Introduction TeamDirection IntelliGanttt Add In for Microsoft Project allows you and the rest of your project team to collaborate on your projects together, working within the familiar Microsoft Project interface. Users are able to share projects to SharePoint Workspaces, create projects on their local network with Local Workgroups or to anyone with an internet connection and e mail address with Cloud Workgroup connectivity. This guide is broken into three main parts to help you get up to speed on your projects as quickly as possible. You may click any link below to quickly jump to the topic of your choice. 1. Share your project using SharePoint, Local or Cloud workgroups. a. SharePoint Site Share your Microsoft Project to a SharePoint site b. Local Workgroup Share your Microsoft Project using a simple file server c. Cloud Workgroup Share your Microsoft Project with Internet connection and e mail 2. Update Shared Projects, Find your project on Sharepoint. a Updating shared projects b. Finding your project on Sharepoint 3. Join a project that someone else has shared so you can see the schedule and update your status. a. Local Workgroup Join a project shared using the Local Workgroup functionality b. Cloud Workgroup Join a shared project using the Cloud Workgroup functionality c. SharePoint Join a shared SharePoint project All of the IntelliGanttt functions are accessed directly in Microsoft Project from the IntelliGanttt menu on the menu bar. Sharing Your Project with Your Team Once you have created your project, it is time to share it so that the entire team can join and make their contributions. You can choose to share your project on a Local Workgroup, a Cloud Workgroup, or SharePoint (WSS 3.0 or MOSS 2007) Workspace. To share to any of the aforementioned options, simply select the Share option from the IntelliGanttt menu in the Microsoft Project toolbar.
Share to a SharePoint site Using Microsoft SharePoint allows users to interact with your projects with a web browser. SharePoint also opens up rich collaboration options like document versioning, change notification, custom templates and more. A project manager can choose from several stock task lists to work with, or let IntelliGantt know of custom web parts. Once the project has been shared, however, IntelliGanttt keeps track of all essential information, making it easy for others to join and participate in projects. With IntelliGanttt Add In for Mircosoft Project, a project manager may utilize the following features to customize how the project is shared to his team: 1.) Apply filters to tasks going to SharePoint This feature allows a project manager to apply smart filters like This Weeks Tasks or Next Weeks Tasks or Milestones Only to the list of tasks going to SharePoint. By default the filter is set to Tasks and Milestones. 2.) Add tasks created in SharePoint With this feature the tasks created in the SharePoint task list will appear in Microsoft Project. 3.) Ensure task assignments With this feature IntelliGantt accepts changes only from people assigned to the task. If someone not assigned to the task updates it, IntelliGantt will reset it. Like other types of shared projects, to share a project in Sharepoint, select Share from the IntelliGanttt tab: And follow the prompts. First, IntelliGantt prepares the project data in its own IntelliGantt cache to package it for Sharing: 2 P age
