BrightWork Project Office Teams and Administrators Training Guide. Configuring the Project Management Process

Transcription

1 BrightWork Project Office Teams and Administrators Training Guide Configuring the Project Management Process

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3 Contents 1 Module Introduction Feedback on this Guide Pre-Requisites Getting In About User Names Set-Up for SharePoint Designer Download and Install SharePoint Designer Enable Basic Authentication for Microsoft Office Suggested Exercises Customize Project Management Process Lists Add List Hide Lists SharePoint List Settings Rename a list Versioning BrightWork List Settings About BrightWork and Content Types Suggested Exercises Libraries Enable Check-Out Enable Versioning Columns Create a Site Column Add Site Column to a List Add an Existing BrightWork Site Column Add a Column Directly to a List Hide Columns Calculated Columns Page 3 of 71

4 2.4.7 Choice Indicator Columns Suggested Exercises Add a SharePoint Designer Workflow Suggested Exercises Customize Look and Feel Add Logo Move Web Parts Around Configure Navigation Configure the Left Navigation Configure the Top Link bar Configure BrightWork Tabs About Site Themes Change site theme Create New Web Part Page Layout Suggested Exercises Capture Customizations Reusing Lists Create a List Template Create a List from a Template Reusing Sites Create a Template Copy a Project Suggested Exercises Extra Training Resources Release Date: October 9, 2013 BrightWork v10 Page 4 of 71

5 Configuring the Project Management Process Guide: Module Introduction 1 Module Introduction This BrightWork configuration training module covers customizing BrightWork to meet your needs to better manage work and projects. At BrightWork we recognize that even within one organization, work and projects are managed with differing degrees of structure and levels of project management. This is why BrightWork includes multiple work and project management templates, all with varying levels of project management. However, the amounts of project management in these templates is only an approximation and you will no doubt need to fine-tune the templates to suit your local needs and processes. The purpose of this guide is to introduce you to the main types of customizations that can be achieved with BrightWork on SharePoint. It is by no means intended to serve as a catchall Customizing SharePoint for Project Management guide. Note: Separate guides exist for configuring and customizing Project Metrics and BrightWork Reporter. 1.1 Feedback on this Guide This is a first version of this guide and as such we apologize for any errors or omissions. We welcome all feedback as to how we can improve it. Please documentation@brightwork.com with your suggestions, observations and complaints! 1.2 Pre-Requisites You will need a non-production Project Office with two Project sites in order to complete the exercises in this guide. Ideally, you will have completed the Team Member and the Project Manager training guides. At the very least, you will need to create a Project Office and the Project Lite and Project Structured sites described in the Project Manager guide. Completing these guides is important as it will give you a good understanding of how BrightWork is wired for managing work and projects on SharePoint. Page 5 of 71

6 Configuring the Project Management Process Guide: Module Introduction 1.1 Getting In BrightWork uses standard SharePoint security. You go to a URL and enter the username and password you with which have been provided. If you are using our environment for this training, you pretend you are Anne Wallace, project office manager! This fictional person has the same level of access that a site owner would have in a typical BrightWork environment. To access the training site, use the details below: URL: Go to the Project Office you created when you completed the Project Manager Guide TrainingZone URL: User Name: bw\wallace Password: BrightWork About User Names This guide uses fictional user names that exist in our TrainingZone, for example you may see an instruction like Select Dan Bacon from the Assigned To menu. If you are taking the training in your own environment, then these names will not likely exist and you should use other names. 1.4 Set-Up for SharePoint Designer Certain sections in this guide require you to use SharePoint Designer. Follow the below steps to use SharePoint Designer 2010 in this exercise Download and Install SharePoint Designer 2010 If you do not already have SharePoint Designer 2010 installed on your computer, you can download and install it for free from the below link: Page 6 of 71

7 Configuring the Project Management Process Guide: Module Introduction Enable Basic Authentication for Microsoft Office To ensure that all users can get access, the TrainingZone environment uses Basic Authentication. By default, Microsoft Office applications such as Microsoft Word and SharePoint Designer cannot access SharePoint via Basic Authentication without applying a fix. The details regarding this fix can be found at To apply the fix automatically, click the Fix it button on the page should it appear. 1.5 Suggested Exercises Occasionally you will see some suggested optional exercises that you should be able to complete on your own, on the basis of what you have learned to date. Page 7 of 71

