Managing projects with Project Workspace

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Use the features of Project Workspace to plan and manage your project.

Figure 1. Grid view of Homepage

Figure 2. List view of Homepage

The homepage contains the following UI components to help you navigate through the workspace. Table 1. Project Workspace homepage UI Feature Description Grid view of projects ( ) Opens the project in grid view or card view.

List view of projects ( ) Opens the project in list view.

My Projects This section displays all the projects that you own, including subprojects.

All Projects This section displays all projects in the system.

All projects include projects from customer projects, team spaces, and audit.

Projects This section displays only projects.

Subprojects This section displays only subprojects.

Project cards Each project is represented by a project card.

These cards display high-level details, such as the project name, status, planned dates, and the manager that the project is assigned to.

Project search Option to search for projects by name or by the user it’s assigned to.

Filter Option to apply filters on the homepage. The filter preferences that you choose are retained in the filter criteria.

Refresh Reloads the homepage.

New Option to create a project.

Planning header The header displays the project name and provides the following various options. Name Description Edit project details ( ) Opens the project details in the side panel to edit.

See Create a project from Project Workspace .

Activity ( ) Facilitates conversation between different stakeholders.

See Collaborate with stakeholders from Project Workspace .

Attachments ( ) Enables you to add files to the project.

See Collaborate with stakeholders from Project Workspace .

Refresh the project ( ) Reloads the planning page.

Save ( ) Saves your changes. This button is inactive by default to facilitate auto-save of any changes made to the project plans.

Enable or disable the auto-save functionality from the Advanced tab of the Settings ( ) panel.

Resources not synced ( ) Enables you to synchronize the project and resource assignment dates. When there’s a change in the planned or actual dates of the project tasks, this icon is enabled.

When the project has classic resource plans, this icon is inactive by default.

Enable this toggle to display the resource assignment pane.

Displays data in both grid and gantt view on planning page. This button is active by default.

Displays data in Gantt view on planning page. Use this button to change task dates and dependencies.

Displays data in Grid view on planning page. Use this button to add and delete tasks, change task dates and dependencies, and assess the progress of the overall project.

Baselines ( ) Enables you to create and compare schedule and financial baselines.

See Create and compare project baselines in Project Workspace .

Critical path ( ) Toggle the button to switch on/off the display of the critical path of the project.

Add Task

Adds a project task in the data grid.

See Create and assign project tasks from Project Workspace .

Use the column configuration side panel to personalize the columns displayed in the list view.

Task Plan

Use this tab to customize your task planning. You can select the columns that you want to see on the data grid of the planning page.

Resource Plan

Use this tab to customize your resource assignment pane. You can select the columns that you want to see on the data grid of the resource assignment pane.

See Personalize the planning page view in Project Workspace . Settings ( ) The Settings side panel has two tabs to enable different customizations of the data grid and planning page.

General

Use this tab to navigate to the workspace of any subprojects of the current project, and customize other settings on the timeline such as bar labels, critical path, dependency lines, and allocation settings. You can customize the display settings. The Display summary task settings that you choose are saved in the preferences.

Use the Show actuals toggle to view actuals in the resource assignment.

Advanced

Use this tab to enable or disable the autosave option, select the date format for your project tasks, and change the mode of calculation to manual or automatic. This tab isn’t available in the planning page for subprojects.

Help ( ) Provides the legends used and the keyboard shortcuts for different actions on the planning page.

Project actions ( ) Provides other actions to perform on the project. Apply template Delete project Move project Copy project Import from MS project Export project Launch help video Calculate Completion Estimates Copy partial project

Synchronize the project's date with the start dates of the associated resource plans, cost plans, benefit plans, resource assignments, project tasks, and subprojects using Move Project .

Resource assignment pane The resource assignment pane contains the following UI components to help you manage your resources from Project Workspace. Name Description Refresh the resource assignment ( ) Reloads the selected assignment and allocation.

Displays the resource allocation in the resource assignment pane.

Displays the effort type as FTE, Hours, or Person days.

Displays the effort by week or month. This button is displayed only when the Allocation heatmap toggle is enabled.

Add a resource in the resource assignment pane.

Data grid The data grid shows the list of project tasks and subprojects in rows, and the following options to perform actions on the rows. If a project has subprojects, you can drill down into the tasks and scheduling of these subprojects too. Option Description Column actions Sort and filter the project tasks using the actions on the header. Point your mouse device to a column header to see the context menu icon ( ).

Using this menu, you can perform actions such as autofit, hide, or reset.

If you select the context menu ( ) for certain columns, such as Short description or State, you can also filter the project task rows.

Rearrange rows ( ) Enables the dragging of the project task rows to a position of your choice on the grid.

Select row ( ) Choose to select multiple project task rows at once.

Use the row context menu ( ) to perform various actions.

Row context menu ( ) Provides various actions for the selected rows, such as edit task, add task above or below, delete row, add dependency, and more.

You can also select multiple rows and perform an action on them at once, using the row context menu. For example, indenting or deleting multiple tasks.

