart.
•
Display All Click Display All in the Zoom group to adjust the date interval of the Gantt chart to the
project end or start - first and last element.
•
Display the selected planning element only Select a planning element from the planning list. On
the Zoom tab, in the View group click Display Selected.
Selected
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•
Zoom On the View tab, in the Zoom group click Zoom in or Zoom out to change the Gantt chart
view. The following time intervals are available: years, quarters, months, weeks, days, hours, quarterhours, and minutes.
•
Sort You can define the view of the project list by sorting it by criteria such as Name,
Name Start
date,
Sort by.
date End date or Progress.
Progress On the View tab, in the Arrange group, clickSort
by Select a criteria
from the drop-down list, e.g. Is critical.
critical
•
Group On the View tab, in the View group, click Group by.
by In the drop-down list click on the field
you want to group by. The project list will be grouped by the criteria you have chosen.
You can remove the grouping by clicking None in the Group by drop-down list.
•
Filter On the View tab, in the Arrange group, click Filter by.
by Select the filter criteria from the dropdown list. Only those planning elements will be displayed in the planning list, which contain the
selected criteria.
•
Define outline level Click Outline Level in the Arrange group, on the View tab. Select an outline
level from the drop-down list to collapse or expand groups in the planning view.
•
Show resources On the View tab in the Resources group click Resources to check the resource
utilization.
Features on the Templates tab
•
Create your planning by using templates Use a previously saved planning as a template. On
the Templates tab, in the Action group, click Import Templates or choose a saved one in
the InLoox PM Templates group from the gallery view.
For more information on templates, see the category Planning templates.
•
Save an existing planning as a template in your data or in a gallery view On the Templates tab
in the Export/Import group click Export Template to save a mind map, in order to insert it as a
picture or in other format to PowerPoint, Word or in the other project. You can also save the existing
planning by clicking Export Template in the InLoox PM Templates group, on the Templates tab.
•
Send a planning as a template via email On the Templates tab, in the Action group, click Send
Template by Mail.
Mail In the opened email, enter the recipient and additional text if you like and
click Send.
Send The planning is already attached to the email.
Features on the Reports tab
•
Create a report On the Reports tab, in the Create group, click Create Report to create the
planning data as a report.
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•
Load a report Select the report from the gallery view by clicking it, in the Report group.
Features on the Settings tab
•
Change planning direction On the Edit tab, in the Settings group, click Direction. Select a planning
direction, e.g. Forward Scheduling or Backward Scheduling. Then add the Project Start or End.
•
Stop sending notifications On the Edit tab, in the Settings group click No Notification. Notifications
with project information or regarding project changes will not be sent to the project resources.
•
Create project group On the Edit tab, in the Settings group click Project Group. With this feature you
can connect the plans of interdependent projects to identify cross-projects dependencies and
resource bottlenecks.
Work with the Gantt chart
Get a visual overview of upcoming tasks and the utilization of resources. InLoox PM provides you with
different features to adjust the Gantt chart in a quick and comfortable way.
If you have no reading permissions, you cannot see planning elements in the Gantt Chart.
Article content
General features of the Gantt chart
Description of the symbols
General features of the Gantt chart
The following features for changing and editing the planning can be found in the Gantt chart:
•
Edit a planning element directly in the planning list You can change the name and the time frame
of the element directly in the planning. Click on the planning element row that you want to change
and enter the new values.
•
Change the position and duration of planning elements Press CTRG and drag the predecessor /
successor relationship between activities and milestones with the mouse.
•
Define the duration and work load of the work package Use the Work
duration and Workload fields in the planning list.
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The Work duration field displays the planned duration. It can be set by project planer.
The Workload field displays the actual duration of the work package. A resource can edit it.
The project planer can be informed about actual duration. Then he adjust the distribution of
the resources.
For more information on how to use the fields, see Work with the planning, in the
Features on the View tab.
•
Move or extend planning elements Keep the SHIFT key on your keyboard pressed and drag the
planning element in the required position. So, the successor and predecessor will not be influenced
by the changes.
•
Center the selected planning elements Click on the selected element in the Gantt chart.
•
Zoom in and out the view Press CTRG and scroll the mouse wheel for zooming.
•
Edit dependency Double-click on the link line in the Gantt chart. The Edit Dependency dialog box
is displayed, where you can change the type of dependency and the lag.
Features in the context menu
The context menu provides you with almost all basic features that are also on the Planning page, such
as New Activity, New
Milestone, New Workpackageor Remove Workpackage, Edit, Delete, Done, Flag, Synchronize
with. It has also such features as Expand and Collapse All, Choose Fields, Copy and Paste. Rightclick in the Gantt chart to open the context menu.
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Information rules in the project list
•
The current time is represented by a vertical yellow line.
•
The project end is marked in red.
•
A time period is then in red in the planning, if the planning elements are over the project end in the
planning.
•
A blue bar shows the status of the activity in percent (%).
•
Working times within start and end dates of the project are colored with a white background.
•
Non-working times are colored in grey.
•
If you add a work package to the planning, you will see its workload in the Gantt chart.
•
InLoox PM allows you to start your planning earlier than the project start and to finish it later than the
project end. In both cases, the planning for this time period is colored in red.
Keyboard shortcut
•
CTRG+N Create a new activity.
•
CTRG+N Create a new milestone.
•
CTRG+A Select all planning elements.
•
CTRG+C Copy a planning element into the clipboard.
•
CTRG+V Paste a planning element from the clipboard to the Gantt chart.
•
CTRG+arrow to right Moves the selected element to right.
•
CTRG+arrow to left Moves the selected element to left.
•
CTRG+arrow upwards Moves the selected element upwards.
•
CTRG+arrow downwards Moves the selected element downwards.
•
Mark the last element in the project plan+arrow
+arrow downwards Creates new planning element.
•
Insert Inserts new planning element.
If the lock icon is displayed on a planning element, you cannot edit it as the other user now work
on it.
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Description of the symbols
Symbol
Description
A check mark shows that the element is marked as completed.
An alert shows that the element is already overdue and has not been completed yet.
A flag is used to highlight specific elements.
The symbol resource shows that resources have been assigned to the element.
The symbol resources have finished work shows that all resources assigned to the element
have completed their tasks.
A paper clip shows elements to which documents are linked.
The calendar symbol if constraints have been set for the respective planning element.
For more information, see Create planning elements.
InLoox PM communicates a conflict with this symbol, if a predecessor will be moved.
Create planning elements
Topics
Create and edit an activity
Create and edit a milestone
Create and edit a summary activity
Work with the work packages in the planning
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Create dependencies between planning elements
Backward scheduling
Create and edit an activity
It is recommended to divide the planning into activities. An activity is a planning element with a defined
start and end date or a defined duration which is narrowed down content-wise by the underlying work
packages. Please follow these steps to divide the planning into several activities:
1. Open an existing project or create a new one.
2. In the project, on the Start tab, in the Section group, click Planning.
3. Create a planning by adding activities. In the Planning page, in the Edit group, click New
Activity.
Create your planning faster by adding new activities by using the Copy and Paste feature
in the Edit group.
4.
In the side panel, on the Edit tab, you can adjust the activity to your requirements:
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General information to the activity in the Basic information area
1. In the Name box, type a name.
2. In the Description field enter some important information on the activity, e.g. the
targeted deliverables or internal remarks.
InLoox PM provides you with a range of formatting features. For the
detailed description, see Create and change comments in the Customize
comments section.
Time conditions to the activity in the Time frame area
Define its duration and dependencies regarding other planning elements.
The current date will be set by default in the new project.
1. Select Standard as a calendar or choose a user-defined working time calendar
from the list in the Calendar box.
2. In the Duration box, enter the duration in days and enter the hours in the box on
the right side.
3. In the Schedule box, define the constraints of the activity. Choose
between Start or End.
End
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4. The constraint As soon as possible is set up as default value for
the Start and As late as possible for the End.
End InLoox PM will automatically
display the calculated date in the Time frame section.
5. Choose below, if you want to set your own date and the constraints. In the
drop-down list choose between On,
On No earlier than,
than No later than.
than
Processing status of the activity in the Status area
Define the progress or activate the done check box to display the processing status of
the activity.
More information on the activity on the Advanced area
1. In the Location field, enter a location.
2. In the WBS code box, enter a work breakdown structure code to identify
activities and milestones in large projects. In this case you can define the
subsumption.
3. You can use the field with the automatic WBS code in the project list.
Add a document to the activity
1. Click New link... to add the document.
2. In the Select Entry dialog box select one document from the list and click OK.
3. The added document ist displayed in the Document area on the side panel.
Click it to open this document. Click Delete
Delete symbol
to remove it.
Sending a notification to a resource
All added resources receive automatically notifications about new, edit or
deleted activities.
In the area Notifications, you can inform other resources,e.g. project planner, about
assigned work packages and about the changes in them.
o
Click the command
to add resources. In the Select Contact dialog box click
on the name and then click Select and OK.
OK
o
The notification will be send on the selected resource as an email, when you save
and close the project.
o
The email notification set by default. The message contains the following planning
data:
o
Project name and number (in the subject)
o
The name of the activity
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•
o
Description
o
Personal duration.
o
Location
o
WBS code
o
Flag
o
Group
Add Outlook tasks and appointments to the InLoox PM Planning via Drag and Drop. The duration of
this new activity is an actual effort drawn from the Outlook task or the duration of the Outlook
appointment.
•
Select the last planning item in the planning and click ↓ on your keyboard to create a new planning
item.
Create and edit a milestone
By defining milestones, you can specify when and how important project results have to be achieved.
Please follow these steps to define milestones in InLoox PM:
1. Open an existing project or create a new one.
2. In the project, on the Start tab, in the Section group, click Planning.
3. Create a planning by adding milestons. In the Planning page, in the Edit group, click New
Milestone.
Create your planning faster by adding new activities by using the Copy and Paste feature
in the Edit group.
4.
In the side panel, on the Edit tab, you can adjust the milestone to your requirements:
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General information on the milestone in the Basic information area
1. In the Name box, type a name.
2. In the Description field enter some important information on the milestone, e.g.
the targeted deliverables or internal remarks.
InLoox PM provides you with a range of formatting features. For the
detailed description, see Create and change comments in the Customize
comments section.
Time conditions to the milestone in the Time frame area
5
Define its time and dependencies regarding other planning elements.
The current date will be set by default in the new project.
1. Select Standard as a calendar or choose a user-defined working time calendar
from the list in the Calendar box.
2. In the Constraint box, define the constraints of the activity. Choose
between Start or End.
End
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3. The constraint As soon as possible is set up as default value for
the Start and As late as possible for the End.
End InLoox PM will automatically
display the calculated date in the Time frame section.
4. Choose below, if you want to set your own date and the constraints. In the
drop-down list choose between On,
On No earlier than,
than No later than.
than
For more information about the dependency and constraints, see Create
planning elements dependency.
Processing status of the milestone in the Status area
Define the progress or activate the done check box to display the processing status of
the milestone.
More information on the milestone on the Advanced area
1. In the Location field, enter a location.
2. In the WBS code box, enter a work breakdown structure code to identify
activities and milestones in large projects. In this case you can define the
subsumption.
3. You can use the field with the automatic WBS code in the project list.
Add a document to the milestone
1. Click New
New link... to add the document.
2. In the Select Entry dialog box select one document from the list and click OK.
3. The added document ist displayed in the Document area on the side panel.
Click it to open this document. Click Delete symbol
to remove it.
Sending a notification to a resource
All added resources receive automaticallly notifications about new, edit or
deleted milestone.
In the area Notifications, you can inform other resources,e.g. project planner, about
milestones and about the changes in them.
o
Click the command
to add resources.
o
In the Select Conact dialog box click on the name and then click Select and OK.
OK
o
The notification will be send on the selected resource as an email, when sie save
and close the project.
The email notification set by default. The message contains the following planning data:
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o
Project name and number (in the subject)
o
The name of the milestone
o
Description
o
Start or end date of the milestone
o
Location
o
WBS code
o
Flag
o
Group.
Create and edit a summary activity
You can organize and structure the existing planning by using summary activities. A summary activity
summarizes several related single activities to a superordinated activity. This leads to a clearly structured
project plan.
Article content
Create a summary activity
Edit a summary activity
Create a summary activity
To create a summary activity proceed as follows.
1. Open an existing project or create a new one.
2. In the project, on the Start tab, in the Section group, click Planning.
3. Select the activities and milestones that you want to subordinate and click Group
in
the Grouping group. InLoox PM changes the activity above to a summary activity.
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The activity which is to be changed to a grouping must not contain any links or dependencies.
dependencies
•
The time period for the grouping is automatically adjusted to take account of items at lower levels.
Edit a summary activity
To edit a summary activity proceed as follows:
1. Right-click on the selected activity and click Edit in the context menu. For more information on
how to create a project see Create a project.
2. In the side panel, on the Edit tab, you can adjust the summary activity to your requirements:
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General information on the summary activity in the Basic information area
1. In the Name box, type a name.
2. In the Description field enter some important information on the summary
activity, e.g. the targeted deliverables or internal remarks.
InLoox PM provides you with a range of formatting features. For the
detailed description, see Create and change comments in the Customize
comments section.
Defining work calendar to the summary activity in the Time frame area
1. Select Standard as a calendar or choose a user-defined working time calendar
from the list in the Calendar box.
Processing status of the summary activity in the Status area
Define the progress or activate the done check box to display the processing status of
the summary activity.
More information on the summary activity on the Advanced area
1. In the Location field, enter a location.
2. In the WBS code box, enter a work breakdown structure code to identify
activities and milestones in large projects. In this case you can define the
subsumption.
3. You can use the field with the automatic WBS code in the project list.
Add a document to the summary activity
1. Click New link... to add the document.
2. In the Select Entry dialog box select one document from the list and click OK.
All displayed documents in the dialog box are saved on the Documents page.
For more information on how to add the document to the project, see Create and
edit a document.
3. The added document ist displayed in the Document area on the side panel.
Click it to open this document. Click Delete symbol
to remove it.
Sending a notification to a resource
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All added resources receive automaticallly notifications about new, edit or
deleted summary activity.
In the area Notifications, you can inform other resources,e.g. project planner, about a
summary activity and about the changes in them.
o
Click the command
to add resources.
o
In the Select Conact dialog box click on the name and then click Select and OK.
OK
o
The notification will be send on the selected resource as an email, when sie save
and close the project.
The email notification set by default. The message contains the following planning data:
o
The name of the summary activity
o
Project name and number (in the subject)
o
Description
o
Duration.
Work with the work packages in the planning
How to assign a work package to planning elements with InLoox PM?
1. Open an existing project or create a new one.
2. In the project, go to the Section group on the Start tab and click on Planning.
3. First, create a planning by adding an activity or a milestone.
4. You can add a work package to a planning element as follows:
Create a new work package Go to the Edit group on the Edit tab and click on New Work
Package.
Go to the side panel of the Edit tab to add important, work package specific information.
1. Find quickly the certain work packages via search feature. Enter the name in
the Search work packages....
packages...
2. Afte you have added a work package to the planning, its work load will be
displayed in the Gantt chart.
3. For more information on how to assign a work package to resources, see Add
resources.
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4. You can also define the budget for the work package on the Work
Package page.
5. For more information on how to add further work package related information,
see Create and edit a work package.
Add an existing work package To display existing work packages, go to the side panel of
the Work Packages tab and click on the Not Assigned Work Packages area.
1. Draw one work package and add it via Drag&Drop to a planning element. If you
want to add it to the existing one, mark this planning element befor. If you want
to add a work package as a planning element, just draw it to the planning list.
Work package related information like name, resources with capacity, etc. are
displayed in the planning view.
5. You can delete a work package from the project plan by clicking Remove Work Package, in
the Edit group, on the Edit tab.
Create dependencies between planning elements
A dependency represents a relationship between two planning elements, where one element with its
start or end is dependent on the start or end of the other one. A planning element is a successor, if it is
dependent on the other element. A planning element is a predecessor, if the other planning element
depends on it. These two types are displayed on the project plan (Gantt chart). The dependency
describes a consequence and chronological order between two elements in this chart.
Article content
Types of dependencies
Constraints
Lags
Types of dependencies
In InLoox PM, you can use the duration of planning elements, different types of dependencies,
constraints and positive and negative lags. You can modify the information in the planning by using the
features in the Ribbon, New / Edit dialog box and in the Gantt chart. InLoox PM automatically adjusts the
schedule and displays information about the relationships between planning elements.
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The type of dependency between activities defines how the activities are linked to each other. InLoox PM
provides you with the following dependency types:
Dependency
Example
End-to-Start
Description
The activity B begins after the activity A is finished. E.g. the activity
A is "Prepare a presentation" and the activity B is "Hold a
presentation". In this case the "Hold a presentation" activity cannot
begin until the "Prepare a presentation" activity is completed.
Start-to-Start
The dependent activity B cannot begin until the activity A that it
depends on is completed. For example, the activity A is "Prepare
texts for the web site" and the activity B is "Add screenshots".
However, the "Add screenshots" activity begins, when the
"Prepare texts for the web site" activity begins.
End-to-End
The activity B cannot be completed until the activity A that it
depends on is completed. E.g. the activity A is "Write texts" and
the activity B is "Check texts". The "Check texts" activity cannot
be completed until the "Write texts" activity is finished.
Start-to-End
The activity B cannot be completed until the activity A that it
depends on begins. This type is also called jump sequence. The
jump sequence chain forms the latest possible project start.
E.g. the activity A is "Print a brochure" and the activity B is "Send
for printing". The "Send for printing" activity must be finished
before "Print a brochure" begins.
Edit a dependency in the Gantt chart
This is how you can generate and edit dependencies:
1. Double-click on the link line in the Gantt chart
2. The Edit Dependency dialog box is displayed. In the Type field select the direction of the
dependency.
3. In the Lag field define the days and hours of the lag between two planning elements.
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4. Activate the Negative control box for the negative lag. The description of it you will find down in
the Lags area.
Lags
InLoox PM provides you with the possibility to determine the lags between two linked planning elements.
By using lags, you can define the time interval between two planning elements. You can create a positive
or a negative lag.
Positive lag The issue date (start or end) of the successor is after the predecessor. A positive lag
means "waiting". E.g. you want to set a lag between two activities "Draw a picture" and "Frame a
picture", because the paint needs to dry. Create a positive lag by putting in e.g. 2 days. The time lag of 2
days is always constant, even if the predecessor will take 4 days more.
Negative lag If an activity is supposed to start before its predecessor ends, it is necessary to define a
negative lag (both activities overlap). A negative lag means "to bring forward". Example: You want to
prepare a marketing brochure. Two activities are supposed to overlap so that the activity "Illustrate"
starts 3 days before the activity "Write texts" is completed.
See the upper section Edit dependencies in the Gantt chart in ordder to know how you can edit
lags.
Constraints
Use constraints for each activity in order to control the start and end date. InLoox PM provides you with
the constraint types you see in the list below. For new planning elements, the constraint As soon as
possible is set up as default value for the forward scheduling and As late as possible for the backward
scheduling.
You can combine the different constraint types with the different types of dependencies.
Constraint
type
Description
As soon as
An activity begins as early as possible. This activity is calculated from the start date.
possible
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Constraint
type
Description
As late as
An activity begins as late as possible. This activity is calculated from the end date.
possible
End no later
An activity will be finished on or before a specified date. Use this constraint to
than
ensure that an activity does not finish after a certain date.
Start no later
An activity starts on or before a specified date. Use this constraint to ensure that an
than
activity does not start after a certain date.
End no earlier
An activity will be finished on or after a specified date. Use this constraint to ensure
than
that an activity does not finish before a certain date.
Start no earlier
An activity starts on or after a specified date. Use this constraint to ensure that an
than
activity does not start before a certain date.
Start on
An activity starts on a specified date. Sets the early and the late start date to the
date that you choose and anchors the activity in the schedule.
End on
An activity will be finished on a specified date. Sets the early and the late end date
to the date that you choose and anchors the activity in the schedule.
Backward scheduling
Backward scheduling is a technique to calculate the project plan from the due date. You can assign the
work packages in a way that the entire project will be finished exactly to the due date.
In the backward scheduling, a new planning element starts as late as possible. This planning element,
which is the last one in the planning chain, stays at the end of the project plan. The idea of the backward
scheduling is to determine the latest possible end date of this planning element to meet the planned due
date. The latest end and start date of each planning element in the project plan is consequently
calculated.
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Therefore, the project plan is calculated until the latest possible date of the planning start by considering
any necessary lags between planning elements. The slacks, critical planning elements as well as the
critical path can be determined due to this calculation.
For more information on the critical path and slacks, see Show the critical path.
Do the following to create a backward scheduling:
1. On the Settings tab, in the Settings group, click Direction.
2. Select Backward Scheduling from the drop-down list.
3. Enter an end date for the planning. Choose the date in the Planned End box.
InLoox PM calculates the project plan from the end date until the start date.
4. Create the first planning element by clicking New Activity or New Milestone in the Edit group,
on the Edit tab.
5. This first element is the last one in the project plan and has no successor.
6. Determine the latest completion date of each predecessor in the planning.
For more information on how to create planning elements, see Create planning elements.
Show the critical path
The critical path marks activities and milestones, which in case of delay immediately lead to the
exceeding of the planned project end.
You can display the critical path only in an already existing planning.
1. Open an existing project or create a new one.
2. In the project, on the Management page, in the Section group, click Planning.
3. On the View tab, in the Details group, click Show Critical Path.
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The critical path is displayed in red and all other markings will be hidden.
•
You can see for how many days you can move planning elements until they become critical. On
the View tab, in the Details group, click Display Slack.
Slack
•
In the project plan, in the Is critical column all planning elements belonging to the critical path are
marked with "critical".
Set a work time calendar
InLoox PM adapts to the working times of your company. In the InLoox PM options you can set
individual working time models to display for example part-time work, shift work or weekend work.
1. Open the dialog box InLoox PM Options.
2. Under Planning click Working times. On the right side, you see the Working times area.
3. In each area you can choose the following options:
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1. Calendar
o
Add a new calendar On the Calendar area, click New.
New On the New
Calendar dialog box, in the field Name enter a new name and click OK.
OK
Now, the new calendar is displayed in the drop-down list in the Calendar area. You
can add to the calendar Working times,
times Working days and Days
Day s off.
off
o
Edit a calendar Select a calendar from the drop-down list in the Calendar area and
click Edit.
Edit On the Edit Calendar dialog box, in the Name field, change a name and
click OK.
OK
o
Remove a calendar Select a calendar from the drop-down list in the Calendar area
and click Delete.
Delete
3. Working times
1. Select one day from the list and Click Edit.
Edit
2. In the dialog box Edit Working Daydo
Day the following:
o
Select tthe No workday option for a day off.
o
Select the Workdayoption
for a work day.
Workday
1. Select the 24 hours option for the permanent operation.
2. Select the Working timesoption to define them.
1. Click Add and enter Start and End in the New
Working Time dialog box. Click OK.
OK
2. To edit already existing working times, select an entry
from the list and click Edit.
Edit
3. To delete existing working times permanently, select
an entry from the list and click Remove.
Remove
o
Click OK.
OK
4. Days off
In this area, you can add or import new days off and edit or delete the existing ones.
For more information see Set days off.
5. Working day
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Define the number of hours of a working day in the One working day
contains...hour(s) box. This parameter helps the user to enter time periods for activities
and workloads for work packages.
4. Click OK or Apply to save the changes in InLoox PM.
•
If the working times are changed or working days are activated or deactivated, the internal costs of
a project are only then changed when the relevant element is opened and the project saved.
•
The billing of internal costs on the planning page only takes account of the number of working hours
of work packages in planning activities.
•
The values specified here define the standard start and end for new planning elements. The use of
working times facilitates the input of activities and milestones.
Set days off
In the InLoox PM options, you can set days off and import Microsoft Office Outlook holidays files (*.hol).
1. Open the InLoox PM Options dialog box.
2. Below Planning, click Working times. On the right side you see the Days off area.
3. Do one of the following:
Set a new day off
1. In the Calendar area, choose a calendar from the drop-down list.
6
In the Days off area, click New.
7
Type a name in the Name field, in the New Non Working Time dialog box.
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8
Select a date in the Start field.
9
You can optionally choose the End to define the end or to add several days off.
10 Select the FullFull -time option, if you want to define the whole day as a day off.
11 Select the Available in all calendars check box, if you want to apply this day off for
all calendars.
12 Click OK.
OK
Define the days off per calendar, e.g. to define different holidays in different
calendars (such as country-specific holidays).
Edit items Choose one day off from the list and click Edit to edit it.
Delete items Choose one day off from the list and click Delete to remove it permanently.
Import items Choose one day off from the list and click Import.
Import
InLoox PM loads a Microsoft Office Outlook holidays file (*.hol).
4. Click OK or Apply to save the changes in InLoox PM.
Planning templates
Topics
Import a planning template
Save a planning template
Manage planning templates
Import a planning template
Use already existing Microsoft Project files for a new project planning. A planning template includes
milestones, activities and summary activities.
1. Open an existing project or create a new one.
2. In the project, on the Start tab, in the Section group, click Planning.
3. On the Planning page, on the Templates tab, in the Action group, click Import Templates.
4. In the drop-down list choose one of the following file formats:
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MS Project File
MS Project Exchange File
XML File
InLoox PM Planning File
You can load a template from your local data in these formats.
5. You can also select the saved templates in the InLoox PM Templates group in the gallery view.
6. If you have chosen an already saved template, the Load Template dialog box will be displayed:
1. Choose between Automatic and Manual Calculation to define the working
times of the related work packages.
o
Automatic calculation when using automatic calculation, all existing constraints will
be replaced by a “Start as soon as possible” constraint. The activities and
milestones are allocated in accordance with the planned start date from the
planning settings (under “Direction”), independently of the project start date on the
management page.
If backwards planning is being use, all existing constraints will be replaced by a
“Finish as late as possible” constraint. The activities and milestones are allocated in
accordance with the planning end date from the planning settings (under
“Direction”), independently of the project end date on the management page.
o
Manual calculation manual calculation takes the start date as the basis for the first
element in the planning. All subsequent elements will reflect the structure of the
template. In order to do this, all constraints in activities and milestones will be
removed and replaced with a “Start On” constraint. The automatic planning
functions are not used.
6. Define the Start date as well as Work times for the planning elements if you have chosen
the manual calculation.
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7. Select the Load resource data check box to load the resource information of a planning.
8. Deactivate the Remove completion data check box, if you don't want to see progress
information and resources in your planning.
9. Click OK.
OK
•
The start date determines the date for the first (earliest) activity or milestone from the selected
template. InLoox PM places the other items according to this time.
•
You can load more than one template to the same planning. The multiple loading of the same
template is also possible.
•
The following templates such can also be loaded:
Microsoft Project (MPP)
Microsoft Project XML (XML)
Microsoft Project Exchange (MPX)
Save a planning template
You can easily exchange project schedules between InLoox PM and Microsoft Project. InLoox PM users
do not need any additional software - neither is Microsoft Project necessary.