8 2 Customize Project Management Process The level of project management process you will require will vary from project to project. In SharePoint, processes are delivered via lists and libraries contained in SharePoint sites. 2.1 Lists As you no doubt know, a SharePoint list is a means for collecting and representing data in a SharePoint site. Typically the data is collected either via a form-like interface or a spreadsheet-like interface called the Datasheet, and displayed in a list view. Out of the box SharePoint includes a number of list types, including Issues, Tasks and Project Tasks. Out of the box BrightWork also includes a number of lists, including Project Tasks, Project Phases etc. BrightWork also includes reports that show data from multiple lists and sites. The templates supplied with BrightWork contain an approximate amount of project management in the form of lists; you can add, remove and configure these lists as your needs arise. For more information on lists from Microsoft, please see: What Will I Do? In this section, you will learn how to add and configure lists with the main SharePoint and BrightWork options Add List In this section you will add the BrightWork Project Goals list. You will also ensure that the list appears in the correct location on the Quick Launch. Exercise: Add the SharePoint Project Tasks list: Page 8 of 71

9 1. Navigate to the Project Lite site you created in the Project Manager guide. 2. Click Site Actions More Options. 3. Click List Project Goals (BrightWork). 4. Give the list a name (e.g. Goals) and click Create. The list will be added to the Quick Launch in a grouping of its own the standard SharePoint Lists grouping; however, we want the Quick Launch to continue to reflect an inherent project management process. Page 9 of 71

10 5. Click Site Actions Site Settings. 6. Click Quick Launch. 7. Click the Edit button beside the list you just added. Page 10 of 71

11 8. Select Initiate and Plan from the Heading menu and click OK. 9. Click the Edit button beside Lists. 10. Click Delete and OK to confirm Hide Lists You may look at a template and decide that it has too much project management for your purposes. Your immediate inclination may be to delete the lists that you don t want; however, it generally works out better in the long run if you just hide a list by removing it from the Quick Launch, as this means it is much easier for you to bring the list back, should you so decide. To do this you would simply delete the link from the Quick Launch, like you just did with the Lists grouping in the previous exercise SharePoint List Settings The List Settings page is where you configure the settings of the list and also add and configure the columns in the list (columns will be discussed in a subsequent section). This section will introduce some, but not all, of the changes that you can make to a BrightWork or SharePoint list to enable the kind of project management that you need. Page 11 of 71

12 2.1.4 Rename a list The lists supplied with the BrightWork templates have quite generic names. One of the more common customizations you will likely make will include changing the name of one of these lists to match a local process. Exercise: Rename a list 1. Click Goals on the Quick Launch. 2. Click List List Settings. 3. Click Title, description and navigation. 4. Rename the list to Project Goals and click Save. Page 12 of 71

13 2.1.5 Versioning Versioning is an optional SharePoint setting that enables you to store, track, and restore items in a list and files in a library as they are changed. This means you can see who made what change and if necessary revert to a previous state. Enable Versioning Exercise: Enable versioning in the Project Issues list 1. Click Issues Update on the Quick Launch. 2. Click List List Settings. 3. Click Versioning Settings. 4. Select Yes under Create a version each time you edit an item in this list. 5. Click OK. Page 13 of 71

14 View and Use Version History This section describes how to view version history. To really see how it works you will need to modify an Issue item. Open an issue in the issues list and make some changes to it. To view a version history: 1. Select Version History from the relevant list item menu. Page 14 of 71

15 The version history will be displayed. To restore to a previous version, select Restore from the menu of the relevant version. Page 15 of 71

16 Delete a List As mentioned above, you can remove lists by hiding them; however, some users prefer to delete everything they are not using. 1. Click the Quick Launch link to the list you want to delete. 2. Click List List Settings. 3. Click Delete this list. 4. Click OK to confirm the deletion. Note: If you accidentally delete a list you can restore it using the Recycle Bin; however, you should be aware that the Recycle Bin is emptied by default after 30 days and that restoring a deleted list does not restore its link on the Quick Launch this link must be added back manually. Page 16 of 71

17 2.1.6 BrightWork List Settings BrightWork list settings give you access to BrightWork list or library settings, such as Referencing and notification. These settings are accessed from the standard SharePoint list settings page. Exercise: Setup Unique Referencing in a List. 1. Click Issues Update on the Quick Launch. 2. Click List List Settings. 3. Click Additional list settings (BrightWork). 4. Select Yes under Enable Reference Numbering. 5. Enter 'Is-'0000 in the Reference number format field. Note: See for more information about constructing the reference format. 6. Select Yes under Notify user when they are assigned an item. 7. Click OK. Page 17 of 71

18 8. Click Update reference numbers (BrightWork). 9. Click Update. 10. Click OK to confirm. Note: Running this utility updates every item in the list, making you the last person to modify each item About BrightWork and Content Types A SharePoint content type is a reusable group of settings for a category of content, for example a Project Tasks list. Content types are defined at the site-collection level and used on lists and libraries (all lists and libraries must be based on a content type). All of the lists in BrightWork make use of Content Types and Site Columns. Normally, if you add a column to a content type it will be added to all lists using this content type. This extremely powerful feature allows you to update a content type (for example, add a column) and have the changes replicated in all project sites and templates that contain the list that uses the content type. For example, imagine a scenario where you have 100 projects with a BrightWork Project Issues list. A senior manager comes to you and says that he wants to add a choice column to the Issues list. Because the list is Page 18 of 71

