TEAMWORK PROJECTS

Getting Started

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Table of Contents
1.0 Dashboard .....................................................................................................................................................................3

2.0 Projects ...........................................................................................................................................................................4

3.0 Milestones......................................................................................................................................................................5
3.1 Create a milestone ........................................................................................................................................................5

4.0 Task lists & Tasks.......................................................................................................................................................6

4.1 Creating a task list within a project............................................................................................................................6
4.2 Adding a task (and task options) ...............................................................................................................................7
4.3 Additional task options ...............................................................................................................................................7
4.4 Extra task options ........................................................................................................................................................8

5.0 Messages & Comments ...........................................................................................................................................9

5.1 Add a message ..............................................................................................................................................................9
5.1.1 Privacy ................................................................................................................................................................. 10
5.1.2 Category .............................................................................................................................................................. 10
5.1.3 Notify by email ................................................................................................................................................... 10

6.0 Comments .................................................................................................................................................................. 10

7.0 Files ............................................................................................................................................................................... 11

7.1 Uploading Files to Teamwork................................................................................................................................. 11
7.2 File Versions .............................................................................................................................................................. 11
7.3 Sharing a file from Google Drive ........................................................................................................................... 12
7.4 Viewing a file ............................................................................................................................................................. 12
7.5 Options button .......................................................................................................................................................... 12

8.0 Time Tracking............................................................................................................................................................ 13

8.1 Log Time .................................................................................................................................................................... 13
8.2 Timer........................................................................................................................................................................... 13

9.0 The Everything section ....................................................................................................................................... 14

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10.0 Calendar ................................................................................................................................................................... 15

11.0 People........................................................................................................................................................................ 16
11.1 To add a new user account .................................................................................................................................... 16

Appendix ............................................................................................................................................................................. 18
1.0 Install teamwork extension in Chrome .................................................................................................................. 18
2.0 How to add a project ................................................................................................................................................ 19
3.0 Create & add a tasklist with tasks ........................................................................................................................... 23
3.1 Adding tasks within the task area ....................................................................................................................... 24
4.0 Add a milestone......................................................................................................................................................... 26
5.0 Creating and editing roles on a project .................................................................................................................. 28
5.1 Add a new role ...................................................................................................................................................... 28
6.0 How to view your project in a Gantt chart ........................................................................................................... 29

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1.0 Dashboard
When you first login to your Teamwork account you will go straight to the Dashboard. The Dashboard is a live
stream of data from all the projects that you are a part of. It details items such as task lists added, tasks
added/edited/completed, milestones added/completed and much more.

In the left-hand pane, you'll see a list of projects; from here you can select the project you wish to see. However,
if you are only on one project you will, by default, be taken directly to that project.

In the upper section of the Dashboard are several tabs, including upcoming tasks, late tasks, upcoming
milestones, late milestones and events. You can customise this view to show only your own items, items in
starred project or all items.

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2.0 Projects
This is where it all happens. Projects are where everything is located -- Tasks, Milestones, Messages, Files, Time
Logging, Notebooks, Risks, Links, Billing and People are all found here. Once you've been added to a Project,
you can then start working with your colleagues within Teamwork on one or any number of projects.

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3.0 Milestones
A Milestone is a target date, representing an important moment or goal in a project such as a deliverable
outcome e.g Product ready for testing. Once you've created your milestone you can add the task lists and tasks
which will go towards helping you reach this milestone

3.1 Create a milestone

Navigate to the relevant project and select the Milestones tab

From the upper right, select the Add Milestone button

Name the milestone, add a due date and select the responsible person or persons

Note 1: If you do not see this option, it maybe permission-related. Contact your site admin for
more details.

Note 2: Task lists are attached to a milestone. One milestone can have many task lists, while a task list
can only have one milestone. You can use reminders if you need multiple milestones.

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4.0 Task lists & Tasks
Task lists are a way of organising your tasks into groups according to the criteria that matters to you. Task lists
can hold any number of tasks and can be named whatever you want. For example, one task list could be for
marketing and any tasks added to that task list would be for the marketing team. While using the task list
function can be as simple as marking off each task as you complete it, it's also very powerful, with a number of
options which we will take a look at next.

