Cross Project View

OVERVIEW

The Cross Project View is the default view when the Projects tab is selected.

The Project Overview tab allows you to see key project details such as name, type, completion %, start date, end date, status, and owner. 

The bars in a Gantt Chart represent Phases and Tasks in a Project and are associated with units of time on a calendar. As you can see, there are three other tabs that present the same list of projects but from a different perspective each.

There is a third view found on this page: the Project List. This view lists all of the Projects in a column-based layout. From this page, Project Managers can manage and update details across multiple Projects, collaborate with the Project team via Chatter, and enter time.

The fourth view found on this page: the Health. This view lists all the projects and the health properties of each project. This page evaluates a project’s current state and continued viability. These are the techniques used by Cloud Coach to assess the health of a project: Timeline, Resources, Financial, Customer, and Scope health. 

The fifth view found on this page: Stage Gate. The “Stage Gate” marks the “Project Life Cycle” in the Project Management of any project. The stages could vary from project to project but the generic ones are Plan stage, Build stage, Test stage, and Deploy stage.    

The 6th view found on this page: the Milestones. They mark significant points or events in the project. We mean by a Milestone are those finished tasks that represent the progress of the project as a whole.

The Cross Project View is an overview of Projects and can be grouped using Salesforce List Views.

CROSS PROJECT VIEW

Users can default what view the Cross Project View lands on using the ‘Pin’ icon next to the tab name.

1. List View: This is Salesforce’s standard list view functionality to allow users to view a cross-section of projects. The list views that are provided out-of-the-box:

  • ‘All’ and ‘Recently Viewed’: They are default list views.
  • ‘Favorites’: is used only on Cloud Coach pages and allows users to select projects of their choosing without editing the list view criteria.
  • Projects I Own (new)
    • Any project where logged in user is the project owner
    • AND the Project is Not Complete
  • Assigned Projects (new)
    • Any project where the logged in user has a time, task or quick assign based assignment OR is a Board Member on any Kanban board (including WSF Kanban Boards)
    • AND the Project is Not Complete
  • Stakeholder Projects (new)
    • Any project where the logged in user is a stakeholder contact on the project
    • AND Project is Not Complete
    • Check only shows in Enterprise and Ultimate Tiers

 

2. View tabs: Overview, Gantt, Project, Health, Milestones, Stage Gate list list tabs allow users to navigate between the time-based bar chart and a column-based list with sortable details.

4. : Refresh Gantt chart

New Project: Create a new project  

  : Access to the standard Salesforce list view for projects

? : Will display help videos

       Note – ‘Favorites’ list view not available from the table/standard Salesforce list view.

    : Create new or edit existing list views

 

4. Side Panel tabs: Project level information set in tabbed view. Tabs include: Details, Field History, Chatter, and Time.

 

5. : Edit Project level fields found on the Project detail page without navigating to the detail page. All fields that are editable to the user will be shown in this overlay.

6. : Auto Save Project feature found on the Project detail page. As the name implies it saves the changes made to the project automatically, no need to worry about saving your work or hitting the save button. Also, this feature changes all side panels to Auto Save which means that when you make a change in the side panel it is automatically saved. 

 

Overview Tab

This view cannot be customized, users will see the Project Name, Project Type, Project Methodology, Completion %, Start Date, End Date, Status, and Owner. 

Gantt Tab

 
 
  1. Filter Options:
    • Sort projects in ascending/descending order based on Project Start Date or Name (alphabetical).
    •  View the Gantt chart by Fit (default), Week, Month, Year, Day, Quarter
    •   Search Projects by their name.
  2.  Project Health Indicators:  Green/Yellow/Red dot indicates the color selected on the Project Health field. 
  3. Action Arrow: Open a project to a specific project navigation section; Summary, Timelines, Documents, Controls, Resources, or Financials.