And this is how you do it:
1. Open an existing project or create a new one.
2. In the project, on the Start tab, in the Section group, click Planning.
3. On the Planning page, on the Template tab, in the Action group, click Export Template.
4. In the drop-down list you can choose between the following formats:
InLoox PM planning file...
XML file...
Picture
5. If you choose the Save Template command, in the InLoox PM Templates group, the Save
Template dialog box will be displayed.
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6. In the Template name field, type a name.
7. Click OK.
The template is saved in InLoox PM. InLoox PM saves not only planning elements, but also all
resources and their notification options.
Manage planning templates
In the InLoox PM options, you can edit planning templates that you have already saved.
To manage templates it is necessary to have InLoox PM administrator permissions.
1. Open the InLoox PM Options dialog box.
2. Below Planning, click Templates. On the right side you will see the Planning Templates area.
3. Do one of the following:
Change the name of the saved template. Choose one template from the list and
click Rename.
Rename In the Rename Planning Template dialog box, in the New Name field type a
new name for this template and click OK.
OK
Remove permanently one template from InLoox PM. Choose one template from the list and
click Delete.
Delete
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Save a template in your local documents. Choose one template from the list and
click Export.
Export
Load a template from your local data. Click Import and choose a template in the Load
Planning Template dialog box, then click Open.
Open
Click Download to download a planning template from the InLoox website.
4. Click OK or Apply to save the changes in InLoox PM.
Time tracking
Work with the time tracking
In the project, in the Start tab, in the Section group, click Time Tracking
to open the Time
Tracking page. On this page you find the following features:
Features on the Edit tab
•
Add a new time tracking entry On the Edit tab, in the Edit group, click New.
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•
Edit a time tracking entry On the Edit tab, in the Edit group, click Edit to add further information to
the selected item.
•
Remove a time tracking entry On the Edit tab, in the Edit group, click Delete to remove the selected
entry from the time tracking list.
Use multiselection to edit several time tracking entries simultaneously. Click therefore on the
first entry that you want to edit. Then, keep the CTRL key on your keyboard pressed and select the
other entries that you want to edit. Then right-click to open the context menu and click the
command that you want to execute.
•
Copy and paste Create quickly time tracking entries by using the Copy and Paste feature in
the Common group. These features can be found on the Edit tab in the Edit group.
•
Highlight a time tracking entry Select one entry from the list and click Flag in the Edit group, on
the Edit tab. Choose one color from the drop-down list.
Now you can see the selected flag next to the entry in the list.
•
Create a reminder On the Edit tab, in the Time Tracking group, click Create Reminder to create a
reminder in your Outlook calendar.
Features on the View tab
•
Print a time tracking view On the View tab, in the Common group, click Print to start the quick
print feature of the time tracking list.
•
Expand or reduce the time tracking view Change the view by using the Expand All or Collapse
All buttons in the Common group on the View tab to have a clearly structured time tracking view.
•
Choose Fields This feature sorts and organizes the project by selected data. This feature can be
found in the Common group, on the View tab.
•
On the Choose Fields
Fi elds dialog box, click one field, e.g. Customer,
Customer and drag it into the column header.
•
Reset the fields via Drag and Drop into the dialog box.
•
Filter the time tracking entries Use the Filter feature, in the Common group, to quickly find the
needed document.
Features on the Reports tab
•
Create a report On the Reports tab, you can create a report.
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In the Create group, click New Report.
Report In the New Report dialog box, on the Report tab,
choose a template from the Use this template drop-down list. Filter the data in the Time
tracking tab and click Create.
Create
In the Reports group select a saved report from the gallery view, e.g. Time tracking.
tracking
Information rules in the time tracking list
•
A time tracking item can be marked with one of these flags
•
A paper clip shows that one or more documents are linked to the time tracking item. Click on
the Paper clip
and then on the button
.
to open a list of the linked documents.
•
The total duration of all items is displayed above the time tracking list.
•
The list is sorted by date in descending sequence and can be grouped and sorted just like an
Outlook list.
Features in the context menu
The context menu provides you with almost all basic features that can also be found on the Time
Tracking page, such as New, Edit, Delete, Copy and Paste or Create Reminder. It has also features such
as Expand and Collapse All Groups, Choose Fields and Edit Filter. Right-click in the time tracking list to
open the context menu.
Keyboard shortcut
•
CTRG+C Copy a time tracking entry into the clipboard.
•
CTRG+V Paste a time tracking entry from the clipboard to the time tracking list.
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If the lock icon is displayed in the list, you don't have read permissions. In this case, no time
tracking entry will be displayed.
Create and edit a time tracking entry
Read here how to post costs and working hours in InLoox PM. The system assigns the effort to the
project plan automatically and stores a separate cost record.
If you want to record your personal actual hours, proceed as follows:
1. Open an existing project with an existing planning.
For more information on how to create a planning, see Create planning elements.
2. In the project, on the Start tab, in the Section group, click Time Tracking.
3. On the Time Tracking page, in the Common group, click New.
4. On the side panelselect one of following options:
General information on the time tracking entry on the Date and Duration area
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o
In the Date and Duration area select the Start and End date time.
Choose between Duration and End date time by clicking on one of them in
the Date and Duration area and choose the other opportunity in the drop-down list.
o
In the Description field enter a text, e.g. the location of the service, the team
member name, the meeting results or internal remarks.
InLoox PM provides you with different formatting features for the Description
field text. For more information about these features see Create and change
comments, in the Customize a comment section.
Assignment to work packages or planning elements on the Allocation area
▫
Define wwhether you want ot assign to a work package or to a planning
element.
1. Click Work package button and select Work
packages or Activitiesfrom
the drop-down list.
Activities
•
For the Work packages option select one work
package between assigned or not in the next field to
the button.
•
For the Activity option select the certain element by
the name from the planning list in the next to field the
button.
▫
Select a group in the Group filed to which this entry belongs.
More information on the time tracking entry on the Details area
o
Choose from the Flag drop-down list a color to mark the item in the time tracking
overview.
o
In the Performed by box choose a name of the person, who carried out the item.
Click
beside Performed by and choose a name from the Select contact dialog
box.
▫
InLoox PM saves automatically the name of the person, who created the item
or last edited it.
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▫
Use the quick selection to add a new resource. Click the Arrow
to see all
resources in the drop-down list all resources, which have been added to the
project.
o
Select the Is billable control box to bill this item on the Budget page. The items with
this status are included in the actual revenues of the project budget.
Adding documents
1. Click New link... to add the document.
2. In the Select Entry dialog box select one document from the list and click OK.
All displayed documents in the dialog box are saved on the Documents
page. For more information on how to add the document to the project,
see Create and edit a document.
3. The added document is displayed in the Document area on the side panel. Click it to open
this document. Click Delete symbol
to remove it.
Further information on the time tracking entry on the Custom tab
o
Click in the previously created custom field and enter a new value.
Documents
Work with the document list
In the project, in the Start tab, in the Section group, click Documents
to open
the Document page. On this page, in the Edit tab you will find the following features:
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Features on the Edit tab
•
Add new document On the Edit tab, in the Edit group click New.
New
•
Edit a document On the Edit tab, in the Edit group click Edit to change the document.
•
Remove a document On the Edit tab in the Edit group click Delete to remove the selected
document from the document list on the right side.
•
Add a document to the favorite folder On the Edit tab, in the Edit group click Mark as favorite.
favorite
On the left, in the document view, click Favorite to see the marked document.
The created favorite view is not visible for other users.
•
Copy and paste Create quickly documents with the help of Copy and Paste feature on the Edit tab
in the Edit group.
•
Open a document Choose one document from the document list on the right side. On the Edit tab
in the Edit group click Open.
Open
You need the administrator permission to open the document.
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•
Send a document via email On the Edit tab, in the Documents group click Send As Mail.
Mail In the
drop-down list select Send Link(s),
Link(s) if you want to send only document path, or Send
Document(s) to send the document as an attachment.
•
Create a new subfolder
subf older Choose a folder from the document folder tree view on the left side. On
the Edit tab, in the Documents group click New Folder.
Create New Folder dialog box type a
Folder In theCreate
new name and click OK.
OK InLoox PM creates automatically a new subfolder in the document folder
view.
•
Open a document folder On the Edit tab, in the Documents group click Open Folder to open the
document folder in Windows Explorer or the web browser (in the case of a SharePoint document
library).
Features on the View tab
•
Print a document list On the View tab, in the Common group click Print to start the quick print
feature of the document list on the right side.
•
Expand or reduce the document folder view Change the view with the help of Expand
All or Collapse All on
o the View tab, in the Common group, to make clear the document folder view.
•
Choose Fields This feature sorts and organizes the project by important data. On the View tab, in
the Common group click Choose Fields.
Fields
On the Choose Fields dialog box click one field, e.g. Outlook
Outlook sender,
sender and drag it into the
column headers.
•
Reset the fields per Drag and Drop into the dialog box.
Filter the documents Use the Filter feature, in the Common group, to quickly find the needed
document.
•
Change the preview area InLoox PM provides you with the preview area to view important
information of each document without opening it.
On the View tab, in the Common group click Preview Area.
Area
In the drop-down list click Right or Bottom to set the preview area where you want.
Click Off to deactivate it.
Features on the Reports tab
•
Create a report On the Reports tab you can create a report.
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In the Create group, click Create Report,
Report in the New Report dialog box, in the Report tab
choose a template from the Use this template drop-down list.
In the Reports group select a saved report from the gallery view, e.g. Meeting.
Meeting
For more information on how to add new report template to the InLoox PM system,
see Manage report templates.
Features on the Settings tab
•
Choose the document folder path On the Edit tab, in the Documents group click Folder
•
Delete the document folder path On the Edit tab, in the Documents group click
.
. InLoox PM
selects the document folder anew according to the document folder rule as soon as a new
document is added to the project.
•
Update Document List Refreshes the document folder view and the document list by reading all
entries of the file store or SharePoint system. This feature is available on the Edit tab, in
the Documents group.
•
Clean Document Folder Removes all orphaned entries of the document list. This feature is available
on the Edit tab, in the Documents group.
Information rules in the document folder view
•
The entry All documents displays all the documents of the project file store including all subfolders in
the document list.
•
The entry Favorites displays all documents marked via Ribbon as favorites.
•
The entry Project folder displays all the documents of the project file store excluding subfolder
content.
•
The entry Project folder can contain subentries by the means of a tree structure, representing the
physical structure of the file store or the SharePoint system.
Information rules in the document list
•
An entry contains the following data: filename, size, type, state, note, created on, changed on, folder
and path.
•
If the element was added to the project using the button Add to Project the following is also
included: Outlook sender, Outlook topic, Outlook received on.
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•
If the project document folder is a SharePoint document library, the following is also included:
SharePoint author, SharePoint operator, SharePoint document library, SharePoint site, SharePoint
subfolder.
Information rules in the preview area
•
Choose a document from the document list in order to see it in the preview area. The preview area
allows you to see the whole document with several pages.
•
Use Copy and Paste features in the document, on the preview area.
Features in the context menu
The context menu of the document list provides you with almost all basic features that are also available
on the Documents page, on the Ribbon, such as Open File,New, Edit, Delete, Mark as
Favorite, Update Document List, Clean Up Document List, File Properties, Copy and Paste. It has
also such features as Expandand Collapse All Groups, Choose Fields and Settings from the
document. Right-click in the document list to open the context menu.
Keyboard shortcut
•
CTRG+C Copy a document into the clipboard.
•
CTRG+V Paste a document from the clipboard to the document list.
•
Use the filter feature to quickly reach the needed data from each column. For more information,
see Search and filter in a project
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•
You have no read permissions, if the lock icon is displayed in the list. In this case no item will be
displayed.
Create and change the document folder path
InLoox PM organizes your file or SharePoint Server. Every project offers access to related documents.
Article content
Change the document folder path
Create the document folder path
Create the document folder path
With a click of a button you can quickly link the saved documents in you folder to the project by adding
or changing a document folder path. This feature is also very useful, if you want to link a lot of new
documents. All you need is just update your document page.
1. Open an existing project or create a new one.
2. In the project, on the Start tab, in the Section group, click Documents.
3. On the Settings tab, in the Document Path group, click Folder
.
The added document path is now displayed in the Document Path box.
Click
, in the Document Path group, to delete the document folder path.
4. In the Choose Document Folder dialog box do the following:
1. In the Type area choose between File server / Local computer and SharePoint store.
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2. In the Location area click
.
Choose the folder you want to be read in.
5. On the Settings tab, in the Document folder group, click Update Document List.
The folder content will be read in the document section of the project. You can start to work with
it right away.
Change the document folder path
The option page documents defines the rules for the InLoox PM file archiving feature. Some customizing
options are available. The format of the project number affects the Document page. It is possible to
update the contents of the project folder automatically.
1. Open the dialog box InLoox PM Options.
2. Under Documents click Document store. On the right side you will see the Document
store area.
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3. Do one of the following:
Select the Automatically update document list on project startup control box. Documents
are read anew when the project is loaded. This option slows down the opening of a project
but ensures automatically that the Documents page always shows current information.
Select File Server and click
to add the folder you want.
Define the rule in the Rule field by adding one of the following fields from the Field dropdown list:
o
<PROJECT_NAME> (Project name)
o
<PROJECT_NUMBER> (Project number)
o
<COMPANY_NAME> (Customer name of the project)
o
<CURRENT_YEAR> (Current year, four digits)
o
<DIVISION> (Division name)
o
The Standard parameter <COMPANY_NAME>\<PROJECT_NUMBER>
<PROJECT_NAME> points automatically to the following folder structure:
<BASEPATH>\Customer1\2011-001 Project 1
<BASEPATH>\Customer1\2011-002 Project 2
<BASEPATH>\Customer2\2011-003 Project 1
Select SharePoint Server site:
o
Base path:
path Path to a SharePoint server site, e.g. http://companyweb/ or
http://www.my-sharepoint.com/site_int/.
o
Document library rule:
rule Structure for creating SharePoint document libraries.
libraries A
fixed text may be input (which causes all projects to use the same library) or a rule
(see file server rule, above). Creating a separate SharePoint document library for
each project has the advantage that the data access permissions can also be
defined separately.
o
S ubfolder rule (optional):
(optional) Path name within a SharePoint document library.
library If no
text is input the master folder of the document library is assumed. If only
one SharePoint document library is to be used, it is useful to apply a rule (see File
Server, above), since otherwise the documents from all projects would be copied to
the same folder.
Effects of changing storage type, base path or rules:
•
If no projects are yet on file, changing these parameters has no effect.
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•
New projects or projects for which no document folders exist are managed automatically according
to the changed parameters.
•
Existing projects are managed with the existing document folder until the user changes this manually
Create a subfolder
In the InLoox PM options you can define, which subfolder will be displayed on the Documents page by
using file storage feature. InLoox PM allows subfolders to be created automatically in each document
folder of a project.
These subfolders are created new as soon as a user selects a new project folder on the Documents
page. As many subfolders as required may be created automatically in a hierarchy structure of any
depth. For more information see Create and change the document folder path.
1. Open the dialog box InLoox PM Options.
2. Under Documents click Folder structure. On the right side you will see the Folder
structure area.
3. Do one of the following:
Insert a new subfolder by clicking New.
New In the New Subfolder dialog box type a new name,
e.g. Marketing.
Marketing Click OK.
OK
InLoox PM creates in each project document folder a subfolder named marketing.
Change the name of the existing subfolder. Choose one of them from the list and click Edit.
Edit
Change the chosen item in the Edit Subfolder dialog box.
Remove a subfolder from InLoox PM by clicking Delete.
Delete
4. Click OK or Apply to save the changes in InLoox PM.
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Effects of changing base path or rules:
•
Existing subfolders are not deleted or renamed when the subfolder configuration is changed.
•
In existing projects, new structures only become effective when new documents are added.
Create and edit a document
InLoox PM saves storage space and avoids duplicate records simultaneously. As the software works
with file and object links, documents are not saved in Microsoft Outlook and Exchange Server.
InLoox PM saves storage space and avoids duplicate records simultaneously. As the software works
with file and object links, documents are not saved in Microsoft Outlook and Exchange Server.
The InLoox PM document storage and management technology is based on intelligent links within
Microsoft Outlook, Microsoft Windows and Microsoft SharePoint Server. The advantages of this method
are:
•
Virtually no additional storage space required, keeping InLoox PM projects lean.
•
File rights are inherited. If for example you add a file from a protected network folder or SharePoint
store to the InLoox PM storage, the file can still only be read and updated by authorized users - at no
additional cost.
•
Backup and existing version and document management applications can still be used.
•
Open an existing project or create a new one.
1. In the project, on the Start tab, in the Section group, click Documents.
Choose first the document folder path in the new project to store the new documents. For
more information see Create and change the document folder path.
2. On the Edit page, in the Edit group, click New.
1. Click the arrow on the button to open the context menu. Select File,
File Internet link or File
link to link to you local data.
2. By choosing File click
and choose a document you want from the Open dialog box.
The document will then be displayed in the Document list on the Documents page.
3. Or click Edit to edit the document.
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4. On the side paneldo the following:
General information to the document on the Basic Information area
1
In the Path box enter a path or an internet link.
2
In the Status field enter instructions, e.g. complete or awaiting release.
3
In the Notes field enter comments and remarks to the document.
InLoox PM provides you with the range of the formatting features. For the
detailed description see Create and change comments in the Customize comments
section.
Links to other project items on the Links area
1
Create links:
2
Click New link....
3
Choose between Planning, Time Tracking or Mind Map items and Work
packages from the Assign Document Relation dialog box.
4
Click Add and then OK.
InLoox PM displays a document as a paper clip
on the page you have chosen.
You can also open the document on this page.
5
You can open the chosen page. Click link on the Links area.
6
If you want to delete the item , click Delete symbol
.
Sending a notification to a resource
All added resources receive automatically notifications about new, edit or
deleted documents.
In the area Notifications, you can inform other resources, e.g. project planner, about
assigned work packages and about the changes in them.
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o
Click the command
to add resources. In the Select Contact dialog box click
on the name and then click Select and OK.
OK
o
The notification will be send on the selected resource as an email, when you save
and close the project.
o
•
The email notification set by default.
Add the document via Drag and Drop to the document list or to the other folder in the folder view
left.
•
You can also add the documents from Outlook to the InLoox PM planning via this function. For more
information see Add Outlook elements to InLoox PM.
Cleaning the document list
If data is removed from the document store and hence isn`t available for InLoox PM anymore, proceed as
follows:
1. Open a project with the saved documents on the Documents page.
2. In the project, on the Start tab, in the Section group, click Documents.
3. From the Folder structure list choose the subfolder or All Documents.
4. On the Settings tab, in the Document folder group click Clean Up Document List.
You can also use the context menu as an alternative. Choose from this menu Clean Up
Document List. Right-click on one of the projects in the project list to open the context menu.
5. In the InLoox PM dialog box click Yes, to remove the entries from the Clean Up Document
List area from the database.
Information can be lost during cleaning.
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Budgets
Work with the budget list
In the project, in the Start tab, in the Section group, click Budgets
to open the Budgets page.
On this page, in the Edit tab you will find the following features of the budget list:
•
Expense (actual, time tracking) InLoox PM creates automatically an Expense (actual, time
tracking).
tracking) The time tracking items in this budget are disposed according to the activities and groups,
to which they belongs.
The Editing of the expense (actual, time tracking) is limited.
•
Expenses (planned,
(planned, resources) InLoox PM creates automatically an Expenses (planned,
resources) for the extisting planning with work packcages. The total work time of all work packcages
is multiplied by the group purchasing price. All activity expenses are cumulated by group.
Features on the Edit tab
•
Create a planned expense On the Edit tab, in the Budget group click New Planned Expense to
record expenses. The resources will be used from the planning.
•
Create a planned revenue On the Edit tab, in the Budget group click N ew Planned Revenue.
Revenue A
planned revenue serves a planning or proposal preparation.
•
Create an actual expense On the Edit tab, in the Budget group click New Actual Expense to
record actual expenses.
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•
Create an actual revenue On the Edit tab, in the Budget group click New Actual Expense.
Expense An
actual expense can be also generated, e.g. with the expense positions from the time tracking.
Normally an actual expense is a bill.
•
Edit a budget Choose a budget from the budget list, which you want to edit. On the Edit tab, in
the Budget group click Edit Budget.
Budget
•
Delete a budget Choose a budget from the budget list, which you want to remove. On the Edit tab,
in the Budget group click Delete Budget.
Budget
•
Copy and paste Create quickly budgets with the help of Copy and Paste feature on the Edit tab, in
the Budget group.
•
Change a budget status Choose a budget from the budget list. On the Edit tab, in
the Budget group click Budget Status.
Status On the drop-down list click status you want to have.
Features on the View tab
•
Print a budget
budget list On the View tab, in the Common group click Print to start the quick print feature
of the budget list. Choose Budgets in the drop-down list.
•
Expand or reduce the budget view Change the view with the help of Expand All or Collapse All
on the View tab, in the Common group to make clear the budget view.
•
Choose Fields This feature sorts and organizes the project by important data.
On the View tab, in the Common group click Choose Fields.
Fields On the dialog box click one
field, e.g. Type,
Type and drag it into the column headers.
•
Reset the fields per Drag and Drop into the dialog box.
Filter the budgets Use the Filter feature, in the Common group, to quickly find the needed budget.
Features on the Reports tab
•
Create a report In the Create group, click Create Report to create the budget data as a report.
•
Load a report Select the report from the gallery view by clicking it, in the Report group.
For more information see Create a report.
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Information rules in the budget list
•
An entry contains the following data: type (planned expenses, planned revenues, actual expenses,
actual revenues),sequence number, date, status, name, amount, budget neutral, created by, created
on, changed by, changed by.
•
Each entry has a unique number.
number
•
Each entry has a status,
status which is freely definable.
•
The total amount of all positions included in the budget is displayed.
•
The list is sorted by date in descending order. You can group or sort it as an Outlook list
Features in the context menu
The context menu provides you with almost all basic features that are also on the InLoox PM Ribbon,
such as New Planned Expense, New Planned Revenue, New Actual Expense, New Actual Revenue, Edit
Budget, Delete Budget, Generate Actual Revenue, Copy and Paste, Choose Fields. It has also such
features as Expand and Collapse All Groups, Status, where you can define whether the budget
is Approved, Rejected or Open. Right-click in the budget list to open the context menu.
Keyboard shortcut
•
CTRG+C Copy a budget into the clipboard.
•
CTRG+V Paste a budget from the clipboard to the budget list.
You have no read permissions, if the lock icon is displayed in the list. In this case no item will be
displayed.
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Work with the budget positions list
In the project, in the Start tab, in the Section group, click Budgets
to open the Budgets page.
On the right side of this page you will see the budget positions list. The following features of the budget
positions list are available:
Features on the Budget Positions tab
•
Create a budget position Choose one budget from the budget list. On the Edit tab in the Budget
Positions group click New Budget Position.
Position Alternatively double-click on the empty field in the
budget positions list.
•
Edit a budget position Choose one budget position from the budget positions list. On the Edit tab
in the Budget Positions
Positi ons group click Edit Position.
Position Alternatively double-click on an item in the budget
positions list.
•
Delete a budget position Choose one budget position from the budget positions list. On
the Edit tab in the Budget Positions group click Delete Position.
Position Alternatively press DELETE key.
•
Copy and paste Create quickly budget positions with the help of Copy and Paste feature on
the Edit tab in the Budget Positions group.
•
Change a budget position status Choose one budget position from the budget positions list. On
the Edit tab in the Budget Positions group click Position Status.
Status On the drop-down list click the
wanted status.
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•
Move a position upward Choose one budget position from the budget positions list and click
arrow Move Up in the Budget Positions group.
•
Move
Mov e a position downward Choose one budget position from the budget positions list and click
arrow Move Down in the Budget Positions group.
•
Create an actual revenue Click Generate Actual Revenue in the Action group. An actual revenue
can be also generated, e.g. with the revenue positions from the time tracking. Normally an actual
revenue is a bill.
Features on the View tab
•
Print a budget positions list On the View tab in the Common group click Print in
the Common group to start the quick print feature of the budget positions list. Choose Budget
positions in the drop-down list.
•
Expand or reduce the budget positions view Change the view with the help of Expand
All or Collapse All on
o the View tab, in the Common group to make clear the budget positions view.
•
Choose Fields This feature sorts and organizes the project by important data.
On the View tab, in the Common group click Choose Fields.
Fields On the dialog box click one
field, e.g. Type,
Type and drag it into the column headers.
•
Reset the fields per Drag and Drop into the dialog box.
Filter the budget positions Use the Filter feature, in the Common group, to quickly find the needed
budget.
Features on the Templates tab
•
Load budget positions as a template On the Templates tab in the Action group click Load
Template.
Template
•
Save budget positions as a template On the Templates tab in the Action group click Save
Template.
Template
Information rules in the budget positions list
•
An entry contains then following data: sequence number, description, group, amount, quantity, unit,
unit price, unit selling price (optional for budget types planned expenses and actual expenses), billed
(optional for the budget types planned expenses and actual expenses), is billable, position in the list,
135
created by, created on, changed by, changed on, provision date (for actual expenses(time tracking)
only, this is the start date of the time tracking item)
•
Each entry has a unique number.
•
The total amount of all entries is then displayed, when the list is grouped by according column. Drag
a column header you want into the area above the budget positions list.
Features in the context menu
The context menu provides you with almost all basic features that are also on the InLoox PM Ribbon,
such as New Budget Position, Edit Position, Delete Position,Generate Actual
Revenue, Copy and Paste, Expand and Collapse All Groups, Move Up and Down. It has also such
feature as Status, where you can define whether the budget is Not billed, Billed or Note billable. You
can also create an invoice via Generate Actual Revenue. Right-click in the budget positions list to open
the context menu.
Keyboard shortcut
•
CTRG+C Copy a budget position into the clipboard.
•
CTRG+V Paste a budget position from the clipboard to the budget position list.
You have no read permissions, if the lock icon is displayed in the list. In this case no item will be
displayed.
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Create and edit a budget position
Each budget contains one or more positions. The level of detail that your budget is broken down into is
completely up to you.
Article content
Create a budget position in the budget position list
Copy positions from the existing budget documents
Create a budget position in the budget position list
1. Open a project with the existing budget.
2. In the project, in the Start tab, in the Section group, click Budgets.
3. On the Budgets page choose a budget from the budget list, to which you want to add a position.
Click New Budget Position or Edit Position.
4. On the side panel do the following:
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Definition of the group and template in the Position area
1
Select one group from the Group list to which the position belongs. The group
defines the structuring of position within the system.
2
Select the position you want from the Template list.
General information to the budget position in the Basic Information area
1
In the Name field type a name to change the short position name.
2
In the Description area you can add the important information on this position.
InLoox PM provides you with the range of the formatting features. For the
detailed description see Create and change comments in the Customize comments
section.
