When working in the different modules in Projects, users will be able to view and perform various functions depending on their permissions.

Always contact your company admin if you need changes to your permissions. Virkplan is always available to assist, but we do not change permissions without approval from the company's "Company admins."

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Dashboard

A management overview of Projects, Ideas, Tasks and Conversations. It is possible to filter by user and by status depending on what role you have in the portal.  

Projects

The dashboards project boxes show title, number, your role in a project and status. It shows if a project is behind, on track or ready to complete. When pressing a project box, it shows the attached tasks to this project.

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Ideas

Here you can see the status of ideas. The Box shows number, title, role and status. If an idea is ready to be accepted, and your role is sign off, it shows “ready to sign off”. You can go directly to overview on Idea and approve or reject.

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Project Tasks

Here you can see the status of your tasks and you can sort the status. Task boxes show title, number, timing, assigned role and status of the task. You can go directly to the task from the box. When pressing on the box, task conversations will be shown.

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Conversations

When standing on a specific project you will be able to see if there are any conversations. Stading on a task, you will be able to see if there is a conversation on that task. Conversations can be used as notes for yourself or between the project manager and the assignee. You should always tag people in a conversation.

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Documents

It is only possible to see the Document list if you are a company admin, or you have permission to see all documents.

A list of all documents. By selecting a document, you can download it. You can filter in this list.  

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Tasks

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A list of all tasks which work as a management overview. You can filter in this list. You can mark several tasks and change assignee. Actions button with a Start, Complete, add comment and add document functionality. A “me and my groups” with different statuses. Possible to include completed projects´ Tasks. See section Time plan and task for more details.

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Time plan and Task

A projects time plan is only visible for Project managers or users with permissions to read or edit projects.  

The time plan is your all over plan for the project. It is divided into phases with tasks. There is an overview of tasks, assignee, start- and end date, expected start – and end date, duration and status. The Gantt chart provides a visualization of the project plan with the schedule and progress.

There are several functions in the Time Plan which are related to tasks. You can add, delete and copy tasks.  

Then there are several functions to adjust the time plan, so it fits you, while you are working in it. It is not possible to save adjustments in the Time Plan.  

You have a save and reset button. And you can start, stop and complete the project at the action button in the top right corner.

A task in a project is where you document your work. This is where you start and complete your task. The task overview consists of 8 fields.  

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Form has a “born” standard form from a template. The form is editable, and it is where you fill in information regarding the task, either by checkmarks, dropdown boxes, table or text boxes.  One can make horizontal lines and headlines.  

Information is the field where Title, Duration days and timing, assignee, predecessors, description and tags (#tags) are shown. This is also where you can view the "Task area fields" if they have been enabled for the task.

Predecessors are set to make dependencies to other tasks. A task can have multiple predecessors.

Stakeholders are individuals with an interest in the task. The number of stakeholders will be displayed in the field. They function as non-active assignees.

Sign Offs are people who should approve the specific task. This could be forms are filled out correctly or a document contains the required information. You can have multiple Sign offs on your task. A task will not be completed before the task has been approved by alle sign offs. The number of sign offs will be shown in the field.

Documents - upload and download files to your task. For upload of Word files and Excel choose read or online edit. The number of documents will be shown in the field.

Links are used for navigating to a new location by clicking or tapping on it.  

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Notes -any given information about something in the task, that PM might need, or just for keeping track on what have been done so far.

Logs are showing tasks´ “footprints”.  

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Projects

This module consists of 4 tabs; Projects, Ready to complete, Completed Projects and Templates.

First we will explain "Projects". You can read more about "Completed projects" and "Templates" in the bottum.

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Projects

This is the project list of all projects (permission dependent). You can filter in this list. When you click on a project you will get a new display. See below.

In the top bar you can go from tab to tab. All of this is related to a specific project.

Overview

This is the "frontpage" for the project. It consists of different "containers".

1. Details - contains Project Number, Timing, Project manager, Title and description. It shows the status of the project.

• In Details you can also “add” Area Fields (Made in “Project configuration”)
• Add launch dates (for instance release dates or deadlines)
• You have an “Actions” menu with “copy project”, "Create template" and “print” button plus a “Settings” function. In the project settings you can decide if you want the time plan to adjust upon task completion or not, use weekends in the timeplan. Further more you can choose to auto-complete the project, when the last task is completed. You can specify the conditions for whether tasks that are behind, are to be marked in the time plan. You can also change the order of the area fields, this only applies to this specific project.

