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  • How To Add Documents to Projects

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    Posted on June 25th, 2009Customer SupportDocuments

    To add a document to a project use the Add Document page for the corresponding project. You can access the Add Document page by clicking Projects in the main menu, selecting Your Projects or Company Projects from the View drop-down menu on the Start Page, searching for the desired project using the Project Name, Number or other advanced search options, then clicking the Documents link under Quick Links. The Documents link displays the List Document page for the project. In the secondary menu you will find a link labeled Add Doc. Clicking this link displays the Add Document page.

    You can also access the Add Document page from the View Project page. Clicking the project name from the Start Page will display the View Project page where you will find a link labeled Add a Document. Clicking this link will display the Add Document page. From the View Project page you can also click Documents in the secondary menu. This displays the Document List page. The Add Doc link will be available in the secondary menu.

    Using the Add Document Page

    Use the Browse button found next to the File Name field to locate the file or document that you wish to upload into Vertabase. This file could be found on your computer desktop, local file network, or any other location accessible to you. Once you’ve found the document, simply click the Upload Document button to complete the update.

    Document Management Features

    Several document management features are available such as overwriting the previous version of the file, linking the file to avoid uploading it, and placing the file in a Vertabase folder by using the Add in Folder drop-down menu. You can choose who can access the document by clicking the Limit Users link. And you can add notes to accompany the file using the Notes field.

    See these related videos for demonsrations of how to use these features:

    The List Documents Page

    Once the file has been uploaded, you will see the List Documents page. For each file it displays the file name, an icon to the left of the name, a revision number, the date and time stamp for the upload and the name of the Vertabase user who uploaded the document. To access the document click the icon to the left of the file name. To see the revision history of the file, click the file name.

    Related video: Adding Documents to Projects

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  • How to add and remove people from Projects

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    Posted on May 20th, 2009Customer SupportProjects

    You can add, change, or remove people from your projects using the Create New Project page, or Edit Project page. To access the Create Project page, click Projects in the main menu, then click the Create option in the secondary menu. This will bring you to the Create New Project page where you’ll find the select project members text link under the Projects Members section. Clicking this link will display the Search for Users pop-up window. This is the window that is used to add, change or remove people from your projects.

    If you are working with an existing project, you can access this pop-up window from the Edit Project page. You can only access the Edit Project page if you were granted the required system rights. To find the edit page, start by clicking Projects in the main menu, searching for your project using the search interface, clicking on the project name that appears in the search results, then clicking the Edit option found in the secondary menu. On the Edit Project page, you will see the select project member text link located under the list of Project Members. Click this link to see the Search for Users pop-up window.

    The Search for Users window is divided into two parts. The upper half provides a search interface, and the lower half displays the search results. The text link labeled All which is found in the top right of the page provides a shortcut to see the list of all Vertabase users in the system. Use the options available in the search interface for a more refined search.

    The feature labeled Resource Availability shows you the amount of time that resources have available in their schedule over a specified period of time. If you define a time period using the two date fields before clicking the Search button, numbers appear next to the resource names in the search results. These numbers indicate the amount of unscheduled time expressed as hours and as a percentage of the total hours potentially available in a resource’s schedule. This information is very useful when making staffing and scheduling decisions.

    Adding resources to a project

    To add resources to the project use the checkboxes found to the left of the resource names to select the desired names, then click the Add Selected button. This will shift the selected names from the left side under Search Results over to the right side under List to Accept. To quickly shift all the names under Search Results over to List to Accept, simply click the Add All button. Click the Accept List button to confirm that the names under List to Accept will remain on the project.

    Removing resources from a project

    The checkboxes under List to Accept are used to remove people from the project. Check the checkboxes to the left of the resources names that you wish to remove. After selecting the desired resources click the Remove Selected button. Click the Accept List button to confirm that the names under List to Accept will remain on the project.

    When working with a schedule you may need to assign people to a task that are not members of the project. Use the add/remove project members link found in the Assign Members to Tasks pop-up window (accessible using the links under the Users Assigned to Task column). This link opens the Search for Users pop-up window used to add and remove resources. Added project members will be available for every task, not just the task used to add the member. If you are assigning the new project member to the task, confirm your changes by clicking the Save Changes button.

    See related video Adding people to and removing them from Projects

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  • How to use the Start Page

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    Posted on May 20th, 2009Customer SupportProjects

    When you log into Vertabase you will see the Start Page. By default, this page allows you to quickly see the status of your projects in terms of comppleteness, schedule and budget health, and other information. The default page is labeled Your Projects. This is the list of projects that has been assigned to you or that display your name as the manager. Use the View drop-down menu to select the option All Company Projects to see the full list of projects, including those not assigned to you. Click the All link at the bottom of the page to see all of the projects on a single page.