Expanded row ( ) Indicates that a project task row is expanded to show its child tasks. Select this icon to collapse the row and hide the child tasks.

Collapsed row ( ) Indicates that the project task contains child tasks. Select this icon to expand the row and view the child tasks.

Reorder column ( ) Reorders the columns of the data grid.

Edit an individual cell Edit or copy the info of this cell by selecting the cell context menu ( ) or select and hold (or right-click) a cell.

Use this menu to copy and paste cell contents, add dependencies, add project tasks directly above or below this cell position, or delete the whole row.

Edit multiple cells Bulk-edit cells by selecting multiple cells and select and hold (or right-click) one of the cells. You can also use the cell context menu ( ) for more options.

Selecting a project task by selecting its short description opens the task details in a side panel, enabling you to edit them. See Update a project task from the Project Workspace .

You can also increase or reduce the area occupied by the data grid by dragging the line that separates them.

Timeline view The timeline view shows the project timeline based on its planned start and end dates, and displays the project task bars and milestones.

By using the planning settings ( ), you can choose to display the bar labels, dependency lines, and the critical path. See Personalize the planning page view in Project Workspace .

Project timeline The timeline shows the planned period of the project. You can reduce or increase the visibility of the project period by changing the timescale to Year, Quarter, Month, Day, or Week. Select the timescale icon ( ) and choose an option.

Dependency lines These lines show the dependencies between the project tasks. You can add new dependencies by drawing them on the timeline view, or select an existing dependency to edit its details in the side panel. See Add internal project task dependencies from Project Workspace . The dependencies that you choose are saved in the preferences.

Access the new Project Workspace Learn how to navigate to the new Project Workspace and open a project in the planning page. Create a project from Project Workspace Use Project Workspace to create a project and start planning for your project tasks. Update the project details from Project Workspace Update the details of a project to reflect the updates or changed priorities using the details page from Project Workspace . Analyze project analytics from Project Workspace View the summary of a project in Analytics tab of Project Workspace. Personalize the planning page view in Project Workspace Customize the display of the planning page. Choose the data you want to see on the data grid and the timeline. Create and assign project tasks from Project Workspace Add new tasks for your projects and assign them to your team directly from the new Project Workspace . Create checklist items for a project task Create checklist items for a project task to track items to be completed in the task. Add internal project task dependencies from Project Workspace Create dependencies between project tasks using the interactive UI of Project Workspace . Add external dependencies between projects from Project Workspace Set up a dependency between tasks of different projects using the new Project Workspace . Create and compare project baselines in Project Workspace Create a schedule baseline and financial baseline of a project. A baseline is a snapshot of the project's progress at the particular moment of time. Create a status report template in Project Workspace Create a custom template for status reporting in Project Workspace . Use the template to create status reports according to your specific requirements. Create a status report in Project Workspace Create a status report in Project Workspace for your projects. Your team can view the report and be updated on project health, metrics, risks, issues, and milestones. Collaborate with stakeholders from Project Workspace Add comments and attachments to the project or a project task and share them with other users of your organization. Collaborate and ensure that your project is in line with your organizational priorities. Collaborate on projects using Docs Collaborate with team members, save notes, create project charters, and project briefs using Docs. Generate the summary for selected or complete content with Project Gen AI Docs skill in Project Workspace Quickly learn the details of the documents from the summary that is generated by Now Assist in Strategic Planning . Schedule the project summary emails with Email project summary skill Schedule the project summary emails to prioritize and track the most important changes in the project in Project Workspace . Project financials and Source-to-Pay Operations integration Request, track, and manage procurement requests of assets for your projects. Add a RIDAC record to a project in Project Workspace Add a Risk, Issue, Decision, Action, or Request Change (RIDAC) record to your project in the Project Workspace . Adding RIDAC records enable you to keep a track of risks or issues during the project life cycle and help in analyzing the outcome of a project. Associate existing RIDAC records for a project in Project Workspace Link existing RIDAC records to one another for your project in Project Workspace . A RIDAC record stands for Risks, Issues, Actions, Decisions, and Request Changes. Keep a record of risks or issues and their outcome for analysis at project closure and planning. Convert one RIDAC record to another for a project in Project Workspace Convert one RIDAC (Risk, Issue, Decision, Action, and Request Change) record to another for a project in the Project Workspace . Keep a record of risks or issues and their outcome for analysis at project closure and planning. Track the risks and issues throughout the project life cycle. Export a project status report to Microsoft PowerPoint from Project Workspace Generate a status report of your project and export it as a Microsoft PowerPoint file from Project Workspace . You can use this file to present the project status to stakeholders or to collaborate with them over risks and next steps. Save time by generating a Microsoft PowerPoint file with the latest information and avoid copying information into slides. Export a project from Project Workspace Export your project as a file from Project Workspace . Use this file to provide project updates to external stakeholders or a wider audience. Save time by generating an export file with the latest information and avoid copying information into different files.

Parent Topic: Project Workspace