dotProject Version 2.0.

2 Basic User Manual Section 4: Project Elements – Ancillary Modules De Bortoli Wines

Table of Contents
Ancillary Modules............................................................................................................................................. 2 Adding Documents and Files....................................................................................................................... 2 The Files Module.....................................................................................................................................2 Checking Out Files.................................................................................................................................. 3 Checking in Files..................................................................................................................................... 4 Working with Multiple Versions............................................................................................................... 4 Deleting a File or Version ....................................................................................................................... 5 Attaching a File....................................................................................................................................... 5 Project Forums............................................................................................................................................ 6 Filters...................................................................................................................................................... 6 Creating a Forum.................................................................................................................................... 7 Editing / Deleting a Forum.......................................................................................................................8 Description of the Topic Listing Screen...................................................................................................8 Starting Topics........................................................................................................................................ 9 Replying to Topics ..................................................................................................................................9 Deleting / Editing Topics......................................................................................................................... 9 mailto Link .............................................................................................................................................. 9 Watches (Forums and Topics) ............................................................................................................... 9 Interface to Projects / Project Tab...........................................................................................................9 Creating a Calendar of Events...................................................................................................................10 Monthly Display .................................................................................................................................... 10 Weekly Display .....................................................................................................................................11 Daily Display ........................................................................................................................................ 11 Creating a New Event........................................................................................................................... 12 Setting Up Invitee Lists ........................................................................................................................ 13 Handling Event Clashes ....................................................................................................................... 14 Suggest Alternative Time ................................................................................................................ 14 Mail Request ....................................................................................................................................15 Reoccurring Events .............................................................................................................................. 15 Deleting Events .................................................................................................................................... 16 Links Module..............................................................................................................................................17 Adding a Link........................................................................................................................................ 17 Non-Human Resources............................................................................................................................. 18 Setting Up Resources........................................................................................................................... 18 % Resource Allocation.......................................................................................................................... 18 Adding a New Resource...................................................................................................................19 Editing a Resource Entry..................................................................................................................20 Deleting a Resource......................................................................................................................... 20 Assigning Resources to Tasks..............................................................................................................20 Smartsearch Module..................................................................................................................................21 Ticketsmith / Ticket Module....................................................................................................................... 22 Add on Modules......................................................................................................................................... 22

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Ancillary Modules
There are a range of associated modules within dotProject that add to the basic Project Management functionality but are ultimately optional. This section of the manual discusses those.

Adding Documents and Files
Documents (or files) can be added to dotProject either as part of a general central file storage area or as attachments to projects and/or tasks within projects. The Files Module When you access the files module, dotProject will display a listing of files.

At the top of the screen, there is a Filter that allows you to select a project changing the display to only those files associated with the selected project. If a project is not listed in that Filter listing, then it has no files associated with it at present. As of dotProject version 2.0.2 these listings will be automatically broken into smaller pages of display to ease use. As with most dotProject displays, there are tabs that divide the view of files into the available file types. File types are assigned to the file record as you generate / upload and you can modify them later using the edit option if required. Regardless of the tab selected there are a series of column's that list the associated files: This column will display a standard dotProject edit Icon (notepad and pencil) if the file is available for checkout. If the field is blank then the file is not available for editing or checkout. This column indicates the checked out status by displaying a CO if the file is checked in and available for checkout OR CI if the file is checked out and not available. This column will display the reason the file was checked out - see Checking out Files below for more details.

Edit File

Checkout / Checkin Status Checkout Reason

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File Name Description Versions Task Name Name of the file as it was uploaded Full description of the file as entered when the file was uploaded. Indicates the total number of revisions or versions of the file that have been uploaded. This column indicates the task that the file is associated with. This column indicates the name of the user that has a file checked out. If the file is not checked out then the option CO will be displayed. If you have previously checked out a file your name will not be shown but CI indicates that you can check in the latest revision of that file. Indicates the size of the file. Indicates the mime type as established by browser at the time the file is uploaded. If you require further information about the mime types applied (and hence the applications that will be associated with the file if you chose to download the file please refer to your browser documentation or the web in general. Date and time that the file was uploaded.

Owner

Size

Type

Date

The latest version of dotProject incorporates a basic file version control system. This system manages checking out and checking in files and associated locking of files. When you list files available from a particular project, via the Files link (not the Files tab under a Project), there will be three possible options / displays: CO CI owner name Check Out Check In If the file has been checked out by another user

If a file is checked out by another user then their name will be shown in the CO column and you will not be able to access that file for updates (you will still be able to click on the filename and view the file) until it is returned by the nominated user. Checking Out Files Checking out a file is done by clicking on the CO option in the CO column discussed above. The top of the form shows the File Name, the Type, Size (in bytes) and the name of the user that uploaded the file. You then have a box in which you should record a reason for the checkout so that other users will know the work that is being done with the file. Click off the Notify Assignees of Task or Project Owner by Email option if you do not wish dotProject to automatically send an email to advise that the file has been checked out.