4.1 Creating a task list within a project

Click the Tasks tab (next to Overview)

Click Add Task List (green button top right)

Give your task list a name

Select any privacy options (who can view the task list), milestones you wish to attach the task list to,
or click Advanced to use a previously saved template or set up defaults for new tasks

Click Add this Task List once you're good to go

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4.2 Adding a task (and task options)
To add a task to a task list click Add a Task (located at the bottom of each task list)

Give your task a title in the What Needs to be Done box

Select who should do the task; if it's more than one person, click multiple people and select all the
relevant users

4.3 Additional task options

Set a Start Date and Due Date

Add a detailed description to the task by clicking the description button

Clicking the attachment button allows you to attach files to the task by uploading them or select files
already uploaded to that Teamwork project.

Click the padlock icon to make the task and any attached files or comments visible only to the
users you select.
Select the priority button to choose a priority level: Low, Medium or High

By clicking the Progress & Time button you can mark your progress via percentage, and you (or
another user / manager) can also estimate how long it should take to do the task
The Followers button allows you to add followers to the task who can be notified of all
notifications, only status changes or only comments added to the task

The Dependencies button allows you to create a dependent task that must be marked complete
before the current task (the one you're editing) can be marked as complete. Click Select Tasks and click
on which task you want as a dependent

The Repeats button allows you to repeat a task (once you've added a due date) in various ways,
from daily, to monthly or even on selected dates

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 The Reminders button allows you to set reminders regarding the task. They can be email or sms
reminders sent to your phone. If you have created the project, you can set up reminders for anyone on
the project for the tasks assigned to them.

The Tag button allows you to tag and label the tasks. Tags make it easy to search for tasks and
report on.

Finally, and this isn't optional at all, don't forget to click Save my Changes.

4.4 Extra task options

Once you've created your task, extra options now become available when you hover the mouse over the
task name. Some of these will be familiar to you already, with icons like Priority, Followers and Progress.
But there are new ones too.
Subtasks
Clicking the Subtask button allows you to create a subtask for a task. For example, your task could be
(and we'll really simplify this) "Do accounts". Subtasks for this could be invoicing, purchase orders,
wages etc.

Log Time
Hovering the mouse over Log Time allows you to either start the timer (more on this later) or log time
directly for that task. Clicking Log Time gives you a popup box where you can select the date, your start
time and end time. Selecting a start and end time will automatically fill in the Time Spent box, or if you
just select the end time and input how many hours and minutes you've worked, then Teamwork creates
the start time automatically. If this time is billable, ensure the billable box is ticked (so you get paid).

Reminder
We're all forgetful from time to time, so you can set a reminder that will either email you or send you an
SMS at a date and time of your choosing. You can set the reminder for yourself or for other users. Click
Add Reminder and you're good to go.

Comments
Click this and leave comments on the particular task; your colleagues can also do the same. This is useful
to get a conversation going about a particular task. You also have the option to make comments private,
attach a file and notify users by email.

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5.0 Messages & Comments
Conversations, ideas and brainstorming can all happen in the messages section (and we don't use a swear filter!)
On the Messages tab, you'll see a list of the current messages, which you can sort by date or whether they're
unread. Three different views are available to give you a compact, list or expanded view of
them all.

Clicking the Options button allows you to mark all the messages as read (of course you've read them all) or you
can post a message via email.

So that's the message overview; now let's create your first message.

5.1 Add a message

Click Add a Message (green button, top right).
In the new window, input a message subject and your actual message.

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5.1.1 Privacy

Messages don't have to be read by every user on the project so you can select privacy options for each message
that you create. Just click Privacy, choose the users you want to be able to read your message and hit Done.
Users not included won't even know it's there.

5.1.2 Category

While message categories are optional, they are a great way of organizing messages. For example, you could
have a sales category, so any messages created by the sales team would go there. Just select the appropriate
category when you create a new message.

Hovering the mouse over the Categories (on the left) brings up the
Manage Categories options where you can add or delete message categories.

5.1.3 Notify by email

Want to ensure that everybody knows about your great idea? Make sure to click Notify by Email and select the
users you want to be notified. Once you click Post this Message, those users will then receive an email with a
copy of your message.

6.0 Comments
The important distinction between messages and comments is that messages are general while comments are
specific to a task. You can leave a comment on tasks, milestones, files and links. Clicking the Comment button
brings up the Add Comment box and you have the same convenient formatting options, privacy and notify
options as messages.

Be aware that if you click the task itself, you won't have the option to click the Comment button, but at the
bottom of the screen there's a Comments section for you to use.

Note: Standard users can edit or delete their message for up to 15 minutes after posting. If the user is
an Administrator or a Project Administrator then they can edit any message or reply regardless of when
it was posted.