It is possible to configure the settings for containers in the projects. Containers are the content boxes found on projects and tasks. These can include Details, Forms, Stakeholders, Documents, Links, etc.

You can control both the order of the containers and whether a container is collapsed, expanded, or completely deactivated for the project. After closing the settings, remember to save the changes on the actual Overview of the project or template.
Note: It is always best practice to make these settings changes on your templates so they apply to future projects.

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2. Forms – a work form to fill in relevant information regarding the project. Add Checkboxes, dropdown, table and more.

3. Linked forms – add “Forms” from tasks in your project. If you have specific information to be viewed in Project overview from a form in a task, you can add a linked form.  

4. Stakeholders – a person of interest in the project. Can view and add conversations to the project.

5. Documents – upload and download files to your project, only to be shown in the project overview, or you can mark “inherit” document to all tasks in the project. This will make the specific inherited document visible in all tasks related to the project. For upload of Word files choose read or online edit (Only Word files). Excel online edit possible soon.

6. Links -add a link to your project.

7. Logs – here you can see logs of work done in project overview.

Conversations

Add conversations to your project. This is only possible for people with permission to read or edit projects. You can also use it as notes. Numbers of conversations are shown in the top bar as well as adding more answers to a conversation is shown with a number in the specific conversation.  People must be tagged to get a notification.

Time plan

This is your plan for the tasks in the project. Here you can make phases, tasks, dependencies and see your projects timing. Please read the "Time plan and task" section in TASKS for further details.

Project Team

Here you can change the assignees, stakeholders, and Sign- Off in your project. By selecting a new user or group you can replace the existing user with another one.

All Documents

This is an overview of the documents related to your project overview and the tasks in the project. If the document has a Task title it is related to a document in a task. No task title means the document lays in the project overview.

Ready to complete

This is a list of Project, that are ready to be Completed. This means, if all the tasks in a project is completed, the project can be closed.

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Completed Projects

This is the list of completed projects. It is possible to filter in this list. It is a read-only list. You cannot edit completed projects, but you can reopen the project if you need to add additional information.

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Templates

This is where you create the templates to be used in projects. Virkplan will always assist with this during the startup phase. The templates serve as standards, and you can have multiple templates. Here, you define your standard schedule with timing, documents, assignees, etc.

You can enable or disable Project Area Fields and Task Area Fields in the template and add necessary information to these fields, which will be transferred to the project.

Additionally, you can configure project settings such as autocomplete, weekends, etc. Changes to a template will affect new projects created based on that template.

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You can enable or disable Project area fields and Task area fields on the template, and you can enter the necessary information in these fields, which will be transferred to the project.

Under settings, you can also choose the order of the containers, decide whether they should be visible on the project, or whether they should be collapsed or expanded.

Additionally, you can set up your own Custom containers — read more in the "Projects Configurations" section under Admin.

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Idea Bank

Idea Bank is the list of all ideas, accepted ideas, and templates for ideas. Here, you can create ideas and templates for ideas.

Once an idea is created, it will be displayed in the list. All ideas must be accepted (require sign-offs) before they can become a project. If an idea is "accepted," it can be turned into a project. Ideas can be copied as well.

The field setup is the same as in Projects. Please note that only the person who created the idea can turn it into a project. When converting an idea into a project, you will choose from the available project templates.

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Projects serves as a digital project management tool.

Overall project process: Set up templates for processes, start projects based on templates, and execute tasks linked to the projects.
Define templates with tasks, data fields, and documents – update continuously for best practice.
Start projects based on templates – projects can be initiated by users or by systems.
Execute tasks – get an overview and consolidate information.

System actions can be triggered based on task status.
All projects and tasks can be synchronized via API with external systems.
Data from other systems, such as CRM or ERP systems, can be displayed in projects and tasks.
Data fields in projects and tasks can be related to each other and imported from other systems.

Click on the tabs; Idea Bank, Projects, Tasks, Documents, and Dashboard to learn more.

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Datgrids aree only visible to those who have this feature on their profile.