Determination of the price for the budget position in the Pricing area
In the Pricing area all the fields are filled out automatically, if you have chosen the
position with the already added price model. For more information on how to set up the
standard pricings model, see Manage budget positions for templates.
1
In the Quantity field enter the quantity of the selected item, e.g. 95 or 2.34. You can
also issue a credit items by entering a negative amounts.
2
In the Unit(s) enter a value. The selected unit is linked to the according price per
unit.
unit Select a unit, if there is more than one, or change the unit price manually.
3
All prices are without VAT because InLoox records only net earned
premiums.
4
Enter Purchase and Disposition price.
price
5
In the Total field you can see now the position amount ("Price per unit multiplied by
quantity").
More information to the budget position on the Details area
1
In the Performed by field click
to add a person's name, who creates this
budget position document.
Use quick selection to add a new resource. Click Arrow
. You can see in
the drop-down list all resources, which have been added to the project.
2
3
In the Provision date choose a date for the provision services or delivery date.
This date is set automatically as a start date by actual expenses (time
tracking) for the time tracking item.
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Further information to the budget position on the Custom tab
o
Click in the previously created custom box and enter a new value for it.
Manage the budget status
You can add a status to each budget document. There are three statuses such as open, approved and
rejected in the InLoox PM by default.
In the InLoox PM options you can change the budget statuses and add a new one.
1. Open the dialog box InLoox PM Options.
2. Under Budgets click Budget statuses. On the right side you will see the Budget statuses area:
3. Do one of the following:
Add a new budget status by clicking New.
New In the Budget Status dialog box, in the New
name filed type a new name. Select the Budget neutral control box, if you don't want to
include the budget to the totals in the budget overview.
Edit the already existing status in the Budget Statuses list. Choose one from the list and
click Edit.
Edit In the Budget Statuses dialog box you can make you changes (see the first point)
Remove the status from InLoox PM by clicking Delete.
Delete
Use the filter feature to quickly reach the needed data from each column. For more
information, see Search and filter in a project. Click OK or Apply to save the changes in InLoox
PM.
Effects of editing or deleting a budget status:
•
The renaming of a status takes immediate effect in all relevant projects.
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•
On the deletion of a status the relevant budgets have no status until a user selects a new one in the
project, on the budget page over the New Budget / Edit budget dialog box.
Generate an invoice
InLoox PM enables to create, send, and follow up project-oriented offers and invoices. Also, ongoing
Billing is possible based on project time tracking. Automatic billing numeration avoids forgetting any
expenses or charging them twice.
Article content
Generate an invoice
Issue a report for the budget
Generate an invoice
1. Open an existing project with the budget.
2. In the project, on the Start tab, in the Section group, click Budgets.
3. Choose a budget from the budget list, to which you want to generate a bill (actual revenue).
4. On the Edit tab, in the Action group click Generate Actual Revenue.
Alternativly you can generate a bill from the context menu via Generate Acutal Revenue. Rightclick in the budget list to open the context menu and chooseGenerate Actual Revenue
5. Choose from the drop-down list between All Positions and Selected Positions.
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6. The actual revenue is generated together with the positions of the budget document you have
chosen.
Issue a report for the budget
Issue a report to each budget document and send it as a document via email.
1. On the Budget page, in the budget list, choose a budget, to which you want to issue a report.
2. Click the Reports tab.
3. Do one of the following:
In the Create Reports group click Create Report,
Report in the New Report dialog box, in
the Report tab choose a template from the Use this template drop-down list. Filter the data
you wish in the Budgets tab and then click Create.
Create
In the Reports group choose a report you want from the gallery view, e.g. Offer.
Offer In the Print
Options dialog box choose the output format, e.g. Excel, PDF or Word document.
Click Start.
Start
Such report templates as Expenses / Revenues,
Revenues Budget overview or Transaction list are
included into the standard delivery.
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Manage budget documents for templates
Add, change or delete the budget documents in the InLoox PM options. The recurring budget positions
can be added to this budget documents.
To manage the templates you need the InLoox PM administrator permissions.
1. Open the dialog box InLoox PM Options.
2. Under Budgets click Templates and then Budget templates. On the right side you will see
the Budget documents area:
3. Do one of the following:
Add a new budget document template by clicking New.
New
o
In the New Budget Document Template dialog box choose a budget type in
the Type drop-down list..
o
Select the Visible for all users control box, if you want to have this option.
o
Type a new name in the Name field.
o
You can add a position by clicking New.
New Change the budget positions list by
clicking Edit,
Edit Delete,
Delete Up or Down.
Down Click OK after you made all changes you
wanted.
For the detailed description about the features in the dialog box, see Create
and edit a budget position.
Edit the already existing budget document template in the Budget documents list. Choose
one from the list and click Edit.
Edit In the Edit Budget Document Template dialog box you can
make changes you want (see the first point).
Remove the budget document template from InLoox PM by clicking Delete.
Delete
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4. Click OK or Apply to save the changes in InLoox PM.
•
The name of each budget document template should be short and unambiguous.
•
The description in the Name field can include wildcard characters, e.g. ...size is x units...
Manage budget positions for templates
The budget documents contain the budget positions which can be called up by the users in all InLoox
PM projects on the budget page. The budget positions can be edited or deleted in the InLoox PM
options as required.
To manage the templates you need the InLoox PM administrator permissions.
1. Open the dialog box InLoox PM Options.
2. Under Budgets click Templates and then Budget positions. On the right side you will see
the Budget positions area:
3. Do one of the following:
Add a new budget position by clicking New.
New
o
In the New Position dialog box type a new name in the Name field. Type additional
information in the Description field.
o
Enter the number you want in the Quantity field.
o
In the Pricing list click New to add a new position. In the New Unit dialog box enter
a Name,
Name Purchase price and Disposition price and click OK.
OK
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o
Choose a group in the Group(s) list.
The created pricing model will be loaded, if you select this position in the New
Budget Position / Edit Budget Position dialog box in the project.
o
Change the budget positions list by clicking Edit,
Edit Delete,
Delete Up or Down.
Down
Click OK after you made all changes you wanted.
o
Click OK.
OK
Edit the already existing budget position in the Budget positions list. Choose one from the
list and click Edit.
Edit In the Edit Position dialog box you can make changes you want (see the
first point).
Remove the budget position from InLoox PM by clicking Delete.
Delete
4. Click OK or Apply to save the changes in InLoox PM.
•
The name of each budget position should be short and unambiguous.
•
The description in the Description field can include wildcard characters, e.g. ...size is x units...
Load a budget template
Define recurring budgets. The templates allow you to load complete offers, invoices or project estimates
in one simple step.
1. Open the project with the existing budget.
2. In the project, in the Start tab, in the Section group, click Budgets.
3. On the Budgets page, in the budget list, choose a budget.
4. On the Template tab, in the Action group, click Load Template.
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In the Load Budget Template dialog box the included position of the templates are displayed.
5. In the Name drop-down list choose a name of the template for the budget.
6. Click Load.
Save a budget template
1. Open the project with the existing budget.
2. In the project, in the Start tab, in the Section group, click Budgets.
3. On the Budgets page, in the budget list, choose a budget.
4. On the Template tab, in the Action group, click Save Template.
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5. Type a new name in the Name field.
6. Choose a budget type in the Type drop-down list.
7. Choose whether you want to have in your template all positions or only selected.
8. Select Visible for all users control box, if you wish.
9. Click OK.
Budget overview
Display the budget overview
Compare planned and actual time and expense values on a real-time basis. View single activities,
resources or even entire projects – you won’t lose deviations of your project anymore.
Article content
Tabular overview
Graphical overview
Tabular overview
1. Open a project with the existing budget.
2. In the project, on the Start tab, in the Section group, click Budget Overview.
3. On the View tab, in the Budget Overview group click Table.
In the table you will see the figures cumulated by Group.
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Control budgets
•
Check the totals under the columns Actual expenses (time tracking), Actual expenses (other), Actual
revenues and Actual margin.
•
Budget overruns are highlighted in color, making it easy to identify unplanned additional expenses.
If the line is marked in red, the negative result is expected.
•
Use the views to control more projects simultaneously.
1. Click Projects on the Outlook Ribbon to switch to the InLoox PM project list.
In Outlook 2007 click InLoox PM Folder in the InLoox PM Toolbar.
Toolbar
2. In the InLoox PM tab, in the View group, click More Views.
Views
3. In the drop-down list choose the saved view, e.g. project controlling.
•
As a alternative you can use also Choose fields for the project controlling.
Export the report to Microsoft Excel
1. Click Reports tab.
2. In the Reports group, in the gallery view click Budget Overview.
3. In the Print Options dialog box choose settings you want, e.g. Excel as an issue format.
4. Click Start.
5. Choose whether you want print, save or send the document per email.
Graphical overview
1. Open a project with the existing budget.
2. In the project, in the Start tab, in the Section group, click Budget Overview.
3. On the Budget Overview page, in the Budget Overview group click Chart.
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4. You have the opportunity to view different budget chart types. In the Chart Type group choose
the desired chart between By Type, By Group, By Date or Expense vs. Revenue)
Control budgets
Create a graphical overview to control several projects. Do following steps:
1. Click Projectlist on the Outlook Ribbon to switch to the InLoox PM project list overview.
In Outlook 2007 click InLoox PM Folder in the InLoox PM Toolbar.
2. In the InLoox tab, in the View group, click Dashboard.
3. In the Dashboard view adjust your individual overview.
For more information see the category Dashboard view.
What do the fields and chart types of the budget overview
mean?
Compare planned and actual expenses and revenues with the help of the budget overiew. The graphic
representation gives you an instant overview of your budget status.
Below you will find the detailed description of the table and chart types.
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•
Click on the corresponding buttons in the chart data area to make series invisible or visible.
•
In the Budget Overview group click on Show Values to display series labels and currencies.
Article content
Description of the tabular overview
Chart type by type
Chart type by group
Chart by date
Chart type expense vs. revenues
Description of the tabular overview
The overview area gives an ongoing comparison between the amounts of the management, planning
and budgets pages in the table. The list represents you all amounts cumulated by group:
Column
Description
Group
Each group has one row.
Amounts in the columns 2-10 are cumulated by group.
The row amount shows the totals from each column.
An internal price per hour is recorded for each group.
If you insert an individual price per hour for the resources, the group costs will
be ignored.
Planned expenses
Expenses of all activities from the planning page Planning page. They include
(resources)
the resources with recorded working time.
Method: The total work time of all resources is multiplied by the group
purchasing price for each activity. All activity expenses are cumulated by group.
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Column
Description
Planned expenses
All planned expenses from the budget page.
(other)
Method: Budget documents of planned expenses type are totalled and/or
cumulated by group.
Planned revenues
All planned revenues from the budget page.
Method: Budget documents of planned revenues type are totalled and/or
cumulated by group.
Planned margin
Variance between planned revenues and planned expenses (planned expenses
(resources) and planned expenses (other)).
Method: planned revenues column minus (planned expenses (resources) column
plus planned expenses
(other) column).
Actual expenses
(time tracking)
Actula expenses (time tracking) from the budget page.
Method: Actual expenses (time tracking) are calculated automatically: Time
tracking items from the time tracking page multiplied by the group purchasing
costs cumulated by group.
Actual expenses
(other)
Actual expenses from the budget page (except actual expenses (time tracking)).
Method: Budget documents of actual expenses type are totalled and/or
cumulated by group.
Actual revenues
Actual revenues from the budget page.
Method: Budget documents of actual revenues type are totalled and/or
cumulated by group.
Actual margin
Difference between actual revenues and actual expenses (actual expenses (time
tracking) and actual expenses).
Method: actual revenues column minus (actual expenses (time tracking)column
plus actual expenses column).
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Column
Description
Cost variance
Difference between actual margin and planned margi.
(plan vs. actual)
Status
Method: actual margin column minus planned margin column.
A negative amount in the 10th column (debit/credit) is marked red. In this case
the actual margin is lower than the planned margin.
This can mean the following depending on the project focus:
expenses exceed revenues
revenues are lower as expected
Expenses are higher as expected.
It is possible to display the total costs, revenues, profit and cost overruns in the InLoox PM project list.
Chart type by type
The chart type By type gives an ongoing comparison between the amounts of the management, planning
and budgets pages. The list represents you all amounts cumulated by group:
Element
Description
Planned expenses
Costs of all activities from the planning page. They include the resources with
(resources)
recorded working time.
Method: The total work time of all resources is multiplied by the group
purchasing costs for each activity. All activity expenses are cumulated by group
Planned expenses
(other)
All planned expenses from the budget page.
Method: Budget documents of planned expenses type are totalled and/or
cumulated by group.
Planned revenues
All planned revenues from the budget page.
Method: Budget documents of planned revenues type are totalled and/or
cumulated by group.
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Element
Description
Actual expenses
Actual expenses (time tracking) from the budget page.
(time tracking)
Method: Actual expenses (time tracking) are calculated automatically: Time
tracking items from the time tracking page multiplied by the group purchasing
costs cumulated by group.
Actual expenses
Actual expenses from the budget page (except actual expenses (time tracking)).
Method: Budget documents of actual expenses type are totalled and/or
cumulated by group.
Actual revenues
Actual revenues from the budget page.
Method: Budget documents of actual revenues type are totalled and/or
cumulated by group.
Chart type by group
The chart type By group gives an ongoing comparison between the amounts management, planning and
budgets pages. The list represents you all amounts cumulated by group:
Element
Description
All
Cumulated revenues (planned revenues, actual revenues) and expenses (planned
columns
expenses, actual expenses (time tracking), actual expenses) per InLoox PM used group.
Method:
Expenses (planned, resources) per group
Expenses (planned, other) per group
Expenses (actual, time tracking) per group
Expenses (actual, other) per group
Revenues (planned) per group
Revenues (actual) per group.
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Chart by date
In the chart By date each row shows the cumulated revenues (planned revenues, actual revenues) and
expenses (planned expenses, actual expenses (time tracking), actual expenses) of the project within a
pre-defined time period:
Element
Description
Planned expenses
Costs of all activities from the planning page.. They include the resources with
(resources)
recorded working time.
Method: The total work time of all resources is multiplied by the group
purchasing costs for each activity. All activity expenses are cumulated by record
time
Planned expenses
(other)
All planned expenses from the budget page.
Method: Budget documents of planned expenses type are totalled and/or
cumulated by record time.
Planned revenues
All planned revenues from the budget page.
Method: Budget documents of planned revenues type are totalled and/or
cumulated by record time.
Actual expenses
(time tracking)
Actual expenses (time tracking) from the budget page.
Method: Actual expenses (time tracking) are calculated automatically: Time
tracking items from the time tracking page multiplied by the group purchasing
costs cumulated by record time
Actual expenses
Actual expenses from the budget page (except actual expenses (time tracking)).
Method: Budget documents of actual expenses type are totalled and/or
cumulated by record time.
Actual revenues
Actual revenues from the budget page.
Method: Budget documents of actual revenues type are totalled and/or
cumulated by record time.
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Chart type expense vs. revenues
The chart type Expense vs. revenues displays the ongoing comparison between the amounts
in management, planning and budgets pages. The list represents you all amounts, cumulated by
revenues (planned revenues, actual revenues) and expenses (planned expenses, actual expenses (time
tracking), actual expenses):
Element
Description
Planned expenses
Expeneses of all activities from the planning page. They include the resources
(resources
with recorded working time.
Method: The total work time of all resources is multiplied by the group
purchasing costs.
Planned expenses
(other)
Planned revenues
All planned expenses from the budget page.
Method: Budget documents of type planned expenses are totalled.
All planned revenues from the budget page.
Method: Budget documents of type planned revenues are totalled.
Actual expenses
(time tracking)
Actual expenses (time tracking) from the budget page.
Method: Actual expenses (time tracking) are calculated automatically: Time
tracking items from the time tracking page multiplied by the group purchasing
costs.
Actual expenses
Actual expenses from the budget page (except actual expenses (time tracking)).
Method: Budget documents of type actual expenses are totalled.
Actual revenues
Actual revenues from the budget page.
Method: Budget documents of type actual revenues are totalled.
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New features
Inspired by the suggestions of project managers from all around the world, InLoox PM 8 for Outlook
offers powerful, new features and an easy-to-use user interface.
The following topcis are available.
Topics
The Highlights in Version 8
Clarity and Convenience
Communicate and Document
Draft and Plan
Manage Resources
The Highlights in Version 8
Dashboards at a whole new level
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Create custom-tailored Dashboards, choosing from different diagram options and data sources. This
way, you always have an overview of key figures, data and target values that are essential to your
projects’ success – clearly structured and real-time up-to-date.
Work packages & team tasks
Create, assign and organize team tasks in work packages without having to create a timed project plan.
Simply leave a comment to share important, work-package related details.
If time planning becomes necessary, you can easily add work packages to an activity via Drag’n’Drop.
Enable the auto notification mode and be informed of all changes to your work packages.
Agile project management with Kanban
Agile teams can now organize themselves with a customizable Kanban view. Change the status and the
assignment of a task simply via Drag’n’Drop. All team members see at a glance which tasks are pending,
which ones are currently in progress and which ones are already done.
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Clarity and Convenience
Better overview with the project list
Use the project list as an early warning system and highlight columns according to personalized rules,
e.g. to identify projects that are at risk to overrun the time or budget limits. Moreover, you can create
your personal list of prioritized projects.
Project search
We put an end to digging for project information. With the full text search you can screen your entire
project and navigate directly to the search results.
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Even better usability
The new user interface makes editing project data easier than ever. Edit information directly in the
context-sensitive side panel – without opening a single dialogue.
Speed up your project work
InLoox PM 8 makes your life easier and accelerates the editing of project information. You can
dynamically reload new data and immediately see changes without leaving the project. Organize custom
fields as needed and select a display name for them.
Print assistant
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Use the improved print view in the planning, mind map and resource overview section to scale and
format print documents according to your preference. Use your own colors and logos to enhance print
documents and export data to Microsoft Excel for further editing.
Communicate and Document
Approval workflow
Now, team members can submit project requests and have them approved by their supervisor. Project
managers and executives can easily keep track of the company’s project portfolio and team members
have more planning security for their projects.
Auto notifications
Reduce the amount of e-mails, phone calls and meetings. If you enable the auto notification mode,
InLoox PM will immediately inform you about changes made to the project plan, time tracking entries or
project documents.
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Reminder
Get notified about upcoming start dates and work package deadlines. You decide how and when you
receive a notification. This ensures a smooth project flow and that all team members can start their work
at the right time.
Document
Define your personal list of prioritized documents that you use most often. Additionally, you can now
organize your documents via Drag’n’Drop. You can enable the auto notification mode to be informed
about changes to project documents.
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Lists
Create check lists for your projects in a list and index card view. This way, you can structure and
organize project information even before generating work packages and a timed project plan.
Draft and Plan
Planning snapshot
Record the current state of your Gantt planner, compare the project plan of different points in time and
instantly restore a previously saved status.
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Project groups
Connect the plans of interdependent projects to identify cross-projects dependencies and resource
bottlenecks. This allows you to maintain a consistent overall
Timeline
Highlight important activities and milestones, e.g. to gain an overview or to present a condensed version
of the project plan to customers. All highlighted activities are presented chronologically on a timeline.
Additional information directly in the Gantt chart
InLoox PM 8 saves you the trouble of gathering information and shows all relevant planning elements,
such as resource capacities, assigned work packages or plan/actual comparisons, directly in the Gantt
chart.
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Optimized Mind Mapping
The Mind Maps in InLoox PM 8 are easier to use and more powerful than ever. Import MindManager©
files, freely arrange nodes, and copy the Mind Map structure to the project plan or convert Mind Map
nodes to work packages.
Manage Resources
Team and department workload
Define work groups and departments and monitor their real-time workload. On a group level, you can see how
the workload and spare capacities are distributed across teams and departments.
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Re-assign work packages
Now you can re-assign work packages at the push of a button to keep the workload balanced between
your project resources.
Time tracking
InLoox PM saves you a lot of time when it comes to describing time tracking entries: You can select from
frequently used description texts. In addition to that, time tracking entries can now simultaneously be
assigned to a group and a planning activity.
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Dashboard view
Topics
Adjust the dashboard view
Dashboard standard views
Create a new dashboard
Designing dashboards
Adjust the dashboard view
The dashboard view shows you the main project areas. You can get all important information to the
current projects without opening one and compose your own dashboard view from the different widgets.
1. To open the dashboard view, do one of the following.
Click InLoox PM tab on the Outlook Ribbon and then Dashboard,
Dashboard in the Views group.
In Outlook 2007, click InLoox PM Folder in the InLoox PM Toolbar and
then Dashboard in the InLoox PM project list.
Click Dashboard in the tree structure on the left.
2. On the Start tab, perform one or more of the following actions:
Create a personal dashboard view On the InLoox PM Ribbon, in the Start tab, in the Current
View group, click Widgets.
o
To learn how to add a new dashboard view, see Create a new dashboard.
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o
To learn how to adjust the view in the dashboard designer, see Designing
dashboard.
Edit an existing dashboard view Select one view from the tree structure on the left and
click Edit dashboard,
dashboard in the Actions group.
Remove anexisting dashboard view Select one view from the tree structure on the left and
click Delete dashboard,
dashboard in the Actions group.
Print a dashboard view Select one view from the tree structure on the left and click Print,
Print in
the Current View group.
Refresh All changes are updated and the view is reloaded when clicking the Refresh button
in the Current View group.
Information rules in the dashboard view
In the dashboard view on the side panel you can filter the project information by clicking on certain
project from the list.
Symbols in the dashboard view
Clear filter.
Dashboard parameter.
Export feature. The view will be exported as PDF or image.
Dashboard standard views
The InLoox PM dashboard provides you with the standard views about all relevant and project-related
information to analyze, control and compare your projects. You have always all key data, developments
and target values at a glance - up-to-date and clearly designed.
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Create your personal dashboard with an individual selection of widgets. The dashboard provides you
with a graphical overview and lists.
Create your personal dashboard. For more information, see Create new dashboard.
In this table you find the descriptions of the standard views to monitor the project information.
Widgets
Description
Expenses/revenues
Shows the system-wide all planned expenses and revenues compared with
the actual values. The dashboard provides you with different time views month, quartet and year.
Percent complete
This dashboard displays the comparison between the planned and actual
percent complete.
The planned percent complete is defined as (the sum of the work effort all
work packages in the planning (work packages< today)) / (the sum of work
effort all work packages in the planning).
The actual percent complete is defined as (the sum of the work effort all done
work packages) / (the sum of the work effort all work packages)
Milestone trend
Represents the analysis of the dates in a project and compares them with the
analysis
planned data. The dashboard visualizes the date delay of the milestone in the
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Widgets
Description
project. With this view you can quickly see the deviations from the planned
schedule.
Project status
Shows an overview of the progress and the cost-effectiveness of your
overview
projects.
Plan/actual
Shows planned and actual hours of your projects.
comparison
Create a new dashboard
To open the dashboard view, do one of the following.
1. Click InLoox PM tab on the Outlook Ribbon and then Dashboard, in the Views group.
In Outlook 2007, click InLoox PM Folder in the InLoox PM Toolbar and
then Dashboard in the InLoox PM project list.
2. Click Dashboard in the tree structure on the left.
3. In InLoox PM ribbon, on the Start tab, in the Actions group, click New Dashboard.
4. In the New Dashboard dialog box enter a name.
5. Activate the check box, if you want to make your dashboard visible for all users.
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6. This will invoke the Dashboard Designer dialog box.
7. Wenn the new dashboard is ready, click Save and Close in the Dashboard Designer, on
the Home tab.
The new view is displayed in the Dashboard tree view on the left.
Designing dashboards
This section guides you through the process of creating a dashboard.
To open the Dashboard Designer, click New Dashboard or Edit dashboard on the Start tab.
The following topics are available.
Topics
Getting started
Creating a data source
Providing data
Using dashboard parameters
Creating dashboard items
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Binding dashboard items to data
Data shaping
Interactivity
Dashboard layout
Getting started
In this lesson, you will learn how to create your dashboard using the Dashboard Designer.
1. First, open the Dashboard Designer.
2. The dashboard designer should appear as follows.
3. You can use InLoox PM Database or connect to another one.
The InLoox PM data source is on the left site panel of the window. You can choose between
different data sources as Project,
Project Work Packages,
Packages Planning,
Planning Time
Tracking,
Tracking Budget and Budget Position from the drop-down list.
Learn how to create a new data source, see Creating a data source.
4. Create Dashboard Items and Bind them to Data.
Learn by example how to create a Comparison of budget types dashboard view.
1. Click the wanted dashboard item on the Ribbon, e.g. Chart.
Chart
2. Select Budget in the InLoox PM Data Source Browser
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5. Drag the Amount field to the Values placeholder in the Values section.
6. Then place the Name and Number fields (for projects) in the Arguments section.
After drag the Name field (for budget types) in the Series section.
7. Click Save and Close on the Ribbon.
The dashboard view Comparison of budget types is now ready.
Creating a data source
The Create data source wizard allows you to create a new data source by specifying the required
connection parameters (for instance, the server name, the database name, user credentials, the path to a
data file, etc.).
Creating a data source and connecting to data
Creating a data source in OLAP mode
Composing a data source
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Creating a data source and connecting to data
You can connect to various types of databases and data files using the Create Data Source wizard. This
wizard allows you to establish a connection to the data store by providing the required connection
parameters.
InLoox PM provides you with its own project data sources on the side panel left in the dashboard
designer.
Create Data Source Wizard
1. Data Source Name On the first page, enter the data source name and click Next.
2. New or Existing Data Connection On this page, specify whether to use one of the existing
connections or create a new connection, and click Next.
This page only appears if you have already established a data connection in the current
application.
3. Connection Parameters If the application has not yet been connected to a database, or you
have chosen to create a new connection in the previous step, the connection parameters page
will be displayed.
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1. First, select the required data provider from the Provider combo box. The Data Access
library supports more than a dozen different data providers, including MS SQL Server, MS
Access Database, Oracle and MySQL.
2. The other settings on this page depend on which data provider is used. Typically, you will
need to specify the server name or the path to the database file, the user credentials, and
the database name.
3. Finally, specify the name of the new connection in the Connection name field and
click Next.
Next
4. Finish On the last page, you can select a table or a view. The data from the selected table or
view will be used in your application.
1. Click Finish to close the wizard. Optionally, you can run the Query Designer,
Designer which will help
you populate the new data source with data. To do this, check the Open Query Designer
after closing the wizard
wiz ard check box before finishing.
Creating a data source in OLAP mode
Connect to an OLAP Server
To bind to an OLAP cube in a Microsoft SQL Server Analysis Services database, do the following.
1. On the first page, enter the data source name and click Next.
2. On the next page, select Microsoft SQL Server Analysis Services from the Provider combo
box.
1. Specify the server name and user credentials, and select the catalog and cube name.
2. Next, specify the name of the new connection in the Connection name field and click Next.
Next
3. On the last page, click Finish.
Composing a data source
InLoox PM Dashboard provides the Windows Forms control that can solely constitute a comprehensive
designer application.