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Clicking on submit will then allow you to download the file via your standard OS file browser. You will need to keep track of where you download the file to yourself - dotProject does not know that.

Once you have checked out the file, then the Checkout Reason will be displayed in the relevant column on the main Files screen and the options in the CO column will update to CI (check in). For other users accessing this screen - the name of the person who has checked out the file will be displayed as well as the Check out reason. Checking in Files To check in a file that you have previously checked out, you should click on the CI option on the main Files screen. This form consists of: Version Category Task Description Document version number Select the relevant document category Use this option to select the task that the new version is related to This field will automatically contain the existing document description which you can update / overwrite for this version if required Using the upload file / browser combination locate the file that you wish to upload as the new version Tick this option if this is the final version and the file should be locked for future checkouts Tick on or off depending on whether you want email advice to be sent

Upload File

Final Version Notify Assignees

Once the new version has been uploaded, then the checkout flag, reason and owner will be reset and the file display will return to indicating that the file is available. Working with Multiple Versions dotProject provides you with access to previous versions of files if required. From the main File listing, if there are multiple versions of a particular file then this will be indicated by the number in the Versions column. This option displays a list of all the versions uploaded directly below the main files listing. The layout / columns on this display are the same as the standard listing except that it does not include facilities for checking out / checking in previous versions. You can, however click on the file name of any of the revisions to display the contents of the file / version. Click on the version number again to remove this listing.

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Deleting a File or Version Click on the edit icon to the extreme left of any of the file listing (main listing or in the version listing) will allow you to edit any of the header information stored against any of the files. You get that listing by clicking on the edit icon beside the name of the file in any of the file listings. Attaching a File Files can be attached via the links at:
➢ ➢ ➢ ➢

- new item - > File link Main Project Detail Screen – new file option on the top right hand side Main Task Detail Screen – new file option on the top right hand side Files Module itself

dotProject provides a file entry screen:

Each of these fields is self-explanatory remembering only that you will not be able to select a specific task to record the file against unless you first select a project. If you do not select a project (leave the default to All) then the file will be listed in the main Files Module but not displayed specifically against any project. Once you attach a file to a project, then the files will be listed on the File Tab on the Project Detail display. If you have attached a file to a particular task, then there will be a paperclip icon displayed against the filename in the priority column (P) on the main task display screen / Task Tab.

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Project Forums
dotProject incorporates a basic forums package for use in association with projects. The optional use of forums within projects can provide a more free-form discussion platform than can be achieved with task logs; provide an option for team members to discuss elements of the project or perhaps to simply post announcements and updates on the project for access by all team members.

Filters As with all dotProject displays, there is a filter at the top right hand side that will let you adjust the posts and forums that you can access: My Forums My Watched My Projects My Company Inactive Projects List just the forums that you have created List just the forums that you have set a watch on. List just forums associated with projects that you own. List just forums associated with projects that are recorded against the same company that you belong to List forums from inactive projects only

The main forum display (Forums from the options menu) provides a listing of all open forums (connected to projects that you have access to). The details shown across the screen are: Project Name / Colour Coding The top line of each forum display shows the name of the project that the forum is attached to and automatically shades that line with the same colour that is applied to it's parent project The standard dotProject edit icon is shown if you have permission to change the forum details.

Edit Icon

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The lightbulb icon is shown if the forum contains posts that you have not yet read (the posts themselves have the same icon displayed beside their subject lines). This box indicates the forums that you have ticked Watch on for - see Watches below for more details This section shows the name of the forum, the forum description and the Owner and date the forum was created in three lines down the screen. This column shows the total number of topics in the forum This column shows the number of replies on those topics Shows the Date, time and a short synopsis of the last post in the forum, as well as a quick visual summary of the number of days since the last post

Lightbulb Icon

Watch

Forum Details Topics Replies Last Post Info

From this screen you have the option of creating a New Forum using the link at the top right hand side of the screen. Creating a Forum

Forums are generated via the Forums module (from the main module listing), new forum option on the extreme right hand side of the screen. Click on that button to generate your forum.