Access must be granted by the Company admin. If the feature cannot be enabled for the users, Virkplan must be contacted.

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Data grids are used to display and organize a large amount of data in a structured and user-friendly format. They resemble spreadsheets and provide a grid-based view of data, where rows represent records and columns represent different attributes or fields.

They are used for tasks such as tracking transactions and budgets, managing customer data, sales pipelines, or resource management. Thus, they are useful in finance and accounting, sales, HR, and more.

You can import data via a CSV file. Create as many data grids as you want and edit columns and rows. When creating a new datagrid, you name it yourself, edit it using the 'edit' button, and customize how many columns and rows you want, as well as the naming of the different columns and rows.

The entered data grids can be implemented into a BI report.

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Import your files directly into Virkplan's database and use the content for your reports.

If you can’t see this feature in Virkplan Projects, it must first be added to your company—please contact Virkplan to arrange this.

By using the Upload Data function, you can import your data. This data can then be used in BI reports.

This makes it easy to load detailed budgets and other decentralized data that do not fit into source systems. Specific configurations can be made for how the files should be imported. This includes the exclusion of specific columns and whether data should be overwritten, updated, or appended.

Its also possible to setup a dropdown in Projects area-fields that reads data from the imported file.

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Notifications, Profile and Support

In the bottom left corner of the Virkplan portal, you will find a menu box that contains Notifications, which are messages you receive about assigned tasks and conversations. You get notifications if a task is ready to start, a task is assigned to you during a task in progress, and you get notifications if anyone has tagged you in a conversation on a task or a project, where you are an assignee or have a role.

Profile is your personal profile, where you can see group memberships and you can edit if you want to receive notifications by e-mail, and you can add phone number or change password.

It is where you log out of the system, and you can also press on Release Notes or Help Center and you will then be redirected to the Virkplan webpage.

When pressing Support you will open a support form, where you can write a message and upload files. This form will be sent to Virkplans ticket system, and a notification is sent confirming that a support ticket has been created.

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KPI dashboards are only visible to those who have this feature on their profile.

Access must be granted by the Company admin. If the feature cannot be enabled for the users, Virkplan must be contacted.

It is a function to enter and maintain KPI goals. You can create as many boards as you want. You can edit and copy.

All KPI Goals are per month.

The data from the KPI Boards can be used in the BI reports.

Features:

Flexible Creation:

‍Users can create an unlimited number of KPI boards. This allows for customization and tailoring of KPI boards to specific needs and goals.

‍Editability and Copying:

‍All KPI boards can be edited and copied from year to year. This function can be performed with or without values, making it easy to update and reuse previous setups. You can also export to a CSV file, make changes in the file, and import it back into the KPI boards, allowing your updates to be applied to the existing KPI board.

‍Monthly KPI Targets:

‍KPI targets are set on a monthly basis, providing detailed and frequent performance tracking.

‍Integration with BI Reports:

‍Data from KPI boards can be integrated into all Business Intelligence (BI) reports. To ensure that there is a relationship between KPI data and other data, consistent syntax is required. This syntax requirement ensures that the data can be merged and analyzed correctly.

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When a user is created in the Virkplan portal, they are either assigned the role of "Member" or "Company admin" and/or "Group admin."

As a Company admin, you have more permissions and options within the portal. See our Admin category for more information.

A Company admin can manage the permissions of users in relation to the Projects module, report access, and more. A Company admin can enable and disable features, set up configurations at the user and group level, and adjust user permissions, e.g., in relation to the Projects module.

Some functions/features are enabled at the overall Company level—this is agreed upon with Virkplan. Once a function is enabled, the Company admin can activate it for the users.

If you need a more thorough introduction to user permissions, accesses and features, you can always contact Virkplan at kontakt@virkplan.dk.

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Download the data model from Virkplan

Before you can add a new measure, you need access to the relevant data model.

Click the Download button.

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Examples of DAX

Number of rows in a table

TotalCount = COUNTROWS('TableName')

Used to count the number of rows in a table.

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Sum of a column

TotalSales = SUM('Sales'[Amount])

Used to calculate the total sum of a specific column, e.g., sales figures.

