Inspector lets you find out about a Project you have out or change its settings. Most of the settings are the ‘live’ values reflecting the actual Project in its out state, but some values reflect the Project as it was last put away on the server.
- Click ‘Inspector’ in the Toolbar (or type command-I on Macintosh or control-I on Windows or Linux) . The Inspector window should appear.
- To keep any changes made to any settings click ‘Update’.
- Click or arrow through other documents or Projects in the DocHaven window to reflect those values in the Inspector.
- Clicking the Inspector icon on the Tool Bar will close the Inspector.
Access
The Access tab show the access information held about the Project on the server. You cannot change a Project’s Owner but you can change the Group who has access to the Project. You can change the Project Name, but the DocHaven window will not reflect the new name until you click Update.
Many of the fields are shown in grey since they reflect the Project as it was last put away on the server. If you Boomerang a Project, click of the Project then click back on it, the new values will be displayed.
Check the Hidden box if you want a Project to not appear in normal search windows even for those who have access to the Project. This can be bypassed by users checking the ‘Find All’ button on searches.
Check the Notify Owner if you want to be informed whenever this Project is accessed in any way. Upon login or about hourly a dialog box will appear showing the Owner when the Project was taken out, put away or boomerang’ed. This may be useful to help determine progress others are making of this Project or the usefulness of templates.
Check the Short Term box to mark this Project as a short-term Project. It doesn’t affect the running of the Project in any way. It may be useful for knowing which Projects to archive should space become limited.
Check the Template box to display this Project in the New Project window. Note that once set, only the Owner can take out a Template Project. The Owner and Group members can still create New Project or Copy Out Projects from Templates. They can even do this when a Template is currently taken out by the Owner, but it will use the last version of the Project as it was when last put away. This allows the Owner to continuously edit templates without affecting the operation of others using those templates.
Notes
The Notes tab allows free text entry about the project. It does not support text styles but does support carriage returns, copy and paste and can be as long as you want. This may be a suitable place to store snippets of email related to a Project, ToDo’s or relevant conversations. You may want to decide whether to place all this data in this Notes area or in the CRMHaven Client events fields.
Status
The Status tab lets us set where this Project is currently up to. You don’t need to use all the values, but those you feel relevant. While the % Complete slider is 0% (or 100%) this Project will not appear in any of the Completion reports. Once the % Complete is 1% or more you will be able to change the other settings.
You may want to set your Projects at 25% increments to let you report at a glance which Projects have been created but not started (1%), started but not a lot (25%), in the middle (50%), nearing completion (75%), finished but waiting for others’ approval (99%) or fully completed (100%).
Setting the Priority allows you to focus on importance of Projects to us. While a Project has a Priority of zero it will not appear in any of the Priority reports. You may want to set the Priority of less important Projects to 3, medium priority Projects to 3 and high priority Project to 7. Each day you can then create a report showing the Project that are the most important and work on them first.
Certain companies use Project Management labels to describe the status of a Project. These may include software project moving through alpha, beta, release-candidate, release-to-manufacture to obsolete. Others may use the UK government’s Prince2 terminology or the US ‘Ten Step Project Management Process’. You can create any settings you want in the Preferences and have those appear in the pop-up list to set the Review Status.
Enter descriptions for events, costs, people and equipment in the Milestones, Expenses and Resources fields. These are plain text fields that can be searched and reported so place in here any descriptions you want.
Dates
Enter the dates related to the Project. These dates can then be used to create reports. Most Projects will have two sets of dates: budget and actual. The budget dates comprise a budget start date leading to a budget end date. The actual dates comprise an actual start date leading to a forecasted end date. As you enter actual dates in these fields a graphical representation of the dates appears below. These bars help us to see how the budget and actual dates compare with the total time periods.
Options
The dates and times are checked on entry so it is impossible to enter an invalid date or time value. Dates can cover any time period from minutes and seconds through to Projects lasting many years.
On Windows a mini calendar appears allowing allowing the easier entry of date values.
Costs
Every Project is linked to one Client, even if this client is you as a default. If you decide to set up multiple Clients you can assign a Project to one of those Clients and use the Costs tab to bill this Client. Now this facility is not meant to replace your accounting system, but will give you a guide to what work you have charged to a Client in regard to this Project. Your tracking of costs can be either on a gross level with the Budget and Forecast Costs, or through individual invoices, or both.
- Click the magnifying glass to the right of the Client and enter the Client name to choose the relevant Client.
- Enter the Budget and Forecast Costs values
- Click the Add button to add a new Invoice. In the window enter the Description of the work accomplished that is to be invoiced, hourly rate you charge and the number of hours spent on the work.
- Click the Preview button to view a Company invoice to the work chargeable.
- Click Update to save any new invoices.
You can invoice for the whole project in one invoice or add several invoices over time.
You can Save or Print directly from the Preview, but it may be preferable to cut and paste the content into a word-processor for more fancy formatting options.
You can enter any value for the hourly rate and time worked, not just whole integers.
Invoices can be removed at any time. This only takes effect when the Update button is pressed, so if you accidentally press Remove then click off the Project then back on in the DocHaven window.
The column headings can be selected to sort the values or resize the columns.
The items can be copied to the clipboard to paste into a spreadsheet or word-processor.
Contents
The Contents tab shows what is inside the latest Project version on the server and does not reflect any changes made to the version taken out. As you add, remove or change documents in your taken out Project this window will not change until the Project has been put away.
The pop-up lists for file names, kinds, types, creators and extensions are sorted alphabetically. The file names list also lists folder names so they can be searched for as well.
Finder
The Finder tab shows the information regarding the actual Project, file or folder being highlighted in the DocHaven window. None of these values can be changed or updated. Checking the Size box will inform you of the size of the file or folder (warning: this can be slow if a folder with many levels of sub-files and folders is highlighted). These values do not reflect those kept on the server, but on your actual computer.
The Alias value on Macintosh is referred to as a shortcut in Windows. The Macintosh value of the Resource fork, Creator and Type have no equivalent on Windows or Unix. The Unix Owner/Group/Permissions have no equivalent on Windows. The icon does not appear when running on Linux.
Keywords
The Keywords tab allows you to add or remove keywords from a project. Keywords can be single words or sentences that are added to a Project for the purpose of searching for them later. Keywords are locked so that accidental misspellings will not affect later searches.
- Click the pop-up list of keywords and choose the keyword value you want.
- Click the Add button to add that keyword to the list.
- Click the Update button to save the changes.
Click the Clear button to remove all current keywords.
History
The History tab gives you a list of the Notifications that have been sent regarding this project and a log of all interactions. To activate this function press ‘Refresh’. You cannot change any of these values, but it gives you a quick history of all interactions with just this one Project.
Options
The column headings can be selected to sort the values or resize the columns.
The items can be copied to the clipboard to paste into a spreadsheet or word-processor.