Project List tab

  1. /: Click the flag to select/deselect a project as a ‘Favorite’ to display in the ‘Favorites’ list view.
  2. Column Headers: click to sort project display in ascending/descending order but clicking a column header.
  3.  Filter:  Use filters to selectively display projects. Filters are applied to data displayed only in the Project List tab and will not be applied to the Gantt or change the list view criteria. Filters can be modified for Quick or Advanced options

Health Tab

  
  • Project Constraints and Performance Health: These indicators are color coded (green, yellow, or red) for project constraints and performance health. The Constraints and Performance properties that are being used are Timeline, Resources, Financial, Customer and Scope. If a Constraint or Performance project portion is executing poorly or better the Project Manager can change the color (green, yellow or red) of the health affected in the Project’s summary tab. A color coded icon with an arrow pointing down or up will show. If the health change from red to yellow or from yellow to green, that means that the health is better and a color coded icon will show with an arrow pointing up. On the other hand if the project health changes from green to yellow or yellow to red that means that the project health is worse an arrow pointing down will show.

 

Stage Gates Tab

 

  • Stage Gates – These indicators icons are color coded (green, late icon or blank) for project stages. If stage is a “Go” the icon shows a green check mark indicating that stage is completed. “Kill” a red x icon meaning that stage is canceled, “Recycle” yellow with 2 curved arrows indicate stage needs to be repeated, “Hold” is a pause black icon meaning that the stage is on hold, and blank means that the stage has not started yet.

 

Milestones Tab

  • Milestones – This indicator is color coded (green, late icon or blank) for project milestones. They show green if completed, a late icon if they have a due date in the past, and blank if neither of those. Milestones indicate an important, specific point in time of the project. These points can note the start and finish of a project, and mark the completion of a major phase of work. The Milestones presented in this area are unique to some of the projects.  

 

 

PROJECT SIDE PANEL

DETAILS

The Details tab displays Project Fields from the Side Panel Field Set. Fields in this side panel can be added/removed by an Administrator. Depending on the permissions of the user and the type of Field, standard and custom Fields that have been added to the Field Set can be manually edited directly in the panel.

All Fields that are editable have a pencil icon to the right when hovered over, allowing Users to make changes to the Fields on the fly. If the Details tab is highlighted in orange, changes have not been saved.

Use the in the upper right of the side panel to access all editable Project Fields in a popup overlay.

FIELD HISTORY

Cloud Coach starts tracking field history from the date and time a project is created. Changes made before this date and time aren’t included and didn’t create an entry in the History related list. Modifying any of these fields adds an entry to the History related list. All entries include the date, time, nature of the change, and who made the change.

CHATTER

The Chatter tab pulls in the Chatter feed from the Project record and is ideal for project-wide communication. Any Chatter comments made on the standard project detail page will be displayed in the Cross Project Gantt Chatter tab, and vice versa.

Chatter Features:

  • Make comments in the feed
  • Reply to other’s comments
  • @ mention other Users
  • Notifications via email when following or replying
  • Like a comment or give a thumbs up. 
  • Attach and download Project files 
    • Files attached here will populate under the Documents section of the Project, as well.

TIME

The Time tab allows a User to enter time against a task. Enter the amount of time or click on the clock icon to select an amount. The date field will default to the current date but can be changed manually. Add comments if needed and submit/save the entry. The recent time entries will be displayed under the entry Fields and on the User’s My Day → Time section.

Time features:

  • Date: date working on a task. This is a required field.
  • Hours: hours spent on the task. This is a required field. 
  • Timer: times can be added in quick 15 minute intervals. 

 

Health

The health tab will allow you to update the project health anywhere in the Cross Project View, not only just the Health tab!

Conclusion

The Cross Project View makes managing multiple Projects efficient and seamless. The Side Panel is ‘sticky’ allowing you to navigate between multiple Projects in your list without having to re-select which tab int he Side Panel you were working in. 

For example, if you are entering time on a Project Level and you select another Project in your list, the Time Entry Tab will remain open when you navigate to the next Project. The same applies for the Details and Chatter tabs. 

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2 Comments

  1. Hey Team,

    Is there a way we can add a new Fields to display in the Project List View. I tried adding a field but no luck. I still can’t see the field displayed in the list view.

    1. Hi Anshuman,

      You can edit the following field set on the Project object: cc_column_headers

      That field set will control what fields from the Project will be viewed on the different Project List Views across our app. This can also be customized by Project record types.

      If you have further questions or need assistance don’t hesitate to contact us at support@cloudcoach.com.

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