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Share of total

ShareOfTotal = DIVIDE(  

                    SUM('Sales'[Amount]),  

                    CALCULATE(  

                        SUM('Sales'[Amount]),  

                        ALL('Sales')  

                    )  

)

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Calculates a percentage of a total sum.

When you have written your DAX formula, press Enter to save the measure in the data model.

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 Wait for the system to process the new model

• Once the upload is complete, your new measures should be available in the report.

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There is an option to choose RLS Setup. RLS stands for Row Level Security. RLS is a feature for securing and managing access to data in your Power BI reports. Get a report shown with differentiated content dependent on user rights. You can control which data a report must display. A report with RLS is only accessible for users having RLS access on their profile.

For initial setup of RLS, please contact Virkplan. Afterward, the company admin can manage RLS permissions for users independently. However, Virkplan will always assist if any doubts arise, as RLS can be configured in many different ways."

RLS Impersonation - Allow RLS impersonation for members by adding it as a feature on the user. When you stand in a report and press impersonate, you can choose which user you want to see the report as. Company must have the feature “RLS impersonation” before it is possible to add it as a feature on a user. NOTE - All settings on Companies are managed by Virkplan Employees.

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Your data overview in a report or several reports.  Virkplan creates reports from current systems, digitizes the data and presents them in a clear way. Adjustable to fit your company.

Reports are updated on a daily basis. Use them as a management tool and get the level of detail you want. Everyone in the company can gain insight into the reports with individual access. Please see Admin descriptions.

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In each report, these fields will be displayed.

Comment tracks ‍

Make use of the comment track in the reports by asking questions about the report. When going to a comment, the filtering of data that was selected when the question was asked is displayed. A bookmark is saved for all comments. This will always lead you directly to the display that the comment is about. If data has been updated after a comment has been created, a screenshot of the data is saved. And if you tag a user, a notification will be sent to the individual user. You can use the gear icon (settings) to choose to receive notifications when someone comments on a comment you have written. Note: It is only possible to comment on a report if you are a member of the group that has access to the report."

Favorite

Mark a report as a favorite. Press the heart. Afterwards, a 'Favorites' menu will appear in the menu overview in the portal. You can have multiple favorites.

Full Screen

Expand to full screen

Bookmark

Make your own report bookmark. You can have as many bookmarks as you want. Bookmarks function as a filter. When you are viewing a report with multiple pages, you can click on the bookmark, and it will display that page in the reportYou can have as many bookmarks as you want. Bookmarks function as a filter. When you are viewing a report with multiple pages, you can click on the bookmark, and it will display that page in the report.

Report - button

There is an option for uploading, downloading, and exporting reports, as well as updating datasets and editing the reports. You can also se refresh history for the report. However, this is user-controlled, and the report and edit fields are only displayed if the user has the right permissions.

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Below are the update times, and it will indicate which related dataset the report belongs to.

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This feature is the documents shared in groups. As a member of a group, you can share documents with others in the group. You can upload a document and choose if you want to share it with all in the group or only with admins.

In this way, the documents can be kept confidential for selected individuals, while still maintaining a shared document library that is accessible only to the group.

You can see a list of all shared documents in your groups.

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When you click “Edit” on a document, the settings and logs are displayed. Here you can change the option for whether the document should be shared with everyone.

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In the logs, you can view the file’s history.

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If you wish to hear more about Shared Documents, please contact us here: kontakt@virkplan.dk

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If you are the "company admin", you are the one who can manage other users' permissions and access.

For support tickets, Virkplan will refer to the company's "company admin" for adjustments to individual user permissions. Virkplan will always be available to assist with modifying and changing permissions, but we will first refer to the "company admin" for approval.

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This is where you configure Triggers, Tags and Area Fields.

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Actions

An automatic trigger Virkplan can set up to call a function when a task is completed. E.g. send an E-mail to a specific person when the task is done. Virkplan can also assist with a callback URL, such as a start event.

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Tags

Here you can add a tag to a task. When adding, the tag is addible in “tags” on tasks. E.g. for use by companies that want to see which department is responsible for a task or for other usages. Tags are shown in the task list as a column that you can filter on. They must be edited under Projects configurations.

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Project Area fields and Task area fields

Project Area Fields will be displayed in the project “Overview”. Configure Area Fields as text, dropdown, multi-select dropdown, address, or based on a URL from a company central. An Area Field can also be related, meaning that if a category is selected in one Area Field, the options in the next Area Field will depend on the selected category. This could include customer number, project type, region, account number, or whatever a company needs for their project overview.

