Creating and Editing a Project: Status, Participants, Settings, Plan, and Change History
A project is created in the Project List section and always belongs to one workspace.
How to Create a Project
- Go to Projects → Project List.
- Click Create Project in the top right corner of the screen.
The button is always visible, but a project can only be created if the user has permission to create projects in the selected workspace.
For more information about permissions, see the knowledge base article about roles and permissions in the Project Management module.
After clicking the button, the project creation panel opens on the right.
New Project Menu
The main project parameters are specified in the creation panel.
Project Name
Required field.
Enter the project name. Without it the project cannot be created.
It is recommended to use a clear and descriptive name that reflects the purpose of the project
(for example "Opening Store #123" or "Implementation of a New Standard").
Workspace
Required field.
If a workspace was selected in the project list before creating the project, it will be automatically inserted into the creation form.
If no workspace was selected in advance, it can be chosen manually from the list of available workspaces.
Next to the workspace field there is a gear icon that allows you to open the settings of the selected workspace (if you have the appropriate permissions).
The workspace list also includes the Create Workspace button, allowing you to create a new workspace directly during project creation.
Start Date (Planned)
Required field.
Used to build the project plan, especially when the project is created from a template.
End Date (Planned)
Optional field.
You can specify the planned project completion date if it is known at the time of creation.
Project Code
Optional field.
Used to identify the project in external systems or for internal tracking if the project has a number or code.
Project Description
Optional text field.
Allows you to add a short description of the project and its context.
Linked Object
Optional field.
Allows the project to be linked to an object in the system (for example a store).
Used when the project relates to a specific object.
Use Template
Optional field.
Allows you to select a project template available to the user.
When a template is selected:
- the project structure and plan are automatically created based on the template's standard plan
- the project plan is built relative to the specified planned start date
If no template is selected, the project will be created without a plan, and it can be configured manually later.
Completing Project Creation
After filling in the required fields, click Create.
The system will:
- create a new project
- automatically open the project card on the General Information tab
Important
- A project can only be created if the user has the appropriate workspace permissions
- A project always belongs to one workspace
- The project plan is generated automatically only if the project is created from a template
- All project parameters can be edited later in the project card (if the user has permission)
Project Card → General Information Tab
After creating a project, the system automatically opens the project card on the General Information tab.
This tab displays the main project parameters, its participants, and its current status.
Project Status
The project status is displayed in the upper right corner of the project card, above the General Information and Project Plan tabs.
The system supports the following project statuses:
- Not Started – assigned automatically when the project is created
- In Progress
- On hold
- Completed
To change the status, click the current project status.
This action is available to users with project editing permissions.
When changing the project status, the system will request actual dates:
- when changing the status to In Progress, you must specify the actual start date
- when changing the status to Completed, you must specify the actual end date
The entered dates are automatically saved in the project.
General Project Information
The General Information block contains the main project parameters.
To edit them, click Edit.
Available fields:
- Name – project name
- Owner – user responsible for the project
- Workspace – the workspace where the project was created
- Code – used for identification in external systems or internal tracking
- Start Date (Planned) – planned project start date
- End Date (Planned) – planned project completion date
- Start Date (Actual) – actual project start date
- End Date (Actual) – actual project completion date
- Linked Object – related system object (for example a store)
- Description – additional information about the project
After editing, click Save.
Project Participants
The Participants section is used to manage user access to a specific project.
You can add users who have access to the Project Management module.
To add a participant:
- Start typing the user name in the search field
- Select the required user from the list
- Click Add to Participants
Each participant receives project-level permissions:
- View Project
- Configure Project
- Edit Project Plan
- Receive Weekly Project Notifications
Permissions granted at the project level:
- extend the user's workspace permissions
- cannot reduce permissions already granted at the workspace level
Extra Project Settings
The ExtraSettings section defines parameters that affect the project plan and linked tasks.
Available settings:
Automatically shift dependent plan elements when editing
Defines whether dates of related stages are recalculated automatically.
Default linked action when adding a new plan element
Defines the action type automatically assigned to new stages.
Number of days before the planned start when related tasks and inspections become visible to executors
This value can be inherited from the workspace settings and overridden at the project level if necessary.
Deleting a Project
At the bottom of the General Information tab there is a Delete button.
A project can only be deleted by users who have:
- permission to edit all projects in the workspace, or
- permission to edit the specific project
After confirming deletion, the project will be removed without the possibility of recovery.
Project Plan
The Project Plan tab is used to manage the execution of a specific project: stages, timelines, dependencies, executors, and linked tasks or inspections created within the project.
The project plan is a working management tool that reflects the current state of project execution.
If the project was created from a template, the plan is generated automatically.
If the project was created without a template, the plan must be configured manually.
Important
The project plan supports version history and draft saving.
Changes become active only after saving and creating a new version of the plan.
Project Plan Interface
The project plan is displayed as a table with a chart (similar to a Gantt chart).
The table shows project stages and their parameters, while the right side displays the timeline.
At the top of the screen there is a control panel with the main actions:
Edit
Switches the project plan to editing mode
(available to users with plan editing permissions)
Import
Uploads a plan from an XML file (for example from Microsoft Project).
Importing completely replaces the current project plan.
Download
Exports the project plan in:
- XML (for MS Project)
- PDF (by day, week, month, or quarter)
Change History / Version History
Opens the list of saved versions of the project plan.
Viewing versions is used for analysis and does not affect the current version.
Collapse All / Expand All
Collapses or expands nested stages.
Time scale selection
Day / Week / Month / Quarter.
Full-screen button
Expands the Gantt chart to full screen.
Column display settings (settings icon)
Allows selecting which columns are displayed in the project plan table
(for example: action type, name, description, executors, planned and actual dates).
Important
If custom fields were created in the project, they will also appear in the column list and can be used in the project plan.
Editing Mode Interface
To make changes, click Edit.
The project plan will switch to editing mode.
Available controls:
- + Add – add a new plan element
- Edit (pencil icon) – edit the selected element
- Delete – delete selected elements
- Color – change the color of the element in the Gantt chart
Hierarchy controls:
- Move Down a Level (right arrow icon)
- Move Up a Level (left arrow icon)
These buttons change the hierarchy of plan elements:
- Move Down a Level makes the selected stage a substage of the previous one
- Move Up a Level moves a substage up and makes it an independent stage
Additional controls:
- Undo / Redo navigation buttons
- Save – save changes and create a new version of the project plan
- Exit – exit editing mode
If you exit without saving, the draft is saved, but a new version of the plan is not created.
Drafts and Project Plan Versions
Any changes made to the project plan:
- are saved as a draft
- become the current version only after pressing Save
If a draft exists for the current version, a notification about unsaved changes appears above the Gantt chart.
When saved, a new version of the project plan is created, recorded in the version history, and becomes available to all project participants.