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7.0 Files
You can upload files directly to Teamwork for your colleagues to collaborate on, view, download or start a
conversation about in the comments. And if you're creating different versions of the same file, you can upload a
new version without deleting the old one so you can track your progress. So, here's how to start uploading files;
but first you should know about all the options that are available.

There are an extensive number of options on the Files screen. On the left panel you have Categories, which you
use to create categories to organize your files. For example, if you were a photographer you might make a
category called headshot, and when uploading a portrait, put your file in this category. This is a great way of
keeping track of where you put things.

Underneath Categories, you have File Space which shows how much storage space you've used.

On the right of the screen you have Sorting Options, which gives you the opportunity to sort files by Date,
Name or Size. You also have some viewing options such as List View, Expanded View or a Grid View. The
Options button allows you to upload multiple files or to email a file directly to the project.

7.1 Uploading Files to Teamwork

Click to begin uploading to your project. Either drag and drop the file into the Upload
Files box or click Add Files. Once you've chosen your file for uploading, you can select a category, privacy or
notify by email options from the Options tab. Clicking the Description tab allows you to add a description to
the file and the Advanced tab allows you to automatically use versioning, which we get to next.

7.2 File Versions

You may have multiple drafts of a file, so once a file has been uploaded you can add newer versions of the file

by clicking the Versioning button . Again, you have the usual file options -- set categories, notify by email
and privacy options for the new version, as well as adding a description. Once the new version of the file has
been uploaded, you'll see the Versions button . Clicking this will show you all the versions you have uploaded
for that particular file.

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7.3 Sharing a file from Google Drive
You can share files from Google Drive by clicking the relevant integration, to the right of the Upload Files
button. Simply browse to the file you want to add, select it and click Link-in Selected Files. Files shared like this
do NOT count against your file storage limits as part of your plan.

7.4 Viewing a file

Depending on the file type, you may be able to view it within Teamwork itself. Image files and PDFs are
instantly viewable. Other file formats like .doc and .xls will download automatically and you can view them
locally.

7.5 Options button

The Options button within the Files tab allows you to select multiple files for copying, moving or deleting, or
downloading. You can also post a file via email from this option, where Teamwork will give you a specific email
address to send your files to.

Note: Everyone on a project can upload files from the integrated Google drive folder, but only
administrators can set the connection between a project and a folder. So if you create a new project and
want to integrate it with a Google drive folder, please contact an administrator.

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8.0 Time Tracking
This is probably your boss' favourite function of Teamwork! What are you doing on company time? It's quite
easy to track your time within Teamwork and you can log time on a task in a number of ways.

8.1 Log Time

The quickest and easiest way to log time on a task is to click

Once clicked, you'll see the Log Time pop up box.

Selecting a start and end time will automatically fill in the Time Spent box. Alternatively, if you just select the
end time and input how many hours and minutes you've worked, then the start time will be created
automatically. If this time is billable, ensure the billable box is checked (so you get paid).

8.2 Timer

Hovering your mouse over will allow you to log time or start the timer.
The timer starts automatically and you can pause it (handy for bathroom breaks) as needed.

Once you've finished the task or finished logging time, click the Stopwatch button and your time will be logged
for that specific task. Clicking the arrow on the right will expand the timer and gives you the option to make the
time billable or to delete that particular timer.

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9.0 The Everything section
The Everything Section is the area to see exactly what is happening across all your projects.

All active tasks - here you can sort all the tasks from all the projects you are working on.

All completed tasks - see all the completed tasks over a period of time, completed by a user or all people.

All Milestones - view all the milestones on all the projects you are a part of.

All Messages - see all the messages from all projects relevant to you.

All Comments - view all the comments from all projects you belong to.

All Files - view all the files from all projects you are working on.

All Time - view, log, report on time from all projects you are working on.

Workload - this is based on the estimated time that you add to the tasks; you can see how much time has been
allocated to either a person or a project over a specific period.

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10.0 Calendar
The Calendar is an area that lets you keep up to date with items relating to your projects, all the events and
milestones, and it comes with a task total at the bottom of the Day view.

In creating new events, you have 3 options:

1. Only people in my company - this allows you to share an event with people who are in your company
but not in client companies

2. Members of a project can see this - this allows you to create an event and share it with members of a
particular project; you can also choose all projects which will share with all the users that have been
assigned to projects

3. This is just for me (hidden from other people) - this creates a private event and has the capability to
show the time blocked out for you but not display what it is for.