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You can add as many Area Fields as you want. Area Fields are shown in the project list, and you can filter by them. It is also possible to view Area Fields in reports. You can change the order of Area Fields, which will then be reflected in all future projects created.

You can also create Area Fields for tasks. These will only be visible on the individual task. Area Fields can be enabled or disabled already at the template level, so before starting a new project, only the desired Area Fields are exposed for that specific project and its tasks.

Choose the Area Field that should be a mandatory field and mark it as Required. This can be done for both project-level and task-level Area Fields.

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Custom Containers

It is also possible to add custom containers to projects and tasks. A data source is used by containers as the basis for data collection.

This requires configuration of a data source. Please contact Virkplan for assistance with setup.

Once the data source is configured, you can add your own containers and name them as you wish. If you have multiple data sources, you select which one the container should use when creating it.

Examples of custom containers could include displaying the number of inquiries from a customer on a specific project, or showing related projects or tasks.

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NOTE: Deleting area fields demands a clean-up by Virkplan employees.

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‍Access – Reports

Configure report access. Here you give groups and users access to specific reports. You choose a report and select how the group or users access should be. It will be visible who already has permissions, and this will also be reflected on the user's profile.

Access – Sites

Configure site access. Give users and groups access to specific sites. It will be visible who already has permissions, and this will also be reflected on the user's profile

Access – Import

Configure Import Access. Configure which users and groups are allowed to upload files. It will be visible who already has permissions, and this will also be reflected on the user's profile

Master Documents

"This is the document library for master documents. When using master documents, you can upload them to projects and tasks. They can be found when choosing 'Select from existing documents'."

Portal usage

A common report showing the use of the Virkplan portal for your company is available to all company administrators. Portal Usage can be found under the 'Admin' section. Members will see it as a menu item if they have been granted access. Access is provided through a feature in the user settings.

Groups

This is where to create new groups. When creating a group, you set the permissions for the group, report access and you can choose whether users are members or group admins.  

Click on “Create New” and enter the group name. You can also add a description for the group.

Users

Here you create new users, set the permissions for the users and select user´s role. Add features, group memberships and report access. The user must be created before setting permissions in projects.

Click on “Create New,” then add a name, email address, role, password, and optionally a phone number.

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Permissions can also be granted to users via features. These features can only be enabled or disabled if they are also activated on the company's account. This should be agreed upon with Virkplan.

This below will only be visible to users who have Projects in the portal.

We’ve added tooltips next to each permission, providing an explanation of what each one means.

For example, if the "Can edit projects" permission is checked, it overrides all other permissions that start with "Can edit projects...".

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NOTE – “Higher” permissions on a user or in the group override what a user otherwise gets from rights, and rights on user and group must be seen as complementary to each other.

If this setting is enabled for a user in Projects, the user will receive an email with a link to their task. This can be used, for example, for external collaborators who shouldn’t work directly in the Virkplan portal but can complete their task simply by clicking the link in the email and submitting their input.

"Admin" is only visible to Company admins.

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‍This is where you create users and groups, and provides access to reports and configures fields in Projects. If you are a Company admin, you have the ability to manage the permissions and access of other users. Virkplan will refer to the company's Company admin for adjustments to individual user permissions when support tickets are submitted. Virkplan will always be available to assist with modifying and changing permissions, but we recommend seeking approval from the Company admin first.

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If you would like a more thorough introduction to user permissions, you can always contact Virkplan at kontakt@virkplan.dk.

The admin module includes the following submenus:

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Integrate External Pages and Modules Directly into Your Virkplan Portal

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If you’d like to display your own website, an internal company Tips & Tricks page or any other existing web page directly within your Virkplan portal, you can do so under Sites. You choose the name for each site, and you can have multiple sites.

We also offer to create a custom-designed site for our customers—for example, an order module, a client visit module or a module where you, as a customer, can add data for use in Projects.

Virkplan uses an iFrame for this. It can be implemented quickly and is easy to maintain. Any changes to the embedded content are made at the source, not in the portal.

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To have one or more sites set up, please contact Virkplan.

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