Projects in Workstream¶

Create Projects¶

Administrators can create new projects.

1. Log in to Workstream.
2. Click Projects on the navigation. Click +New Project in the top right-hand side of the screen.
3. You will be prompted to provide the following:
   • User Groups with access to the project – enter the contributor group(s) that you’d like to allow to view and edit the project.
   • Project Name
   • Project Sponsor – the sponsor manages the details of the project.
   • Launch Date
   • Project Description
4. Click Create.
5. A new, unique project ID will be automatically assigned to your project. Project ID’s are noted by a “P” preceding the ID number and are located above the name of the project.

Administrators can also create a project from a task or move a task to or from an existing project. (Read more about tasks.)

Edit Projects¶

Administrators can view and edit all projects, while contributors can view and edit the projects that they have permission to view.

Projects can be edited from the project details page:

1. Log in to Workstream.
2. Click Projects on the navigation bar.
3. Click the project that you want to edit.

Edit Project Name and Description¶

In the project details page, hover your mouse over the project name or description and click to inline edit.

Click anywhere on the page to save. A confirmation pop-up in the lower right-hand corner of the screen.

Edit Project Sponsor¶

1. In the project details page, hover your mouse over the Project Sponsor section and click the Options icon.
2. Click Edit Sponsor.
3. Type in the name or email address of the user and click their name when it appears in the dropdown.
4. Click Save.
5. The assignee will receive a notification that they are the new project sponsor.

Contact Project Sponsor¶

If there is an update or change to the project requirements, you may want to send a personalized message to the project sponsor.

1. In the project details page, hover your mouse over the Project Sponsor section and click the Options icon.
2. Click Contact Sponsor. You will only see Contact Sponsor if the project sponsor is someone other than yourself.
3. Enter the message and then click Send.

Edit Completion¶

The completion section of the project automatically updates as tasks assigned to the project are marked complete. (Read more about tasks and updating statuses here.)

Admins can manually mark a project as complete. Hover over the Options icon on the project list page, next to the project name in the project details page, or next to the completion percentage on the project details page. Select Mark project complete. You can also reverse this action by selecting Mark project active.

Edit Launch Date¶

1. In the project details page, hover your mouse over the Launch Date section and click the Options icon.
2. Click Change Launch Date.
3. Select a new date and Save.

Edit Watchers¶

Adding Watchers to a project is a good way to keep relevant people informed of the progress of a project. Watchers receive notifications if there are certain updates or changes to the project.

Add a watcher:

1. In the project details page, hover your mouse over the Watchers section.
2. Click the (+) Plus icon.
3. Type in the name or email address of the user. Click his or her name once it appears in the dropdown.
4. Enter an optional message.
5. Click Save.

To delete a watcher, hover your mouse over the watcher’s name and click the (X) Close icon.

Edit Assets¶

You can assign locally stored assets or assets from your DAM to a project.

Any assets assigned to a project from your computer or desktop will automatically be uploaded to a folder in the DAM titled Workstream Assets. (Read more about the Workstream Assets folder.)

If a task includes assets, they will appear in the Assets section under the name of the task.

There are a few ways to assign assets to projects:

1. In the Project details page, drag and drop assets into the Assets section.
2. In the Project details page, hover your mouse over the Assets section and click the (+) Plus icon.
3. Click Add from Acquia DAM to select assets currently in the DAM.
4. Click Add from Computer to select assets from your computer.
5. To remove an asset: Hover your mouse over the asset and by click the (X) Close icon.

Edit Active Tasks¶

Active tasks are tasks that are still in progress.

• View or Edit an Active Task:
  • In the Project details page, click a task. This will direct you to the Task details page.
• Add an Active Task:
  • In the Project details page, hover your mouse over the Active Tasks section and click the + icon.
  • Click the dropdown to select a request form and click Create. (Read more about Request Forms.)
  • Complete the form. Click Save for Later to save a draft or click Submit to finish adding the task. This will create a new task.

Remove task¶

1. Click on one of the project’s active tasks.
2. On the task details page, click the Options icon to the right of the task name. Select Remove from project.

Delete Projects¶

1. In the project details page or the project list, hover your mouse over the project name and click the Options icon.
2. Click Delete Project.

Change Project Permissions¶

Only admins can change the project permissions.

1. In the Project details page or the project list, hover your mouse over the project name and click the Options icon.
2. Click Change Project Permissions.
3. Enter the contributor group(s) that you’d like to allow to view and edit the project.
4. Click Save.

Filter project list¶

You can filter the project list to display projects in different orders based on the facet chosen.

1. In the Project list, click All Projects on the navigation, then choose a filter.
2. To filter by creator or sponsor, toggle the selector to the right, then input the name or email you’d like to search for.