Overview project list & create a new project

In the project list you create new projects and find all projects listed that you have either created yourself or in which you are a member.

Topics

Create a new project

Project assessment

Activity tracking

Filter and sort project list

Search for projects

Project progess

Project members

Add project client

Opening and editing a project

Info General information about lists can be found in the help article list view

In the following, we will explain step-by-step how to create your first project with InLoox in the web app.

1. Click on the blue New Project button in the bar at the top left.

   

2. The new project will now appear in the project list with the standardized name New Project. In addition, the person who created the project is automatically entered as the project manager.
3. To make further adjustments and add more information, open the project by clicking on it.
4. The project opens on the right side in the split view. You can customize the split view and make the project larger or smaller by sliding the separator to the left or right. Alternatively,  you can also click on the icon with the two arrows at the top right to switch to fullscreen view.
5. At the very top you can now adjust the name of the project.
6. To the right of the name, you can select the status of the project.

Manage the project

The Manage tab is opened first by default. Right next to it you will see the tabs Tasks, Mind Maps, Documents, Time, Planning and Financials.

In the Manage tab you can enter the most important information about your project.

• You have the option to assign an image to the project. To do this, click on the large square field. A dialog box opens in which you can select the desired image. By default, InLoox uses the first letters of the project name, e.g. NP for New Project. If you change the project name, InLoox automatically changes the project image and uses the initials of the new project name.
• Adjust the start and end date of the project. Tip: If the start date is to be in the future, you may have to adjust the end date first, since the start date must be before the end date.
• In the project details you can enter a project description. With the InLoox AI Assistant, you can generate an automated description based on the project name. In addition, enter a few key points in the field provided to obtain a more detailed project description tailored to your specific use case.
• The project number is automatically generated by default. However, administrators can customize and configure the project number and the corresponding format rules in the InLoox settings.
• In the project details, select the responsible division, the client and a category for your project. Administrators can customize both the stored department structure and the defined categories in the InLoox settings. If you enter a cliente  that does not yet exist in the system, InLoox offers you the option of creating a new client - here you do not have to go via the InLoox settings.
• With the Linked Items feature, you can connect a project to relevant items from the current or other projects in InLoox – such as tasks, documents, time entries, mind maps, budgets, or planning elements. The links are bidirectional, allowing you to jump directly to the connected content at any time.
• Furthermore, you can specify additional data in the Custom Fields section (e.g. detailed project description, revenue potential, deadline, etc.). Administrators can customize these fields in the InLoox settings.

     8. At the top right you will find a bar with additional functions:

• Plus icon: Here you have the possibility to add project members, e.g. project managers, employees, customers, partners or even other Additional Contacts. By assigning project managers, your employees will always know for which parts of the project process they are responsible. By composing the project team, you also define the access permissions to the project and set role permissions for the selected people by assigning project roles (project manager, team, customer, etc.).
• Star icon: Allows you to mark the project as a favorite. Your favorite projects are also listed in the InLoox main menu on the left.
• Bell icon: Allows you to activate or deactivate notifications about changes.
• Arrow icon: Here you can assign a priority to the project (Normal priority or High priority).
• Left Arrow/Right Arrow: Use this to navigate through the projects and jump to the previous/next item.
• Bracket Icon: Use this to copy the project's link to the clipboard.
• Three vertical dots: Here you can also upload an image, archive the project, lock the project or delete the project.
• Icon with the two arrows: Here you can switch to fullscreen view or split view.
• x icon: This closes the project and takes you back to the project overview.

NOTE The information is all saved automatically. So you can simply close the project and your specifications will all be stored.

When you create a new project, you can evaluate the project using the risk, size and value parameters. Each parameter can be set on a scale from 1 to 10 using the slider.

• Risk: 1-3 = Low, 4-6 = Medium, 7-10 = High
• Size: 1-3 = Small, 4-6 = Medium, 7-10 = Large
• Value: 1-3 = Low, 4-6 = Medium, 7-10 = High

Info In order to view/edit the project assessment, you need the corresponding permissions "Read project assessment" / "Edit project assessment".

Definition of parameters

Defining the values for project evaluation is a process that must be individually designed for each company. Our recommendation is to develop a catalog of criteria for each value that allows classification based on largely objective standards.
One example would be size, where threshold values for the evaluation can be set based on the number of employees involved, the budget and the planned time period:

• Low: max. 2 employees, max. 10k budget, max. 3 months
• Medium: max. 4 employees, max. 50k budget, max. 6 months
• Large: from 8 employees, from 100k budget, from 6 months duration

A consensus should then be reached in a discussion to decide how a project should be evaluated. The list of criteria should also be adjusted regularly to ensure that projects are realistically reflected in the criteria.