19 based on a content type, all you have to do is add the column to the content type, instead of the each of the 100 lists. Note: The BrightWork Project Statement list is the one exception to this. If you want to add columns to the Project Statement, you must do this at the list level. As this training is being done in a shared environment, we will not make any changes to content types. For more information about content types, please click the link below. What Did I Do? In this section, you learned how to add and configure lists with the main SharePoint and BrightWork options. 2.2 Suggested Exercises Rename the existing Risks Quick Launch link and list title to Risk Register. Add Reference numbering. Turn on Versioning. Page 19 of 71

20 2.3 Libraries Document Libraries are where files (such as Microsoft Word documents) relating to the project are stored. SharePoint allows you to upload and collaborate on these documents. What Will I Do? In this section, you will learn about the basics of configuring document libraries Enable Check-Out Requiring check-out prevents multiple people from making changes to a document at the same time, which can create conflicts over changes and lead to confusion. Exercise: Enable Check-Out 1. Click Documents on the Quick Launch. 2. Click Library Library Settings. 3. Click Versioning settings. 4. Select Yes in the Require Check Out section. Page 20 of 71

21 5. Click OK Enable Versioning Versioning in lists and libraries enables you to track and manage information as it evolves and to view and recover earlier versions if necessary. Versioning must be enabled on a list by list or library by library basis (although versioning settings are retained in templates). Essentially, versioning means that every time a Microsoft Office document in a library is edited, a new version will be created and it will be possible to restore previous versions. For an in-depth overview of versioning, please see HA aspx Exercise: Enable versioning in a document library 1. Click Documents on the Quick Launch. 2. Click Settings Document Library Settings. 3. Click Versioning settings. 4. Select Create major versions in the Document Version History section. 5. Ensure Yes is selected in the Require Check Out section. Page 21 of 71

22 Note: The Require Check Out setting is optional, but is generally considered to be good practice so that no conflicts arise. 6. Click OK. What Did I Do? In this section, you learned about the basics of configuring document libraries. 2.4 Columns A list is really a collection of columns. Each column can contain different types of information (Date, Number, User etc.). End users will see columns as fields on a form. The majority of the columns in BrightWork lists are site columns. A site column is a column that can be reused in multiple lists. This means you can change the properties of the column in the Site Column Gallery (e.g. add a value to a choice column) and those changes will be replicated in all lists that use the column. The flipside of this is that if you make changes to a column in a BrightWork list on a local basis (i.e. in the list itself), you can lose those changes if changes are made to the original site column. If you want the local column to have unique properties, you should probably delete the column and add it back. Make sure you give it the same internal name as the column you are replacing it with. This will ensure it appears as expected in reports. Note: Internal names are displayed on the Column Visibility Settings page, which you will learn about in the Hide Columns section on page 28. Page 22 of 71

23 What Will I Do? In this section, you will learn about adding and configuring columns in lists Create a Site Column Before you add a column, think about its purpose; if the information in the column is project level (for example, Region, Department etc.) then you will probably only need to add it to the Project Statement. If you want to report on columns that you add, you will also need to add them to reports and we will cover this in a later section. In general, it is better to add columns to the Project Statement as this will give you greater reporting flexibility, as you will see in a subsequent section. If the column is one that will be reused in multiple lists, and may also require updates (for example, a choice column that contains a list of customers or suppliers), then it is probably best to create it as a Site Column. This will allow you to update the values in the column and have them replicated in every list that uses the column. Exercise: Create a site column 1. Click Home to navigate to the site collection home page. 2. Click Site Actions Site Settings. 3. Click Site Columns. Page 23 of 71

24 4. Click Create. 5. Enter a title in the Column name field (for example RegionX10, RegionX20 etc.). Note: As you are taking this training in our shared environment, be sure to use a unique name that you will remember. Make a note of the name as you will be adding this column to a report in a subsequent section. Also, whenever you are creating a column, do not use spaces or leading numbers (e.g. 09 Sales) in the initial name. You can update the display name immediately after. The reason for this is the Reporter web part (which you will be adding the column to later) does not accept columns that have spaces or leading numbers in the name. 6. Select Choice. 7. Select New group and enter a group name for your site columns. Page 24 of 71

25 Note: The last step is optional; however, as an out of the box BrightWork site collection contains a lot of site columns creating your own custom group is a good way to manage the ones you add. 8. Enter some values, for example: Asia EMEA USA 9. Clear the Default value. 10. Click OK. Page 25 of 71

26 2.4.2 Add Site Column to a List Exercise: Add the site column to the Project Statement 1. Click Training Area on the top link bar and navigate back to the Project Lite site you have been working on. 2. Click All Site Content. 3. Click Project Statement. 4. Click List List Settings. 5. Click Add from existing site columns. 6. Select your site column group, your column and click Add. 7. Click OK. Page 26 of 71