The Dashboard Designer provides an easy-to-use wizard that helps you configure a connection to the
database.
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After the connection has been established, use the Query Designer to select data that will be used in the
dashboard.
Designing dashboard items
1. To populate the dashboard with charts, pies, gauges and other elements, just click the desired
data items in the Ribbon.
2.
3. Drag-and-drop data that you wish to display within each item into a Data items area.
4. Now the dashboard is ready.
Providing data
The topics in this section describe how to provide the data to be visualized in the dashboard.
This section contains the following topics.
Data source filtering
Calculated fields
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Data source filtering
Apply filtering
To apply filtering to a data source, click the Filter button in the Data Source tab.
This will invoke the Filter Editor dialog, which allows you to build filter criteria.
To clear the data source filter, use the Clear Filter button in the Data Source tab.
Passing Parameter Values
You can use the Filter Editor to filter a data source according to the current parameter value.
Filtering Limitations
The limitations of a data source filter are as follows.
1. Fitering cannot be applied to a data source created in SQL View. You need to include the
required conditions to the WHERE clause when editing a data source.
2. OLAP data sources do not support filtering.
Calculated fields
This document describes how to add calculated fields to a dashboard data source. Calculated fields
allow you to apply complex expressions to data fields that are obtained from the dashboard's data
source.
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Creating a calculated field
Editing a calculated field
Creating a calculated field
After you have created a data source using the Create data source wizard, you can add a new calculated
field based on the existing data source fields.
1. To create a calculated field, select the required data source in the Data Source Browser and
click the Add Calculated Field button in the Ribbon's Data Source tab.
Or right-click the Data Source Browser area and select Add Calculated Field in the context
menu.
2.
This invokes the Expression Editor dialog, which allows you to specify an expression that will
be used to obtain calculated field values. Here you can construct the required expression.
3. After the expression has been specified, click OK. This displays a new calculated field in the data
source structure.
4. Now you can specify the required calculated field type, change its default name, etc.
Editing a calculated field
To edit a calculated field, use its context menu.
This menu contains the following items.
Item
Description
Edit
Invokes the Expression Editor dialog, which allows you to change an expression for
Expression
an existing calculated field.
Field Type
Specifies the type of the calculated field.
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Rename
Changes the calculated field name.
Delete
Removes the existing calculated field from the data source.
Using dashboard parameters
You can use dashboard parameters when it is necessary to pass data of a certain type to a dashboard
(e.g., to pass a specific value to the data source filter string or a calculated field).
The topics in this section describe how to use dashboard parameters.
Creating parameters
Passing parameter values
Providing a user interface for requesting parameter values
Creating parameters
This topic explains how to create a new dashboard parameter and specify its settings.
To create dashboard parameters in the Dashboard Designer, do the following.
1. Click the Parameters button on the Ribbon's Data Source tab.
2. In the invoked dialog, click the Add button to add a new parameter.
3. Specify the following settings:
Settings
Description
API
Name
Specifies a parameter name.
Parameter.Name
Value
Specifies a parameter value.
Parameter.Value
Type
Specifies the parameter's type.
Parameter.Type
LookUpSettings
Specifies the parameter’s look-up editor
DashboardParameter.LookUpSettings
settings.
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Description
Specifies the parameter's description
DashboardParameter.Description
displayed to an end-user.
Visible
Specifies whether a parameter's editor is
DashboardParameter.Visible
visible within the Dashboard
Parameters dialog.
Then, click OK, to include the created parameters in the dashboard.
Look-up editor settings
There are three types of look-up editor settings that can be specified for a parameter. Select the required
type from the LookUpSettings drop-down list.
•
No LookLook-Up - set the Value to use a static value as a parameter.
•
Static List - click the ellipsis button to add static values for the current dashboard parameter. In this
case, the Value specifies the default parameter's value.
•
Dynamic List - allows you to use a list of values from the existing data source as a parameter. You
need to select the required DataSource from the list of available data sources and data members for
the dashboard parameter's display name and value, respectively.
In this case, the Value specifies the default parameter's value.
Passing parameter values
In this topic, you will learn how to pass parameter values to a dashboard.
Filtering
You can filter a data source or apply filtering to a specific dashboard item according to the current
parameter value using the Filter Editor.
In the Filter Editor, you can compare a field value with the following objects.
•
A static value (represented by the
icon). Click this button to switch to the next item mode
("another field value"), to compare the field value with another field value.
•
Another field value (represented by the
icon). Click this button to switch to the next item mode
(“parameter value”), to compare the field value with a parameter value.
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•
A parameter value (represented by the
icon). Click this button to switch back to the initial mode
("static value"), to compare the field value with a static value.
Thus, to compare a field value with a parameter value, click the
button, then click the
button.
Calculated Fields
You can use parameters when constructing expressions for calculated fields. A parameter is inserted into
the expression using the “Parameters.” prefix.
To see a list of available parameters, click Parameters in the Expression Editor dialog.
Custom SQL Queries
You can include parameters in a data source custom SQL query in the Query Designer. To do this, use
the parameter name. For instance, you can include a parameter to a WHERE clause or to a stored
procedure.
Providing a user interface for requesting parameter values
The dashboard provides a built-in Dashboard Parameters dialog, which provides the capability to
change dashboard parameter values. This dialog is created automatically, depending on the parameter
type and visibility settings.
1. To invoke the Dashboard Parameters dialog in the DashboardViewer, click
the Parameters
button in the dashboard title. Depending on the dashboard parameters
enabled, this invokes the following dialog.
This will invoke the following Dashboard Parameters dialog.
2. Select the required parameter values in the Dashboard Parameters dialog and click
the Submit button to apply the changes.
3. To reset changes to the default values, click the Reset button.
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Creating dashboard items
Dashboard items represent elements from the Ribbon used to visualize data within the Dashboard in
various ways.
Adding dashboard items
To create a dashboard item in the Dashboard Designer, click the corresponding button in the Ribbon.
This creates an empty dashboard item and displays required data sections to bind this item to data.
This section describes the available dashboard items.
Pivot
Grid
Chart
Pies
Gauges
Cards
Choropleth map
Geo point map
Range filter
Image
Text box
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Pivot
The Pivot dashboard item displays a cross-tabular report that presents multi-dimensional data in an
easy-to-read format.
Data sections in the pivot
Values the section contains data items used to calculate values displayed in the pivot table.
Columns the section contains data items whose values are used to label columns.
Rows the section contains data items whose values are used to label rows.
Layout
If the Columns section or Rows section contains several data items, the pivot table column and row
headers are arranged in a hierarchy, and make up column and row groups.
Use the Initial State button in the Data tab to open or close the groups.
This button invokes the popup menu that allows you to select whether column and row groups should be
collapsed or expanded by default in a Dashboard Viewer.
Grid
This section describes the features available in the Grid dashboard item, and provides extensive
information about data items and how to customize grids.
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Data sections in the grid
The grid has Columns and Sparkline data sections, which are used to provide data items based on the
columns that are created.
Sparkline column visualizes the variation of summary values over time.
Layout
The Grid dashboard item allows you to introduce cell merging and banded rows, and specify the visibility
of column headers and grid lines.
To do this, use the Design Ribbon tab.
The Horizontal Lines and Vertical Lines buttons control grid line visibility. Use the Column
Headers button to toggle column header visibility.
You can also enable the Grid to merge adjacent cells with identical data. To do this, use the Merge
Cells button.
To paint the background of odd and even rows differently, use the Banded Rows button.
Note that banded rows are not available when cell merging is enabled.
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Master filtering
The Grid dashboard item supports filtering by rows. When Master Filtering is enabled, an end-user can
click a grid row (or multiple rows by holding down the CTRL key) to make other dashboard items only
display data related to the selected record(s).
To learn how to enable Master Filtering in the Designer, see Master filtering.
Drill-Down
The built-in drill-down capability allows end-users to change the detail level of data displayed in
dashboard items on the fly.
To learn more, see Drill-Down.
The Grid dashboard item supports drill-down for rows. When drill-down is enabled, an end-user can click
a grid row to view the details.
Drill-down requires that the Columns section contains several dimensions at the top, from the least
detailed to the most detailed dimension.
In OLAP mode, you can perform drill-down for either a hierarchy data item or several dimension
attributes.
Chart
Data sections in the chart
Values the section contains data items against which the Y-coordinates of data points are calculated.
Arguments the section contains data items that provide values displayed along the X-axis of the chart.
Series the section contains data items whose values are used to create chart series.
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Layout
This section describes the features available in the Chart dashboard item, and provide extensive
information on how to customize charts.
All buttons are displayed on the Design tab.
•
You can rotate the Chart so that the X-axis becomes vertical, and the Y-axis becomes horizontal.
Use he Rotate button in the Diagram group.
•
The Chart dashboard item displays two axes by default: the X-axis and the Y-axis. The X-axis is the
axis of arguments. The Y-axis is the numerical axis of values.
Click X-Axis Settings to invoke the X-Axis Settings dialog. The setting Show XX-axis allows
you to hide and show the X-axis. The setting Show title allows you to hide and show the Xaxis title. You can choose whether to use the default text or specify a custom string.
If the dimension in the Arguments section contains numeric data, the Chart can create either
a continuous X-axis or a discrete X-axis. Specify the needed type in the contaxt menu for the
argument on the Data Item pane.
Click Y-Axis Settings to invoke the Y-Axis Settings dialog. The dialog contains the following
settings:
o
Show grid lines Allows you to hide and show grid lines for the Y-axis.
o
Show YY- axis Allows you to hide and show the Y-axis.
o
Always show zero level Specifies whether or not the axis' zero level is visible. If this
option is unchecked, the visible axis range is defined based on the values plotted in
the chart.
o
Show title Allows you to hide and show the Y-axis title. You can choose whether to
use the default text or specify a custom string.
•
A Legend is an element of a chart that identifies its series. You can specify whether or not a chart
should display a legend. In the Designer, use the Show Legend button in the Legend group.
To specify the legend’s position and orientation, select one of the predefined options from
the gallery in the Design Ribbon tab.
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•
The Chart dashboard item supports different types of series - from simple bar and line charts to
candle stick and bubble graphs. To switch between series types in the Designer do one of the
following
Click an options button near a required data item (or a placeholder) in the Values section. In
the invoked Series Type dialog, select a required series type and click OK.
OK
Use the Series Type gallery in the Design Ribbon tab.
Master Filtering
Dashboard allows you to use any data-aware dashboard item as a filter for the entire dashboard
(Master Filter).
To learn more, see the Master filtering topic that describes filtering concepts common to all
dashboard items.
The Chart dashboard item supports filtering by argument or series values.
•
When filtering by arguments is enabled, an end-user can click series points to make other dashboard
items display only data related to selected argument values. Click the Arguments button in
the Data Ribbon tab.
•
When filtering by series is enabled, an end-user can click a series point to make other dashboard
items display only data related to the selected series. Click the Series button in the Data Ribbon tab.
Drill-Down
The built-in drill-down capability allows end-users to change the detail level of data displayed in
dashboard items on the fly. To learn more, see Drill-Down.
The Chart dashboard item supports drill-down on argument or series values.
•
When drill-down on arguments is enabled, an end-user can click a series point to view a detail chart
for the corresponding argument value. Drill-down on arguments requires that the Arguments section
contains several data items, from the least detailed to the most detailed item. Click Arguments in
the Data Ribbon tab.
•
When drill-down on series is enabled, an end-user can click a series point (or corresponding legend
item) to view a detail chart for the corresponding series. Drill-down on series requires that the Series
section contains several data items, from the least detailed to the most detailed item. Click Series in
the Data Ribbon tab.
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Pies
Data sections in the pies
Values the section contains data items that define the share of pie segments.
Arguments the section contains data items that provide values used to label pie segments.
Series the section contains data items whose values are used to label pie charts.
Layout
All buttons for customizing the dashboard item Pies are on the Design tab.
•
To control how pies are arranged, use the Content Arrangement group in the Design Ribbon tab.
By default, the Auto Arrange option is enabled, which automatically resizes pies to fit within
the dashboard item.
You can also specify the number of columns in which pies are arranged. Click the Arrange in
Columns button and specify the appropriate number in the Count field.
•
Similarly, you can arrange pies in a specific number of rows.
Pies display data labels that contain descriptions for pie segments, and provide tooltips with
additional information.
You can specify which information should be displayed within data labels and tooltips. To do
this, use the Data Labels and Tooltips buttons in the Design Ribbon tab. These buttons
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invoke the drop-down menu, which is similar for both buttons. This menu allows you to
specify which values are displayed within data labels or tooltips.
•
Define the visibility of the pie caption via the Show Pie Captions button.
Select the diagram style, use the Pie and Donut buttons in the Style group of the Design Ribbon
tab.
Master Filtering
Dashboard allows you to use any data-aware dashboard item as a filter for the entire dashboard (Master
Filter).
To learn more, see the Master filtering topic that describes filtering concepts common to all
dashboard items.
The Pie dashboard item supports filtering by argument or series values.
•
When filtering by arguments is enabled, an end-user can click a pie segment to make other
dashboard items display only data related to selected argument values. Click the Arguments button
in the Data Ribbon tab.
•
When filtering by series is enabled, an end-user can click a pie to make other dashboard items
display only data related to the selected pie. Click the Series button in the Data Ribbon tab.
Drill-Down
The built-in drill-down capability allows end-users to change the detail level of data displayed in
dashboard items on the fly. To learn more, see Drill-Down.
The Pie dashboard item supports drill-down on argument or series values.
•
When drill-down on arguments is enabled, an end-user can click a pie segment to view a detail chart
for the corresponding argument value. Drill-down on arguments requires that the Arguments section
contains several data items, from the least detailed to the most detailed item. Click Arguments in
the Data Ribbon tab.
•
When drill-down on series is enabled, an end-user can click a pie to view a detail chart for the
corresponding series. Drill-down on series requires that the Series section contains several data
items, from the least detailed to the most detailed item. Click Series in the Data Ribbon tab.
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Gauges
Data sections in the gauges
Gauges the section contains data items used to calculate values displayed by gauges.
Data items are arranged in containers. Each data item container can hold two data items. The first item
contains actual data and the second item (optional) contains target data. If both items are provided,
gauges show the difference between actual and target values.
Series the section contains data items whose values are used to label gauges.
Layout
All buttons for customizing are on the Design tab.
•
To control how gauges are arranged, use the Content Arrangement group in the Design Ribbon
tab.
By default, the Auto Arrange option is enabled, which automatically resizes gauges to fit
within the dashboard item.
You can also specify the number of columns in which gauges are arranged. Click
the Arrange in Columns button and specify the appropriate number in the Count field.
•
Similarly, you can arrange gauges in a specific number of rows.
The Gauge dashboard item allows you to select the gauge type: Full Circular, Half-Circular, LeftQuarter Circular, Right-Quarter Circular, Three-Fourths Circular, Linear Horizontal and Linear Vertical.
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Cards
Data sections in the cards
Cards the section contains data items used to calculate values displayed within cards.
Data items are arranged in containers. Each data item container can hold two data items. The first item
contains actual data and the second item (optional) contains target data. If both items are provided,
cards show the difference between actual and target values.
Series the section contains data items whose values are used to label cards.
Sparkline the section is used to provide a date-time dimension whose data will be used to visualize
values using sparklines.
Layout
To control how cards are arranged, use the Content Arrangement group in the Design Ribbon tab.
•
By default, the Auto Arrange option is enabled, which automatically resizes cards to fit within the
dashboard item.
•
You can also specify the number of columns in which cards are arranged. Click the Arrange in
Columns button and specify the appropriate number in the Count field.
•
Similarly, you can arrange cards in a specific number of rows.
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Choropleth map
Data sections in the Choropleth Map
Attribute the data section contains the Attribute data item, which allows you to associate map shapes
with data source field values.
Maps data section contains data items whose values are used to color map shapes. Map shape colors
vary based on the map type.
Layout
Alle buttons for customizing the dashboard item are on the Design tab.
A Legend is an element of a chart that identifies its series. You can specify whether or not a chart should
display a legend. In the Designer, use the Show Legend button in the Legend group.
To specify the legend’s position and orientation, select one of the predefined options from the gallery in
the Design Ribbon tab.
Providing maps
Dashboard ships with a set of default maps showing various parts of the world. The following maps are
included.
•
World Countries
C ountries - a world map.
•
Europe - a map of Europe.
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•
Asia - a map of Asia.
•
North America - a map of North America.
•
South America - a map of South America.
•
Africa - a map of Africa.
•
USA - a map of the USA.
•
Canada - a map of Canada.
As an alternative, use the corresponding command in the map context menu.
Dashboard uses a Shapefile vector format to provide custom maps. Commonly, this format includes two file
types. To open an existing shapefile, use the Load Map or Import Map button in the Ribbon. In the invoked
dialog, locate the required .shp file.
Map attributes
After you select the default map or a custom map, you can view supplemental information (such as the
name of the country, state, etc.). To do this, click the Options button next to the Attribute data item.
In the invoked Map Attribute Binding dialog, click Preview. The table in the dialog displays the available
attributes for the current map. Each set of attribute values is related to a specific map shape.
Map coloring
The Choropleth Map dashboard item colors map shapes depending on the provided values.
The Choropleth Map automatically selects palette and scale settings to color map shapes.
If you need to customize these settings, click the Options button next to the data item that contains
these values. This invokes the Choropleth Map Options dialog.
You can specify the following settings in this window.
•
Color palette - allows you to specify the start and end color of the palette.
•
Scale settings - specifies whether a percent scale or an absolute scale is used to define a set of
colors. You can specify the number of levels that represent the number of colors used to color the
map.
•
Preview is used to display a full set of palette colors generated based on the start/end colors and
the number of levels. Use the Allow Edit check box to automatically change the generated colors or
specify value ranges for each color.
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Delta
The Choropleth Map allows you to indicate the difference between the actual and target values of a
particular parameter. This difference is called delta.
To specify delta indication settings, click the Options button next to the data item container.
This invokes the Choropleth Map Options dialog. When the map type is set to Delta, this dialog
contains the following settings.
•
Value type You can specify which values to display within map tooltips. Use the Value type combo
box to select the value that will be displayed as the delta value.
•
Result Indication You can specify the condition that will be used to select the indicator color. To do
this, use the Result indication combo box.
•
Threshold type and Threshold value You can specify that a required indicator should only be
displayed when the difference between the actual and target values exceeds a specified value.
Master Filtering
Dashboard allows you to use any data-aware dashboard item as a filter for the entire dashboard (Master
Filter).
To learn more, see the Master filtering topic that describes filtering concepts common to all
dashboard items.
When filtering is enabled, an end-user can click a shape (or multiple shapes by holding down
the CTRL key) to make other dashboard items display only data related to selected shape(s).
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Geo point map
Data sections in the Geo Point Map
Latitude the data section accepts geographic latitude points.
Longitude the data section accepts geographic longitude points.
Value the data section accepts values related to geographic points.
Layout
Alle buttons for customizing the dashboard item are on the Design tab.
Dashboard ships with a set of default maps showing various parts of the world. The following maps are
included.
•
World Countries - a world map.
•
Europe - a map of Europe.
•
Asia - a map of Asia.
•
North America - a map of North America.
•
South America - a map of South America.
•
Africa - a map of Africa.
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•
USA - a map of the USA.
•
Canada - a map of Canada.
Dashboard uses a Shapefile vector format to provide custom maps. Commonly, this format includes two
file types. To open an existing shapefile, use the Load Map or Import Map button in the Ribbon. In the
invoked dialog, locate the required .shp file.
Master Filtering
Dashboard allows you to use any data-aware dashboard item as a filter for the entire dashboard (Master
Filter).
To learn more, see the Master filtering topic that describes filtering concepts common to all
dashboard items.
When filtering is enabled, an end-user can click a callout (or multiple a callouts by holding down
the CTRL key) to make other dashboard items display only data related to selected a callout(s).
Range filter
The Range Filter dashboard item allows you to apply filtering to other dashboard items. This item
displays a chart with selection thumbs that allow you to filter out values displayed along the argument
axis.
Data sections in the Range Filter
Values the section contains data items against which the Y-coordinates of data points are calculated.
Arguments the section contains data items that provide values displayed along the horizontal axis of
the Range Filter. Filtering is performed based on these values.
Series the section contains data items whose values are used to create chart series.
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Layout
The Range Filter dashboard item supports various Line and Area series types.
To switch between series types in the Designer do one of the following.
•
Use the Series Type group in the Design Ribbon tab.
•
Click the options button next to the required data item in the Values section. In the invoked Series
Type dialog, select the required series type and click OK.
OK
The Range Filter supports the following series types: Line, Stacked Line, Full-Stacked
Line, Area, Stacked Area and Full-Stacked Area.
Image
Use the Image dashboard item to add static images to a dashboard.
Loading an image
To load an image into a dashboard item, use the Load Image and Import Image buttons in the
Ribbon. or commands in the context menu (Load Image... and Import Image..., respectively).
These commands invoke the Open dialog, which allows you to locate the desired image.
The Load Image command saves the path to the image in the dashboard definition, while the Import
Image command saves the image itself.
Image alignment
To specify how the image is aligned within the dashboard item, use the Alignment group in the
Ribbon's Design tab.
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Image size mode
You can specify the image size mode that defines how the image fits within the dashboard item.
To do this, use the Size Mode group in the Ribbon's Design tab.
The following table illustrates each size mode in two cases: when the image is smaller than the
dashboard item, and vice versa.
Clip
The image is clipped if it is larger than the image dashboard item.
Stretch
The image within the image dashboard item is stretched or shrunk to fit the size of
the image dashboard item.
Squeeze
If the dimensions of the image dashboard item exceed those of the image it contains, the
image is shown full-size. Otherwise, the image is resized to fit the dimensions of the image
dashboard item.
Zoom
The image is sized proportionally (without clipping), so that it best fits the image dashboard
item. If the aspect ratio of the image dashboard item is the same as the aspect ratio of the
image, it will be resized to fit into the image dashboard item while maintaining its aspect
ratio. Otherwise, the closest fitting side of the image (either the height or the width) will be
sized to fit the dashboard item, and the remaining side (height or width) will be sized
proportionally (leaving empty space).
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Text box
Use the Text Box dashboard item to display rich text within a dashboard.
Editing text
To edit text within the text box, click the Edit button in the Ribbon's Design tab, the corresponding item
in the context menu, or double-click the Text Box dashboard item.
dashboard item to display rich text within a dashboard.
This invokes the Edit Text window in which you can edit the text content and customize its formatting.
Binding dashboard items to data
Dashboard items must be bound to data source fields to display data.
Each kind of dashboard item has a specific set of data sections such
as Values, Arguments and Series in the chart, Columns in the grid, and Values, Columns and Rows in
the pivot grid. Each data section corresponds to a particular dashboard item area or element, and should
be mapped to data to be displayed within this area/element.
Mapping is performed using special objects called data items. A data item identifies data binding. When
created, a data item is mapped to a data source field, and is then assigned to a specific dashboard
item's data section. As a result, the dashboard item is bound to the data source field.
This section consists of the following topics.
Binding dashboard items to data in the designer
Hidden data items
Binding dashboard items to data in OLAP mode
Binding dashboard items to data in the designer
To bind dashboard items to data in the Dashboard Designer, use the Data Items pane.
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This pane displays data sections of the selected dashboard item and can be used to add, rearrange and
remove data items.
Specific data sections display options buttons for each data item. Use these buttons to invoke a dialog
that allows you to customize the settings of this data item.
To bind a dashboard item to data, select the dashboard item. Then choose the required data member
from the Data Source Browser and drop it onto the appropriate section in the DATA ITEMS pane.
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Hidden data items
The Hidden data items area was designed to perform data shaping operations by measures or
dimensions that do not directly take part in the visual representation of data.
The Dimension class represents a data item whose values are not intended to be summarized. The
dashboard would not summarize the dimension values but process each one individually.This means
that dimension values are eligible for sorting or grouping.
The Measure class represents a data item whose values are summarized before they are used in the
dashboard. The dashboard will calculate an appropriate summary function against measure values. For
instance, measures are used to provide data for the chart's Y-axis.
Assume that you have a dashboard containing a chart that shows the planned resource costs in a
company by department.
Now imagine that you need to sort departments by the team members. To do this, you will need to add
the First team member measure to the Chart so that its data is not displayed, but only used for sorting.
Drag-and-drop the First team member data field onto the Measures section in the Hidden data
items area. This will create the First team member (Count) measure, which will be available in the Sort
by menu.
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Note that the Hidden data items area is divided into two sections: Dimensions and Measures.
•
Hidden dimensions appear in the Filter Editor dialog, allowing you to create filter criteria based on
their values. For more information see Filtering.
•
Hidden measures appear in the Sort by submenu (to sort dimension values by them), and in the Top
N Values dialog (to use them in Top N conditions).
Binding dashboard items to data in OLAP mode
In OLAP mode, the cube schema is fetched automatically, and the Data Source Browser displays the
entire OLAP cube structure.
To visualize data, drag-and-drop measures, attributes or hierarchies to the appropriate data sections in
the DATA ITEMS area, as described in the Binding dashboard items to data in the designer topic.
Note that OLAP measures can only be placed in the Values section, while dimension attributes and
hierarchies can be placed within other data sections.
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OLAP hierarchies allow you to customize each of their levels separately. To access hierarchy level
options, invoke the data item menu for the hierarchy and then use the submenu that corresponds to the
desired level.
Data shaping
This section describes how to perform various data shaping operations (such as grouping, sorting and
filtering) in the Dashboard Designer.
The section contains the following topics.
Summarization
Grouping
Sorting
Filtering
Top N
Formatting data
Summarization
To obtain numeric values that should be displayed within a dashboard item, Dashboard calculates a
summary function against the specified measure.
This topic describes how to specify which summary function should be calculated against a particular
measure.
Summary function types
The following summary functions are available.
Count
The number of values (excluding Null and DBNull values).
This is the only summary type that can be calculated against non-numeric data.
Sum
The sum of the values.
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Min
The smallest value.
Max
The largest value.
Average
The average of the values.
StdDev
An estimate of the standard deviation of a population, where the sample is a subset of the
entire population.
StdDevP
The standard deviation of a population, where the population is the entire data to be
summarized.
Var
An estimate of the variance of a population, where the sample is a subset of the entire
population.
VarP
The variance of a population, where the population is the entire data to be summarized.
Changing summary type
By default, Dashboard calculates Sum for numeric measures and Count for measures that contain
another type of data.
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You can change the summary function type for numeric measures. To do this in the Designer, invoke the
data item menu and select the desired summary type. Less common summary types are organized in
the More submenu.
Grouping
Dashboard allows you to group dimension values and display summaries for entire groups rather than
individual values.
You can arrange dimension values in groups of different sizes by specifying the appropriate group
interval. For instance, date-time values can be grouped by years, months, quarters, etc.
This topic lists the supported text and date-time group intervals, and describes how to change the group
interval.