Other options available within the calendar include sending your calendar to an external calendar, adding
reminders to events and creating specific event types for events.

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11.0 People
In the upper left is the People section, but this is only visible to people in the owner company and people from
client companies who have permissions to manage people and companies. This is the central area to view all
people on the installation.

From here you can (permission dependent) edit people, add new people, add a contact or simply view details for
users.

11.1 To add a new user account

To add users or contacts, navigate to the People tab in the upper left corner of the screen. In the right-hand
section of the People page, you will find the option to add a person.

For a user to be able to login they must be created as a user Account. Contacts are designed to be added to
projects as reference points only.

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Appendix
1.0 Install teamwork extension in Chrome
Installing the teamwork plugin for chrome allows you to create tasks, messages and projects without logging
into teamwork as a separate webpage.

1) Install chrome browser

2) Open the chrome web store in Google. (You can search for the web store in Google)

3) Search for the Teamwork projects for Chrome extension in the web store.

4) Click on the button, Add to chrome and install.

5) Restart Chrome

6) Click the newly appeared teamwork icon in the top right hand corner, next to the address bar.

1. 5) Log into teamwork using your Teamwork login details

7) Log into your Visy gmail account

Following this process, you will find that in your email, you will have a button such as following appear:

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2.0 How to add a project

If you're on the dashboard or the 'Projects' tab at the top of the screen,
you'll see the green 'Add Project' button in the top right.

Clicking this button shows you the following screen where you can add your project details.

If you add a description, that will show up on the left of the project overview area. You can use the other tabs
to set up the rest of the options for the project:

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Company: you can associate a
project with your owner
company, or with an external
company, which will allow you
to group and filter projects in
other areas

People: choose people to add

to the project as soon as you
create it, remember you can
always add or remove people
later too.

You can search for a specific

name or you can filter by
company to narrow down the
list of people who are listed.

People who are users will show

a green flag to the top right of
their profile image, and
contacts will show up with
blue.

When you select someone,

you'll see a green tick icon to
the top left of their profile
image.

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Features: select which features
you'd like to enable for this
project, if you switch them on
here the section for that feature
will be visible

Dates: set a start and end date

for your project that will show
in the overview, and in the
project chart

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Advanced: here you can
choose a category and tags for
your project - which both help
to sort and filter when you're
working with multiple projects

When you've added details and chosen the options you prefer, just click 'Add Project' and you'll be taken to
your new project, ready to start adding task lists and tasks or using the other project features that you've
enabled.

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3.0 Create & add a tasklist with tasks
All tasks in your project are grouped together in task lists.

To create a new task list, go to the

tasks area within your project. In the
top right-hand corner, you will see the
option to Add Task List.

You will see the following options:

Name: Enter the name for the task list.

Notes: Add any notes about this task list.
Privacy: Select who you want to be able to view this task list. Tasks will inherit this privacy.
Milestone: Select a milestone to attach your task list to.

Note - you can associate multiple task lists with a single milestone, but each task list can only be
attached to one milestone.

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Advanced:
Pin the task list Pinning a task list keeps the task list open, even when there are no tasks or all the tasks have
been completed.

Add from a task list template you can use a pre-created task list template.

Set defaults for the task list This allows you to select default values for task details like assignee, due date,
tags, or followers to all new tasks added to the task list instead of having to set them each time you add a new
task.

3.1 Adding tasks within the task area

All tasks are added to task lists, so you'll need to make sure that you have at least one task list created for your
first task.

Click the button under the task list (and under any
existing tasks on the list) to add a new task

Clicking the Add Task button will display the following screen:

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You'll need to add a name for the task so you can save it, or you can choose to add other details:
What needs to be done: The task name can be entered in this area.

Who and when: A task can be assigned to an individual, multiple people or 'anyone'. If you want to create
copies of an individual task for each person, use the each selected person must do this option. Choose a start
date and a due date here, too. Tip - you can double-click the name menu to assign a task to yourself
quickly.

Notify by Email: Once you've assigned a task to at least one person, use this option to notify them by email.

Description: Provide a description for the task; be as detailed as you wish. If you add a URL to this area, it will
show as a clickable link.

Files: Select files to be attached to the task, these files will be available to access from the task itself and will
also be available through the files tab. You can upload (drag and drop or browse and select), attach tasks already
uploaded to the project files area, and also associate files from any of the file storage integrations you've enabled
on your project, like Google Drive.

