PM4 + Partners Knowledge Articles

Transcription

1 PM4 + Partners Knowledge Articles Customizing your PM4+ user experience r 1 November 30, 2108

2 PM4+ Partners Workspace - customize your experience Page 2 Contents Customizing Your Workspace... 1 Customizing Tiles... 1 Creating an information tile... 1 Removing a tile or modifying a tile name... 2 Customizing Lists... 2 Creating a new list... 2 Changing a list you created... 3 Renaming or removing a list... 3 Reordering a list item in the tabbed list group... 3 Adjusting the column size on a list... 4 Moving a column... 4 Removing a column... 5 Sorting and Filtering Lists... 6 Sorting records by a list's column... 6 Filtering records... 7 Filtering by column field value... 7 Filtering and searching a list using the Filter box... 8 Filtering with the advanced filter in the navigation pane... 8 Resetting or clearing a filter Comparison Operator Matrix for Filtering Records Exporting Records to Excel Downloading records from PM4+ to Excel Opening log lists in Microsoft Office and exporting to Excel Exporting all rows... 12

3 Customizing Your Workspace Your workspace in PM4+ is predefined with activities and information lists that you and your company need to work efficiently in the PM4+ Partnership workspace. However, you can customize your workspace further by adding tiles, lists and links to information you frequently access. In this section, you will learn how to add and maintain: 1. Information tiles (with or without a count) for a customized view of a list 2. New custom views of log lists to your tabbed list group 3. Links to lists Customizing your environment starts with creating a custom view of a log list. Please review the section on "Sorting and Filtering Lists" before you proceed. Customizing Tiles Creating an information tile You can create tiles in your workspace to display different views of lists. You can also set an option for the tile to show the number of records currently in the list the tile represents. When the tile shows the record count, you can see quickly if and how many records are in the list. If you connect this feature to an activity, you know if you need to take an action. The image below shows the actions for creating and updating information tiles: 1. Create a custom view of a list as described in the steps in the topic "Filtering and Sorting lists". 2. In the action pane, select OPTIONS to open the Options tab. 3. In the PERSONALIZE group, open the Add to workspace drop-down menu. 4. From the Workspace drop-down menu, select the name of your workspace. 5. From the Presentation drop-down list, select Tile 6. Click Configure The Add as tile dialog opens. 7. Complete the Name on tile text box with the desired name.

4 PM4+ Partners Workspace - customize your experience Page 2 8. To show the number of records in your list on the tile, set the Show count on the tile toggle to Yes 9. Click OK 10. Return to your workspace to confirm the tile was created. 11. Select the tile to test and confirm the record count. Removing a tile or modifying a tile name You can modify the name of any tile that you find in your workspace; however, you can only remove a tile that you have created. 1. Right-click the tile you want to remove or modify. 2. Select Personalize [...name of tile...] The Personalize menu opens. 3. To change the name of a tile, update the text in the Name text box. 4. To remove the tile, click the Remove action link. 5. Click outside the menu area to close the menu. Customizing Lists Creating a new list Lists appear as tabbed lists in your workspace. 1. Create a custom view of a list as described in the steps in the topic "Filtering and Sorting lists". 2. In the action pane, select OPTIONS to open the Options tab. 3. In the PERSONALIZE group, open the Add to workspace drop-down menu. 4. From the Workspace drop-down list, select your workspace name. 5. From the Presentation drop-down list, choose List from the list. 6. Click Configure The Add as list dialog opens. 7. Complete the Name for tab text box. 8. From the List style drop-down list, choose the number of columns to display in the list ("3" or "8"). 9. In the Columns list, choose a field by selecting the checkbox so a check mark appears beside the Field name.

5 PM4+ Partners Workspace - customize your experience Page 3 Note: The fields that are most likely to be useful to add to the list appear at the top of the list of selections. For example, the global address book is the first table in a job contact list. Make your field selections in this section first. 10. Once you are satisfied with your selections, click OK Note: PM4+ displays an error message if you select too many fields. You cannot proceed until you remove the extra selections. To do this, review the list and de-select a field to remove it from the list. The checkbox beside the field name is cleared. 11. Return to your workspace to confirm the list was created and added to the bottom of tabbed lists. 12. Select the tab to review the records displayed. If you want to adjust the layout, see the subtopic "Changing a list you created" below. Changing a list you created You can change the name of any list in your workspace; however, you can only delete a list that you created. As well, you can change column spacing, hide fields, and change the order for how a list appears in the tabbed list. The image below shows the process for changing a list your created: Renaming or removing a list 1. Right-click the list you want to remove or modify. 2. Select Personalize '[...name of list...]' The Personalize menu opens. 3. To change the name of a list, update the text in the Name text box. 4. To remove the list, click the Remove action link. 5. Click outside the menu area to close the menu. 6. Refresh the view (F5). Reordering a list item in the tabbed list group 1. Find the tabbed list you want to move and right-click on the name. 2. From the menu, select Personalize [...name of list item...] The Personalize menu opens.