3 P age Select Close when it has completed. Checking Auto close when completed will close this form automatically
4 P age The Share Wizard comes up with Sharepoint as the default, select Next
5 P age Enter the URL of your Sharepoint site and select Go
6 P age LOGIN information may be necessary, in which case IntelliGantt will prompt you.
7 P age After clicking Go, IntelliGantt performs any authentication and communicates with your SharePoint site to find supported task lists. You can select any one of the task lists to use, or you can create your own task list by pressing the Create Task List button. Once you have your task list selected, click Next to send the data to SharePoint
8 P age Select resources you wish to share your project with from the Current Project Members and/or your Resource Pool. You can Close the wizard now, or click Mail
An invitation email will be created with the To: line populated. A link to the SharePoint Task List is also included in the email. You can add text and/or recipients before sending The last step is IntelliGantt updating your Microsoft Project plan with new information, typically hyperlinks for all your shared tasks. Click Close when completed. You have now shared your Project. 9 P age
Share to a Local Workgroup A Local Workgroup uses a simple file server to share data. After a few simple steps following an intuitive sharing wizard, your IntelliGanttt project data will be accessible to your team members using IntelliGanttt s rich client, where the group will be able to work securely behind a firewall. Selecting the Share in the IntelliGantt tab shown above will first prepare your project data: Next a Share Wizard will appear to help you locate a network folder. If your project has not yet been saved to a file, you have the opportunity to do so here. Since you have most likely saved your project, we will proceed to selecting the location to which you would like to share your Project: 10 P age
11 P age Selecting Local Workgroup then Next will prompt you to enter your Local Workgroup Location:
When you press Next, the proceeding screen asks you what file server would you like to use. You can type in the path to a file server and shared directory, or click Browse to explore the network. The next screen shows the progress during this operation and closes automatically. The last screen lets you invite additional people and send an email to project members. 12 P age
Click next to a name in the Resource Pool will add (or remove) members to the project. Click Close to finish the wizard or Mail to send an invitation. 13 P age
The invitation contains information IntelliGantt uses to join a project. It is an xml file that is attached to the email message. The iginvite extension lets other IntelliGantt users open it by double clicking on the file. 14 P age
Send completes the sharing process. Your members will receive an email that lets them join your project. After the share is complete, a convenient way to add a member to the Local Workgroup is to give your MS Project Resources an e mail address. After you update the project, the member will be added to the workgroup. You can send an invitation to resources by selecting Resource then Invite from the IntelliGanttt tab. Share to a Cloud Workgroup 15 P age
A Cloud Workgroup has the fewest steps of all the options. When you select the Cloud Workgroup and click Next, your project is instantly shared to the internet. The helpful blue link in the upper left of the Project Sharing Wizard provides additional information if you d like to know exactly how your project is being shared over in an Internet Cloud. Again, begin with the IntelliGanttt Share option, which will be followed by the automatic Update Window: And Closing the Window will prompt you to select how you would like to share your Project: 16 P age
17 P age Select Cloud Workgroup and Next
Basically, IntelliGanttt does the work for you. When you click Next, IntelliGantt will place the project on a Cloud server available for all project members. The next screen shows the progress during this operation and closes automatically. The last screen lets you invite additional people and send an email to project members. 18 P age
Click next to a name in the Resource Pool will add (or remove) members to the project. Click Close to finish the wizard or Mail to send an invitation. 19 P age
The invitation contains information IntelliGantt uses to join a project. It is an xml file that is attached to the email message. The iginvite extension lets other IntelliGantt users open it by double clicking on the file. 20 P age
Send completes the sharing process. Your members will receive an email that lets them join your project. After the share is complete, a convenient way to add a member to the Cloud Workgroup is to give your MS Project Resources an e mail address. After you update the project, the member will be added to the workgroup. You can send an invitation to resources by selecting Resource then Invite from the IntelliGanttt tab. 21 P age
Updating your Shared Projects Once you have shared your projects you will need to update them periodically to view progress made by your team, or to update the project with any changes you have made. Updating projects is easy within the IntelliGanttt Add In for Microsoft Project. To update a project, simply click the Update from the IntelliGanttt menu. Notice that the Share option is grayed out. This is because the project has been shared. 22 P age
Finding the Project you just Shared to SharePoint The IntelliGanttt Add in for Microsoft Project offers rich integration with SharePoint. It also provides a quick and easy way to find those workspaces with links that take you right to the task list or even individual tasks. If the project has been shared, open the IntelliGanttt menu in the Microsoft Project toolbar and under the Project section select Go To. If the project has not been shared this option will be grayed out. Joining an Existing IntelliGanttt Project If you have projects you wish to share with others, you can invite and work with team members on the same project if they have their own copy of IntelliGanttt. Join a project in a Local Workgroup or an Cloud Workgroup If you have shared a project to a Local Workgroup or a Cloud Workgroup, you will need to send your team a notification e mail as mentioned earlier. The notification e mail will contain an invitation file that will have the same name as the project you want your team to join. Once they have received the e mail message they can join the project by double clicking on the attached invitation file. They can also save the file to their computer and join later if they wish. 23 P age
Upon clicking on the attachment, the recipient will have access to your Project, and easily access individualized tasks: 24 P age
Join a project in SharePoint If you share a project to a SharePoint workspace that you and your team are members of, all you need to do is send a notification e mail as demonstrated earlier. The notification email will have an attached file that will have the same name as the project you wish your team members to join. Once you have sent the e mail message your team can join the project by double clicking on the attached invitation file. Your team can also save the file to their computer and join later if they wish. If you do not use Microsoft Outlook, then you will need to send a link to the project to your team. If this is the case, then your team can join the project by opening the link in their browser. Now that you have a basic knowledge of how the IntelliGanttt Add In for Microsoft Project works you can collaborate with your team in an exciting new way. For further information about TeamDirection IntelliGanttt solutions visit our website here. Microsoft, and Microsoft Project are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries 25 P age