The following sections are available.
Text group intervals
String values support the following grouping intervals.
No grouping
Each value is displayed "as is".
Alphabetical
Values are grouped alphabetically. Example: A, B, C, ... Z
Date-time group intervals
Date-time values support the following group intervals.
Year
Values are grouped by the year. Example: 2012, 2013, 2014
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Quarter
Values are grouped by the quarter. Example: Q1, Q2, Q3, Q4
Month
Values are grouped by the month. Example: January, February, March, ...
December
Day
Values are grouped by the day of the month. Example: 1, 2, 3, ... 31
Hour
Values are grouped by the hour. Example: 0, 1, 2, ... 23
Minute
Values are grouped by the minute. Example: 0, 1, 2, ... 59
Second
Values are grouped by the second. Example: 0, 1, 2, ... 59
Day of the Year
Values are grouped by the day of the year. Example: 1, 2, 3, ... 365 (366 in a leap
year)
Day of the Week
Values are grouped by the day of the week. Example: Sunday, Monday, Tuesday,
... Saturday
Week of the
Values are grouped by the week of the month. Example: 1, 2, 3, 4, 5
Month
Month-Year
Values are grouped by the year and month. Example: January 2012, February
2012, ... December 2012, January 2013, ...
Quarter-Year
Values are grouped by the year and quarter.
Example: Q3 2013, Q4 2013, Q1 2014, Q2 2014, ...
Day-Month-Year
Values are grouped by date. Example: 3/4/2014, 3/5/2014, 3/6/2014, ...
Date-Hour
Values are grouped by date with the hour value. Example: 3/4/2014 0:00 AM,
3/4/2014 1:00 AM, 3/4/2014 2:00 AM, ...
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Date-Hour-
Values are grouped by date with the hour and minute values. Example: 3/4/2014
Minute
0:00 AM, 3/4/2014 0:01 AM, 3/4/2014 0:02 AM, ...
Date-Hour-
Values are grouped by date with the hour, minute and second values.
Minute-Second
Example: 3/4/2014 0:00:00 AM, 3/4/2014 0:00:01 AM, 3/4/2014 0:00:02 AM, ...
Changing group interval
To specify the group interval in the Designer, invoke the data item menu and select the desired group
interval. Less common group intervals are organized in the More submenus.
Sorting
The Dashboard allows you to easily change the sort order of values within a dashboard item. You can
also enable sorting by parameter values.
Changing Sort Order
The sort order of dimension values is indicated with an arrow.
To change the sort order in the Designer, click the data item. You can also toggle sorting from the data
item menu.
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Sorting by Parameter Values
Dashboard allows you to sort dimension values by a specific parameter represented by a measure.
To enable sorting by measure in the Designer, use the Sort by submenu in the dimension's menu.
Filtering
Dashboard allows you to apply filtering to each individual data-aware dashboard item.
This topic describes how to enable and reset filtering.
Apply filtering
To configure filtering in the Designer, select the target dashboard item and do one of the following.
•
Click the Edit Filter button in the Data tab.
•
Right-click on a dashboard item and select Edit Filter from its context menu.
This will invoke the Filter Editor dialog. Use this dialog to build filter criteria with a convenient tree-like
interface.
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Clear filtering
To clear filtering in the Designer, select the target dashboard item and do one of the following.
•
Click the Clear button in the Data tab.
•
Right-click on a dashboard item and select Clear from its context menu.
OLAP filtering specifics
You cannot apply filtering by building complex filter criteria in OLAP mode. Instead, you can filter
dimension attributes and hierarchies by manually selecting the values you wish (or do not wish) to
include in the dashboard.
For dimension attributes, the Filter Editor contains a list of all values. You can select the values that you
wish to display.
For hierarchies, a tree is displayed instead, allowing you to filter individual values at any hierarchy level.
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Top N
The Top N feature allows you to display only a limited number of values that correspond to the highest or
lowest values of a particular parameter.
1. To display the top values in a dimension, select Top N from the data item menu.
2. In the Top N Values dialog, check the Enabled check box and specify the following settings.
Mode
Specifies whether top or bottom values should be displayed.
Count
The number of values to be displayed.
Measure
The parameter according to which the top or bottom values will be determined.
Show "Others"
If enabled, all values that are not the top/bottom ones are consolidated in the
value
"Others" value.
Formatting data
Dashboard allows you to customize various data format settings for numeric and date-time values.
Formatting numeric values
1. To specify a format for numeric values, select Format in the data item menu.
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This invokes the Numeric Format window.
2. In the Format type field, select the required format type.
3. Other format settings are only in effect for specific format types.
1. Unit The unit to which values should be converted.
2. Precision The number of fractional digits that should be displayed.
3. Currency Defines the currency sign and format settings that should be used to display
currency values.
To learn about currency formatting specifics, see the Currency formatting specifics section
below of this document.
4. Currency culture For currencies used in a region with several cultures, specifies the culture
that defines format settings.
5. Include group separator Specifies whether or not separators should be inserted between
digit groups.
Formatting date-time values
To specify a format for date-time values, use the Format submenu in the data item menu. This submenu
lists the available format types that depend on the selected group interval.
Currency formatting specifics
The Dashboard allows you to specify currency format at two levels: for individual data items and for the
entire dashboard.
1. Data Item Currency
To specify which currency to use for a particular data item, select Format from the data item
menu.
In the Numeric Format dialog, select Currency in the Format type field and use
the Currency combo box to select the required currency.
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For regions with several cultures, you can also select the culture that will be used to format
currency values.
You can also apply the default dashboard currency by selecting Use dashboard settings in
the Currency field.
2. Dashboard Currency
You can also specify the default currency for the dashboard. This setting will be applied to
dashboard items that have no currency defined.
To set the dashboard currency, click the Currency button in the Ribbon.
This invokes the Dashboard Currency window. In this window, select the required currency
using the Currency combo box.
For regions with several cultures, you can also select the culture that will be used to format
currency values.
You can also specify the client culture that should be used for the dashboard by selecting
the Use client system settings item.
Interactivity
This section describes features that enable interaction between various dashboard items. These features
include Master Filtering and Drill-Down.
The section consists of the following topics.
Master filtering
Drill-down
Master filtering
The Dashboard allows you to use any data-aware dashboard item as a filter for the entire dashboard
(Master Filter). End-users can select elements in a Master Filter item (chart bars, pie segments, grid
records, etc.) to filter data in the rest of the dashboard by the selected values.
Master filtering modes
The Master Filter item supports two selection modes.
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•
Multiple Allows you to select multiple elements in the Master Filter item. To enable this mode, use
the Multiple Master Filter button in the Data tab.
To clear the selection in the Master Filter item, use the Clear Master Filter button in the dashboard
item caption.
•
Single Allows you to select only one element in the Master Filter item. When this mode is enabled,
the default selection will be set to a Master Filter element. You can change this selection, but cannot
clear it. To enable this mode, use the Single Master Filter button in the Data Ribbon tab.
Filtering across data sources
When different items in a dashboard are bound to different data sources, you can specify that a
particular Master Filter should be applied across data sources. This means that it will apply filtering to
fields with matching names in all data sources.
Fields are matched by their full names. For fields in other data sources to be affected by Master
Filtering, their names must match the name of the field in the current data source, and they must belong
to the same hierarchy level so that their full names also match. For
instance, Customer.City and Customer.Address.City will not be treated as matching fields.
To enable filtering across data sources, use the Cross-Data-Source Filtering button in the Data tab.
Preventing items from being filtered
You can prevent specific dashboard items from being affected by Master Filters, so that Master Filtering
will never be applied to them. To do this, use the Ignore Master Filters button
in the Data tab.
Drill-down
Dashboard provides the drill-down feature, which allows end-users to change the detail level of data
displayed in a dashboard item. This feature enables users to drill down to display the details, or drill up to
view more general information.
To enable drill-down, use the Drill-Down button in the Data tab.
If the selected dashboard item contains several types of elements that can be used for drill-down,
the Ribbon will provide the appropriate buttons to switch between these types
(e.g., Arguments and Series buttons for the Chart).
To return to the previous detail level (drill up), use the Drill Up button
in the dashboard item's caption
or in the context menu.
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Dashboard layout
This section describes the features related to the dashboard layout.
The section consists of the following topics.
Dashboard title
Dashboard items layout
Dashboard item caption
Dashboard title
The Dashboard Title is located in the Dashboard Title Area, which is displayed at the top of the
Dashboard. The dashboard title can contain text or image content.
1. To change the title settings click the Title button on the Home tab.
2. This invokes the Dashboard Title dialog, which allows you to change the text within the
dashboard title, add an image, etc.
If you add an image to the dashboard title using the Load button, the dashboard XML file
will contain the URL to access the image. If you add the image using the Import button, the
dashboard XML file will contain an image as a byte array.
The dashboard title area can contain command buttons.
•
Print button allows end-users to print/export the dashboard.
•
Parameters button allows end-users to modify dashboard parameter values. To learn more about
parameters, see the Using dashboard parameters topic.
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Dashboard items layout
The Dashboard Designer provides the capability to arrange and resize dashboard items in various
ways, using simple drag-and-drop operations. You can also arrange and resize dashboard items using
an API provided by the Dashboard.
Item Resizing
You can resize individual items within a specific layout group (or an entire group) by dragging their
edges.
Item Positioning
You can change the position of a dashboard item via drag-and-drop, using one of the following
approaches.
•
If the caption of the dashboard item is visible, click it and hold down the left mouse button while
dragging the item.
•
If the caption of the dashboard item is not visible, click the
icon in the top left corner, and
hold down the left mouse button while dragging the item.
Depending on the required dashboard item position, a new layout group is created (if required) to
maintain the arrangement of items. Thus, the dashboard item can be inserted to the desired area of a
new or existing dashboard layout group.
The drag-and-drop indicator shows possible positions for the dashboard item...
...and sequentially displays areas that can be occupied by the dashboard item. The image below
illustrates how a dashboard item is dragged.
You cannot move the layout group to a position within its own subtree.
Dashboard item caption
Each dashboard item has a caption that is displayed at the top of this item. The caption contains static
text along with other information, as well as command buttons.
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•
To show or hide the caption of a dashboard item, click the Show Caption button in the Design tab.
•
Or right-click the item when designing the dashboard, and click the Show Caption menu item.
The caption of the Dashboard item contains the following information and buttons, depending on the
dashboard item type.
Names
Dashboard Item Name - represents the static text within a dashboard item's
caption.
Data Item Container Name - represents the name of the data item container. To
learn more about data item containers, see the Data Sections topic for the
corresponding dashboard item.
You can change default names using the Edit Names dialog. To invoke this dialog,
right-click the item when designing the dashboard, and click the Edit
Names... menu item.
Interactivity
Drill-Down Level - shows the current detail level of data displayed in a dashboard
Information
item.
Command
Export to button - allows you to print or export a dashboard item. To learn how to
Buttons
print individual dashboard items, see Print the project list.
Values button - invokes a drop-down menu that allows you to switch between
provided values (in the pie, card, gauge and maps dashboard items). To learn more,
see the Data Sections topic in the Providing Data section for the corresponding
dashboard item.
Clear Master Filter button - allows you to reset filtering when a dashboard item acts
as the Master Filter. To learn more, see the Master Filtering topic in
the Interactivity section for the corresponding dashboard item.
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Drill Up button - allows you to return to the previous detail level when the drill-down
capability is enabled for this item. To learn more, see the Drill-Down topic in
the Interactivity section for the corresponding dashboard item.
Work packages view
Topics
Manage the work package view
Set up the work package refresh interval
Manage the work package view
Clarify tasks and responsibilities with work packages. Assigned team members know exactly what to do,
and when to do it.
Create, assign and organize team tasks in work packages without having to create a timed project plan.
InLoox PM prvides you with the view over all projects.
For more information see Work packages.
Article content
Work with the work package view
Features in the work package list
Work package side panel
Work with the work package view
1. To open the work package view, do one of the following.
Click InLoox PM tab on the Outlook Ribbon and then Work Packages.
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In Outlook 2007 the work package list is automatically displayed, if you are added as
resource to the work package click.
Click Work Packages in the tree structure on the left under Projects.
2. Do one or more of the following:
Open an associated project Choose one work package from the list and click Open Project,
in the InLoox PM group.
Display work package details Choose one work package from the list and click Open
Details, in the Actions group.
Mark work package as complete Choose one work package from the list and
click Mark Complete, in the Actions group.
Synchronize with Outlook elements Choose one work package from the list and
click Synchronize. Choose from the drop-down list With Outlook-Calendar or With OutlookTask.
Book a time tracking entry to a project Choose one work package from the list and
click Add Time Tracking Entry, in the Actions group.
Change work package view Choose from the following in the Display group:
o
My Displays personal work package.
o
My teams (project manager's view) Displays work packages of all members of
projects of which you are a manager.
o
All (project manager's view) Displays work packages of all members of projects of
which you are not a manager.
Display the done work packages Click Include Complete in the Display group to see all
work packages that marked as complete.
Print a work package view Click Print,
Print in the Current View group, to start the quick
print feature of the archive view.
Refresh Via the Refresh button, in the Current View group, all changes will be updated and
the view reloaded.
Filter the needed information Click Filter,
Filter in the Current View group.
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Features in the work package list
The following feature can be found in the work package list:
•
Open a work package Double-click on an entry in the list. In the Work Package Detailsdialog
Details
box
you can open an associated project and see the following details:
Project name and number
Planning element
o
Element Name,
Name Start and End of the work package
o
Description
Work package
o
Resource
o
Work amount in hours
o
State (completed or open). The planning item will be immediately marked with the
check mark in the planning, if you will activate the this work package is
completed control box.
Features in the context menu
The context menu provides you with almost all basic features that are also on the InLoox PM Ribbon,
such as Open Details..., Open Project, Open Associated Project,Work Package
Completed, Synchronize. It has also such features as Reload and Show Filter. Right-click in the list to
open the context menu.
•
Choose Fields This feature sorts and organizes the projects by important data.
On the Choose Fields dialog box click one field, e.g. Customer,
Customer and drag it into the column
headers.
Reset the fields per Drag&Drop into the dialog box.
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•
Group work packages For the best overview you can group the work packages. Do the following:
Group by one of the column header by clicking on it and dropping to the group field above
the columns.
Click on column header and drop it to the column headers of the list to resert the grouping.
Work package side panel
You have always an overview of all work packages with the Work package side panel no matter from
wich Outlook folder you works.
This way you can open the Work package side panel.
Click InLoox PM tab on the Outlook Ribbon and then Show Work Package List in the Extras group.
In Outlook 2007 the work package list is automatically displayed, if you are added as resource to
the work package click.
You can find the following features on the side panel:
•
A click on the empty space in the work package list invokes the Ribbon menu.
•
A double-click on the entry from the list invokes the Work Package Details dialog box.
•
The description of all these features from the Ribbon van be found in the upper section.
The description the Work Package Details dialog box can be also found in this section.
Group work packages For the best overview you can group the work packages. Do the following:
Group by one of the column header by clicking on it and dropping to the group field above
the columns.
•
Click on column header and drop it to the column headers of the list to reset the grouping.
Search work packages Use the Search feature above the work package list.
Use the filter feature to quickly reach the needed data from each column. For more information,
see see Search and find projects.
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Set up the work package refresh interval
With InLoox PM you can set manually the refresh interval for work packages in the work package list.
A modification can only be done by an InLoox PM user with administrator permissions.
1. Open the InLoox PM Options dialog box.
2. Under General options, click More options. On the right side there is the More options area.
3. Set up the interval, which is shown in minutes.
4. Click OK or Apply.
The data will be saved in the data base and is valid for all InLoox PM users.
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Resources
Topics
Work with resources
Change the colour scheme of the resources
Work with the workload diagram
Work with resources
Manage the resource capability and work load more efficiently with the visual resources overview. It
integrates both project work packages from InLoox PM and appointments from the Microsoft Exchange
free/busy service. This way, you always have an instant and complete overview of all project resources –
be it team members, rooms, or tools.
1. To open the resource overview, do one of the following:
On the InLoox PM tab, in the Views group, click Resources.
Resources
Click Projects at the bottom of the screen and then click Resources in the tree structure on
the left.
The resource overview loads all resources system-wide with added work packages. The
overview is structured according to the divisions and the resources are displayed according to
this structure.
To learn how to add the resources to the divisions, see Adjust the division structure.
In Outlook 2007 click Extras in the InLoox PM Toolbar and choose Resources from the
list.
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2. On the Start tab, perform one or more of the following actions:
Show work package details Select one work package from the structure and click Open
Work Package in the Actions group.
It invokes the Work Package Details dialog box. For more information on how to work
with the dialog box, see Manage the work package view.
Assign another resource to the work package Select one work package from the
structure and click Reassign in the Actions group.
Define the time frames On the Start tab, in the Current view group, click Date Range.
Range
Choose from the drop-down list between Today,
Year.
Today Week,
Week Month andYear
Year You can also enter
your own data by clicking Custom.
Custom
All resources that are not occupied during the defined period are hidden. Use the
button Add resources to always display resources with whom you work often, regardless of the
date settings.
Enlarge or reduce the resources On the Start tab, in the Current view group, click Zoom
In or Zoom Out to change the zoom level of the view. The available values are:
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o
Years
o
Quarters
o
Months
o
Weeks
o
Days
o
Hours
Print resources On the Start tab, in the Current view group, click Print Overview or Load
Chart to start the quick print feature of the resources.
Refresh Use the Refresh button to update all changes and reload the view. This button can
be found on the Start tab in the Current view group.
Show exchange calendar On the Start tab, in the Display group, click Exchange
Calendar.
Calendar This option displays or hides the information of the Free/Busy feature of Microsoft
Exchange Server.
InLoox PM takes account of the Exchange Server calendar information when calculating the
workload, if this option is activated.
Show workload labels On the Start tab, in the Display group, click Workload.
Workload This option
displays the work load in percent in the time bars.
Show completed activities On the Start tab, in the Display group, click Include Complete.
Complete
All activities with the status "done" will be displayed, if this option is activated.
Display the side panel for divisions and teams By clicking the button Divisions and
Teams,
Teams in the Display group, you can display or hide the side panel.
Add a resource To include another resource into the analysis it is necessary to add it.
o
On the Start tab, in the Display group, click Divisions and Teams in
the Resources group, click Add Resource.
Resource
o
On the side panel you can choose between divisions and team and drag the needed
resource.
o
Via Drag& Drop you can also remove the selected division and team back to the
side panel.
o
Show and hide resources in the utilization overview by clicking Planning symbol
.
Information from the free/busy-feature of Microsoft Exchange Server cannot be opened:
at any time for any time period for external resources.
in the offline mode for internal resources.
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Context menu of the resources
The context menu provides you with almost all basic features that can also be found on the InLoox PM
Ribbon, namely Add Resources, Delete Resources, Reset View,Show Exchange Calendar, Show
Workload Labels and Show Completed Activities. It also provides features of the workload diagram,
like Expand and Collapse All Groups, Show Details. Right-click in the resource list or the workload
chart to open the context menu.
Change the colour scheme of the resources
Any user can individually change the colors used in the resource overview.
1. Open the dialog box InLoox PM Options.
2. Click Planning in the navigation pane and then click Planning details. Below you find the Color
Management area.
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3. Choose between Default Colors or Custom Colors.
4. If you choose Custom Colors you can freely define the colors of Allocated, Over
Allocated or Over Allocated Max.
5. Click OK or Apply to apply the colors to the resources.
Work with the workload diagram
The load chart provides a central overview of the allocation of all relevant resources that is always up-todate.
To open the resource overview, do one of the following:
•
Click the InLoox PM tab,
tab then click in the InLoox PM Ribbon,
Ribbon in the Views group, Resources.
Resources
•
Click Projects at the bottom of the screen and then click Resources in the tree structure on the left.
In this case, the Resource Overview loads resources system-wide.
In Outlook 2007, click Extras in the InLoox PM Toolbar and choose Resource Overview from
the list.
You can adjust the utilization view and add any resources from the Divisions and Teams side panel.
1. In the View group, click Divisions and Teams to invokes this side panel.
2. Select a division or a team and drag it into the utilization view.
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3. In the view the group utilization is now displayed.
4. Via Drag& Drop you can also remove the selected division or team back to the side panel.
5. Show and hide resources in the utilization overview by clicking Planning symbol
.
The following features are available:
•
The view always filters the resources and workloads by the time period specified by Select time
period.
•
•
Duration and degree of the workload are shown by the bars in the upper right part:
Yellow bar (workload 1% - 100%)
Red bar (workload 101% - 149%)
Dark red bar (workload over 150%)
The example shows the overloading of the resource "Ella Macgregory", which results from the
occupation in two activities. If appointments are on record in the Outlook calendar of an Exchange
resource, the resource counts as fully loaded (100%) in the given time period. To hide the calendar
deactivate the option Display Exchange calendar.
calendar
•
Today's date is shown by a vertical yellow day line.
•
A click on the arrow left from the element displays the workload details. These include the work
packages and activities to which the resource is assigned and.
•
A double-click on an element opens a Details dialog box.
•
A click on an element displays a graphical overview of the workload data within the defined period.
•
The details will be displayed, if the cursor is moved over a bar:
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•
The percentage indicates the workload of the resource. The time period and duration display the
length of the workload.
•
A yellow field indicates that a resource is occupied, but not over allocated in the specified time
period.
•
A shaded yellow field indicates that a resource is over allocated in the specified time period.
You can edit several entries in the load chart at the same time by clicking the respective entries while
holding down the CTRL key. Then right-click to open the context menu and perform the required action.
Time tracking view
Topics
Adjust the time tracking view
Create a reminder
Record personal time efforts with the stop watch
Adjust the time tracking view
The time tracking enables you to create time tracking entries without opening a project and provides you
with the overview of the time tracking entries from all current projects.
Article content
Work with the time tracking view
Features of the time tracking list
Work with the time tracking view
1. To open the time tracking view, do one of the following:
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1. Click the InLoox PM tab on the Outlook Ribbon and then Time Tracking.
Tracking
In Outlook 2007, click InLoox Folder in the InLoox PM Toolbar and then Time
Tracking in the InLoox PM project list.
2. Click Time Tracking in the tree structure on the left, under Projects.
Projects
2. On the Start tab, perform one or more of the following actions:
Open a project Choose an entry from the time tracking list and click Open Project in
the InLoox PM group.
Create a new entry In the New group, click New Entry.
Entry In the Add to Project dialog box,
choose a project from the list and click OK.
OK In the New Entry dialog box, fill out the fields.
Edit an entry Choose an entry from the time tracking list and click Edit in the Actions group.
In the Edit Item dialog box make the changes you want.
Create Reminder Choose an entry from the time tracking list and click Create Reminder in
the Actions group.
Print the time tracking view Click Print to start the quick print feature of the time tracking
view.
Search for the entries by using a filter
f ilter In the Current View group, click Filter.
Filter
Refresh All changes will be updated and the view reloaded via the Refresh button in
the Current View group.
Issue a report Optionally, you can also issue a report on this view by clicking Reports in
the Reports
Reports group.
Record work times In the Extras group, click Stopwatch.
Stopwatch
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Features of the time tracking list
The following features can be found in the time tracking list:
•
Open an entry Double-click on one item in the time tracking list or right-click on the item to open
the context menu and choose Open from the list.
•
Group the time tracking list Draw the column name into the area above the list.
Features in the context menu
The context menu provides you with almost all basic features that can also be found on the InLoox PM
Ribbon, such as New Entry.., Edit, Create Reminder, Open Associated Project, Refresh , Show
Filter. It has also provides the features Expand and Collapse All Groups and Switch to Project list.
Right-click in the time tracking list to open the context menu.
•
Choose Fields This feature sorts and organizes the entries by selected data.
On the Choose Fields dialog box, click one field, e.g. Customer,
Customer and drag it into the column
headers.
Reset the fields via Drag and Drop back into the dialog box.
Create a reminder
You can create a reminder for each time tracking entry, e.g. call again.
1. Click the InLoox PM tab on the Outlook Ribbon, then click Time Tracking.
In Outlook 2007, click InLoox PM Folder in the InLoox PM Toolbar and then Timeline in
the InLoox PM project list.
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2. Choose an entry from the Time Tracking list.
3. In the Start tab, in the Actions group, click Create Reminder.
In Outlook 2007, click Create Reminder in the InLoox PM project list.
4. In the New Reminder dialog box, perform the following actions:
1. In the Date and duration area, choose from the Remind me drop-down list an option.
2. In the Date/Time box, choose the date and time for the reminder.
3. Optionally, you can send a reminder to other persons:
1
Activate the Also remind check box.
2
Click
3
Click OK.
OK
and choose from the Select Contact dialog box a name.
4. In the Details area, type additional notes.
5. Click OK.
OK
Now, you can see the new reminder in your Outlook calendar at the time you have entered.
Record personal time efforts with the stop watch
Record your personal working times up-to-the minute with the InLoox PM stop watch. Afterwards, you
can book the recorded working time to a project. This facilitates the consistent and complete
documentation of activities for purposes such as billing.
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1. Click the InLoox PM tab on the Outlook Ribbon and then Stop Watch in the Extras group.
2. Now, the stop watch box is displayed at the bottom.
3. Perform the following actions in this dialog box:
Click Start to start recording.
You can pause the time tracking by clicking Pause.
Pause
You can reset the stop watch by clicking Reset.
Reset
4. Click Add to Project..., if you have finished time tracking.
5. On the dialog box Add to Project perform the following actions:
1. In the project list, choose a project, to which you want to add the time tracking entry.
o
Use the analitycal filter to display only projects that meet the defined criterion. For
more information, see Search and find projects, in the Use filters section.
o
Use the filter feature to quickly reach the needed data from each column. For more
information, see Search and filter in a project.
o
Use the command Recent projects.
projects The drop-down list displays projects you
opened recently, organized by numbers.
o
Click Clear selection,
selection if you want to change the choice.
2. Click OK.
OK
Fill in the New Item dialog box with the required information.
For more information see Create and edit a time tracking entry.
The context menu contains several commands to adjust the project list view. Right-click in the
project list to open the context menu.
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Timeline
Work with timeline
This feature allows you to trace all changes made to the project. Every change, made by a member of
the project team, is recorded in the timeline, when the project is saved. It provides you with the
information about all changes with project name, time and description, with the hyperlink for the
attached documents, etc. The timeline helps you to stay up-to-date, special when several participants
work with the same project.
To open the timeline view, do one of the following:
•
Click InLoox PM tab on the Outlook Ribbon and then Timeline,
Timeline in the Views group.
•
Click Projects at the bottom of the screen and then click Timeline in the tree structure on the left.
In Outlook 2007, click InLoox PM Folder in the InLoox PM Toolbar and then Timeline in the
InLoox PM project list.
Now you can see the recorded changes to the projects as a single entry.
•
Click project name to open it.
•
Tha contacts are marked in blue. Click it to open.
•
The added documents are marked in pink. Click the hyperlink to open them.