27 Note: By default, when you add a column to a list, SharePoint positions it at the bottom of the page. You will remedy this next. 8. Click Column ordering. 9. Select 2 beside the Region column (or whatever you called the added column). 10. Click OK. 11. Open the Project Statement for editing and select a value. Page 27 of 71

28 12. Repeat these steps with the Project Statement in the other project sites you created during the Project Manager Training Guide (including the Projects Tracker site but not the Project Office site). Doing this will allow you to use the values in cross-site reports for filtering, grouping and other reporting purposes Add an Existing BrightWork Site Column Earlier you created a Project Goals list. This list is missing two columns that all the other work lists have: the Issue Indicator and Issue Description columns. Exercise: Add BrightWork Site Columns 1. Click Project Goals on the Quick Launch. 2. Click List List Settings. 3. Click Add from existing site columns. 4. Select BrightWork Columns from the menu. 5. Select the Issue Description and Issue Indicator columns and click Add. 6. Click OK Add a Column Directly to a List In the section above, you added a site column to multiple lists. While site column are very powerful, there may also be many situations where you need to add a column to a local list, so as to deliver a requirement unique to the project in question. Exercise: Add a column directly to a list and reposition 1. Click Tasks Update on the Quick Launch. 2. Click List List Settings. Page 28 of 71

29 3. Click Create Column. 4. Give the column a name (for example, Customer_Reference). Note: When you create a column, the initial column name should not have spaces in it or a number as a leading character. This is to ensure the column functions correctly in BrightWork reports. You can update the display name after creating the column. 5. Leave Single line of text selected. 6. Click OK. 7. Click the column name. 8. Change the name to Customer Reference. 9. Click OK Hide Columns One of the things BrightWork adds to SharePoint is the ability to hide columns on a list by list basis and on a form type by form type basis (there are three form types: New, Edit and Display). For example, you may do this because you want to force a choice value in a list and not give the user the option to change it. Another advantage of this is that you can reduce the complexity of a list (by hiding columns) and retain the option to bring back this complexity (by unhiding the same columns) without having to delete and add back columns with the correct name. Page 29 of 71

30 Note: If you think you will need to hide columns in a list, you should be aware that column visibility settings belonging to added Site Column, or out-of-the-box Site Columns that have had their properties edited, are not retained when creating projects. This means you will have to reset your desired column visibility settings after creating the project. Alternatively, you can add the columns directly to the list, like you have just done in the proceeding section. Exercise: Hide some columns Note: This exercise is provided as an example of how this 1. Click Project Goals on the Quick Launch. 2. Click List List Settings. 3. Click Column visibility settings (BrightWork). 4. Select the Hide from Forms and Views checkbox for the following columns: a. Actual Finish Date b. Actual Start Date c. Goal Assumptions d. Measure e. Owner f. Owner Role g. Questions 5. Click OK. Page 30 of 71

31 Before Hiding Columns Page 31 of 71

32 After Hiding Columns Page 32 of 71

33 2.4.6 Calculated Columns A calculated column enables you to create a formula that includes data from other columns and performs functions on that data, for example to calculate dates and times, to perform mathematical equations, or to manipulate text. Exercise: Add Task Duration column to Project Tasks List based on the Start Date and Date Due columns 1. Click Tasks Update on the Quick Launch. 2. Click List List Settings. 3. Click Create column. 4. Give the Column a name, e.g. TaskDuration. 5. Select Calculated (calculation based on other columns). 6. Copy and paste the below formula into the Formula box. =IF(ISERROR(DATEDIF([Start Date],[Finish Date],"D")),0,DATEDIF([Start Date],[Finish Date],"D")) Note: This formula calculates the difference between the Start Date and Date Due dates. If there is no data in one or both of these columns, 0 is displayed instead of an error message. An important thing to remember about calculated columns is that you use the display names of other columns if they are used in the calculation. For more information on constructing formulas, please see 7. Select Number (1, 1.0, 100). 8. Click OK. 9. Click the link the TaskDuration column. Page 33 of 71

34 10. Put a space between Task and Duration and click OK. 11. Click Tasks Update on the Quick Launch to see the effect. Note: Calculated columns are another very powerful SharePoint feature that this exercise has really only scratched the surface of. See for the first in a series of excellent blog postings that describe what can be achieved with the calculated column. It is best practice not to add a calculated column to a datasheet view. Page 34 of 71