6 PM4+ Partners Workspace - customize your experience Page 4 3. Select Personalize this form The Personalize form tool bar opens. 4. Select the Move button in the tool bar ( ). 5. Select the tab of the list you want to move until a dotted line appears around the name. 6. Click and hold the mouse pointer in the dotted line box around the name, and drag the item until it appears in the correct order in the list. 7. Release the mouse. 8. Click Close to close the toolbar. 9. Refresh the view (F5). Adjusting the column size on a list 1. Find the column whose size you would like to adjust. 2. Move the mouse to the column border until the pointer changes to a double-headed arrow ( ). 3. Click and hold the mouse button, and drag the mouse to make the column wider or narrower. 4. Release the mouse button when the column is the desired size. 5. Repeat the above steps until you are satisfied with the sizes of all the columns. 6. Refresh the view (F5). Moving a column 1. Find the tabbed list you want to adjust and right-click on the name. 2. From the menu, select Personalize [...name of list item...] The Personalize menu opens. 3. Select Personalize this form The Personalize form tool bar opens. 4. Select the Move button in the tool bar ( ). 5. In the list, select the column name you want to move until a dotted line appears around the name.

7 PM4+ Partners Workspace - customize your experience Page 5 6. Click and hold the mouse pointer in the dotted line box around the name, and drag the item until it appears in the correct column order. Note: A dark line appears to the left of each column when you drag the column being moved past that column's border. This action indicates the current position of the column you are dragging. 7. When the column is in the correct position, release the mouse. 8. Repeat the above steps until your columns in the correct order. 9. Click Close to close the toolbar. 10. Refresh the view (F5). Removing a column 1. Right-click the list you want to modify. 2. Select Personalize [...name of list...] The Personalize menu opens. 3. Select Personalize this form The Personal form toolbar opens. 4. To remove a column, select the column to remove and click the Remove action link. 5. Click outside the menu area to close the menu. 6. Refresh the view (F5).

8 PM4+ Partners Workspace - customize your experience Page 6 Sorting and Filtering Lists This topic shows you how to sort and filter the records in any list you can access in the PM4+ Partner Portal. You will learn how to: Sort a field so it displays in numerical or alphabetical order Filter a list on a column header, even if the list is already filtered Filter and search a list using the Filter box Create an advanced filtered list that can be maintained in the Filters pane and added to your workspace Reset or clear a filter Sorting records by a list's column You can only sort one column in a list. Inter-sorting of records is not available. For example, you cannot filter by contractor name and then by submittal name. 1. Choose a list to sort. For example, pick one of the tabbed lists available in your workspace or choose the full list from the navigation pane. 2. Find the column you want to sort. The columns available for sorting or filtering will display a drop-down arrow on the right when you hover over the column name with your mouse pointer. 3. Click the drop-down arrow to display the sort/filter dialog. 4. Select the desired sort value. Depending on the type of information in the column (alphanumeric, numeric), the system displays a different sort selection. The records are sorted and an arrow beside the column label indicate the direction in which the records are sorted. 5. To un-sort records, choose the ID type column and sort (A to Z) as these columns are sorted in ascending order by default. Alternatively, you can exit the screen.

9 PM4+ Partners Workspace - customize your experience Page 7 Filtering records You can filter a list of records three different ways: by the column field value, by using the Filter box, or by using the filter pane. It doesn't matter which method you choose; the results are the same. The advantage of filtering at the column header is it is quick and easy to use. Using the advanced filter option can provide you with the list of predetermined values for certain fields to filter. If the list is already filtered, you can still apply additional filters to refine which records are displayed or adjust a filter already in use. Note: Only one sorted column per list is allowed. Filtering by column field value 1. Choose a list to filter. For example, pick one of the tabbed lists available in your workspace or choose the full list from the navigation pane. 2. Find the first column to filter. The columns available for sorting or filtering display a drop-down arrow on the right when you hover over the column name with your mouse pointer. 3. Click on the drop-down arrow to display the sort/filter dialog. 4. Input the value you want to filter by. 5. Click the drop-down arrow for the comparison operator list and choose a value. The values available change depending on the type of information in the field you have chosen. See the comparison operator table for values and their uses. 6. Click Apply The system applies the filter and displays the filtered list. If a sort value on the column was selected, the system retains that value as well. 7. To clear the filter value, click the Clear button. Note: The list retains the sort and filter values until you clear them.