You will need to provide:

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Forum Name Description Related Project

A name for the forum Descriptive outline of the forum purpose Forums have to be attached to a Project, select the relevant project from your drop down list Select the name of the forum owner - at this stage forum ownership does not imply any special permissions or access Nominate a dotProject user who will moderate the postings in your forum

Owner Moderator

Editing / Deleting a Forum If you have permission to edit a forum, then the Edit Icon will be displayed beside the forum detail display on the Main Forum display page. Deleting a forum is done by selecting the forum you wish to delete, click on the edit icon to the left hand side of the forum name. There is now a delete forum link on the top right hand side of the screen. Description of the Topic Listing Screen When you select an individual topic within a forum, the display screen will show that topic and any replies that have been created. You'll also see a number of options between the forum summary and the actual topic listing. The breadcrumbs at the right hand side of the options listing allow you to return to the main Forum Display, return to the topics listing for this forum, create a PDF of the forum topics. There are options for controlling the topic view including Normal, Collapsed and Single message at a time - these are options that you click on to select Allows you to sort the view in descending order on date

breadcrumbs

View Sort by Date (desc)

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Post Reply New Topic Starting Topics To start a topic you must first select the forum. You can then either create a new topic or reply to an existing one (as we'll outline up next). To create a new topic you click on the start a new topic option (just under the forum summary) and you'll need to provide: Subject Message Subject line for the topic Body of the topic Create a reply to a topic Create a New Topic

Use the submit button to record your topic. At the top of this screen there is a date / time for the message, a Subject and Message box. These are used when you are replying to a topic - see Replying to Topics for details. Replying to Topics To reply to any topic within a forum, firstly select that topic. A list of the original topic and any associated previous replies will be displayed. At the top right hand side of the listing of replies there is an option for Post Reply (in between Sort by Date and New Topic). Click on post reply and the same screen as is used when creating a topic will be displayed, only this time, the original topic will be displayed in the top part of the screen and the last reply will be automatically incorporated into the Message box at the bottom (prefaced with > to indicate included text). Type your response into the bottom message box according to the established protocol for your site (ie some people may remove the text being responded to, others may choose to leave it in position). Use the submit button to save your reply. Deleting / Editing Topics If you have permission to either edit or delete any particular topics there will be an edit icon (a notepad and pencil) and a delete icon (garbage can) on the last line / right hand side of the topic. Click on either of those to effect that action. mailto Link The user names included in the Detailed Topic listing is a mailto link - click on the user's name to send them an email. The email you send will not be recorded in the forum. Watches (Forums and Topics) Watches can be placed on forums and topics by ticking the box either on the main forum display (against the forum name) or on the Topic display (beside the topic subject). Once a forum watch has been set the system will send an email advising you of any updates. Interface to Projects / Project Tab Once you have created any forums that are linked to a Project, dotProject will automatically include a Forum tab on the main Project Detail display. You can use that tab to go straight to the project forums by clicking on the name of the relevant forum.

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Creating a Calendar of Events
The calendar in dotProject is a combined diary and Project Task view. Monthly Display When the calendar module is selected, the default view will be the monthly view.

At the top of the screen there are two filter options that can be applied: Company Event Filter Select the name of the company to only display entries that belong to that company. All can be used to display details for all companies. This option allows you to select a filter for entries to be displayed

At the top of the calendar month display there are left and right arrows that can be used to scroll forwards and backwards through months.

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At the bottom of the month display the system will display the month previous and the following month to the current display. You can change the view from the monthly view to a daily view by clicking on the number of any day in either the previous / current / next month. When you are displaying tasks on a calendar - any view including at the top of the Today / Tasks tab you will often see two instances of this task. This is because we display an entry for the start date and an entry for the end date. If the task happens to fall on the one day then you see two entries.. Weekly Display

You can go to the weekly view by selecting the week icon on the left hand side of the view.

Daily Display The daily display is actually the Today view discussed in the Basic User Manual section of this document.

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Creating a New Event There are two ways of entering a new event:
➢ ➢

- new Item - > Event New Event button on the Day / Today View of the calendar (access this view from the main calendar by clicking on any of the dates on any of the months.

This form is completed as follows: Event Title: Enter the name / short description of the event This is a drop down box with options that have been defined by your System Admin or as part of the default setup of dotProject. Selecting an event type will alter the type of image used to display the event on the main calendar view Enter a full description for the calendar event

Type

Description

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Click this option to make the event private - in other words only viewable in the calendar for the person generating the event. Private Entry Careful with this because even if you have assigned other people to the event if private is ticked on, they will not be able to see the entry in their calendar. These options will automatically default to the nominated date if the event is added from the daily calendar view or to the current date if a new event is selected from the module listing line Select the required start and end times for the event This is a drop down box allowing you to nominate the re-occurrence frequency. See below for more details. Use this field to indicate the number of re-occurrences required. See below for more details The Resource box lists all users recorded in your dotProject environment Lists all the users that have been included in the event

Start / End Date

Start / End Time Recurs

x times Resources / Invited to the Event Invited to Event

Setting Up Invitee Lists There are two lists at the bottom of the New Event screen which are used as follows: Resources Invited to Event Automatically lists all active users on your current dotProject listing Automatically displays the current user's full name on create a new event, and will ultimately display all the users who have been invited to the current event.