35 2.4.7 Choice Indicator Columns Choice Indicator Icon column is a BrightWork feature that allows you to map the URL of an image file to a value in a choice column in a BrightWork or SharePoint list. You can use existing SharePoint or BrightWork icons, to map the images to values, or you can use your own images. Note: See for a list of some out-of-the-box BrightWork-added image URLs you can use. Also see for a more complete list of SharePoint image URLs. Exercise: Recreate the Priority indicator column so you can add it to the display form of the list 1. Click Tasks Update on the Quick Launch. 2. Click List List Settings. 3. Click Create Column. 4. Give the column a name (e.g. PriorityIcon2). 5. Select Choice Indicator Icon. 6. Select Priority from the Based on Choice Column menu. 7. Select Show in Display Form. 8. Copy and paste the icon URLs into the corresponding field: (1) High /_layouts/images/bw_lt1100_priority-1.gif (2) Normal /_layouts/images/bw_lt1100_priority-2.gif (3) Low /_layouts/images/bw_lt1100_priority-3.gif 9. Unselect Add to default view. Page 35 of 71

36 10. Click OK. 11. Click PriorityIcon2 and change the display name of the column to Priority Icon. 12. Click Task. 13. Click Column Order Page 36 of 71

37 14. Select 1 beside Priority Icon and click OK. 15. Click Project Tasks on the Bread Crumbs bar. 16. Select Active Tasks (Datasheet) from the view menu. Page 37 of 71

38 17. Select the Issue Description column, right-click and click Copy. 18. Reselect the Issue Description column, right-click and click Paste. Note: The reason for copying and pasting the column is that the icon will not display on the forms until the item has been edited. This way you are editing all the items in the list simultaneously. 19. Click in the last line of the Datasheet to apply the changes. Page 38 of 71

39 Now, if someone is assigned a high priority item, they won t be able to miss that fact! What Did I Do? In this section, you learned about adding and configuring columns in lists. 2.5 Suggested Exercises Create new Site Column Contact Role, make it a Choice column, and add 3 choices of your own, e.g., Vendor, or Core Stakeholder. Add the column Contact Role to the existing list Project Contacts. Configure Contact Role to be in the 10 th position from the top in the form, and in the 5 th position in the View All contacts. Page 39 of 71

40 2.6 Add a SharePoint Designer Workflow A workflow is a series of actions that correspond to a work process, such as the process for purchase orders. Workflows can be as simple or as complex as your business processes require. You can create a workflow that the user initiates, or a workflow that is initiated automatically based on an event, such as when a list item is created or changed. What Will I Do? In this section, you will learn about workflows and create a basic one using SharePoint Designer. There are three levels of workflow: Out-of-the-box SharePoint Foundation includes only the Three-state workflow. This workflow is not hugely useful. As the training server is built on SharePoint foundation we will not demonstrate it. See the links below for more information on the out-of-the-box workflows: o SharePoint Foundation Three-state workflow HA aspx o SharePoint Sever Workflows SharePoint Designer 2010 SharePoint Designer allows you to build quite complex and useful workflows without having to write any code. You can also use Microsoft Visio Premium 2010 to assist with the creation and visualization of SharePoint Designer workflows. Visual Studio Visual Studio allows developers to code reusable workflows. Achieving this is beyond the scope of this document! Page 40 of 71

41 o Walkthrough: Creating SharePoint 2010 Workflows in Visual Studio using InfoPath forms flowswithvs2010 o Developing Workflows with VS flowswithvs2010 With Microsoft Office SharePoint Designer 2010, you can design custom workflows that add no-code application logic to your SharePoint sites. Note: SharePoint Designer 2010 is available as a free download from Microsoft at a7054ee28d66&displaylang=en Using the in-built Workflow Designer, you create rules that associate conditions and actions with items in SharePoint lists and libraries. Changes to items in lists or libraries trigger actions in the workflow. Note: SharePoint Designer workflows can go from the very simple to the very complex. The exercise we will get to you attempt here is probably as simple as it gets and is really designed to introduce you to the condition leads to automated action concept of workflows. Click the link below for a longer introduction to SharePoint Designer workflows: Exercise: Create a SharePoint Designer workflow that sets the % Complete to 100 when the Completed Flag is triggered 1. Click Issues Update on the Quick Launch. Page 41 of 71

42 2. Click List Workflow Settings Create a Workflow in SharePoint Designer. 3. Enter the bw\wallace login details and click OK. Page 42 of 71

43 4. Enter Name and a Description and click OK. 5. Click Condition If current item field equals value. Page 43 of 71

44 6. Click field and select Status. 7. Click Value and select (3) Completed. 8. Click Action Set Field in Current Item. Page 44 of 71

45 9. Click field and select % Complete. 10. Click value and enter Click Check for Errors. Note: Whilst there is unlikely to be any errors in such a simple workflow, it is always a good idea to check for errors. Page 45 of 71

46 12. Click Percent Complete on the bread crumbs. 13. Unselect Allow this workflow to be manually started and select Start workflow automatically when an item is changed. 14. Click Save and then Publish. 15. Return to the Issues list and select the All Items view. Page 46 of 71