•
The following information from the Manage project page are marked in green: project name and
number, division, customer, category, status, schedule (start and end).
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•
The saved comments are marked in red. Click it to view.
•
You can also delete any entry by clicking the cross symbol.
The following features are available in this view:
•
Display changes of your project In the Display group, click Only my projects.
•
Show the old changes In the Display group, click Older entries.
•
Define the time period In the Display group, click By Date. Choose from the drop-down list
between Today, Yesterday and Day before yesterday. You can also enter your own data by
selecting Custom start date.
Click Refresh to update the change history.
InLoox PM contacts
Topics
Activate the contact management
Add a contact
Authorize InLoox PM contacts
Add, manage or delete an address book
Adjust the contact view
Activate the contact management
Due to the contact management, InLoox PM can be used with full functionality without Microsoft Exchange
Server and can, also, be combined with alternative groupware servers. Administrators can activate or deactivate
the InLoox PM contact manager in the InLoox PM options, according to their individual requirements.
You need administrator permissions to activate the contact management in the InLoox PM
options. The InLoox PM contact management is only available in InLoox PM multi-user versions (InLoox PM
Workgroup Server and InLoox PM Enterprise Server).
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1. Open the InLoox PM Options dialog box.
2. In this dialog box, click Contacts. On the right side, there is the Contact management area:
3. Activate the Enable InLoox PM contacts check box.
4. Click OK or Apply.
5. Restart your Outlook.
Now, you can see the Contact button on the InLoox PM Ribbon, in the InLoox PM tab, in the
View group.
Add a contact
The InLoox PM contact manager gives users the possibility to create an “InLoox PM contact” for each
project member, even if they are not available as Outlook or Exchange contacts. You can save the
InLoox PM contacts and edit the information about people and organizations you communicate with.
The procedure of creating and editing is the same.
1. On the Outlook Ribbon, click the InLoox PM tab.
2. On the InLoox Ribbon, in the Views group, click Contacts.
In Outlook 2007, click InLoox PM Folder in the InLoox PM Toolbar and then Contacts in
the InLoox PM project list.
3. On the Start tab, in the New group, click New Contact.
In Outlook 2007, click New Contact in the InLoox PM project list.
4. To assign a new contact to the address book choose first an address book from the drop-down
list Address Book, then click New Contact.
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5. In the New Contact dialog box perform one of the following actions:
1. In the General area enter the general information to the contact such as Title,
Title First
name,
name Name,
Name etc.
2. Add a picture to a contact:
1
On the Contact tab, in the Actions group, click Picture,
Picture add then click Add Picture.
Picture
2
Browse to find the picture and double-click on it.
Use also the space for the picture next to the General area.
3. In the Internet and Phone area, enter the following
information: Email,
Email Website,
Website Phone,
Phone Fax,
Fax Pager.
Pager
For multiple phone numbers, use the fields Phone 2 and Mobile.
Mobile
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4. In the Address area, type the business address information of this contact in the respective
fields.
5. Optionally, you can add a birthday reminder in the Additional area.
6. Type a note in the Note area, if you want.
InLoox PM provides you with a range of formatting features. For the detailed
description, see Create and change comments in the Customize comments section.
6. As soon as you have entered all information perform one of the following actions:
Create more contacts On the Contact
Contact tab, in the Actions group, click New contact.
Finish entering new contacts In the Actions group, click Save and close.
close
Send an email notification to the contact In the Actions group, click Email notification.
notification
You will find these commands as well as the command Save on the File tab.
7. On the Contact tab, in the Permissions group you can allow this contact to log in, and assign
the basic permissions.
For more information on how to create an account, see Create an InLoox PM account.
•
The contact management must be activated in the InLoox PM options in order to create new
contacts. For more information see Activate the contact management.
•
The Contact dialog box for already saved contacts also contains the Projects, assigned with this
contact area. There, you see all projects to which this contact is assigned. The standard grouping is
set according to the project roles.
Authorize InLoox PM contact
InLoox PM enables project managers to provide InLoox PM contacts with the necessary authorizations.
The InLoox PM contact can be, for example, allocated as a resource in a project and be notified of
upcoming project tasks.
1. Activate the contact management in the InLoox PM options.
2. Now, you can add new InLoox PM contacts.
3. Create a new InLoox PM account in the InLoox PM options.
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4.
Set user-based permissions for the created InLoox PM contact.
Optionally, you can set the permissions in the project, on the management page.
1. Open an existing project or create a new one.
2. On the Management page, in the In charge area add team members for the project. Choose a
contact from the InLoox PM address book.
3. Click Save and Close.
With role-based permissions, the InLoox PM contacts get access to those projects, where they
are involved as team members.
Add, manage or delete an address book
You can add or manage the InLoox address books in the Contacts view. The InLoox address book is a
collection of address books or address lists, created from your InLoox PM contacts.
1. On the Outlook Ribbon, click the InLoox tab.
2. On the InLoox Ribbon, in the Views group, click Contacts.
In Outlook 2007, click InLoox Folder in the InLoox Toolbar and then Contacts in the
InLoox PM project list.
3. On the Start tab, in the New group, click Address book.
In Outlook 2007, click Address book in the InLoox PM project list.
4. Choose Manage Address Books... from the drop-down list.
5. In the Address Books dialog box perform one of the following actions:
Create a new address book Click New.
New In the Create Address Book dialog box, type a
name in the Address Book Name area.
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Activate the Visible for all users check box, if you want to share this address book with the
other users. Click OK.
OK
Edit an existing address book Choose an address book from the list and click Modify.
Modify The
further procedure is the same as in the point above.
Remove an existing address book Choose one address book from the list and
click Delete.
Delete
6. Click OK.
Now, you can see all changes in the drop-down list Address book.
The new address book is also saved in the tree structure on the left part of the window,
under Contacts.
Adjust the contact view
The contact view displays all existing address books and their contacts. It also provides with different
features to comfortably manage contacts and address books.
Article content
Work with the contact list
Features in the contact list
Work with the contact list
1. On the Outlook Ribbon, click the InLoox PM tab.
2. On the InLoox PM Ribbon, in the Views group, click Contacts.
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In Outlook 2007, click InLoox PM Folder in the InLoox PM Toolbar and then Contacts in
the InLoox PM project list.
3. Do one of the following:
Create a new contact In the New group, click New Contact.
Edit a contact Choose a contact from the list and click Edit in the Actions group.
Delete a contact Remove one contact by clicking Delete in the Delete group.
Filter the contact information Click Filter in the Current View group.
To learn how to work with the filter, see Search and find projects, the Use filters section.
Print the contact list In the Current View group, click Print to start the quick print feature of
the contact list.
Refresh By clicking the Refresh button in the Current View group, all changes are updated
and the view is reloaded.
Create a new address book and manage it In the Contact group, click Address book and
choose from the drop-down list Manage Address Book.
Features in the contact list
The following features can be found in the contact list:
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•
Open a contact Double-click on one item in the list, e.g. to edit it.
•
Search the contacts The search bar permits to find quickly any contact.
Features in the context menu
The context menu provides you with almost all basic features that can also be found on the InLoox PM
Ribbon, such as New contact, Edit..., Delete and Refresh. It also provides features such as Switch to
Project List and Show Filter. Right-click in the list to open the context menu.
Keyboard shortcut
•
F2 Refresh the project list.
•
CTRG+P Print the project list.
Reports
Topics
Create a report
Filter report data
Manage the saved reports
Manage the report templates
Work with the report designer
Types of report templates
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Create a report
At the push of a button, the highly flexible report designer issues reports such as project summaries,
budget lists, expense reports and plan/actual comparisons in a variety of file formats like Microsoft
Excel, Microsoft Word, HTML, PDF and many more.
1. Click Projects on the Outlook Ribbon to switch to the InLoox PM project overview.
In Outlook 2007 click InLoox PM Folder in the InLoox PM Toolbar.
2. Choose one or more project in the project list.
3. On the InLoox PM tab, in the Reports group, click Reports and choose from the dropdown Create Report.
In Outlook 2007 click Reports in the InLoox PM Toolbar.
4. In the New Report dialog box, in the Selection area choose All project, or Selected projects,
or Projectts matching.
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5. Optionally you can filter the report data in this dialog box.
For more information see Filter the report data.
6. In the Template area select InLoox PM templates from the drop-down list.
7. Optionally you can save a report for quick access.
For more information see Manage the saved reports.
8. Click Create report after you have made all changes you want.
9. In the Print Options dialog box choose the settings you want:
In the Print Target area, in the Direct to... file choose in the drop-down list the output
format, e.g. PDF, Excel or Word.
In the Options area specify individual pages or sets of pages to be printed.
Click Start.
Start
Filter report data
Report designer issues reports of any level of detail, e.g. by single activities, whole projects or for the
whole company. Consolidation, aggregating and filtering are available for detailed reports and only for
authorized users.
The filtering process for the saved reporst is the same as for the new reports.
1. Click Projectlist on the Outlook Ribbon to switch to the InLoox PM project overview.
In Outlook 2007 click InLoox PM Folder in the InLoox PM Toolbar.
2. Choose one or more project in the project list.
3. In the InLoox PM tab, in the Reports group, click Reports and choose from the dropdown Create Report.
In Outlook 2007 click Reports in the InLoox PM Toolbar.
4. In the New Report dialog box do one or more of the following:
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Filter the report data in the Report tab
o
In the Selection area choose between All projects,
projects Selected projects or Projects
matching.
matching For the last option you can define the filter criterion such
asNumber
Number,
Number Name or Customer that the selected project contains.
o
Activate the Include project
project requests box to add the project requests to the report.
o
In the Template area choose a template from the drop-down list.
Filter the report data in the Work Packages tab
o
Choose All work packages to include the complete list.
o
Choose Time Work packages matching to filter between Date,
Date Performed
by and Group.
Group
o
Define the billable status for the report.
Filter the report data in the Planning tab
o
Choose All planning items to include the complete list of planning elements.
o
Choose Planning items matching to define, which planning
items, summaries,
summaries activities or milestones,
milestones will be included into the report. You can
specify their combination by selecting the corresponding check box.
o
Optionally you can choose the time interval by selecting Date between and by
choosing the date.
Filter the report data in the Time Tracking tab
o
Choose All entries to include the complete list of time tracking entries.
o
Choose Time tracking entries matching to filter between Date,
Date Performed
by and Group.
Group You can specify their combination by selecting the corresponding
check box.
o
Define the billable status for the report.
Filter the report data in the Budgets tab
o
Choose All Budgets to include the complete list of budgets and budget position.
o
Choose Budgets matching to filter between Expenses (actual (time tracking), actual
(other), revenues (plan), expenses (plan), revenues (plan)), Date and Status. You can
specify their combination by selecting the corresponding check box.
o
In the Show positions area selected the positions you want (A
A lready billed,
billed Not
billed,
billable
billed Billable and Not billable)
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5. Click Create report after you made all changes you want.
For more information on how to create a report, see Create a report.
Manage the saved reports
You can save the reports with the predefined filter data for quick report issue.
Do the following to save a report:
1. Click Projects on the Outlook Ribbon to switch to the InLoox PM project list.
In Outlook 2007 click InLoox PM Folder in the InLoox PM Toolbar.
2. Choose one or more project in the project list.
3. On the InLoox tab, in the Reports group, click Reports and choose from the drop-down Save
Report.
In Outlook 2007 click Reports in the InLoox PM Toolbar.
4. In the Saved Reports dialog box do the following:
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Save a new report by clicking New.
New
o
In the New Report dialog box type a name.
o
Activate the Visible for all users box, if you want to share this view with other
authorized users.
o
Filter the report data as you want and click Save Report.
Report The saved report is now
displayed in the Report List,
List in the Saved Reports dialog box.
Change the saved report. Choose one from the Report List and click Edit.
Edit In
the Report dialog box filter the report data as you want and click Save Report.
Report
Remove the saved report from the Report List by clicking Delete.
Delete
5. Click Save to save the changes.
Manage the report templates
You can customize the report templates as you want in the InLoox PM options. InLoox PM provides you
with such different templates like schedule, budget overview, plan-actual comparison, cross-projects
time sheets, memos, status report, cover letter, billing and offer templates. From the first moment you
have the right tool for your project daily routine.
A user requires read access and permission for using report templates to export the project
data. For more information on how to assign permissions and the lis of available permissions, see Setup
permissions and List of permissions.
1. Open the dialog box InLoox PM Options.
2. Under Reports click Templates. On the right side you will see the Reports area:
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3. Do one or more of the following:
Create a new template by clicking New.
New
o
In the Report dialog box, in the Name of the report field, type a name.
o
Define also for which project page this report template will be created. Select the
corresponding check box in the Show as quickreport in area. ClickOK
OK.
OK
Change the existing template. Choose one from the list and click Edit.
Edit In the Report dialog
box make the changes you want as it is described in the first point.
Change the template content by clicking Design.
Design In the InLoox PM Report Design dialog
box make the changes you want.
For some information on how to work with the report designer, see Work with the report
designer. For the hole information see the included help in theReport
Report Designer dialog box.
Remove the existing template from the list by clicking Delete.
Delete
Save a template in your local documents. Choose one template from the list and
click Export.
Export
Load e template from your local data, which you have received from other users.
Click Import and choose a template in the Open Report Template dialog box, and then
click Open.
Open
Click Download to download the report templates from our website.
4. Click OK or Apply to save the changes in InLoox PM.
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Work with the report designer
Customize the template content for report in the InLoox PM report designer that is available in the InLoox
PM options.
Please note that this chapter describes only the first steps for the report designer. The
complete help document you will find in the InLoox PM Report Designer dialog box.
1. Open the dialog box InLoox PM Options.
2. Under Reports click Templates. On the right side you will see the Reports area:
3. In the Reports area choose one template, e.g. Time tracking, from the list, which you want to
change, and click Design.
4. The following gives an example of how to add an additional data column to the Time
tracking report in the InLoox PM Report Designer dialog box.
1. In the InLoox PM Report Designer dialog box click Report Structure.
2. In the Report Structure area above double-click Table: Projects.Time Tracking.
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3. In the Table Contents dialog box, in the Data Line tab choose one line and click
.
4. In the Edit Table dialog box, in the Data and Functions tab, in the tree structure click Fields,
then Projects and afterwards Time Tracking.
5. Under Time Tracking choose the ChangedBy field, and click Insert and then OK.
The added field is displayed in the right side of the Table Contents dialog box in
the (Contents) field.
6. In the Edit Table dialog box, in the Header Line tab, click
and choose Text from the drop-
down list.
7. In the Edit Table dialog box, in the Data and Functions tab enter into the lower text field the
text (including quotation marks): "Changed by".
8. Click OK.
9. Click again OK.
10. In the InLoox PM Report Designer dialog box click File and then Save.
11. Click again File and then Close.
5. Click OK or Apply to save the changes in the InLoox System.
Types of report templates
InLoox PM provides you with different types of report templates.
The description of each template is available in this table.
Report
template
Application in InLoox PM
Project kick-off
Correspondence at start of project.
Letter
Correspondence concerning the project.
Project status
Outlook email with current project status.
Meeting
Meeting organization document.
Memo
Memorandum.
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Report
template
Application in InLoox PM
Planning
For exporting planning items from the planning page or across all projects in the
overview
InLoox PM project list.
Document list
For exporting documents from the document page.
Time tracking
For exporting time tracking entries from the time tracking page across all projects
in the InLoox PM project list.
Budget overview
For exporting data from the budget page or across all projects in the InLoox PM
project list.
Expenses /
For exporting budgets of type expenses and revenues from the budget page or
revenues
across all projects in the InLoox PM project list.
Turnover list
For exporting turnover lists from selected projects in the InLoox PM project list.
Project
Correspondence at end of project.
completion
Interaction between InLoox PM and Outlook elements
Topics
Quick access panels for tasks and calendar
Quick access panel for contacts
Quick access panel for E-mails
Customize email templates
Add Outlook elements to InLoox PM
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Quick access panels for tasks and calendar
InLoox PM enables you to link Outlook tasks and appointments - by using quick access panels. InLoox
PM synchronizes all information automatically.
Calendar items can be connected with planing elements in the InLoox PM project planning. You don't
even have to open a project to gain real-time information about the respective project. Project planning
changes, e.g. appointment changes, are automatically synchronized.
Article content
Synchronize with the task list / the calendar out of the project
Synchronize with the task list / the calendar out of the InLoox PM workpackage view or pane
InLoox PM items in the Outlook task list / the Outlook calendar
Synchronize with the task list / the calendar out of the project
Please follow these steps to synchronize the Outlook task list or the Outlook calendar out of a project:
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1. Open the respective project by clicking Projects in the Outlook Ribbon. Now select the
respective project from the project list and open it by double-clicking it.
In Outlook 2007, click the InLoox PM Folder in the InLoox PM Toolbar. Then doubleclick the respective project in the project list.
2. In the project, on the Start tab, in the Section group, click Planning.
3. Click the planning element that is supposed to be synchronized.
4. On the Edit tab, in the Actions group, click Synchronize (With Outlook Task, With Outlook
Calendar).
A new Outlook element will be created in the Outlook task list or the Outlook calendar.
Synchronize with the task list / the calendar out of the InLoox PM workpackage view or
pane
1. This is how you can synchronize your Outlook task list or your Outlook calendar directly out of
the InLoox PM workpackage view or pane:
Click the InLoox PM tab and then Work Packages in the Views group.
In Outlook 2007, the workpackage list is displayed automatically in the Outlook
calendar and task list, as soon as you have been added as a resource to the respective
workpackage.
Click the InLoox PM tab and then Work Package Pane in the Extras group.
2. Select the workpackage from the list that is supposed to be synchronized.
3. Select Synchronize (With Outlook Task, With Outlook Calendar) in the Actions group.
A new Outlook element will be created in the Outlook task list or the Outlook calendar.
InLoox PM items in the Outlook task list / the Outlook calendar
The respective Outlook item now is synchronized with the InLoox PM planning. On the right side next to
the project, you will find this InLoox PM information:
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Element
Description
This Outlook element is linked
Activate this check box if you want to keep the start and end date of
to an InLoox PM planning
this Outlook element synchronized with the start and end date of the
element
InLoox PM planning element.
Project name
Name of related project.
Number
Number of related project.
Item name
Name of the InLoox PM planning element.
Start
Start of the InLoox PM planning element.
End
End of the InLoox PM planning element.
Description
Description of the InLoox PM planning element.
Resource
A team member that is assigned to this work package.
Work amount (h)
Workload of the resource.
Status
Shows you, whether the particular resource has completed his/her
task.
•
Start and end date that have been changed from synchronized Outlook elements will be overwritten
if the project plan is changed.
•
The user no longer has to move a synchronized Outlook element.
Quick access panel for contacts
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In InLoox PM, you can link Outlook contacts with the respective projects. So, you can see in the Outlook
address book the role assumed by a certain contact - whether he or she is a project director, team
member, customer or partner.
This is how you can use the quick access panel for contacts:
1. Open a contact
from your Outlook contact list.
from InLoox PM contact list. To open it click first InLoox PM tab, then Contacts, in the Views
group.
2. Now you see a list of all projects this contact is assigned to.
The standard grouping depends on the contact's role in the project.
For a detailed description of the InLoox PM items on the quick access panel, see Quick access
panels for tasks and calendar, in the InLoox PM items in the Outlook task list / the Outlook calendar
section.
Quick access panel for E-mails
InLoox PM provides you with rapid and comfortable assignment of e-mails to the project document
storage. If you have already added the e-mail, you see its link.
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Please follow these steps to record existing and new emails.
1. Open an email from your personal Outlook inbox (or any other folder) by double-clicking it.
2. Select a project from the quick access panel on the right side next to the email.
Use the filter to search for the project. For more information, see Search and find projects, in
the Use filters section.
Use the Recent projects button. The drop-down list displays projects you opened recently
organized by numbers.
Use the Search projects field to find the needed project information and click the ENTEr
button.
Use the filter feature to quickly reach the needed data from each column. For more
information, see Search and filter in a project.
Click Clear selection
, if you want to remove the selection.
3. In the Add Document to Project area you can choose from the following actions:
Activate the Create new time tracking entry check box in order to add a new time tracking
entry to the project. Time tracking entries are the records of time spent for a project, e.g. for
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work carried out.
By clicking OK,
OK the New Item dialog box will be displayed. Fill out this dialog box with
the required information. For more information, see Create and edit a time tracking item.
Activate the Add to document store control box. With this option, you can assign any email
attachments (files) to a project.
1
In the Operation drop-down list, choose between Item including
attachments,
attachments Item without attachments,
attachments Only attachments and Item and
attachments
attachments separately.
separately
For more information about management methods, see Add Outlook elements
to InLoox PM, in the Management methods area.
2
In the Subfolder drop-down list, choose a subfolder. You can also create a new one
by clicking New....
New...
1. In the Create a New Subfolder dialog box select the directory in which you
want to create a new folder.
2. Click Create New Folder and enter a new name.
3. Click OK.
OK
3
In the Status field enter instructions, e.g. complete or awaiting release.
4
Click Links to link the Outlook element with project elements. Click New on the left
to the Links field. In the Assign Document Relation box select between mindmap
nodes, work packages, time tracking items and paning elements. Add and then OK.
OK
InLoox PM displays a document as a paper clip on the page you have chosen. You
can also open the document directly from this page.
4. Click OK.
Customize email templates
With email templates, you can insert pre-defined and project-based information text snippets into a new
email. Email templates can be added or modified in the InLoox PM options.
Article content
Work with E-mail templates
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Manage E-mail templates
Work with E-mail templates
This is how you can use the email template feature in new emails:
1. Open a new email.
2. Select a project in the quick access panel.
3. Select an email template.
4. Add the selected template by clicking Insert.
5. The text template will be added to your email and the project manager of the selected project will
be inserted to the email recipients.
Manage E-mail templates
You can create, rename or delete email templates in the InLoox PM options.
1. Open the dialog box InLoox PM Options.
2. Under Email Templates click Templates. On the right side you will see the Email
templates area.
3. You can choose from the following actions:
Add a new template by clicking New.
New On the New Email Template dialog box, please follow
these steps:
1
Enter a name in the Template Name field.
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2
Define the email field rules such as Recipient,
Recipient CC Recipient,
Recipient BCC
Recipient and Subject.
Subject Click Fields and choose from the drop-down list the field
you want, e.g. <PROJECT_MANAGER_0>.
3
Click OK.
OK
Change the saved template by clicking Edit.
Edit In the Edit Email Template dialog box, you can
make your changes (see the first point).
Customize the template content for a report with the InLoox PM email designer. Choose a
template from the list and click Design.
Design
For instructions on how to work with the InLoox PM report designer, see Work with the
report designer and the help documentation of the designer.
Remove a template permanently from InLoox PM. Choose a template from the list and
click Delete
Delet e.
Load a template from your local data. Click Import and choose a template in the Open Email
Template dialog box, then click Open.
Open
Save a template in your local data if you want to send it to other users. Click Export and
choose a storage location in the Save Email Template dialog box, where you want to save
it. Click Save.
Save
Use the filter feature to quickly reach the needed data from each column. For more
information, see Search and filter in a project.
4. Click OK or Apply to save the changes in InLoox PM.
Add Outlook elements to InLoox PM
Save files, links and Outlook elements with InLoox PM and organize them in the corresponding project
folder
Emails, which include attachments, can be assigned directly to the project. InLoox PM offers a proper
feature, which is always available from any part of Outlook.
•
The following standard elements can be posted directly to an InLoox PM project: emails, contacts,
tasks, journal entries and calendar entries.
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•
Non-standard message types are not supported by InLoox PM.
Article content
Manage an attachment
Management methods
Manage an attachment
1. Choose an Outlook element, e.g. an email from your Outlook inbox.
2. On the Outlook Ribbon, in the Start tab, in the InLoox PM group, click Add to Project.
In Outlook 2007, click Add to Project in the InLoox PM Toolbar.
3. In the Add to Project dialog box do the following:
1. Choose a project from the project list, to which you want to add the element.
o
Use the filter feature to search for the project. Click Filter projects in
the Projects section. For more information, see Search and find projects, in the Use
filters section.
o
Use the Recent projects button. The drop-down list displays projects you opened
recently organized by numbers.
o
Use the Search projects field to find the needed project information and click the
ENTEr button.
o
Use the filter feature to quickly reach the needed data from each column. For more
information, see Search and filter in a project.
o
Click Clear selection
, if you want to change the choice.
2. In the Add Outlook element to project area, do the following:
o
Activate the Create new time tracking entry check box in order to add a new time
tracking entry to the project. Time tracking entries are the records of time spent for a
project, e.g. for work carried out.
By clicking OK,
OK the New Item dialog box will be invoked. Fill out this dialog box
with the required information. For more information, see Create and edit a time
tracking item.
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o
Activate the Add to document store check box. With this option, you can assign
any email attachments (files) to a project.
1. In the Operation drop-down list, choose between Item including
attachments, Item without attachments, Only attachments and Item and
attachments separately.
Below, you find the description of all these operations in
the Management methods area.
2. In the Subfolder drop-down list, choose a subfolder. You can also create a
new one by clicking New....
1. In the Create a New Subfolder dialog box, select the
directory in which you want to create a new folder.
2. Click New Subfolder and enter a name for it.
3. Click OK.
OK
3. In the Status field enter instructions, e.g. complete or awaiting release.
Click Notes on the left from the Subfolder field enter comments and remarks
to the document.
Optionally, you can also format these comments. Use features such as cut,
copy and paste, undo and redo, font, font size, font style (bold, italic,
strikethrough, subscript, superscript and underline), font color, and text
highlighting. You can also select the font size, increase or decrease the size
by one increment, and change the case.
4. Click Links to link the Outlook element with a project element.
Via New... button on the left from the Links field you can create a new link.
In the Assign Document Relation box you can choose between mindmap
nodes, work packages, time tracking entries and planung elements to assign
to. Click Add and then OK.
OK
InLoox PM displays a document as a paper clip on the page you have
chosen. You can also open the document directly from this page.
3. Click OK.
OK
InLoox PM saves the Outlook element as a document on the Documents project page.
The context menu contains several options to adjust the project list view. Right-click in the project
list to open the context menu.
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•
Expand or reduce the project list view Change the view by using Expand All or Collapse All to make
the project list clear.
•
Choose Fields This feature sorts and organizes the project by important data.
On the Choose Fields dialog box, click one field, e.g. Budget critical,
critical and drag it into the
headlines.
Reset the fields via Drag and Drop back into the dialog box.
Management methods
When you insert an Outlook element with attachment into an InLoox PM project, there are various
options to handle a attachment.
Method
Action
Element with
InLoox PM assigns the email and
attachment
the attachment in file form to a
Pros & cons
Email and attachment are stored
together.
project. (Outlook does the same).
The document list shows whether the
element is carrying an attachment but no
details of the attachment, such as name or
type.
Element without
InLoox assigns only the email to
attachment
the project. All attachments will be
removed.
Saves storage space.
Attachments can neither be displayed nor
saved in InLoox PM.
