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Creating and Using Projects

Your projects in OneDesk are what hold your tickets and tasks. Projects can be organized into portfolios. Creating projects for your work and keeping them organized is the best way to maintain efficiency when working within OneDesk.

For information on how to organize your projects see: Structuring / Organizing Work

Creating projects

To create a project in OneDesk, select the 'Add' button at the top of the screen and choose 'Project.' Projects can also be created automatically, for this see: Create Projects Automatically

When creating a project, you are required to give the project a name. You can set other properties such as a start date, associated portfolios, or customer organization. Most properties can be changed after creation, except for the customer organization and invoice method, as these properties will affect project billing when applicable. 

Create an empty project

Select ‘blank’ at the top of the project creation popup. Select this option when you want to build out a new project from scratch. 

Create a project from a template

Select ‘From a template’ at the top of the project creation popup. Select this option when you want to create a new project from an existing one. You can select which properties are copied over. Find more details in the article on Project Templates.

Adding project properties 

When creating a project, you can fill out other properties depending on your preferences and use cases. Here is an explanation of each property:

Portfolio - Portfolio determines the organization of the project in the Project Scope Selector, Folder Tree, and By Portfolio views.

Customer organization - Unless set to ‘no customer specified’, this property cannot be changed after creation. Affects the billing of a project. For flat fee projects, the project can only be invoiced to the selected customer organization. For time & materials projects, time logged will be, by default, marked as for the selected customer organization.   

Invoice method - Unless set as ‘not invoiced’, this property cannot be changed after creation. Determines how the project will be billed. 

Start date - By default, is set to the current date. 

Share with other teams - By default, projects are set to be shared with all your colleagues. To change who the project is shared with, expand the 'Share With Other Teams' dropdown and uncheck 'Invite all teams and individual users.' You can then share the project with the desired teams. Sharing projects gives other users the ability to access the project and its contents. See also: Sharing with Teams & Users

Under ‘Other Settings’:

Target Due Date - By default, set to ‘Calculated from Tasks,’ meaning the project's end date will be determined by the last planned end date of the task(s) within the project. 

Project type - Set the type for this project. You will only see types you have enabled from your administration settings. See also: Project Types

Goal for agile points - Sets a goal for the number of agile points of all tasks in the project. See also Agile Points

Maximum billable hours - Sets the maximum number of billable hours that can be logged within the project. See: Max Billable Hours

Description - Sets details or other context for the project. 

How can other users find the project - Depending on you and your users’ status as administrator or non-administrator, you might not be able to see and join specific projects. Administrators can discover all created projects and join them without needing to be approved. Non-administrator users must request access to projects they are not a part of, and cannot see projects which are marked as private. For more information, refer to the article on project discoverability settings.

Using Projects

View / edit project details

You can view project details in the Project application as well as within certain views in other applications, such as the Task/Ticket Folder Tree. 

In the Projects app, many details about the project can be found at a glance in your grid view. You can evaluate how many tickets and tasks are contained in the project, the percent complete (calculated by the total summed percent complete of contained tickets/tasks, divided by the number of tickets/tasks), and the lifecycle status. Which columns appear can be changed with the cog-wheel.

Double clicking on a project brings you to its detail panel - here you can change many aspects about the project, as well as get a quick overview of submitted timesheets inside the project and the project’s history.

Track project time and progress

Time is logged on tickets or tasks within the project. You can see a total of time logged within the project from the project detail panel. 

There are a number of ways to monitor progress. In the Tasks app,  you can see the metrics of your tasks progress at the top of the grid. Utilize works views, such as the Gantt chart, to see the timeline of work and compare planned amounts with actual logged progress. 

In the Projects app, you can see the percent complete of work within each project. 

The project status is not automatically set (but this can be configured via automation rules, see below). You can manually mark the status as projects go through each phase by going to the project detail panel, or the project status board view. 

Invoicing for project work

You can charge for work in a few ways. How a project is billed is determined by the invoice method of the project. The invoice method is set upon creation. After creation, the invoice method of a project can only be changed if the project was initially marked as ‘no invoice planned’. 

Projects can be set to the following invoice methods: 

  • Flat fee
  • Prepaid hours
  • Time & Materials
  • No invoice Planned

For more details, see the articles on Financials.

Project settings

To create additional project types, change what appears on the project detail panel, and more, access your project settings from More Applications > Administration > Projects.

Project automations 

Projects can have workflow automations run on them. Automations are a powerful tool where an action is automatically applied to an item you specify, based on a specific trigger. Create a new project automation, or configure existing ones from Administration > AI & Automation.

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