47 16. Open one of the items for editing, select (3) Completed from the Status column and click Save. The % Complete will automatically update to 100 % (you may have to click F5 to see this). What Did I Do? In this section, you learned about workflows and created a basic one using SharePoint Designer. 2.7 Suggested Exercises In a different project site, create a SharePoint Designer workflow that sets the % Complete to 100 when the Completed Flag is triggered in the Issues list. Page 47 of 71

48 Configuring the Project Management Process Guide: Hiding and Removing Reports 3 Hiding and Removing Reports All of the templates that come with BrightWork attempt to deliver an approximate amount of reporting. It may be that you will decide that you do not need some of this reporting. If the report you do not need is on a tab, you can simply hide the tab. If the report is on a page with other reports, we recommend that you delete the report. What Will I Do? In this section, you will learn how to reduce the reporting in a given template. 3.1 Hide a Report Tab As you can see, most of the reports supplied with BrightWork are grouped in a series of tabs according to their general usage scenario (Project; My Work; Work; Issues; and Resourcing). You may feel that some of the tabs are unnecessary. In this case you do not need to delete the report as you can just hide the tab. Exercise: Hide a Report Tab 1. Navigate to the site you created using the Project Structured template and click Issue Reports on the Quick Launch. 2. Click Closed Issues. This is the report you will be hiding. 3. Ctrl-click on All Site Content to open the page in a new browser tab. Page 48 of 71

49 Configuring the Project Management Process Guide: Hiding and Removing Reports 4. Click Report Tabs. 5. Click Edit Item on the Closed Issues item menu. 6. Change the Page Group from Issues to Hidden. 7. Click Save. Page 49 of 71

50 Configuring the Project Management Process Guide: Hiding and Removing Reports 8. Return to the My Issues page and click F5 on your keyboard the My Issues tab will disappear but the page will still be available. What you have done is reduced the amount of project management in the site with a minimal edit. As this is a necessary report, we will get you to bring back the tab. 9. Return to the Report Tabs page and click Edit Item on the Closed Issues item menu. 10. Change the Page Group back to Issues and click Save. 11. Click Issue Reports on the Quick Launch and you will notice that the Closed Issues tab has returned. Note: You can easily use the Tabs list and web part to create tab groups that make sense to you and your organization. See for more information. Page 50 of 71

51 Configuring the Project Management Process Guide: Hiding and Removing Reports 3.2 Delete a Report You may be aware that SharePoint web parts tend to have a Close option on the web part menu. Selecting this option removes the web part from the page but it doesn t delete it. With Reporter, every time someone visits the page the web part still runs, meaning you can get a performance hit without any benefit. For this reason, we have removed the close option from the Reporter web part menu: the only way to remove the reporter web part is to delete it. We will not actually get you to delete a web part; however, the steps to do it are below. 1. Click Site Actions Edit Page. 2. Click Delete on the web part menu. 3. Click OK to confirm the deletion. 4. Click Stop Editing. What Did I Do? In this section, you learned how to reduce the reporting in a given template. 3.3 Suggested Exercises Hide the Work Due Soon tab in the Work Page Group. Put the Work Due Soon tab back in the original Work Page Group. Page 51 of 71

52 Configuring the Project Management Process Guide: Customize Look and Feel 4 Customize Look and Feel As you may know, the look and feel of SharePoint is highly customizable. In fact there are many large books devoted entirely to that subject. For that reason, this section of the training is only going to touch on what you can do. Note: One important thing to realize is that BrightWork and the Office SharePoint Server Publishing Infrastructure (a MOSS only feature) do not work well together. Enabling publishing breaks the BrightWork Quick Launch until publishing is disabled again. However, you can continue to use the SharePoint Site Content and Structure page for your site collection after publishing is disabled. See the below link for more information on using the Site Content and Structure page. HA aspx What Will I Do? In this section, you will learn about how to customize the look and feel of BrightWork, to better support your local branding and project management needs. 4.1 Add Logo Branding your BrightWork site collection with your corporate logo can make a surprising contribution to adoption success. Note: To complete this exercise you will need a URL to an image file. To get one you can add an image to a document library, right-click on it and select properties. Make sure that all users have read access to the library. 1. Navigate to your project office home page. Page 52 of 71

53 Configuring the Project Management Process Guide: Customize Look and Feel 2. Click Site Actions Site Settings. 3. Click Title, description and icon. 4. Paste the image URL into the URL field. 5. Click OK. Note: The image you add at the top of the site collection will be used by all sites in the site collection, unless you specify a different image for a site. The title you specify is only ever used at the individual site level. BrightWork sites do not use the description. 4.2 Move Web Parts Around Due to the amount of content they are displaying, some web parts may push other web parts off the page. For this and other reasons you may decide to reorganize the locations of various web parts. Exercise: Move web parts around 1. Return to your Project Office home page. 2. Click Site Actions Edit Page. 3. Drag and drop some of the web parts to new locations on the page. 4. Click Stop Editing when you are finished. Page 53 of 71