    Above the list of projects you’ll see a small search interface. The alphabet links allow you to find projects using the first letter of the project name. Click the All link to display all projects or use the Name and Number fields to refine your search. If you need to find all projects that have the text “DVD” in the project name simply type “DVD” in the Name field. This will capture all projects that have DVD anywhere in the project name. You can also use the Project Number in a similar way. “DVD” could be used as a prefix in the project number. You could enter this into the number field and Vertabase would find all projects that have DVD anywhere in the project number. The Show Advanced Search Options link can be used for a more detailed search. You can use the Project Priority, Client Status, Department or other fields.

    To quickly search through all projects use the Search All Projects checkbox. When you log in, make sure you click the Search All Projects checkbox and enter a partial name or partial number before clicking the search button.

    Note that you can export the list of projects as a PDF document. This allows you to send the list as an attachment to an e-mail. Within the list of projects we see project related information. For each project you can see the project name and project number (if used) in the heading. Other information such as the client, manager, priority and associated departments are also visible. The Next Deliverable field displays an incomplete task who’s due date is closest to the current date (or the oldest incomplete task). Quick Links allow you to jump directly to the project’s schedule, budget, documents or issues.

    The project status field could have a value called “Planning.” In this case, you may not see the project in the list. You’ll only see projects with a status of planning if you are an administrator, project manager or project owner.

    Other project fields displayed in the list are the scheduled start date of the project and the scheduled delivery date. If a project has a budget, you’ll see the estimated net cost of the project and the actual net cost of the project. The links for these costs will take you to the project’s budget page.

    The icon of the project calendar is left of the project name. Clicking the icon will open a pop-up window showing you a timeline of the project’s tasks. Several months of the project’s timeline can be displayed simultaneously by checking the checkbox next to the Past and Future links. Check the checkbox before clicking those links.

    Underneath the icon you may see two circles which indicate project health. The leftmost circle whether or not the project is on or off schedule. Red indicates off schedule. Green indicates on schedule. See the video on how critical tasks are used to determine the status of this schedule health indicator.

    The circle to the right indicates budget health. A red circle indicates off budget. A green circle indicates on budget. To learn more about the budget health indicator see the video Budget Health Indicator. The project percent complete is located just beneath the colored circles. The percent complete for the project is calculated from the percent complete values of the project’s tasks.

    By default the start page will display the list of your projects. You can change the default start page by editing the option called “Start Page” in your user account. To edit this option click your name as it appears at the very top of the page next to the label “Logged in as:”. This takes you to the View User page for your account. Click Edit in the secondary menu to see the Edit User page. Here you will see a field labeled Start Page. By default it is set to Project List. The Project List page is what you see when viewing your projects. You can select any option from the list depending on how you intend to use Vertabase. For example, if your role in Vertabase is to update information relating to tasks that have been assigned to you, the Daily Task List page might be the best option as your start page. This page allows you to quickly log into Vertabase, update your tasks, submit timesheets and log off very quickly. If your role involves tracking and managing issues, it might be better to have the Issue List as your start page. Immediately after logging in you can add information and update issues. My Report Templates is a very useful start page for granting access to limited, summarized status information on projects or tasks. Use this option to allow users to see the list of custom reports created for a select list of users. After selecting the option of your choice, click Save Changes on the Edit User page to confirm the changes. The change will take effect the next time you log into Vertabase.

    See related video: Using the Start Page

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  • Adding Timesheets to a Project (but not a specific Task)

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    Posted on October 23rd, 2008Customer SupportTimesheets

    This video covers how to add timesheets to a project (but not a specific task).

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  • Adding Timesheets to Unassigned Projects or Tasks

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    Posted on October 23rd, 2008Customer SupportTimesheets

    This video covers how to add timesheets to unassigned projects or tasks.

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  • Searching for Projects and Tasks

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    Posted on October 23rd, 2008Customer SupportProjects

    This video covers how to navigate Vertabase to find projects and tasks.

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  • Global Project Report

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    Posted on October 23rd, 2008Customer SupportReports

    This video covers how to create Global Project reports.

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  • Creating Report Templates: Global Project and Global Budget Reports

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    Posted on October 23rd, 2008Customer SupportReports

    This video covers how to create report templates for the Global Project and Global Budget reports.

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  • Warehousing (Archiving) Projects

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    Posted on October 22nd, 2008Customer SupportProjects

    This video covers warehousing (or archiving) projects. It also demonstrates how to find and view warehoused projects, and view related items of warehoused projects such as schedules, documents, and budgets.

  • Viewing Projects

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    Posted on October 22nd, 2008Customer SupportProjects

    This video covers how to read the View Project page.