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SharePoint Project Management -- IntelliGantt Workspace Settings

Here are the details explaining what this screen


IntelliGantt Workspace Settings

really means.



This feature of IntelliGantt and the IntelliGantt Add In for Microsoft Project allows you to use and modify many more fields than the default SharePoint Task List provides. For example, with WSS 3.0 the default task list looks like this:


Default SharePoint Task List

The Workspace Settings feature in IntelliGantt and the IntelliGantt Add In for Microsoft Project, you can easily change these existing fields to whatever display name you prefer. Even better, you can add your own fields with your own nomenclature and let IntelliGantt do the customization work so it can look like this:


Customized SharePoint Task List

The 'Map Server Name' button gives you the ability to map an IntelliGantt or MS Project field to an existing SharePoint field. This feature is described here.


Prerequisites

Windows Server with Windows SharePoint Services 3.0.
Manager or Web Designer Permission


What the columns mean

The Workspace Settings dialog box has five columns: Name, Display Name, Member Read, Member Write and Description. Here are their definitions:


  • Name -- (Not Editable) This is the column name to be entered into the database. End users don't care about this so much, but developers working on web parts that support IntelliGantt products care a lot!
  • Display Name -- The display name for the column
  • Member Read -- If checked, IntelliGantt will send its data for this column to SharePoint
  • Member Write -- If checked, IntelliGantt will receive data for this column from SharePoint
  • Description -- A helpful description that appears next to the field in SharePoint when editing

You can use these settings to describe how IntelliGantt works with the default SharePoint Task List fields (Title, Assigned To, Status, Priority, Due Date and % Complete). For example, when you start a project, you might check the 'From SharePoint' attribute for Start Date and Due Date. This will let SharePoint users adjust the start and finish dates of your IntelliGantt tasks-- a simple collaborative approach to scheduling. When the schedule is set, though, the IntelliGantt user can unclick 'From SharePoint' and then IntelliGantt will enforce the project managers start and finish dates.

I Want More Fields!

You got 'em!


Both IntelliGantt and the IntelliGantt Add In for Microsoft Project support the following:


  • Thirty Text Fields (Text1 - Text30)
  • Twenty Number Fields (Number1 - Number20)
  • Ten Cost Fields (Cost1 - Cost10)
  • Ten Date Fields (Date1 - Date10)
  • Twenty Flag Fields (Flag1 - Flag20)

These fields, and their values, will not only be published to SharePoint, but also synchronized with IntelliGantt or the IntelliGantt Add In for Microsoft Project. The custom Text1 field will have the same value as the SharePoint Text1 field; the custom Number1 field will have the same value as the SharePoint Number1 field; and so on.


For example, in IntelliGantt it could look like:


IntelliGantt Example

Create Tasks From SharePoint List

This settings lets IntelliGantt or the IntelliGantt Add In for MS Project recognize tasks added in the SharePoint Task list and add them to their schedule. This makes it easy for a project manager to ask everyone to add their important tasks, or the one task the PM forgot, to the schedule. If this setting is not enabled, users can still add tasks with their web browser in SharePoint, but IntelliGantt and IntelliGantt Add In for MS Project will not recognized them.


Enforce Task List Assignment

This setting enforces permissions such that members must be assigned to tasks in order for IntelliGantt to recognize the changes. Managers will always be able to update tasks.


Filters

You have several filters to choose from that determine which tasks will be sent to SharePoint. By default 'Tasks and Milestones' is selected, which means all non-summary tasks will go to SharePoint or Basecamp. Summary tasks will not appear, which can help winnow a list to its most important items. Conversely, if you only want to show summary tasks, there's a filter for that named: 'Show Summary Tasks Only'. Drop down the filter list to view your options in straight-forward language.


Time Box

Along with filters, you can be more selective in the tasks list by applying 'Time Box' rules. You specify tasks after a date and before a date as able to synchronize with SharePoint or Basecamp. The result is, even though you may have a project spanning many months, you can set the TimeBox so that only one particular month is shown. Team members won't drown in the all the tasks from the project, they'll just see the tasks they need to do for a certain segment.


Pre-Defined Settings

If you find yourself consistently changing workspace settings to a common set of fields, checkboxes and filters, consider saving them as a Workspace Setting. Press the '+' button to create a new instance of your settings that you can name. They will show up in the dropdown list, available for you to select. Once selected, your settings will be updated. If you ever want to go back to the original settings, just select 'Default'.


Template Support

Once you've set up the Workspace Settings you like for your SharePoint Task List and your own IntelliGantt Grid view, you can save the project as a template and re-use it. It will remember the customizations you made and apply them to new SharePoint Task Lists you create.