Best practices on setting up projects

12 Feb 2010 in Support, Usability

Within ProjectSpaces, you can set up various projects (or workspaces), each of which has its own set of documents, announcements, calendar events, tasks, etc. You can then allow authorized users to manage these projects and easily manage the levels of user access, turn tabs on and off, set up folders, as well as organize all of your work. Here are some best practices or tips for creating these projects.

Tip #1: Create a template project for cloning

ProjectSpaces offers you the ability to create new projects by cloning the content from previous projects. If you find yourself creating many new projects with the same tabs, folder structure for documents, welcome message, etc. consider setting up a template project which you can clone each time to create your new project. This template project could have a specific folder structure which works well, important upcoming company-wide events, a task hierarchy, etc. For more information on how to clone projects click here.

Tip #2: Use custom tab names

You can rename any of the tabs in your projects so their names are more familiar to your users. For example, if you are only using the documents area for Photos, you might consider renaming it as such so your users know exactly where to go for what. For more information on creating custom tab names click here.

Tip #3: Make sure you only are activating the tabs you need

In each project (as well as across your entire account), you can turn tabs on/off so that they are hidden from view. For example, if you have a project that is not using tasks, consider turning that tab off to make things easier for users to navigate and use. For more help on activating/deactivating tabs at the project level click here or at the site-wide level click here.

Tip #4: Grant the appropriate user rights

When you are adding users to a project, consider what they will need to do and grant the correct level of users rights. For example, if they only want to download documents and view content, make them a guest. If they need to upload documents and content, make them a content editor. If they need to add users, administer tabs, delete or manage other users content, etc, make them a project administrator. For help on managing user rights click here for more information.

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