54 Configuring the Project Management Process Guide: Customize Look and Feel 4.3 Configure Navigation BrightWork makes use of all the standard SharePoint navigation elements (e.g. the Quick Launch, the Breadcrumbs trail and the Top Link bar) as well as some additional enhancements (e.g. the BrightWork tabs and the Web Hierarchy View), some of which are depicted in this screenshot Configure the Left Navigation The left navigation comes in two styles, standard and Tree View. As you have already customized the Quick Launch when you added a list (see page 8), we will not get you to add or remove anything; however, we will get you to try out the Tree View. The Tree View is an extra navigation option that provides a hierarchical view of all sites, lists, and libraries in the site, including any sites below the current site level. Exercise: Add the Tree View navigation to your Project Office 1. Navigate to your project office and click Site Actions Site Settings. 2. Click Tree View. 3. Unselect Quick Launch. 4. Select Enable Tree View. Page 54 of 71

55 Configuring the Project Management Process Guide: Customize Look and Feel 5. Click OK. When you return to the Project Office home page the Tree View will display instead of the standard Quick Launch. Note: It is worth pointing out that we find that most users are much happier with the standard Quick Launch, so you may want to change it back straight away! Configure the Top Link bar The Top Link bar is generally used to help users of your site to get to the main BrightWork areas in the site by displaying a row of tabs at the top of every page in the site. These include the Requests, Projects, Portfolios and Templates areas as well as a link to the BrightWork Help and to any additional Project Areas or sites you have created at the top. By default, this navigation is inherited by every project site you create; however, many organizations prefer to have a simpler Top Link bar in their project areas and project sites. Page 55 of 71

56 Configuring the Project Management Process Guide: Customize Look and Feel Exercise: Enable a Project Office specific Top Link bar 1. Navigate to your Project Office and click Site Actions Site Settings. 2. Click Top link bar. 3. Click Stop Inheriting Links. Next, you will add the link the BrightWork Help back to the Top Link bar. 4. Click New Navigation Link. 5. Copy and paste the below text into the Web address field javascript:bwhelpwindowopenhome() 6. Enter BrightWork Help in the description field. 7. Click OK. Page 56 of 71

57 Configuring the Project Management Process Guide: Customize Look and Feel The Top Link bar should now look like the below. To reverse these changes, return to the Top Link bar page and click Use Links from Parent Configure BrightWork Tabs As you already probably know, BrightWork tabs allow you to extend your site without cluttering up the Quick Launch. You will work with tabs when you complete the Project Reporting Guide 4.4 About Site Themes The theme is a set of colors, fonts, and decorative elements that provide a consistent appearance to your site. Site collections come with a set of themes that enable you to quickly change the site appearance, based on your organization's needs Change site theme Themes must be applied on a site by site basis and theme settings are retained in BrightWork templates. Exercise: Change the theme of your Project Office: 1. Click Site Actions Site Settings. Page 57 of 71

58 Configuring the Project Management Process Guide: Customize Look and Feel 2. Click Site theme. 3. Select a theme and click Apply. Page 58 of 71

59 Configuring the Project Management Process Guide: Customize Look and Feel 4.5 Create New Web Part Page Layout The BrightWork web part page layout is based on the standard SharePoint web part page layout. The advantage of the BrightWork web part page over the standard SharePoint one is that the BrightWork one includes the Quick Launch, making extending your site a far easier process. Exercise: Create a BrightWork web part page with four horizontal web part zones 1. Click All Site Content on your Project Office Quick Launch. 2. Click BrightWork Pages. 3. Click Documents New Document. 4. Give the page a name and click Create. Page 59 of 71

60 Configuring the Project Management Process Guide: Customize Look and Feel The new page will open with the below layout. You will be adding a new row that includes four web part zones. 5. Click All Site Content BrightWork Pages 6. Click Edit in Microsoft SharePoint Designer on the new page s menu. 7. Click OK. 8. Enter the bw\wallace login credentials if prompted to by SharePoint Designer. Page 60 of 71

61 Configuring the Project Management Process Guide: Customize Look and Feel 9. Click Advanced Mode. 10. Click Split. 11. Click in the row labeled TopRow. 12. Now click on the tr to select the entire row so that the relevant code is selected (you can also do this via the code editor). 13. Copy and paste the code so that you have two versions of TopRow. 14. Select the WebPartPages code in one of the TopRows and delete it. 15. Xlick Table Insert Table. Page 61 of 71