The criteria can also be of a more complex nature that cannot be captured in figures. Here is an example of "value":

• Low: operational, regulatory obligation
• Medium: opens up permanent, limited optimization potential
• High: strategic, affects top 5% key accounts

Overall score & dashboard

The overall score is a rating that reflects the overall performance of a project on a scale of 0 to 10. The score is calculated using the formula:
((10 - Risk) + (10 - Size) + Value) / 3

Tip Use our free standard dashboard "Project value", which visualizes the risk, size and value parameters selected above and displays them in a matrix. You can download the template here. If you need help importing dashboard templates or dashboards in general, read the help article Dashboards »

Show overall score column in project list

The overall score of the project is available as a column in the project list. To show this column, switch to the project list.

1. Click on Projects in the menu on the left.
2. Click on the three dots at the top right.
3. Click on Select columns.
4. Enter "Overall Score" in the search field.
5. Drag the Overall Score column into the project list.
6. Now you can group your projects according to their score by dragging the Overall Score column up into the area above the list. IMPORTANT You must be in advanced mode to do this.

Activity tracking allows you to track in detail who has changed what and when in your project. This feature provides transparency and control over various aspects of your project. You can find activity tracking in the Activities area in the Changes tab.

By default, the person who made the changes and the time of the change are always recorded.

The following entities provide a change history for the following fields: 

1. Tasks

When you open a task in the side window, the following changes are recorded over time:

• Who created the task and when
• Task name
• Start date, end date, and time
• Status, including completed on
• Creator, assigned persons
• Estimated workload
• Description
• Add to planning with assignment to planning element
• Project group (group)
• Department
• Custom fields

These changes are also displayed in the changes on the project management page, provided that it is a project task. There, it is also recorded who deleted a task and when. Exception: Changes to department and custom fields.

If it is a task without a project assignment, you will only see the changes in the task.

2. Documents/links

When you open a document in the side window, the following changes are recorded in chronological order:

• File/link added
• File name/link name
• Custom fields

These changes are also recorded on the project management page. The deletion of a document/link is also recorded there, along with the person who deleted it. Exception: Changes to custom fields.

3. Time entries

When you open a time entry in the side window, the following changes are recorded in the timeline:

• Name of the time entry
• Creator
• Start date or end date and time to display the recorded duration
• Description
• Custom fields

These changes are also recorded on the project management page. The page also records who deleted a time entry and when. Exception: Changes to custom fields.

4. Projects

The following changes are recorded in chronological order on the management page of a project:

• Creator of the project in the role of project manager (automatically assigned by InLoox)
• Project name
• Status
• Start date and end date
• Description
• Project number
• Department
• Customer
• Portfolio (only for InLoox Enterprise Plus and InLoox On-Prem)
• Risk, value, and size assessments
• Custom fields
• Deleted items: tasks, documents, time entries

When a project is deleted, InLoox automatically makes it read-only and moves it to the project recycle bin. There you can see in the change history who deleted the project and when. If necessary, you can restore the project by clicking on the yellow Restore button.

5. Project requests

When a project request is approved, InLoox displays this in the changes on the project management page. In addition, InLoox automatically creates a comment on the approval on behalf of the person with the permission to edit project requests.

When a project request is rejected, InLoox automatically creates a comment about the rejection on behalf of the person with the permission to edit project requests. In addition, the rejected project request is automatically archived, and InLoox automatically records this archiving in the changes.

You have the possibility to filter and sort the project list by various characteristics:

• In the upper right corner under View you can filter your projects by the following categories: Active Projects, Project Requests, Archived Projects, Project Bin (deleted projects), Favorites (if you have marked existing projects as favorites).

  

• To customize the displayed columns in the project list according to your needs, click the icon with the three vertical dots in the upper right corner and click Choose Fields. Drag and drop the respective category into the row at the top and release at the desired position. To keep this view, click on Save as New View under the icon with the three dots.

  

  

• If you click on the respective column name in the list, you can sort your project list by different project details in ascending or descending order. For example, if you sort all projects by project number in descending order, all projects in all categories will be displayed in descending order from newest to oldest.

  

In case of long project lists, the search function is a quick way to find a specific project. Simply enter a few letters of the project name or the client number in the search field at the top right next to the filter function and the projects corresponding to the entry will be displayed.

NOTE All projects will be searched and displayed regardless of the selected category. So, for example, if you are looking for an already archived project and enter the project name in the search field, all projects in all categories that match your search entry will be displayed.

TIP For a better overview switch to the advanced mode and then to the table view.

In the project list the project progress is displayed in % for each project (if you have enabled the Progress column). This value shows the status of the project that you set in the Manage tab and distinguishes only between 100% completed for status Completed, Accepted or Rejected, or 0% completed (for status Started and Offers).

All members assigned to a project are displayed with their profile picture in the top right corner.

Using the plus icon, you can add further contacts to the following categories:

• Managers
• Team
• Customers
• Partners
• Additional

Select a client for you project from the dropdown menu or search for an existing client by typing in the name or number.

Since InLoox 11.8 you can type in a new client's name in the field "client" and thus add the new client to your clients list.

Client management and client settings can be accessed by InLoox account admins in the account settings. Read more on that here.

To open and edit a project, click on the project. You will be redirected to the Manage tab of the project.

Via the other tabs you get to the further, project-specific areas like Tasks (Kanban view), Mind Maps, Documents, Time, Planning and Financials.