Functionality Descriptions

What do the features in the project management tool Projects mean? What can KPI Boards be used for, and how do the Time Plan and task list work?

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A management and project overview
A management tool for projects
Last Updated on
April 26, 2024

Projects

A sidebar with 5 sub menus

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Dashboard
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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.  

Project

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.

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.

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.

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.

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.

The field setup is the same as in Projects.

Projects

This page consists of 3 tabs; Projects, Completed Projects and Templates.

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.

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

Overview

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” 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. You can specify the conditions for whether tasks that are behind, are to be marked in the time plan.

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.  

Time plan

This is your plan for the tasks in the project. Here you can make phases, tasks, dependencies and see your projects timing. See section Time plan and task 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.

Completed Projects

This is the list of completed projects. It is possible to filter in this list.

Templates

This is where you create the templates to be used in your projects. The Templates are your standard and you can have several templates. This is where you define your standard time plan with timing, documents, assignees etc. Any changes in a template will have an effect on new projects made from that template.

Tasks

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.

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.  

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. In the Gantt diagram you have a visualization of the plan.  

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

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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 7 fields.  

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.

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

Stakeholders (Co – Assignee) is a user that can perform as assignee on the task. The number of stakeholders will be shown in the field. To be used if you need more assignees on your task, and don´t want a group as assignee.

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 choose read or online edit (only Word files). 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.  

Logs are showing tasks´ “footprints”.  

Data Grids
Organizing data
Last Updated on
April 26, 2024

Data Grids

Only visible for Company admins.

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.

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

File Import
Drop your files and make specific settings for the data drop
Last Updated on
April 26, 2024

Upload data

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

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.

How to reach support and management of profile and notifications
Notifications, Profile and Support
Last Updated on
May 21, 2024

Notifications, Profile and Support

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 Functions descriptions, and you will then be linked to 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.

Maintain KPI targets
‍A function to enter and maintain KPI goals
Last Updated on
April 26, 2024

KPI Boards

Only visible for Company admins.

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.

Reports- insight into data on several levels
Your data overview in a report or several reports
Last Updated on
April 10, 2024

Reports

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.

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.

RLS stands for Row Level Security. 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.

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.

Share documents in a group
Documents shared in groups
Last Updated on
April 26, 2024

Shared Documents

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.

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

Use Admin to manage user rights and access
Administration of users and groups, access and configuration
Last Updated on
April 18, 2024

Admin

This is only visible for Company Admins and only possible for Company Admins to create and set access.

This is where you give access to users and groups and set permissions.

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.  

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.

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.

Access – Reports

Configure report access. Here you give groups access to specific reports. You choose a report and select how the group access should be.

Access – Sites

Configure site access. Give users and groups access to specific sites.

Access – Import

Configure Import Access. Configure which users and groups are allowed to upload files.

Master Documents

This is the document library for master documents.

Projects Configuration

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

Triggers - is 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.

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.

Area fields – are fields will be shown in Project overview.  Configure area fields as text, dropdown, dropdown multi select, address or by URL from a business central. It could be customer no., project type, Region, account no. or whatever a company needs for their project overview. You can add as many area Fields as wanted. Area fields appear in the project list, and you can filter on it. It is also possible to see area fields in reports.  

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

Use Sites to display other web pages in the portal
Show embedded sites in the Virkplan portal
Last Updated on
April 19, 2024

Sites

It is possible to show embedded sites in the Virkplan portal. If you have a website, that you want to access while you work with your reports or projects in the portal, you can do that.

You can have several sites and name them as you wish.

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