Project Management in Organizer’s Toolbox
PRINTIn the new release of Organizer’s Toolbox, we’ve made changes to the way projects are currently edited in Toolbox Version 6, and we’ll be going over those changes here.
Impact of Selecting Which Jobs to Include in a Project
The importance of this functionality comes into play when dealing with multiple jobs. By selecting which jobs to include in your Project you are able to give clarity and focus to Projects:
1. The only jobs that will appear as In Project jobs on the Person form will be jobs for the Employers selected in the Project management screen. Any job with an employer that is linked up to the project will be listed as an In Project Job.
2. Any job that is with an employer that is not linked up to a Project will be listed in the person form as an Out of Project Job.
3. Only In Project Jobs can be edited. Out of Project Jobs can be viewed but not edited.
4. Lists for filtering forms and running reports will be populated with
values related to the Employers selected in the Project.
5. Users will be able to leverage and “search” Out of Project Jobs by leveraging a new feature in the Filter screen which allows for users to run criteria against Out of Projects entities such as Jobs, Assessments, Actions, Lists, Programs and Elections
Below is an example of how In Project Jobs and Out of Project Jobs appear on the Person form. Note that the green and red dots indicate whether a job is In Unit or Out of Unit, respectively.
Project Users
We’ve also made some changes to the way users are granted access to a project, in the Project Users section.
In order to give a user access to a project, you’ll want to click the Add button, and then choose from the following options:
- Project Administrator
- Project Editor
- Project User
After choosing the level of project access that the user needs to have, you’ll select their username and they’ll be linked up as a user to the project.
If you need to change a user’s level of access, you’ll click the Edit button, and choose which project rights to change them to. Currently, in Organizer’s Toolbox a user could be given multiple levels of project rights- that is, be both a Project Administrator and a Project Editor, and both of those project rights would be displayed in the Project Users screen. In Organizer’s Toolbox Version 7, a user will only be listed once, with the highest level of rights listed.
And if you need to remove a user’s access to a project, all you need to do is select their name in the Project Users screen, and hit the Remove button.
Changes to Linked Items
You’ll still choose which Actions, Assessments, Elections, Lists and Programs to link up to your project in the much the same way, but with a few small changes.
When you go to link up for example, an Assessment, you’ll see that you now have the ability to do a filter to pull up a specific assessment (helpful when dealing with long lists). In order to select a specific assessment to be linked up (or unlinked) to the project, you can do so by either double clicking on the assessment name, or by using the right/left arrows on the screen. You can also bulk select multiple items at one time by holding down the Control key while selecting the different items.