10 PM4+ Partners Workspace - customize your experience Page 8 Filtering and searching a list using the Filter box On the left side above each list is a search box you can use to find a specific record. You can apply the search value to most of the columns in the list, except for those columns reserved for indicators (such as, CRX, TRX, Urgency, etc.). 1. Select a list to search by selecting a tab for a tabbed list. 2. Click in the Filter box. 3. In the Filter box, start typing the value for the search: The list of columns (fields) to search will display in a drop-down list. 4. Continue typing until there are enough characters to find your record. 5. Click column name in the drop-down list. For example, if you want to find all the submittal records about 'Meeting rooms...', type "Meeting rooms" and choose the column Submittal name: Meeting rooms. The system shows the records that match the input characters for the chosen column. Filtering with the advanced filter in the navigation pane Advanced filtering is accessed by selecting the funnel icon ( ) in the navigation bar on the left side of the work area when in a list. The funnel icon is only available if you are viewing a list accessed through the navigation pane. You cannot see the funnel icon if you are in a tabbed list in your Workspace. With advanced filtering, you can apply multiple filters on a list by choosing the fields to filter. The advantage to filtering this way is that certain fields provide you with a list of values to choose from, whereas filtering at the column header requires you to know the exact filter value to input. For example, if you picked the Status field, you would see a drop-down arrow. Click the drop-down arrow to display a list of valid statuses which can be selected. Note: While the drop-down selection provides the value name, sometimes the name displayed in the criteria box is the value ID. For example, if you select "Project Role" the system shows " ".

11 PM4+ Partners Workspace - customize your experience Page 9 When you use the Advanced filter on a list, you can select a record to view the details. The filtered list can be seen by clicking the list icon in the navigation bar. You can then just click on an item in this list to display the details of that record. 1. Choose a list you want to filter. For example, pick one of the tabbed lists available to you in your workspace or choose the full list from the navigation pane. 2. Click the funnel icon from the navigation bar on the left side of the workspace area. The Filters pane slides out to the right of the navigation bar and the size of the work area size decreases. Any filters active on the list that you have chosen display. The column(s) where the filter is active have a funnel beside the column name as well. Note: See Remove or Clear an existing filter subtopic for more information on resetting or clearing filters. 3. Click the Add a filter field action link. The filter box displays. 4. Click the drop-down arrow and choose a value from the list, or input a value in the filter box. 5. Click the drop-down arrow above the corresponding filter box to choose a comparison operator. These values change depending on the type of field you have chosen. See the comparison operator table for values and their uses. 6. Repeat until all filter values are selected and defined. 7. Click Apply to apply the filter(s) to the list.

12 PM4+ Partners Workspace - customize your experience Page 10 Resetting or clearing a filter When you are viewing a list and you click the filter (funnel) icon in the navigation bar at the side, all the filters currently applied to the list display in the Filters pane. As well, filtered columns display the funnel icon beside the column header label. 1. To clear the filter value, find the column with a funnel displayed by the column label. 2. Click the drop-down arrow. 3. Click the Clear button. Note: A list retains all the sort and filter values until you clear them. 4. To reset the Filters in the filter pane, open the pane. 5. Click the Reset button. The filters are reset to their default values.

13 PM4+ Partners Workspace - customize your experience Page 11 Comparison Operator Matrix for Filtering Records Value Matched Result Value Matched Result Value Result is exactly Records that meet the input value exactly begins with The starting characters of the search field exactly match the input characters between Used on date fields to filter records between two dates is not Records that exclude the input value exactly is one of Finds one or more of the values of the input list of values to filter by matches Similar to the 'is exactly' operator but only used on enumerated lists (fields with predefined values) contains Records where the input value is found in the searched field after Only records that display after the input value in a sorted list does not contain Records where the input value is not found in the searched field before Only records that will display before the input value in a sorted list

14 PM4+ Partners Workspace - customize your experience Page 12 Exporting Records to Excel Records from a log list provide partners with additional information for offline reports and/or calculations for those who do not have access to PM4+. Downloading records from PM4+ to Excel There are two ways to download records from a log list: Selecting the Open in Microsoft Office icon and Export to Excel Exporting all rows You can sort and filter the records prior to downloading. For more information, see: Sorting and Filtering Lists Opening log lists in Microsoft Office and exporting to Excel 1. Navigate to a log list. 2. In the action pane, select the Open in Microsoft Office icon. 3. Under Export to Excel, select the log. For example, if you are at the Submittal log, the menu item says Submittal 4. In the "Export to Excel" dialog box, select Download. Depending on your browser settings, the content may require confirmation to open, save, or cancel. Exporting all rows 1. Navigate to a log list. 2. Hover over the header bar and right-click. 3. From the menu, select Export all rows 4. In the Export to Excel dialog, select Download Depending on your browser settings, the content may require confirmation to open, save or cancel.