Privacy: Select the people who you wish to be able to view the task (an exception in all cases is an administrator
in the owner company). If the privacy option is greyed out, it means that the privacy is being set automatically
from the task list privacy settings.

Priority: Set a priority for the task. A triangle will appear after you have created the task to indicate how
important the task is. Red for high priority, yellow for medium priority and green for low priority tasks.

Progress & Time: Enter how much time you think it will take to complete the task. The person working on
the task can adjust the progress percentage based on how much of the task they feel is completed.

Followers: Select people to follow the task - you can choose if they are to receive all notifications, only status
changes, or only comments.

Dependencies: Select predecessors for the task using the add dependency option. Dependency relationships
can be start-start, start-finish, or finish-finish.

Repeats: Choose when and how often you want the task to repeat. You must have a due date entered for the
task for this option to work. Note - a new repeat of the task will not be shown until the first task is
completed.

Tags: Create tags or choose from existing tags - then you can use the tag to filter tasks in various areas within
your project or site.

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4.0 Add a milestone

To add a milestone to your project, go to the milestones area

in the project and click the Add Milestone button in the top
right.

You'll see the below screen where you can add information about your milestones.

Name the milestone: Choose a name for your milestone

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Description: Choose to add a description to the milestone

When is it due?: Choose the due date for the milestone, the default will be todays date.

Whos responsible?: Select the individual or from underneath the Whos responsible selection box choose
multiple people; if assigned to multiple people, any one of them can complete the milestone.

Privacy: Choose who can see the milestone. As in all cases, all administrators in the owner company can see all
items.

Followers: Choose people you wish to follow the milestone; these people will get updates relating to the
milestones.

Reminder?: Choose if you wish to send a reminder about the milestone, this reminder will be sent 24 hours
prior to the milestone being due.

Notify now?: Choose if you wish to notify the person responsible about the creation of the milestone. There
can be a preset here that can have this option enabled by default or not, this preset is available within the
settings for the project.

Select the option to add this milestone and the milestone will be added to that project.

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5.0 Creating and editing roles on a project
In each project you can create roles, which allow you to easily assign tasks to a group of people or mention
them in a comment.

5.1 Add a new role

To create a role, go to the people section of your project and switch from the People tab to the Roles tab:

Then, you can use the 'Add Role' button on the right to create a new role.

You'll see the below screen where you can choose a name for that role (bear in mind that the shorter and
simpler it is, the easier it will be to '@mention' later) and add a description so you can add any notes to define it
further.

Then, choose from the people on the project by selecting the checkbox next to their name, and click 'Add Role'
to create it.

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6.0 How to view your project in a Gantt chart
You can view and manage each of your projects in a Gantt chart, giving a graphical 'timeline' representation of
your project.

To access the Gantt chart view, go to the tasks area within your project
and press 'G' on your keyboard, or use the link in the panel on the left in
the 'Reports' section:

This will launch the Gantt interface, where you'll see:

The left panel

A column showing your task lists, tasks, sub-

tasks and any attached milestones.

A completion percentage here tracks the

progress when you complete tasks while
viewing the Gantt chart - if you use the button
at the top to show completed tasks too, this
will update to show the overall completion
based on tasks already completed.

You can collapse and expand each task list using the arrow to the left of the task list name.

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The main panel

The timeline - this is at the top of the chart, showing months and days. Weekends are highlighted in grey.

Tasks - represented by coloured bars, the colour is associated to a person on the project automatically when
they are invited, and is fixed.

Tasks are grouped together into task lists, which have a grey bracket above each to show the earliest start date
and latest due date of any task on the list.

Next to each task, you'll see the name of the person assigned and the duration (this is the automatically
calculated difference between the start date and due date, and includes weekend days).

Lines with arrows from one task to another represent dependencies.

Milestones - shown as an orange diamond at the bottom of their attached task list, on the day that they are due.

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Other options

You can move around the chart by grabbing and dragging the main area, zoom in and out by scrolling or using
the buttons at the top, or use the Show All button to automatically zoom and centre the full chart in one view.

The print button launches the print window with the current view of your Gantt chart.

Use the Show Completed button to include completed tasks in the chart, these will be shown in grey and
cannot be edited in this view.

Enable the Auto Save option to make sure your changes are automatically saved regularly while you work in the
Gantt chart view, and use the Exit button to close the Gantt chart and go back to your tasks area of the project.

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