In the Database window, click the ‘Project’ tab. Many of the Project fields cannot be edited for logical or security reasons and are shown as static values. The Project data is divided into tabs. Click on each tab to view or change the data in that tab. Note that most fields can be used to search for Projects in the Find window under the Search tab. The changes are only saved when the Update button is pressed.
Access Tab
Project ID
- Displays the number of the project. This number cannot be changed.
Name
- Set the overall name of the project. This can be changed at anytime whether the project is out of not.
Owner
- Set the ‘Owner’ to the User to the User to whom the project belongs. Only the administrator can change the Owner of a project since it also involves manually dragging the project on the FTP server to the new owner’s folder.
Group
- Set the ‘Group’ to those you want to be access the project. Note that only the project’s owner (not the Group members) can change a project’s attributes.
Web Content
- Sets the FTP Server ID where an uncompressed additional copy of the project will be stored. If Web Content is set to '0 - No web content' then no additional copy of the project will be stored.
Password
- Type any text into the Password field to require that password next time you want to take the project out. This password is in addition to the normal login password. Note that the password text is case-sensitive. To remove the password, delete the password text and click ‘Update’.
Versions
- This lists the maximum and minimum versions of a project stored on the FTP server. Use the ‘Previous Version’ command to take out a version other than the latest. If the version is ‘0 – 0’ then the project has been created, but never put away. Do not change this unless you know what you are doing.
In Status
- Check In Status to set the project’s status to in (i.e. not Taken Out). This is the same as choosing ‘Revert’, allowing the project to be taken out again, except the old project is not removed from the DocHaven folder and will give an error if it is attempted to be put away.
Notify Owner
- Check ‘Notify Owner’ to display a notification on the project owner’s computer whenever the project is accessed or modified.
Short Term
- Check ‘Short Term’ to mark this project as short-term so it may be later archived or deleted. It will not affect its use in any way.
Template
- Check ‘Template’ to ensure the project displays in the ‘New Document’ window for the project owner or members of the project’s group.
Client
- Set the ‘Client’ to the company for whom the project is being done.
Last Take Out User & Date
- The ‘Last Take Out User’ and ‘Last Take Out Date’ shows who last took out the project and when. If the project is still out, then this is useful to help identify whom to call to request them to put the project away. You can use TwitHaven to send them a message.
Created By User & Date
- The ‘Created by User’ and ‘Date First Created’ help identify who created the project in the first place. This is because you can import Projects on someone else’s behalf. This helps locate the origin of a project and never changes.
Date Last Modified
- The ‘Date Last Modified’ changes only when the project is put away or boomeranged.
Last Out Workstation
- The ‘Last Out Workstation’ lists the ethernet card’s MAC address and the TCP/IP address of the computer the project was last taken out from. If you have multiple accounts on multiple computers this helps you determine which computer the project is likely to reside on! Each time a project is taken out, this is updated.
Status Tab
Percent Complete
- Sets the completion status of the project as a percent from 0% (not begun) to 100% (finished). This is useful for reporting on Projects.
Priority
- Sets the priority status of the project as a number from 0 (not important) to 100 (most important). This is useful for reporting on Projects.
Review Status
- Set the ‘Review Status’ to the lifecycle the project. You can set the range of possible Review Status types in the Group tab, or leave the Group tab blank to keep the default values.
Milestones, Expenses and Resources
- Describe the milestones, expenses and resources needed for Project. These are a plain text fields and any amount of text can me typed or pasted in.
Dates Tab
Budget Start and End Dates
- Sets the dates you originally expected the Project to begin and end on.
Actual Start and Forecast End Dates
- Sets the dates you actually started the Project and, if still incomplete, expect the Project to end on.
Options
- Pressing the Reset button will place the current data and time to be placed in every field.
Costs Tab
Client
- Set the ‘Client’ to the company for whom the project is being done.
Budget Cost
- Sets the original expected cost of the Project.
Forecast Cost
- If still incomplete, sets the expected final cost of the Project or the Project’s actual cost.
Options
- Click the Add and Edit buttons to change the lists of invoices or of work done towards the Project. A window will appear listing the date and requesting a description of the work done, the hours taken and the hourly rate for that work. These items will be added to the main list.
- Click Remove to delete one of these work items.
- Click Preview to view a sample invoice for that work item. This invoice can saved, printed or copy and pasted into another program.
Note: the changes are only saved when the Update button is pressed.
Contents Tab
Document Names
- The pop-up lists the file names of every file within the project’s folder when it was put away.
File Kinds
- The pop-up lists each type of file within the project.
Macintosh Types and Creators
- The ‘Mac Types’ pop-up lists each type of the different Mac Classic types of all files within the project. Macintosh Types and Creators have now been deprecated by Apple.
- The ‘Mac Creator’ pop-up lists each type of the different Mac Classic creators of all files within the project.
Extensions
- The ‘Extension’ pop-up lists one of each type of the different file extensions (usually three letters) of all files within the project.
Uncompressed & Compressed Size
- The ‘Uncompressed Size’ and ‘Compressed Size’ indicate how much space the project takes on the FTP server. The compressed size is used when determining space quotas. Note it is possible that very small projects or already-compressed projects may be larger compressed than uncompressed.
Archived and Archive ID
- Click ‘Archived’ to set the project’s status to archived. Note this is not the proper method and the ‘Archive’ menu should be used to archive and unarchive Projects instead. Once a project has been archived, the Archive ID is shown should you ever need to recover that project. Archived projects cannot be accessed as the project is no longer stored on the FTP server. Unarchiving a Project will restore the Project to its original server location.
Resource Forks, Invisible Files, Locked Files & Aliases
- Click ‘Resource Forks’, ‘Invisible Files’, ‘Locked Files’ and ‘Alias Files’ to give or suppress the warning that the project includes one or more documents with these attributes. It does not change the content of the project files in any way.
Compressed
- Check ‘Compressed’ to ensure the project will be compressed before being copied to the FTP server.
Deleted
- Click Deleted to indicate whether this project has been deleted. Note this is not the proper method, but purging to zero versions should be used instead. Deleted projects cannot be taken out or copied out.
Synchronise
- Click ‘Synchronise’ to indicate whether this project is a synchronise project (a Synchronise Project is a special project that periodically stores the whole contents of your DocHaven folder on to the server as a special Project). Note this is not the proper method, but setting a synchronise document through the user record should be used instead. Synchronised projects cannot be taken out, but they can be copied out.
Keywords Tab
Click the ‘Keywords’ pop-up then ‘Add’ to add the keyword to the project. The Keywords are tab-delimited in the field. Keywords can be used for searching for particular Projects whose identity might not be deduced from its name or contents.
For consistency reasons, you cannot change the keywords here, but you can click ‘Clear’ and start again.
Notes Tab
Type any text you want into ‘Notes’ to describe what the project is about.