In this video, I would like to give you an example overview on how ProjektTing works and how you can use it.
In my example, I assume that you are working in a company and your boss has instructed you to find a bigger office and organize the moving. There was a first meeting with an agent, your boss and you, where you all decided to run these projects with ProjektTing.
After registering in ProjektTing, you are automatically moved to the Dashboard. Here, you can see the project’s news feed in all the projects you are participating in; it is the navigation center for ProjektTing. In the administration area, I can create a new project. The project’s name is given once and then we go directly to the newly created project.
At this point, I would like to talk briefly about the basic structure of ProjektTing’s surface: I have a navigation bar that shows me exactly where I am. After the home page I had moved to the Dashboard, I can find myself on Müller and Co Company’s and in the project - the company’s relocation. You can navigate by clicking on the individual entries. For instance, by clicking on Dashboard, we go directly to the dashboard. But let´s go back to our project. There are a number of tabs in each project, in which they hold a variety of information about the project. In the home page, or the Project tab, I can specify the project’s aim and description. I can also select an image for the project.
Let´s enter the aim: “A bigger reprehensive office by the end of the year”
So I leave it with this first tab and change - after saving - to the team’s tabs. Currently, I am still alone here, but I want the broker and my boss Mr. Müller to participate in the project. The “Add User” button in the left menu allows me to add more people to the project. I have two options. The first one is that I can invite a new user to the project. This is the case by the broker; she has never worked with ProjektTing before. On the other hand, I can add users I have already worked with in other ProjektTing projects, or that belong to my company. This is the case for Mr. Müller, so I choose him and give him a role. The role will manage the project’s rights. There will be further explanation in another video. I will add him here and make him a Manager. In this moment, he will receive an email informing him that has been added to my project.
Now let´s use the “Add User” button again, to add the agent: Choose the salutation Mrs. Provide a first name – Franka Provide a last name – Stein Her Email address: Franka.Stein@SteinMakler.de Mrs. Stein appears now in the team’s tabs, although there is no photo and no further contact information. She can add this after her first login. She will now receive a confirmation email with an invitation to this project.
In the next tab, “documents”, we are now beginning the actual work. What we see here corresponds to a file system similar to our personal computer. The main difference is that his file system is available to all project members. As I mentioned before, there are already the minutes of the first meeting with the broker and Mr. Mueller. I will place these minutes here now. I could put it directly in the first folder, but I would rather create a sub-folder titled “Agent”. I just have to provide a name. After selecting the new folder, additional information appears on the right side of the screen. Here, for example, I can assign access rights and add a note text to the folder. I will do that now by clicking on the pen. "This folder is for all documents related to the agent". Now I will upload the minutes. After uploading the file we see the typical information like the filename, the changed date and the file size. But after selecting a file we see additional information and functionality. We can leave a comment on the file and have the option to create a task related to the file.
I will create a comment now: Therefore, I click on the New Button and the comment window opens. Here I write my comment. “Broadband Internet is missing.” “It was discussed in the meeting that a faster Internet connection at the new location is essential. This point is missing in the minutes.” By leaving this comment, all the project’s members (based on their notification settings) receive an email notifying them about the comment. So they can reply to the comment or provide another comment. Furthermore, they can upload a file version, using the “Add new version” button. In this case, all previous versions are still available and are visible if you use the “File history” button. For every file, tasks related to this file can be created here. The combination of tasks and documents is the real strength of ProjektTing. By clicking on the “New” button, a window appears in which the task can be created. For instance, the agent has said that she would send the contract by the end of the week. Therefore, we create a task. The task is labeled with “Send agent’s contract”. Every task can have its own aim. In practice, it leads to significantly fewer misunderstandings when everyone knows exactly what is expected by him. “Agent’s contract should be on hand by Friday”. The next important field is the description.
Here, the task can be further described. For this you can use the convenient text editor. "The contract should contain: minimum number suggestions, prices ......”
Now we assign the task to the agent, set a target date and save the task. The agent is now informed according to their notification settings about the new task assigned and the task is displayed in her dashboard. Before we change to the tasks tab, I will create a few other tasks. Because I don´t want to bore you, I will pause the recording while doing so. So here I am again. In the meantime, I have created the following tasks: • Check terms of notice in the existing rental agreement • Prepare the employee information • Prepare a criteria catalog for the new office The notice lease task examination is already done. This can be seen on the state.
All the tasks that are assigned to these minutes are presented in the files tasks tab. That is not bad, but you end up with lots of files and tasks in most real life projects. To keep track of this, there is the “Tasks” tab. Tasks
Every user sees all tasks which he is allowed to, although there are a lot of filtering options. The quickest way to filter are the two checkboxes in the upper right corner. If I check the checkbox “only my tasks,” then only the tasks I have created or am assigned are visible. Or, I can just filter out all tasks that are already finished. These two filter options are saved by ProjektTing, so if you come back to this tab they will be selected the same way you left the tab. I can sort the tasks by clicking on the column header. I can apply more filtering options by adding a filter in the column header. For example, by selecting a target date or choosing certain values by clicking on the small pin inside the column header, which is similar to Excel. Excel is a good keyword; ProjektTing allows me to easily export tasks to Excel by pressing the Excel button in the top right corner. Now I want to sign in to ProjektTing as Franka Stein (the agent). This allows me to show you how the system displays the project to her.
After signing in, Franka Stein enters the dashboard and perceives the project’s information. She can see the task she is assigned to, and the minutes are displayed as a new file. I select the task and ProjektTing displays the Task Tab. The chosen task is selected. Because she has already started creating the contract, I update the state of the task to “At Work”. Moreover, I document the work progress. This took me a few seconds, but it will save a lot of time because it prevents other users from asking me about my progress.
But, there were more available tabs in the task. I would like to explain these briefly:
I can create many sub-tasks inside a task. This is always useful when I delegate a part of my task to somebody else. For instance, when I have to create the criteria for the new office and I need information from the IT department, then I can use a subtask for this. The benefit is that the guy of the IT department has his own task and I can see his progress inside my task.
I have the option to comment on the task in the comments tab. This can be used for discussions on the task, or I can use the comments to keep record on the task.
In the “Attachments” tab, I can upload more files related to the task.
I hope this video has helped you to get an idea of what ProjektTing offers. Feel free to try it out. If you register now you will get three project months for free without any costs or obligations.