Attachment only
InLoox PM assigns only the
Removes superfluous correspondence.
attachment to the project. The
email is discarded.
Correspondence (including notes) can
neither be read nor saved in InLoox PM.
Element and
InLoox PM assigns the email and
attachment
attachment to the project
can be seen in the document list with name
separately
separately
and type.
Correspondence is kept. Attachments
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Method
Action
Pros & cons
Relationship between correspondence
and attachments is lost.
Customize and configure
Topics
Notifications
Change the language
Generate personalized views
Create custom fields
Customize the InLoox PM language files
Generate and edit groups
Open the InLoox PM options
Open the InLoox PM options in Outlook 2007
Work offline with InLoox PM
Notifications
Themen
Anpassen einer Benachrichtigungsvorlage
Anpassen von Feldern in Benachrichtigungsvorlagen
Anpassen von Typen in Benachrichtigungsvorlagen
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Customize a notification template
Notifications enable the communication of project information. You can send them to those resources,
whom the project planner wants to inform automatically.
InLoox PM provides you with various kinds of notifications for work packages, planning elements,
documents and notes. Resources can receive information via email, task request or InLoox PM reminder.
The notification templates contain predefined text elements which can be changed, deleted or modified.
1. Open the dialog box InLoox PM Options.
2. Below Notifications, clickTemplates. On the right side you see the Notification list area.
3. Choose one of the following options:
Edit the notification text by clicking Design.
Design In the InLoox PM Notification Designer,
Designer you
can make the respective changes.
For more information on how to work with the InLoox PM Notification Designer,
see Designer Help,
Help which you can find there.
Save a template in your local documents. To do this, choose one template from the list and
click Export.
Export
Click Download to download the planning templates from the InLoox website.
Activate one of the following control boxes in the columns Email,
Email Task
request or Appointment
Appointment request.
request This way you define the type of the notification.
Deactivate the template in the line, e.g. Work Package - Done in the certain area. Such
deactivated template cannot be used in the project anymore.
4. Click OK or Apply to save the changes in InLoox PM.
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Customize notification fields
There are proper templates for each notification type. Customize individually each notification template
with different fields. A field is a wild card for project information. Fields can be added or deleted from a
notification template.
Please proceed as follows to add a field:
1. Open the InLoox PM options.
2. Click Notifications and then Templates.
3. On the right sight, you see the Notification list.
4. Select a template type from the list and click the Design button to get to the InLoox PM
Notification Designer.
5. On the right side, you see the list of variables. Click Variables. Now, you see a list of all available
fields.
For more information, please see the Notification Designer Help.
The following fields are available for notifications:
Field name
Description
Contents
DisplayName
Display name
Name of the work packages, planning elements,
documents and project notes.
Description
Description
Multiple-line description of the planning element.
EndDate
End planning
End date of the planning element.
element
Flag
Flag
Flag for the planning element (none, green, yellow, red).
GroupName
Group
Group to which the planning element belongs. The group is
a sort criterion or a project cost center.
An internal price per hour is in file for each group. For
more information on how to customize the internal prices
and the available groups, please see Generate and edit
groups.
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Field name
Description
Contents
IsProjectEndDateFixed
Fixed deadline
Specifies whether the project has a fixed completion
project
deadline.
Linked
Document paths (text-only) of the planning item.
Link
documents
Location
Location
Free text field. States where the planning element is to be
carried out.
PlannerName
Progress
Name of
The name of the project planner, as stored in Outlook, e.g.
planner
Rita Meyer.
% completed
Completion degree of a planning element in percent.
Numeric value between 0 and 100.
ProjectCategory
Project
Category to which the project belongs.
category
ProjectCompany
Project
Free text field of the customer's name in the project.
company
ProjectEnd
Project end
End date of the project.
ProjectName
Projekt Name
Short, free description of the project. The project name can
be used several times.
ProjectNote
Project name
Multiple-line free text for the concise recording and
communication of the significant aspects of the project.
You can create a comment in the Comments area of
the Management page.
ProjectNumber
Project
Unique number to identify the project.
number
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Field name
Description
Contents
For more information on how to customize the format
of this number, please see Adjust the project number.
ProjectPriority
Project
Priority of the project.
priority
ProjectStart
Projekt Start
Start of the respective project.
Projectstate
Project status
Specifies the state of project development
PSPCode
PSP code
PSP code = Work Breakdown Structure code. Free text
field for identification of phases and milestones in large
projects.
ResourceName
ResourceList
Name of
The name of the resource or recipient of the message, as
resource
stored in Outlook, e.g. Max Schiller.
Resources
List of all resources involved in a planning element,
including the email address, e.g.
Max Schiller ([email protected])
Gordon Newman ([email protected]).
StartDate
Start planning
Start date of the planning element.
element
WorkAmount
Work amount
Work amount, which is done by the recipient resource of
the planning element.
Customize notification types
You can notify resources via e-mail, task request or meeting request. There are templates for the
different types of planning elements and events which you can customize.
Please proceed as follows to customize a notification template:
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1. Open the InLoox PM options.
2. Click Planning, Notifications, Templates.
3. On the right sight, you see the Notification list.
4. Select a template type from the list and click the Design button to get to the InLoox PM
Notification Designer.
5. Now, you can modify the selected notification template.
For more information, please see the Notification Designer Help.
Message name
Application
Work package -
InLoox PM generates this message, if a work package is done. This way the
done
project controller can see which resource has done his work.
Work package note
InLoox PM informs about new work package note is added in the Work
- added
Packages project page.
Work package -
InLoox PM informs about new work package that is added on the Work
added
Packages project page, from the mind map and in the planning.
Work package -
InLoox PM generates this message, if a resource is added to a work package.
resource added
Work package -
InLoox PM generates this message, if a work package is changed on the Work
modified
Pakcages project page or directly in the project plan.
Work package -
InLoox PM generates this message, if a resource is removed from a work
resource removed
package .
Work package -
InLoox PM generates this message, if a work package is deleted from the Work
deleted
Packages project page or from the project plan, on thePlanning page.
Work package note
InLoox PM generates this message, if a work package note is deleted from
- deleted
the Work Packages project page.
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Message name
Application
Document - added
InLoox PM generates this message, if a document is added to
a Documents project page.
Document - deleted
InLoox PM generates this message, if a document is deleted from
the Documents project page.
Document -
InLoox PM generates this message, if a document is edited on
modified
the Documents project page.
Activity -
InLoox PM generates this message, if a planning element, which is a
Predecessor done
predecessor, is done in the project planning. This way the project controller
can see the progress of the planning.
Activity - added
InLoox PM informs about new activity that is added to the project planning.
Activity - done
InLoox PM generates this message, if an activity in the project planning is
done. This way the project controller can see the progress of the planning.
Activity - modified
InLoox PM generates this message, if an activity is changed in the the project
plan.
Activity - deleted
InLoox PM generates this message, if an activity is deleted from the project
plan, on the Planning page.
Milestone -
InLoox PM informs about completed milestone predessecor in the project
Predessecor done
planning. This way the project controller can see which resource has done his
work.
Milestone - done
InLoox PM generates this message, if a milestone in the project planning is
done. This way the project controller can see the progress of the planning.
Milestone - added
InLoox PM informs about new milestone that is added to the project planning.
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Message name
Application
Milestone -
InLoox PM generates this message, if a milestone is changed in the project
modified
plan.
Milestone - deleted
InLoox PM generates this message, if a milestone is deleted from the project
plan, on the Planning page.
Project note -
InLoox PM generates this message, if a project note is added to
added
a Management project page.
Project note -
InLoox PM generates this message, if a project note is removed
removed
from Management project page.
Change the language
InLoox PM is a multilingual system. The operating language adjusts automatically to the Region and
Language Options in the Windows Control Panel. The language can be changed manually during
operation of InLoox PM at any time without the need to restart.
Please follow these steps to change the operating language:
Article content
Outlook 2010/2013 View
Outlook 2007 View
Outlook 2010/2013 View
1. Click the File tab.
2. Click InLoox PM.
3. Click Change language.
4. Select a language, e.g. German, English, French, Italian, Spanish or Russian from the list.
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InLoox PM changes the language of all dialog boxes and screens.
Outlook 2007 View
Please follow these steps to change the operating language:
1. Click Tools in the InLoox PM Toolbar.
2. Click Language.
3. Select a language, e.g. German, English, French, Italian, Spanish and Russian from the dropdown list.
InLoox PM changes the language of all dialog boxes and screens.
Generate personalized views
Organize, sort, and group projects - e.g. by assigned responsibilities, deadlines, project type, priority,
etc. You can save the created project list view and open it again as soon as you use the project list
again.
Article content
Standard views included in InLoox PM
Generate a personalized view
Use and manage personalized views
Customize a view
Standard views included in InLoox PM
Use the standard views provided by InLoox PM. These views help you to display data in a flexible way.
Learn more about the other views by default such as timeline, project requests and trash, see The
views of the tree structure in the project list.
Generate a personalized view
InLoox PM enables you to save personalized views. Please follow these steps:
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1. On the Outlook Ribbon, on the Start tab, in the InLoox PM group click Projects.
In Outlook 2007, click InLoox PM Folder in the InLoox PM Toolbar.
2. Now you can change the view directly in the project list.
For more information on how to do this, see Customize a view in this article.
3. On the InLoox PM tab, in the Views group click More Views and then Save current view as.
In Outlook 2007, click Actual Views in the InLoox PM Toolbar.
1. In the Save View dialog box, enter a view name.
2. Activate the Visible for all users check box, if you want to share this view with other
authorized users.
3. Click OK.
OK
Views
The new view is now displayed in the drop-down list More Views.
Use and manage personalized views
This is how you can use a personalized view:
1. On the Outlook Ribbon click InLoox PM tab.
2. In the Views group, click More Views.
In Outlook 2007, click Actual Views in the InLoox PM Toolbar.
3. Select a view from the drop-down list, e.g. Project controlling.
InLoox PM loads the saved view with customized data in the project list.
Proceed as follows in order to manage views:
1. On the Outlook Ribbon click InLoox PM tab.
2. In the Views group, click More Views.
In Outlook 2007, click Actual Views in the InLoox PM Toolbar.
3. Click Manage Views... in the drop-down list.
4. In the Views dialog box do one or more of the following:
Edit view double-click the view you want ot edit or click Edit.
Edit
Remove view Remove permanently one view from InLoox PM. Choose a view from the list
and click Delete.
Delete
Reset views Click Reset views,
views if you do not want alle changes to be accepted.
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Export view Save a view in your local documents. Choose one view from the list and
click Export.
xport
Load view Load a view from your local data. Click Import and choose a view file in
the Import File dialog box, then click Open.
Open
Download view Click Download to download an exisiting view template from the InLoox
website.
Customize a view
In the Outlook Ribbon, on the Start tab, in the InLoox PM group, click Projects to open the project list.
Now you can customize the project list view with the following possibilities.
In Outlook 2007, click InLoox PM Folder in the InLoox PM Toolbar to open the project list.
•
Sort the information in the project list Click on a column by which the project list is supposed to
be sorted.
The project list will be displayed according to your choice. Click
in descending order by clicking
•
in the column to sort in rising or
.
Group the projects according to the selected criterion Click on a column, e.g. Status,
Status by which
the project list is supposed to be grouped.
Drag a column into the area above the column headers.
The project list will be grouped by the selected criterion. Reset the grouping via Drag and
Drop into the project list.
•
Add more information to the project list Use the Choose fields feature to organize the project list
by selected information.
Right-click on the project list to open the context menu.
Click Choose fields in the context menu.
On the Choose fields dialog box, click the field you want to add and drag it into the column
headers.
Reset the fields via Drag and Drop into the project list.
•
Define individual fields You can implement the workflows for all users with this feature.
Example: The development department staff only sees projects with the status Development.
Development If the
status changes to Bill,
Bill the project becomes visible to accounting staff; for other persons the project
remains hidden.
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Create custom fields
InLoox PM 8 allows you to expand the default data you use in your projects according to the project's
unique requirements. You can create new fields either for the entire project or for specific areas in the
project - Mind Mapping, planning, time tracking, documentation, and budgeting. You can rename
custom fields at any point and as oftern as you need to. InLoox PM 8 supports several data types for
custom fields. Please find below instructions for creating custom fields in InLoox PM 8:
1. Open the InLoox PM Options dialog box.
2. Click on Custom fields. The Custom fields setting section will open on the right.
3. You can do the following things:
Create a new custom field.
1
Click on New.
New
2
On the New Custom Field dialog box, in the Name field, type a name for the
custom field that you want to create.
3
Select the intended location from the Location drop-down list of the field (i.e. the list
in which it is supposed to be displayed).
4
Select a Type from the list. Possible types are:
▫
Text:
Text free text value/string.
▫
Integer:
Integer integer value without decimal point.
▫
Decimal number:
number decimal number with decimal point.
▫
Checkbox:
Checkbox yes/no value.
▫
Date:
Date date value without time.
▫
List:
List set of free text values / strings.
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▫
5
Currency:
Currency decimal number with decimal point and currency symbol.
Optionally, you can define a default value by selecting Edit default... from the dropdown list.
1. In the Edit Text dialog box enter a default value.
2. The field type List also allows you to:
6
o
Change the order of the list items.
o
Specify, whether users may enter own values (Allow
Allow add new items).
items
o
Specify, whether empty selections are valid (Allow
Allow empty selection).
selection
Select OK.
OK
Edit an existing custom field.
1
Select the custom field you want to change.
2
Click on Edit.
Edit Please note that you can only modify the default values.
Remove an existing custom field.
1
Select the custom field you want to remove from the list.
2
Click on Delete.
Delete
4. Select OK or Apply to save the changes.
If you delete a custom field, all contents of it in all projects are permanently removed from
InLoox PM.
Each custom field is shown in its respective project next to a box that allows you to enter a
custom value.
Customize the InLoox PM language files
InLoox PM uses so-called resource files for all texts and messages that are displayed. These are located
in the program folder on the InLoox PM client. If you want to adapt the displayed texts and messages to
the requirements of your company you have to modify them in the resource files. You can find them in
the program folder on the InLoox PM client.
272
•
Changing the files can cause problems with the program, especially if data are deleted.
•
When you re-install InLoox PM, the client setup will overwrite any changes you have made to the
language files.
List of the language files (delivery staus)
File name
Contents
InLoox.xml
English, German, Spanish, Italian, French, Russian.
Please follow these steps to customize the InLoox PM resource files:
1. Close Outlook on the client concerned.
2. Open the relevant language file with the InLoox PM Resource Editor. This tool can be found in
the Download area of the InLoox PM website.
3. Make the required changes to the file and save it.
4. Test the changes on the InLoox PM user interface.
5. Distribute the file among other InLoox PM clients as required.
Generate and edit groups
In the InLoox PM Options, you can define groups that are available in every InLoox PM projects on the
project pages Work Packages, Planning, Time Tracking, Budgets and Budget Overview. The groups help
you to structure the data in a more meaningful way and allow an ongoing automatic comparison between
work packages, time tracking entries, planning elements and budget positions. They can also also carry
a currency code.
Please note the possible effects when changing settings. These are described in this
chapter.
In this program section, you are also able to define purchase and selling prices. These are used on
the Budget page, for example to prepare time tracking entries recorded on the Time Tracking page for
billing.
To manage groups, do the following:
1. Open the InLoox PM Options.
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2. Under General options click Groups. On the right side you will see the Groups area.
3. Do one of the following:
Create a new group by clicking New.
New
o
In the New Group dialog box, in the Name field type a group name.
o
In the Purchase price and Disposition price fields, enter the prices you want.
o
Click OK.
OK
The existing groups are displayed in the Groups list according to the order in which they
appear in the InLoox PM projects. Double-click the entry that you want to change or
click Edit.
Edit
Select a group you want to remove from the list and click Delete.
Delete
You can change the groups order by clicking Up and Down.
Down The selected group will be
moved one position upwards or downwards.
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In the Currency area, in the Symbol field, type a currency symbol, which is supposed to be
used for amounts of money system-wide, e.g. €, $ or CHF.
In the Digits field, type the number of digits (fractional digits) that is supposed to be used
system-wide.
Use the filter feature to quickly reach the needed data from each column. For more
information, see Search and filter in a project.
4. Click OK or Apply to save the changes.
Effects of changing or deleting groups:
•
Adding and renaming groups has no effect on existing projects.
•
When group prices are changed, the old amounts remain initially unchanged in all projects.
The amounts are updated when the relevant planning element, time tracking entry or budget position
edited
is next edited.
•
The deletion of groups has a permanent effect, namely that
the group and associated amounts are no longer displayed in the budget overview.
to all planning elements, time tracking entries and budget positions using the deleted groups
must be assigned a new group when next edited.
edited
Effects of changing the currency symbol
•
The currency is not automatically redenominated. If, for example, € is replaced by $, InLoox PM does
not recalculate the amounts, but simply changes the currency symbol as if the rate of exchange were
1:1.
Open the InLoox PM options
In the InLoox PM options, you can make changes to the basic parameters and you can set up
permissions in InLoox PM.
The administrator opens the InLoox PM Options as follows:
1. Click the File tab.
275
2. Click InLoox PM Options in the navigation pane.
Users require administrator permissions to change global settings. For more information, see Set up
permissions. User settings can be changed by any user.
Open the InLoox PM options in Outlook 2007
In the InLoox PM options you can make changes to the basic parameters and you can set up
permissions in InLoox PM.
The administrator opens the InLoox PM Options as follows:
1. Click Tools in the InLoox PM Toolbar.
2. Click Options in the drop-down list.
Users require administrator permissions to change global settings. For more information see Set up
permissions. User settings can be changed by any user.
Work offline with InLoox PM
With InLoox PM Workgroup Server and Enterprise Server, users work directly on a database server.
You can, however, configure individual workstations to use InLoox PM when it is disconnected from the
network. When reconnecting with the company network, an automatic synchronization is carried out.
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Not all database systems support offline availability or replication. InLoox PM offers the data
structures that are needed for synchronization and replication, but uses the synchronization features of
the database system. In certain circumstances, you might need to change the database system or the
related software to take advantage of offline availability. Check the documentation of your database
system regarding offline availability and replication.
You find step-by-step guides about InLoox PM configuration for offline availability in the Support
section of the InLoox website.
In case of problems, please contact our installation support. For the contact information see Request
support for the InLoox PM installation.
Install InLoox PM
Topics
Install InLoox PM
Request support for the InLoox PM installation
Copy database file for InLoox PM 8 Personal Plus
Install InLoox PM
Please note that Outlook must already be installed and fully operational before you can install
InLoox PM. The installation usually takes no longer than five minutes per client. The server installation
(only required for InLoox PM Workgroup Server and Enterprise Server) can be performed directly from
the client.
In the Whitepapers of the InLoox PM Website, you find step-by-step guides for the InLoox PM
installation:
•
for InLoox PM Personal
•
for InLoox PM Workgroup Server
•
for InLoox PM Enterprise Server.
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The Download section also contains an MSI package for the deployment via software distribution to
multiple clients.
In our Support center you will find assistance in solving installation problems. In case of problems,
you can also contact our installation support. For more information, please see Request support for the
InLoox PM installation.
Request support for the InLoox PM installation
Outlook is a complex software product. Difficulties in connection with the installation of InLoox PM are
not common but are too complex and too new to have been described in the Help file. Please note that
we can unfortunately only deal with problems arising from the installation of InLoox PM and not with
general Outlook problems.
Please follow the link to find all of our contact details.
Copy database file for InLoox PM 8 Personal Plus
The InLoox PM 8 Personal Plus edition allows you to install InLoox on two different devices. In order for
you to access your project data from a second device, you need to copy the database files first.
Please follow the instructions below:
1. Open the InLoox PM installation directory on the source device. The default directory is:
2.
C:\Programs\InLoox\InLoox PM
3. Copy the files inloox.mdf and inloox_log.ldf.
4. Paste the files to the InLoox PM installation directory on the target device.
5. The database is now ready to be used on both devices.
If you prefer to save the database files to a different directory (a local directory), please follow the
instructions below:
1. Copy the files inloox.mdf and inloox_log.ldf, and paste them to the directory you like.
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2. Run the InLoox System Manager. You can find the required file
here: http://cdn.inloox.com/content/download/20639/232074/file/InLooxSystemManager_2014042
8.zip
3. Select the following Server type: LocalDB (Personal Edition, InLoox PM 8).
4. Replace the default path in Additional parameters with the directory of your choice.
5. Click on Test Connection to test the database file path.
6. If the test is successful, click on Next to continue.
7. Select Set connection for InLoox PM.
8. Click on Next
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The connection has been successfully changed and InLoox PM is now ready to be used on both devices.
Security and privacy
Topics
Set up permissions
List of permissions
Create an InLoox PM account
Log on as InLoox PM user
Select a suitable system for data storage
Back up project data
Lock a project / Clean up project locks
Set up permissions
In InLoox PM, you can configure finely structured and freely definable permissions. So, you can clearly
define responsibilities and make sure that only authorized users gain access to sensitive data.
You can set permissions in InLoox PM Workgroup and Enterprise Server in the InLoox PM options.
InLoox PM is delivered without permissions being set. So, every user can see and change all
permissions. This might be a security risk.
Article content
Overview of role and account-based security architecture
Set user-based permissions
Set role-based permissions
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Overview of role and account-based security architecture
In InLoox PM, you can select role-based and user-based permissions.
Role permissions are defined according to the function carried out by each person involved in the
project, be it as project manager, team member, customer, partner or any other activity. InLoox PM then
assigns the correct permission to each person assuming a given role.
User account oriented permissions apply to all projects. This allows, for example, company
management to look at all current and concluded projects, whereas practical responsibility remains in
the hands of the project manager and team.
User account oriented permissions require a Windows Server with Active Directory or InLoox PM
contacts. Role permissions additionally require Exchange Server.
To open the permissions please follow these steps:
1. Open the dialog box InLoox PM Options.
For more information on how to open the InLoox PM options, please see Open the InLoox
PM options.
2. Under Permissions, click Permissions. On the right side, you see the Permissions section.
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Permission
Mode
Remarks
User-based
Permissions based on Windows and InLoox user accounts. Active directory
permissions
accounts (in domain mode) and local Windows and InLoox user accounts (in
workgroup mode) are supported.
Apply across all projects and on the entire database.
InLoox PM does not support Windows groups at this time.
Role-based
Users acquire permissions by assuming a role in a project. Project members are all
permissions
persons who are listed in the project on the Management page as "In Charge".
Possible roles: Project manager, Team member, Customer, Partner, Other.
Microsoft Exchange Server or InLoox contacts are required.
Persons are identified by their Windows or InLoox Security Identifier, or SID,
and the Windows X400 address, or Exchange address. Persons with the same X400
address have the same role-based permissions in InLoox PM. If this is not what you
want, please deactivate the role-based permissions entirely by removing all
permissions for all roles.
Examples
InLoox PM combines role-based and user-based permissions. The permission
records of both modes are added. The example below illustrates a common
configuration:
The role "team" may "read projects " and "read budgets".
All other roles are ignored for the sake of clarity.
The user account "Gordon Newman" is authorized to "edit projects " and "edit
budgets".
For more information about permissions, see List of permissions.
"Gordon Newman" is part of the "team" in the project "Product Development"
There are three other projects in which "Gordon Newman" is not involved and
therefore does not have the role "team"
Consequently, these permissions apply to Gordon Newman:
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Permission
Mode
Remarks
He may read and edit the project "Product Development". He may also read and edit
budgets in this project. Gordon Newman has these permissions in all projects in
which he is in the team role.
"Gordon Newman" cannot see any projects in which he is not a team member. He
does not have the permission to "read projects", which is a prerequisite for all other
permissions. Thus, Gordon Newman has no permissions for any other projects.
The following permissions apply to all other team members involved in the project
"Product Development":
They may read the project "Product Development" and read, but not edit budgets.
They do not have the permission record of the account "Gordon Newman".
Persons who are team members in other projects than "Product Development" can
see, in contrast to Gordon Newman, a number of projects, but may not edit any of
them.
InLoox PM permissions are very flexible and allow a wide variety of scenarios to be
covered without high administration effort.
If you have questions on the assignment of permissions, we will be pleased to help.
Our contact information can be found under Contact on the InLoox web site.
Set user-based permissions
Set user-based permissions:
•
Set permissions for a user In the User-based permissions section, click New.
1. In the Permissions dialog box, click the Arrow
to select the user.
2. Choose from the drop-down list between Active Directory user, Exchange user or InLoox PM
user.
o
Active Directory user
▫
In the Select User dialog box, click Object Types.
Types
You can also use this button
to open the Select User dialog box.
283
In the From this Location box, click Locations and select Entire Network.
Network
▫
Click OK.
OK
▫
Type the required user name into the Enter the object name to select field.
▫
Click Check name.
name A user name that has been recognized by Windows is
shown underlined.
o
▫
Click Advanced...,
Advanced... if you need to search for a user name.
▫
Click OK.
OK
Exchange user
In the Select Contact dialog box, select an address book and then the respective name
from the list. Click OK.
o
InLoox PM user
In the Select Contact dialog box, select an InLoox PM address book and then the
respective name from the list. Click OK.
OK
For more information on how to create an InLoox PM account, see Create an
InLoox PM account.
1. Select the permissions for the respective user from the Permissions list.
For more information about permissions, see List of permissions.
2. Click OK.
OK
•
Edit user permissions Choose one user from the list and click Edit.
Edit Click OK after you have made
all changes you want.
•
Remove user permissions Choose one user from the list and click Delete.
Delete
Set role-based permissions
Please follow these steps to set role-based permissions:
Role-based permissions are only active if there is at least one user-based administrator
permission.
1. In the Options dialog box, in the Role-based permissions section, click Edit to change the
selected role-based permission.
2. Select the permissions for the role from the Permissions list.
3. Click OK.
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List of permissions
The following permissions apply to InLoox PM Workgroup Server and Enterprise Server. Permissions
for the actions listed can be assigned to users or roles.
Restriction or
Description
Permission
Prerequisite
Create projects
User has the right to create new projects.
Only available with
user-based
permissions
Create project
With this permission the user can add a new project
Prerequisite: no
request
request for the release, in case he does not have project
project permissions
permissions.
Release project
Right to release the created project requests.
request
Read projects
Prerequisite: project
permissions
Project visible in the InLoox PM project list.
None
Project can be opened.
Project can be exported if the right to use existing reports
is granted.
Access list
Right to read the list of a project.
Prerequisite: Read
projects
Access mind
Right to read all mind maps of a project.
maps
Access work
packages
Prerequisite: Read
projects
Right to read all work packages in the project
Prerequisite: Read
projects
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Restriction or
Description
Permission
Prerequisite
Access planning
Right to read all planning elements of a project.