62 Configuring the Project Management Process Guide: Customize Look and Feel 16. Insert a table with 1 row and 4 columns. 17. Click into one of the table cells and click Insert Web Part Zone. 18. Repeat for the other three cells in the table. 19. Click Save. 20. Click Yes. 21. When you open the new page for editing, it should have a web part zone layout like the below. Page 62 of 71

63 Configuring the Project Management Process Guide: Customize Look and Feel Note: To reuse this layout you will need to open SharePoint designer and save it as a new page. If you add web parts to the page you can even copy the page between projects and all the web parts and their settings will be retained; however, this only works if you copy one page at a time. If you create your own layout you should be aware that web part zones must have unique names and IDs. This is why it is better to use the SharePoint Insert Web Part Zone option as opposed to copying and pasting existing zones. What Did I Do? In this section, you learned about how to customize the look and feel of BrightWork, to better support your local branding and project management needs. 4.6 Suggested Exercises On a project home page, move the Project Announcements Web Part to the position under the Description Web Part. Change the theme of one of your sites to a different theme choice. Page 63 of 71

64 Configuring the Project Management Process Guide: Capture Customizations 5 Capture Customizations If you have tailored a project environment you will want to capture this work so that it can be easily reused. BrightWork allows you to capture both lists and projects. What Will I Do? In this section, you will learn about how you can capture and reuse the customization work you learned about in this and other guides. 5.1 Reusing Lists The lists available in BrightWork templates are tailored versions of the core lists BrightWork available from the SharePoint Create page. If you want to reuse a list in a BrightWork template you will first have to create a template from it Create a List Template If you recall, earlier on in the lesson you added two columns (the Issue Indicator and Issue Description) to the Project Goals list. Create a list template 1. Navigate to the site you created using the Project Lite template. 2. Click Project Goals on the Quick Launch. 3. Click List List Settings. Page 64 of 71

65 Configuring the Project Management Process Guide: Capture Customizations 4. Click Save list as template. 5. Fill out the form and click OK. 6. Click OK again. The list will now be available for creation from any site in the site collection. Page 65 of 71

66 Configuring the Project Management Process Guide: Capture Customizations Create a List from a Template To create a list, follow the steps below: 1. Click Site Actions More Options. 2. Click the link belonging to the list you want to create. 3. Give the list a name and click Create. Page 66 of 71

67 Configuring the Project Management Process Guide: Capture Customizations 5.2 Reusing Sites One of the big benefits of BrightWork is the concept of reusable sites. The templates in the Templates Area are really just sites that you create a copy of when you want to create a new project site. You can create a template from any of your BrightWork sites and you can even skip the template process and create a project site from another project site Create a Template BrightWork uses a different template process to standard SharePoint. Unlike standard SharePoint, BrightWork templates can be instantiated as real sites. This means you can view and update the template. Exercise: Create a Project Template To create a template: 1. Navigate to the site collection home page and click Templates Area on the Top Link bar. Note: If you recall, you removed navigation inheritance from your project office. This is why you have to go to the site collection home page to find these links. Page 67 of 71

68 Configuring the Project Management Process Guide: Capture Customizations 2. Click Site Actions Create Project Template. 3. Give the template a unique Title and URL name. 4. Select Copy existing project. 5. Click the Browse button to open the Select Site URL dialog. 6. Click Return on your keyboard to populate the Select Site URL dialog with all the available projects. 7. Select the project site you created using the Project Lite template and click OK. Page 68 of 71

69 Configuring the Project Management Process Guide: Capture Customizations 8. Click Create Copy a Project As you have just seen, you can create a Template from another site for reuse; however, you can also skip the template process and create a site from What Did I Do? In this section, you learned about how you can capture and reuse the customization work you learned about in this and other guides. 5.3 Suggested Exercises In a project site you have used for prior exercises, create new custom list Action Items based on the list template Project Tasks (BrightWork). Create a project template of the project site with your own unique name. Page 69 of 71

70 Configuring the Project Management Process Guide: Extra Training Resources 6 Extra Training Resources Congratulations on completing the training guide you should now have a basic understanding of how BrightWork and SharePoint can be customized to better support local work and project management practices and processes. We have provided the resources below to make it easier for every user to learn how to use BrightWork. Training Document (this document) This document should enable you to gain a good understanding of customizing BrightWork and SharePoint for work and project management. The document includes a mix of explanations and exercises. Role-Based Customer Training Pages Our website includes a page that provides links to further role-based training and other training collateral. Customer Training Page URL: Page 70 of 71

71 Configuring the Project Management Process Guide: Extra Training Resources User Forum If you have any questions, you can post them in the BrightWork User Forum where experienced BrightWork staff and other BrightWork users will provide you with answers. Forum URL: BrightWork Help As well as being available from inside BrightWork, the BrightWork help is also available at a stand-alone URL. BrightWork Help URL: BrightWork Support Please support@brightwork.com if you have any questions. Page 71 of 71