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MADE & HOSTED
IN GERMANY

Working with Project Rooms

Use specifically designed project rooms* for your project management to optimize work processes. A number of additional functions, such as the visualization of certain project details and project portfolios, help you to plan and execute your projects.

*Basics: There are different room types available on Stackfield. These, as well as the current status and the start and end dates of the project for project rooms, are defined when creating a room. The room type cannot be changed afterwards.

Project Details

"Project Details"* is a project-specific planning overview, which displays all relevant information on the progress of the respective project.

*Note: Only the project manager(s) can modify the project details.

How do I access the project details?

Option 1: Click on the room name in the upper left corner of the room view and open the "Room Settings". Now, you can access your planning overview in the tab General at the very bottom by clicking the "Project Details" button.

Project Details Option 1
Access project details via room settings

Option 2: Click on the project status in the upper left corner, which is displayed in the room bar next to the title.

Project Details Option 2
Access project details via project status

Project Manager

The room admin is automatically the project manager of the project. If several project managers are responsible, they can be authorized by assigning them the role of the room admin within the project room.

Project Status

The project manager can assign one of five statuses to the project. This way the progress of the project can be assessed at a glance.

Project room status
Status options

As soon as the status of the project is changed, a description field opens underneath, which must be filled in. Here, the manager can store information on the progress of the project and make clear to other users why they changed the status.

Status description
Status description

Underneath the status is noted by whom it was last changed. With a click on "Show history", you can get an overview of all status updates.

Status history
Overview of all status updates

Tip: Your project room is displayed in the sidebar with a colored circle. The color varies depending on the status of the project.

Special case: Overdue project

If your project is overdue, a red exclamation mark will appear on the status label in the room bar as well as a red icon in the sidebar, to point out the critical state.

Overdue project
Note on overdue project in the status label

Priority

For teams that are running several projects at the same time, it can be helpful to prioritize projects. In Stackfield, the following project priorities can therefore be assigned: "Low" / "Medium" / "High".

Project priorities
Prioritize your projects

Start and end date / Project Timeline

Start and End date

The start and end date is set when creating the room, but can be changed afterwards in the project details if necessary.

Start and end date
Start and end date

Project Timeline

Underneath the key data of the project a project timeline is displayed. It shows how many days have passed since the start of the project and how many days are left until the end of the project. If the project is overdue, this period is also recorded to the day.

Project Timeline
Check the progress of the project in the timeline

Time Budget

To keep a better overview of the planned and actual time spent, a time budget for the project can be stored: How many hours are required for the project?

Time Budget
Set up a time budget

If the project manager has entered a time budget, a circular ring appears next to it, showing the time already spent in color*. By mouse-over the exact numbers, absolute and percentage, can be viewed. The defined time budget is 100%. If, for example, twice as much time is spent on the project, the time budget increases to 200%. To set the time budget in relation to the used time, activate the time tracking.

Time Budget
Used up time budget

*There are several colors to be distinguished:
  • grey circular ring (no time tracking)
  • grey circular ring with blue part (still on time)
  • grey circular ring with yellow part (at least 90% of the time budget was used)
  • red circular ring (over budget)

Processing state of tasks / Time Tracking

My tasks / All tasks

The pie chart in the section "My Tasks" gives you information about the processing status of all tasks assigned to you within the project. All tasks are broken down by percentage according to their due date.

Processing state tasks
Graphical breakdown of tasks by processing status

Analogously, the pie chart in the section "All Tasks" informs in the same way about the processing status of all created tasks within the project.

Open Tasks / Burn Up Chart / Time Tracking

The diagrams at the bottom of the page help to interpret the remaining workload in terms of project progress. This makes it easier to determine how quickly the project team is working, how likely it is that the project will be completed on time, and whether the project plan may need to be adjusted.

The bar chart shows the remaining "Open tasks" over time. It focuses on the progress of the project.

Open tasks
Open tasks over time

The "Burn Up Chart" displays all completed tasks in relation to the project backlog (total of all tasks within the project). Ideally, the graph of completed tasks should meet the one of the backlog within the project period.

Burn Up Chart
Burn Up Chart

The last bar chart in the area "Time Tracking"*, displays the time entries of all tasks to the day. This allows a better comparison of the actual time spent with the defined time budget.

Time Tracking
Time tracking the project

In addition, the time tracking in the room can be viewed individually for each task or in the reports in the tasks module / time tracking module.

*Note: To be able to use time tracking, it must be activated in the room settings!

Premium function: Project Portfolios

Note: The project portfolios are available in the Premium and Enterprise plan.

In reality, several projects are often carried out simultaneously. The cross-projects reports / project portfolios help you to keep a good overview of all projects.

How do I access and edit project portfolios?

Accessing project portfolios

To access the project portfolios, click on the Reports button at the top of the sidebar and then select the option "Project Portfolios".

Project portfolios
Access project portfolios

In the overview all accessible projects are now listed in grid structure.

Editing the view

Use the "MORE" button on the right to hide or show columns.

Edit columns
Hide or show columns

Using the filter function in the upper right corner, the view can be individually narrowed, expanded or sorted. Filter views can always be saved and can be accessed via the view selection. Click on the title of the currently applied view to the right of the magnifying glass icon. Via "Manage all views", they can be edited (deactivated, deleted or renamed) afterwards.

If a small arrow is displayed next to a column header, you can change the sorting of your view quickly and easily by clicking on it.

How do I access project details via a project portfolio?

By clicking the respective project, you can access the project details directly within the portfolio. All key data of the project can be easily edited in the quick access.

Access project details in the portfolio
Accessing and editing project details via the portfolio

Further functions

As with all reports, portfolios can also be exported and printed. To do so, click on the more button (symbol: three dots) in the upper right corner of the project portfolio overview and then on "Print and Export".

Export and print portfolios
Exporting and printing portfolios

Via the blue plus button new project rooms can be created directly in the portfolio.

Create new project room
Creating a new project room

Projects can be found quickly and easily using the search function (symbol: magnifying glass).

Search portfolios
Searching / Favoring project portfolios

By clicking the star symbol you can add relevant views to your favorites.

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