To invite a user to the event (or remove a user from an event), highlight the user name (in resources or invitees) and use the arrow keys at the bottom of the screen to remove or add them to the opposing list. If you wish to send an email advising that the user has been added to an event - click on the Mail Assignee's box or click the option off to not send out an email invite. The email sent to the assignees will indicate whether this is a new or updated event and provide a standard message in the format: Event: URL: Starts: Ends: Project: Example: Attendees: testing This is an appointment 22/10/2004 08:00 am 22/10/2004 05:00 pm Type: General Karen Chisholm

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Handling Event Clashes Version 2.0 incorporates a facility for advising / managing event clashes alongside the ability to invite other users to events. To manage a timing clash, enter an event as per the instructions provided above. When you submit that event dotProject will check all schedules of all invitees and if a clash is identified a summary of the clash will be displayed for you to resolve.

This screen will indicate which invitees have clashing appointments at the time you have nominated and provide you with the following options for resolving that clash: Suggest Alternative Cancel Mail Request Book Event Despite Conflict This option will look for the next available block of time (after the requested date / time) that is available for all invitees. Cancel the Appointment for all invitees This option sends out a note to the invited users advising of the appointment details so that separate discussion can be entered into for an appropriate time. This will create an entry in all invitees calendars despite the clash

Click on any of these options to activate.
Suggest Alternative Time

When choosing Suggest Alternative time, firstly you will be given a screen to set the alternative time parameters.

You can use this screen to give dotProject some parameters for the timeframe to locate an alternative time within:

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Select the search period - either by entering an earliest date or a latest date. See Earliest / Latest Date below for warnings. Earliest Start / Finish Time Duration Select the preferred time frame

This will automatically default to the length of the previous appointment in minutes. Replace if required

Click on submit and dotProject will check within the timeframe you have provided and return to the Add a New Event screen with a message at the bottom of the screen indicating whether your preferred You should take care that you enter either an earliest date - in other words when to start searching OR a latest date - in other words when to stop searching.
Mail Request

Mailing a request sends a message to all invitees associated with the event and cancels the appointment entry, allowing the user to let those invitees originally intended for the appointment know that an attempt had been made to schedule an event and asking them to contact the originator directly. The wording of this message is similar to: You have been invited to an event by <name> However, either you or another intended invitee has a competing event <name> has requested that you reply to this message and confirm if you can or can not make the requested time. Event: <details> Starts: <date> Ends: <date> Type: General Attendees: <list> Reoccurring Events Setting up a reoccurring event requires that you establish the frequency of the re-occurrence and then the number of iterations that are required. Firstly you will need to set up a standard event . Make sure that you set it up as if it was a single event (ie do not set the start and finish dates as if you were trying to stretch the event from the start and finish of the reoccurrence, otherwise you will find you have repeating entries in your calendar view. You should set up the event as if it was a single entry and then use the re-occurrence settings to establish the repeating sequence. Set the Recurs field to one of the options in the drop down box. These should be self-explanatory x times should be used to establish the number of re-iterations of the event that are required

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As an example, if you wanted to repeat an event monthly for the next 12 months you would set the options to: Recurs: Every Month x 12 times Saving the event will perform the same clash checks that would occur for a single event.

If you choose to enter a recur period (weekly / daily etc.) and then do not nominate a x times option then dotProject will just create a one-off diary entry.

Deleting Events Once you have displayed an individual event - there will be a Delete Event option to the right-hand side of the screen if you have permission to delete calendar events. Click on this to delete the event.

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Links Module
The links module is a useful central storage location for important web links which can be of use to all users on your site or that provide supporting or extra information to the projects on your site. You may wish to use the links module to store links to your Intranet, to your site's home page or to any other important documentation or supporting information sites.

Links, as with files, can be attached to specific projects or can be general as in the All Projects example in the example above. In the event that you attach a link to a specific project, then a Links tab will be incorporated on the Main Project View screen showing you the associated link. Adding a Link To add a link use the option at the top of the links module and complete the detail screen.