Prerequisite: Read
projects
Access time
Right to read all time tracking entries of a project
tracking
Access own
Prerequisite: Read
projects
Right to read all own time tracking entries of a project.
time tracking
Prerequisite: Read
projects
entries
Access
Right to open and read all documents of a project.
documents
Access budgets
Prerequisite: Read
projects
Right to read all budgets, budget positions and the budget
Prerequisite: Read
overview of a project.
projects
Project can be changed. This right is a prerequisite for all
Prerequisite: Read
actions which allow users or roles to modify data.
projects
Edit
Right to change the project master data on the
Prerequisite: Edit
management
Management page.
projects
Edit project
Project contacts can be added, changed or deleted. It
Prerequisites:
contacts
allows the user to control the roles of persons in a project.
Edit projects
Edit projects
Edit Management
Add project
Allows you to create and change project comments on
notes
the Management page.
Prerequisites:
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Restriction or
Description
Permission
Prerequisite
Edit projects
Edit Management
Delete own
Allows you to remove your own project comments on
project notes
the Management page, but not to remove other users'
project comments.
Prerequisites:
Edit projects
Edit Management
Lock projects
Project can be locked for other users. Users without the
respective permission may not edit locked projects and
cannot remove the lock.
Prerequisites:
Edit projects
Edit Management
Edit list
Right to modify the entries in the list of one project.
Prerequisite: Read
projects
Edit mind maps
Allows adding, changing and deletion of all mind maps of a
Prerequisite: Edit
project.
projects
Edit work
This permission allows you to add, modify and remvoe
Prerequisite: Edit
packages
work packages.
projects
Edit planning
Allows adding, changing and deletion of all planning
Prerequisite: Edit
elements of a project.
projects
Edit time
Allows adding, changing and deletion of all time tracking
Prerequisite: Edit
tracking
entries of a project.
projects
Edit own time
Allows adding, changing and deletion of own time tracking
Prerequisite: Edit
tracking entries
entries of a project.
projects
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Restriction or
Description
Permission
Prerequisite
Edit time
Allows adding, changing and deletion of past time tracking
Prerequisite: Edit
tracking without
entries of a project.
projects
Allows adding, changing and deletion of all documents in
Prerequisite: Edit
the document list of a project.
projects
Allows adding, changing and deletion of all budgets and
Prerequisite: Edit
budget assets of a project.
projects
Delete projects
Delete a project.
None
Create address
User has the right to create new address book.
None
Access all address books.
None
Allows modifying address books.
Prerequisite: Read
time limit
Edit documents
Edit budgets
books
Read address
books
Edit address
books
Read own
address books
Access own address books
address books
Edit own
Prerequisite: Create
adderss books
Right to change own address books
address books
Prerequisites:
Create address
books
Read own address
books
Delete own
Allows to remove own address books and other users'
address books
address books.
Prerequisites:
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Restriction or
Description
Permission
Prerequisite
Create address
books
Read own address
books
Use existing
All reports can be used. The InLoox PM report generator
reports
filters the data for which the user does not have permission
None
out of the report (e.g. if no right to read budgets has been
granted, no budget data will be included in the exported
reports.)
Create and edit
Allows the creation, changing and deletion of report
Only available for
report templates
templates.
user-based
permissions
Administrator
Controls access to master data maintenance and
Only available for
administrator functions. These include the following menu
user-based
commands in the InLoox PM Ribbon (in Outlook 2007
permissions
InLoox PM Toolbar) and Options:
Edit planning templates Right to rename and delete InLoox
PM planning templates.
Edit budget assets Right to create, change and delete
InLoox PM budget assets.
Edit budget state Right to create, change and delete
InLoox PM budget states.
Edit notifications Right to change Notification templates.
Edit categories Right to create, change and delete InLoox
PM categories.
Edit custom fields Right to create, change and delete
custom fields.
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Restriction or
Description
Permission
Prerequisite
Remove project locks Right to remove data record locks.
Recycle projects Right to restore or permanently remove
deleted projects.
Licenses Right to add and delete InLoox PM license keys.
Options Right to change the InLoox PM options.
Incorporates the right to change permissions.
Create an InLoox PM account
To logon to the InLoox PM project management platform you can use Windows or InLoox PM
Authentication. With an InLoox PM Authentication, external team members, project partners or
stakeholder without their own Windows user account in the corporate network are able to log into InLoox
PM directly with user name and password.
Only users with administrative permissions can create an InLoox PM account.
Article content
InLoox PM authentication
Change the InLoox PM password
InLoox PM authentication
Please follow these steps to create an InLoox PM account:
1. Activate first the InLoox PM contact management.
2. Create a new contact in the InLoox PM Contacts.
3. Open the InLoox PM Options dialog box.
4. Under Permissions click Permissions.
5. In the User-based permissions section, click New.
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6. In the Permissions dialog box, please follow these steps:
1. Click the Arrow
and choose from the drop-down list InLoox PM user.
user
2. In the Select Contact dialog box, select InLoox PM address book from the drop-down
list Address book.
book Choose a name from the list and click OK.
OK
The contact name is now displayed in the User name box,
box in the Authentication section,
under InLoox PM Authentication.
Authentication
3. You can change the name in the User name field.
4. In the Password field, type a new password for the InLoox PM authentication.
5. Enter this password again in the Retype password box to confirm it.
6. Activate one of the following check boxes:
o
Activate the Change the password on the next logon check box to allow the
InLoox PM user to change his or her password. See Change InLoox PM password
below.
o
Activate the Logon inactive check box to deactivate the authentication.
7. Select the permissions from the Permissions list for the InLoox PM user.
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8. Click OK.
7. Click OK or Apply to save the changes.
Change the InLoox PM password
Please follow these steps to change the InLoox PM password
1. Open the InLoox PM Options.
2. Under User settings click User Login.
3. In the User Login section, choose InLoox PM Authentication and click the Change
Password button.
You can also change your user name in the User name field.
4. In the InLoox PM Authentication dialog box, type your current password in the Current
password field.
5. Type the new password in the Password field.
6. Type the new password again in the Retype new password field.
7. Click OK.
Now, you can use your new password for the InLoox PM Authentication.
Log on as InLoox PM user
Choose between Windows Authentication and InLoox PM Authentication to logon to InLoox PM.
Create an InLoox PM account to be able to logon as InLoox PM user. For more information
see Create an InLoox PM account.
1. On the InLoox PM tab, in the Extras group, click Log on as.
In Outlook 2007, click InLoox PM Folder in the InLoox PM Toolbar and then Log on as.
2. On the InLoox PM Authentication dialog box choose InLoox PM Authentication.
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3. Type your user name for the InLoox PM authentication in the User name field.
4. Type your password in the Password field.
5. Activate the Always use this credentials check box, if you want to save your authentication
data in the system.
6. Click OK.
As an InLoox PM User, you can change your password anytime. See Create an InLoox PM account in
the Change the InLoox PM password section.
Select a suitable system for data storage
As of version InLoox 6, the InLoox PM data storage has been redesigned to support data storage in SQL
databases (SQL = "Standard Query Language") to provide an effective permission system and to
improve response times.
The following systems are used by the different InLoox PM editions:
InLoox PM edition
Data storage
Personal
Via Microsoft SQL Server Compact Edition. Data is stored in a file which
normally carries the extension .MDF (SQL Server Database File). Filename
is InLoox.mdf. The file is located in the InLoox PM installation folder.
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InLoox PM edition
Data storage
Workgroup Server
Database management systems supported for networked operation are:
and Enterprise
Server
Microsoft SQL Server (all versions and editions of SQL Server 2005, 2008, 2012
and 2014)
Oracle (versions 11g, 10g, 9i, 8i, 8.0, including "Personal", "Express" and "x64"
editions)
MySQL (version 5.0)
Back up project data
To back up all of your InLoox PM data you can use the correspondent tool producer.
A regular data accortding to the InLoox PM editions backup is carried out as follows
InLoox PM
edition
Procedure
Personal
It is sufficient to make regular copies of the InLoox PM files on CD-ROM or tape.
The data file, which normally has the extension .SDF (SQL Server Database File),
must not be opened in any program. The standard name of the file is InLoox.mdf.
The file is stored in the InLoox PM installation folder.
Workgroup
Save the entire InLoox PM database on the server where it is published. You can
Server and
use any software which supports the backup of databases during operation
Enterprise Server
(scheme and data) and which is suitable for your database system.
Unfortunately, it is quite difficult to backup offline copies (database replications)
located on the users' computers. We recommend to synchronize workstations
with the database server at frequent intervals; this strategy reduces the risk of
losing changes which were made offline.
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Documents stored in InLoox PM must be backed up separately. InLoox PM only saves links
to these objects, a backup of the InLoox PM database is not sufficient to back up the documents as well.
The backup strategy and software depend on the storage location of the documents (files on the local
computer, the server or the SharePoint document library), the number of users and the data volumes.
Lock a project / Clean up project locks
InLoox enables you to lock a project if you want to avoid further changes to a project. You can delete a
project lock anytime. To be able to lock a project or to delete a project lock you have to have the
permission to Lock projects.
Article content
Lock a project
Clean up project locks
Lock a project
Please follow these steps to lock a project:
1. Open an existing project or create a new one.
2. On the Management page, on the Edit tab, in the Status group, click Lock project.
3. On the Start tab in the Actions group click Save and close.
Clean up project locks
InLoox PM applies to projects in process a so-called record lock feature. Under certain circumstances,
this lock can remain in place, for example when a VPN user unexpectedly got disconnected from the
network. To clean up all record locks in InLoox PM, proceed as follows:
Please make sure that all users have saved and closed all of their InLoox PM projects before
you start to clean up project locks.
1. Open the InLoox PM options.
2. Click Locks.
3. In the Delete locks section, click Unlock projects.
4. Confirm the safety query with Yes.
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5. Click OK or Apply to save the changes.
Legal notices and agreements
Topics
Copyright
License Terms of InLoox GmbH / End-User License Agreement (EULA)
InLoox PM license terms
Copyright
InLoox® Copyright© 2001-2014 InLoox GmbH. All rights reserved.
Windows and the Windows logo are trademarks of the Microsoft group of companies.
Report-/Print engine List & Label ® Version 17: Copyright combit® GmbH 1991-2011
InLoox PM is protected by copyright. Unauthorized duplication or unauthorized selling of this
software program or a part of it is punishable. This will be prosecuted with civil and criminal penalties
and can produce severe claims for compensation as result.
License Terms of InLoox GmbH / End-User License Agreement
(EULA)
By using this Software Product (including installation and copy) you declare that you agree with this
Agreement as a natural person and legal entity. If you do not agree with this EULA you are not entitled
use the Software.
§ 1 Validity of the Terms of Agreement
(1) This End User License Agreement (EULA) is concluded between you – hereinafter also referred to as
Customer – and InLoox GmbH – hereinafter also referred to as InLoox. The licensing / purchase of
Software and obligations precedent to the Agreement shall exclusively be subject to the Terms of
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Agreement unless otherwise agreed. We exclusively refer to the regulations of the General Terms of
Business of InLoox which are integrated into this Agreement and form an essential part of it. The
Customer confirms that he has taken note of the General Terms of Business of InLoox. The regulations
of the General Terms of Business are extended and/or supplemented by the objective License Terms of
InLoox with regard to the use of Software and other software-specific regulations and the corresponding
rights and obligations. In case the General Terms of Business of InLoox deviate from this Agreement or if
they are inconsistent with it, these License Terms shall prevail.
(2) InLoox licenses/sells the enclosed Software to the Licensee (Customer) exclusively on the basis of the
License Terms hereinafter. In case you do not agree with these Terms, do not open the package or seal
of the Software, refrain from installing the Software, click on the “No” button of the installation process
and uninstall the Software when the corresponding inquiry occurs during the installation and return the
properly purchased Software together with packaging, license key and receipt voucher to the Software
vendor within 30 days of the purchase of the Software. Subsequently, you will receive full reimbursement
of the purchase price you paid.
§ 2 Subject Matter of the Agreement
(1) Subject matter of this Agreement is the granting of the rights of use in accordance with §3 depending
on the type of license purchased in each case and its extent of functions. By purchasing this Software
you become the owner of the Software storage medium (e.g. a CD-ROM), but not of the Software itself.
The Software is licensed, not sold. The Software shall always remain the intellectual property of InLoox
and/or the respective right owner. As a purchaser of the Software you shall only be entitled to use the
proprietary object, i.e. to use the Software as agreed upon. InLoox grants this right of use in the form of a
license.
(2) The Customer has checked whether the Software specification meets his desires and requirements
before concluding the Agreement. He knows the essential functional qualities and conditions of the
Software.
(3) Product descriptions and presentations in test programs are service descriptions but are not
warranties. Warranties require a written statement from InLoox company management.
(4) The Customer is not entitled to receive a license for the source program.
(5) InLoox renders all deliveries and services in accordance with the state-of-the-art.
(6) InLoox reserves all rights which are not explicitly mentioned in this EULA.
(7) If the Software is marked “Not for resale” (or “Nicht zum Weiterverkauf bestimmt”) in any way it may
neither be resold nor transferred.
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(8) The Software may then be exclusively installed on a network server if the License purchased by the
Customer is explicitly designated as “server license”. A server license entitles the Customer to operate
one database (one set of logically related data) on one database management system.
(9) In the event that the Software is used in a network the Customer must ensure that there is a License
for each data processing unit and/or each named user having access to the server and the possibility to
use the Software. The Customer must prevent that two or more individuals gain access to the Software
sharing one named user License.
(10) If the Software is marked “Corporate License” (or “Unternehmenslizenz”), the Customers is entitled
to deploy or provide the Software to an unlimited amount of users within Customer’s organization. The
restrictions of § 2 (8) and § 3 shall remain in effect. In addition, the Customer agrees to sign a Software
Service Agreement for the entire term of the use of the Software.
(11) The Software is licensed as a whole. You may not separate its components and/or use it for distinct
application on more than one computer other than described in the Software user documentation.
(12) Military usage of the Software is prohibited.
§ 3 The Customer’s Rights to the Software
(1) The Software, all additional programs, the symbols used, InLoox logo, written documents as well as
documentation are legally protected. The copyright, patent rights, trademark rights and all other rights in
goods and services as well as industrial property rights to the Software and other above-mentioned
objects which InLoox makes available or hands over to the Customer as part of the process to set up
and implement the Agreement are the exclusive property of InLoox in the relationship of the Parties.
Should third parties be entitled to any rights, InLoox shall have the corresponding rights of use.
(2) The Customer purchases the Software in order to use it for his own purposes on a permanent basis
(non-exclusive license). The Customer is entitled to use the quantities of Software for which he
purchased licenses. InLoox hereby grants the Customer the right to use the programs which are
necessary for these purposes as well as the right to copy programs on the main memory and hard disks
as well as the right to correct errors. The Customer is entitled to make backup copies of the programs
necessary for safe operation. The backup copies must be marked as backup copies. Copyright notes
must not be deleted, changed or suppressed. The Customer may exclusively use the Software for each
license on a standalone computer, no matter if it is a workstation, notebook or PDA except in such cases
where he purchases a network license. The use of the Software also implies loading the Software into
the temporary memory of a computer or similar object or installing the Software on a permanent storage
medium (e.g. hard disk, DVD, CD-ROM, or similar). However, the Parties may come to differently worded
agreements in an individual Agreement issued in writing.
(3) A user manual and any other documents possibly provided by InLoox may only be copied for the
company’s internal purposes.
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(4) The Customer shall not be entitled to transfer the Software without the written consent of InLoox; this
applies in particular in the event of sale. InLoox shall agree to the passing-on of the Software (in whole or
in part) to a third party under the following conditions:
– The Customer hands over the original data storage media (if there is one), this EULA and the General
Terms of Business of InLoox to the third party, deletes all other copies in particular on data storage
media, in read-only memories or main memories, he definitely stops using the Software and submits a
written confirmation of the fulfilment of his duties to InLoox.
– The third party declares to InLoox in writing that it has received the aforementioned components and
acknowledges them as binding in the legal relationship with InLoox, noting the General Terms of
Business and this EULA.
– There are no important opposing reasons.
(5) All other acts of utilisation, in particular leasing, industrial sale (unless explicitly stated otherwise by
written reseller agreement/authorised dealer agreement), lease and distribution of any tangible or
intangible property are prohibited without the prior written consent of InLoox. InLoox notes, that
customers who violate copyright laws, are liable for all damages that occur as a result of these copyright
law violations.
(6) Any subject matter of the Agreement, documents, proposals, test programs, etc. of InLoox to which
the Customer gains access after conclusion of the Agreement shall be considered intellectual property
and must be treated confidentially as a business and company secret of InLoox in accordance with § 9.
§ 4 Contractual Obligation and Termination of the Agreement
In the event of termination due to infringement of this EULA you are obliged to return or destroy all
original versions and copies of the Software and all other components and to notify InLoox of the
destruction in writing.
§ 5 Obligations of the Customer
(1) In the event that you are a business owner you undertake to inspect all delivery items of InLoox
immediately upon receipt of the goods in accordance with the regulations of commercial law (§ 377 of
the German Commercial Code) and to make complaints in respect of defects with an exact description
of the defect, submitted in writing. Each Customer is obliged to test all modules with regard to usability
in the concrete situation before starting any operative use. This also applies to programs the Customer
receives in the context of supplementary performance or a possible maintenance agreement.
(2) The Customer shall take adequate precautions to counter situations where the program does not
operate properly in whole or in part (e.g. by data backup, error diagnosis, regular check on the results).
The Customer shall be responsible for ensuring the operation of the working environment of the program.
He shall be obliged to carry out the necessary adjustments to his firewall, virus scanners or similar data
299
protection mechanisms in his network as well as his server. InLoox shall not bear the risk of
incompatibility of the Software with the software or hardware used by the Customer.
(3) You shall not be entitled to use or modify the logo and/or trademarks of InLoox unless the company
management of InLoox has given its prior agreement to the use or modification of the logo in writing.
(4) Subject to the provisions of § 69 e German Copyright Act (UrhG) you may not reverse engineer,
decompile or disassemble the Software.
(5) You undertake to indemnify and defend InLoox from all claims of third parties, including reasonable
lawyers’ fees arising or resulting from any use of this Software against the agreement.
§ 6 Warranty
(1) Delivered Software possesses the agreed-upon characteristics, is suitable for the applications
assumed by the contract and which are otherwise standard, and has usual quality of software of this
type. Not every flaw which is connected with the Software is a defect which implies warranty rights. An
impairment in the Software’s functioning which results from hardware defects, environmental conditions,
improper operation and the like, is not a defect. An insignificant deterioration in quality will not be taken
into account. InLoox guarantees that no rights of third parties are violated through the use of the
Software by the Customer in accordance with the provisions of the contract.
(2) Customers who are consumers within the meaning of § 13 German Civil Code (BGB) have in respect
to defects of the purchased good the rights set out in the German Civil Code (BGB). In case that a
consumer is entitled to claim damages hereafter, § 7 applies accordingly.
(3) In all other cases of liability for defects the following terms apply:
(a) InLoox may first attempt to remedy any material defects. InLoox may choose to remedy the defect by
eliminating it, i.e. also by demonstrating possibilities by means of which the effects of the defect can be
avoided, or through delivery of a program which does not contain the defect. An equivalent new program
version or the equivalent previous program version which had not contained the faults is to be accepted
by the Customer, when this is reasonable. In the case of defects in title, InLoox shall give the assurance
that it will provide the Customer with legally unchallengeable option to use either the Software or
equivalent software, at its option.
(b) The Customer shall support InLoox in the analysis of faults and removal of defects by specifically
describing problems which occur, providing InLoox with complete information and granting it the
necessary time and opportunities to remove the defect. InLoox may also remove the defect on-site or at
its place of business, at its discretion. The performance of InLoox may also take the form of remote
maintenance. The Customer must ensure the necessary technical prerequisites at his own expense and,
after due prior notification, provide InLoox with access to his computer equipment.
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(c) InLoox may levy additional charges, when the Software is modified, employed outside the
environment provided for or incorrectly operated. It may demand compensation if no defect is found or if
it is incorrectly/insufficiently informed of a fault. The burden of proof lies with the Customer in
accordance with § 254 German Civil Code (BGB).
(d) If InLoox ultimately refuses to remedy the defect, if it ultimately is unsuccessful or if this is
unreasonable for the Customer, he may withdraw in writing from the contract or correspondingly curtail
the payment and in accordance with § 7 demand damages or reimbursement of expenses.
(e) Insofar as the above has not been otherwise agreed, further liability on the part of InLoox within the
meaning of liability for defects is excluded. In particular, liability for defects does not apply if and to the
extent that the Software is improperly used by the Customer or used in a defective or incompatible
hardware or software environment. The same applies in the event that the Customer undertakes
unauthorised modifications of the Software.
(g) The statute of limitation for claims for defects is one year as of the statutory commencement of the
limitation period.
§ 7 Liability
The following limitations of liability apply in case of claims for damages of the Customer arising from
liability for defects or from any other reasons:
(1) InLoox is liable for intent and gross negligence in accordance with the statutory provisions. The same
applies to injury of life, body or health as well as to claims arising from warranties or from the German
Product Liability Act (Produkthaftungsgesetz, ProdHaftG).
(2) Moreover, InLoox is only liable for culpably infringing contractual obligations the fulfilment of which
renders a correct execution of the contract possible, and the Customer can always trust on said material
obligations being observed (cardinal obligation). This includes, in particular, the obligation to fulfil a
performance free from defects. In this case InLoox’s liability is limited to the loss or damage foreseeable
upon conclusion of the contract.
(3) A further liability of InLoox is excluded.
(4) Should the liability for damages on the part of InLoox be excluded or reduced, this shall also apply
with regard to personal liability for compensation for damages on the part of its employees,
representatives and persons employed in auxiliary tasks.
(5) The right to contest the charge of contributory negligence remains open to InLoox. It is pointed out to
the Customer that, within the framework of his obligation to exercise diligence, before using the Software
for the first time, he must test whether the installation of the Software might lead to particular
interference with pre-installed software, and that he must further ensure back-up of his data before the
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first installation as well as during the course of operations and, in the case of a suspected fault in the
Software, that he implements all additional reasonable measures required for security.
(6) The statute of limitation for claims of the client who is not a consumer is one year as of the statutory
commencement of the limitation period.
(7) The conditions of this paragraph apply mutatis mutandis to component manufacturers of the
Software.
§ 8 Software Updates and Upgrades
At the sole discretion of InLoox, users may be provided with updates and upgrades to the Software.
InLoox retains the right to provide upgrades for a fee. Upon installation of an upgrade, users shall not
use, separate or transfer the previous version to a third party separately. Unless InLoox provides other
terms and conditions with an update or upgrade, the terms and conditions of this EULA shall continue to
apply. Users may refuse to accept an update or upgrade. However, upon release of an update or
upgrade, InLoox may have no further obligation to support the previous version.
§ 9 Start and End of the Customer’s Rights
(1) The ownership of the supplied items and the rights in accordance with § 2 and § 3 shall not be
transferred to the Customer until complete payment of the purchase price. Before that, he only has a
preliminary right of use in accordance with the law of obligations, revocable in accordance with § 9 (2).
(2) InLoox shall be entitled to revoke the rights in accordance with § 2 and § 3 for important reasons, in
particular for the reasons specified in § 3 of the General Terms of Business of InLoox or to terminate the
Agreement respectively. An important reason particularly exists if the Customer does not effect the due
payment, if he continues to infringe the obligations under § 2 and § 3 of this Agreement in a substantial
way, despite written reminders, or in the event that a petition of bankruptcy has been filed in respect of
the Customer’s assets.
(3) If the right of use in accordance with § 3 in conjunction with § 2 does not occur or if it should end,
InLoox shall be entitled to demand from the Customer the return of the provided goods or demand a
written assurance that they have been destroyed and that all copies have been destroyed, along with the
written assurance that this has been effected.
§ 10 Secrecy
(1) The Contracting Parties undertake to treat all objects they receive from the other Contracting Party or
objects they gain knowledge of (e.g. software, documents, information) which are legally protected,
contain business or company secrets or are designated as confidential, confidentially - even beyond the
expiration of the Agreement, unless these objects are publicly known without any infringement of the
obligation of secrecy. The Contracting Parties shall store and save these objects in such a way that any
unauthorised access by third parties is excluded.
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(2) The Customer permits access to the subjects of the Agreement only by his personnel or third parties
requiring access in order to perform their assigned tasks. He shall inform these persons about the need
for these objects to be kept confidential.
§ 11 Applicable law, legal venue
The law of the Federal Republic of Germany shall be applicable, excluding the United Nations
Convention on Contracts for the International Sale of Goods. The place of performance and legal venue
for all disputes arising from and in connection with this Agreement shall be the registered office of
InLoox GmbH (Munich, Bavaria) for agreements with business owners (traders). This also applies if the
Customer does not have a general place of jurisdiction in Germany or if his place of residence or usual
abode is unknown at the time the proceedings are brought forth.
§ 12 Safeguarding Clause
If any provision of this Agreement should be or become invalid, such invalidity shall not affect the validity
of the other provisions of this Agreement even if essential provisions are concerned. The Parties agree to
replace the invalid provision by a legally effective regulation which comes as closest to the contractually
stipulated legal and economic intent of the invalid provision and ensures the operability of the Agreement
in the sense of what both Parties had intended. The same shall apply in the event that the Parties have
not discovered a gap in the provisions at the time the Agreement was concluded or if such a gap
becomes known or occurs later. In that case, the Parties shall be obliged to generate a written
supplement to the Agreement in the sense of the aforementioned.
Date: 2013-05-24
InLoox PM license terms
At the time of the installation you have entered a valid license key.
For more information about the installation, see Install InLoox PM.
The license key consists of five groups of six alphanumeric characters, each in the following format:
111111-222222-333333-444444-555555.
Your license key is valid as follows:
•
for one version of InLoox PM (Personal 8.x/Workgroup 8.x/Enterprise 8.x)
•
for a specific number of users and servers
•
for an unlimited time
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Apply the following restrictions:
•
InLoox PM Personal must not be used as a server.
server
•
When the maximum number of named users has been reached, InLoox PM will no longer function
on any user on which it was last installed or started.
•
The license manager on the terminal server counts the number of active users for whom InLoox PM
has been licensed.
InLoox PM monitors the permissible number of users. The following message is displayed to indicate
that there are too few licenses:
"The maximum number of users has been reached. It is not possible to use InLoox PM.
Please check the license key or ask your system administrator."
The following procedure makes initially sure that only those active users on which InLoox PM is currently
installed are counted:
1. On the Outlook Ribbon, click the File tab.
2. Click InLoox PM Options in the navigation pane.
In Outlook 2007click Extras in the InLoox PM Toolbar, then click Options.
3. Under License key, click License key.
The License key in the options will only be displayed if you have administrator
permissions.
4. On the InLoox PM master licenses area, choose a license key from the list and click Delete.
5. Click OK or Apply.
If the error message persists, InLoox PM must be removed from the excess clients or additional licenses
have to be acquired. Please refer to your reseller or the producer for this. You will receive immediately a
license key to license the required number of users for InLoox PM.
For more information on how to contact the producer, please see Contact the InLoox PM support.
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