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Non-Human Resources
The resources module is used to set up non-human resources that can then be assigned to tasks as required. Non-human resources are items such as equipment, venues, facilities and tools. Setting Up Resources Resources need to be recorded before they can be allocated to projects. The resource module automatically controls the % of availability of the resource that can then be allocated across projects.

Clicking on any of the tabs gives you a streamlined view of resources - ie All (to see all Resources), Equipment, Tools or Venues (to see just those items flagged as such). The tab (or resource types) are configurable by your system administrator if you need to change them. % Resource Allocation When allocating resources to projects the total amount of allocation across all attempts to use the resource will be checked against the resource availability. For example if a resource is flagged as 100% available and 3 projects have requested 20% of that available time then the total used time of the resource is 60%. If you then attempted to allocate this resource to another project for say, 50% of the available resource then dotProject will not be able to allow that to proceed. To release available allocation you must unassign resources from projects where they are no longer required.

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Adding a New Resource

Clicking on the Add Resource button opens a screen similar to the following:

Complete the required details as follows: Resource ID Enter a unique identifier for the resource - could be a barcode / alpha-numeric code / alpha code, whatever suits your requirements Enter a Full Name for the resource - this will be the item that is shown in most selection lists Select the type of resource from the drop down box

Resource Name Type

Use this percentage setting to dictate the amount of available time that this resource can be allocated to task for. For example 100 would mean that the resource was available 100% of the time to be allocated to tasks. Using 50 would indicate that Maximum Allocation there is a limit to the amount of allocation that can be made of this resource. Percentage Perhaps you would use this for something that was not 100% available to just dotProject projects.

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Use this field to provide some sort of full description for the resource. This may be useful, for example, to outline the facilities in a venue or the add on requirements for a piece of equipment.

Notes

Editing a Resource Entry

Click on the resource name and dotProject will display the full details of that resource. There is an edit resource crumb at the top of the screen which allows you to modify that entry as required.
Deleting a Resource

From the same view screen as mentioned above, there is a delete resource option at the right hand side of the screen to remove the resource from the database. Assigning Resources to Tasks Once resources are available you can add them to any task within a project using the Task Add / Edit function. You will see that there is a tab there for Other Resources, click on that and:

you will be presented with an option to allocate resources. As with human resources, select the percentage required to allocate and the highlight the resource and use the > arrow to assign it to this task. If you wish to unassign it then you just need to highlight it in the Assigned to Box and click the < arrow to unassign (return it to the resources listing). The Non-Human resources facility was actually developed for a project sponsor according to their strict requirements – hence the use of the % allocation / availability of resources which may not always suit everyone else.

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Smartsearch Module
Unlike the module specific searches incorporated on many of the main module displays, Smartsearch is a separate module which provides a way of searching for strings through all dotProject areas. Enter your search string in the search field and click on Search and dotProject will display a listing of all modules including details of where your search string was identified.

From the above screen you can see that we searched for the word “example” and dotProject is showing, per module, where that word has been found. You can search for multiple words if required. The search is case insensitive, and at present wild cards (* % etc.) are not supported. Each of the matches is automatically a link which you can click on to go straight to the item that was located.

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Ticketsmith / Ticket Module
The Ticketsmith module is used to store incoming email requests and tickets that are lodged via a simple entry screen as ad-hoc work requests. Ticketsmith is available from the dotProject menus but is currently not tightly integrated into any other areas of dotProject and because of licensing difficulties and the fact that the module was originally provided by another programming group who are no longer maintaining or updating the module we are going to drop it from future releases. HelpDesk is an add on module which performs similar tasks and is currently actively maintained.

Add on Modules
All of the functionality we have discussed up until this point relates to modules that we call “core” modules. In other words, the software that comes with the basic dotProject installation files and is fully supported by the core dotProject development team. All modules in the core release of dotProject relate to basic, industry agnostic Project Management functionality. Because there are some specific requirements that some industries and/or organisations have that can be added to dotProject but are not strictly part of Project Management core functionality we support a spin off project known as dotMods. dotMods is a freely available project that third-party developers can upload any specialist modules they have developed that work within dotProject. From the dotMods project we sometimes “promote” modules to the core – we're currently doing that with the Backup Module. There are other active modules which may never be promoted but are frequently in use such as the Help Desk module, Invoicing, Timesheets and so on. There is also a downside to this in that some modules are made available via dotMods by their developers who promptly drop all support for the module and allow them to stagnate. There are currently some timecard modules, an inventory module and other odds and ends on dotMods which are languishing hoping that some developer will take pity and update them to be compatible with later versions of dotProject. The Help Desk Module has now been installed at De Bortoli's for use in managing some ad hoc, unexpected requests, hence you will notice it on menus and possibly in project and task tabs.

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