AHAU SOFTWARE. User Guide. Easy Projects Outlook Add-in. version 2.6

Transcription

1 AHAU SOFTWARE User Guide Easy Projects Outlook Add-in version 2.6 This Outlook add-in makes it possible to sync tasks, import contacts and calendar, as well as to get quick access to attachments and messages on your Easy Projects account.

2 Table of Contents Introduction... 3 Software Requirements... 3 Installing... 3 Configure Add-in settings... 4 Connect with Easy Projects... 4 Options... 6 License Info... 7 Sync... 8 Import Calendar... 9 Calendar Export Fields mapping Create a new task Assignees Attachments Messages Create a new project Members Attachments Navigation Projects folder My Assignments folder Inbox folder Contacts folder Customer folder Calendar Weekly time logs Convert Convert Convert meeting or appointment Convert task Convert note Security rules Troubleshooting Report a Bug and Suggest a Feature If you can t download the VSTO Contact information Ahau Software 1

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4 Introduction Easy Projects Outlook Add-In allows you to interact with Easy Projects without leaving MS Outlook. It s perfect for tracking projects, checking tasks, quick updates and attaching files. Software Requirements The requirements for Easy Projects Outlook Add-in are as follows: o Easy Projects 9 rev o Microsoft Outlook 2007 or later o Microsoft.NET Framework 4.5 o Microsoft VSTO (Visual Studio Tools for Office) 2010 Installing 1. First, download the installation software. Click Download the web installer automatically updates to a new version (recommended). 2. When the download completes, double-click the file to launch the setup program. 3. You will receive a message asking you whether you want to run the file, click Run. Web installer: Windows Installer (MSI): 4. If you'd like, you can configure the location of your Add-in installation. (no need for web installer) 5. The application will begin to install. A green bar will show the progress of this installation. 6. If you do not have Microsoft VSTO and\or.net installed, the installer will prompt you to download and install it. Click Accept and wait for the installation to finish Ahau Software 3

5 The Add-in works on Microsoft VSTO It uses Microsoft VSTO to complete the download of the app. Occasionally, this software (Visual Studio Runtime for Office) can have a bug in it. See IF YOU CAN T DOWNLOAD THE 7. When the installation is complete, launch Outlook. 8. In the top of the Outlook window, you ll see a tab for Easy Projects has been added. Configure Add-in settings Click Settings on the Easy Projects tab to open the Settings dialog box. Connect with Easy Projects Type your Easy Projects account URL in the URL bar. It is must begin with http: or Then type your Easy Projects username and password in the fields below, as shown Ahau Software 4

6 Click either the Validate Connection or 'Next' button to validate the entered data. If your Easy Projects system uses Windows authentication, select the Use Windows credentials checkbox. Easy Projects 8.2 and later are the supported versions Ahau Software 5

7 Options Easy Projects object synchronization, import, and display settings in Outlook Add-in. Sync Tasks Sync Easy Projects tasks option on/off. Import Users on the next Sync Import EP users option on/off. Import Customers on the next Sync Turning the Import EP customers option on/off. Import Calendar by events Turning the Import EP calendar events option on/off. Import Calendar by tasks Turning the Import EP calendar events from EP tasks option on/off. Create Inbox folder Turning the Create Inbox Folder option on/off, the folder to which all messages pertaining to EP projects and tasks are saved. Sync completed project The option of importing tasks whose projects have one of the following statuses: Closed, Preliminary Draft, On Hold, Templates or Proposed (anyone with the flag: Treat as completed) Ahau Software 6

8 Import completed activities Import of activities with one of the following statuses: Closed, Completed, Fixed, Verified and Closed, or Cancelled (or any other status with the flag: Treat as completed). Reset Data Storage Clear Easy Projects Outlook Add-in data from the storage file. During next sync session, new data will be written to the file. You need to do this when switching between EP accounts or logging in as a different EP user. License Info Information about the product's current license. The license is active a certain duration of time and is linked to your subscription to the product. Update now Update the product license using the Add-in license server. Automatically download license updates The option allows downloading license updates from the server automatically. Use this option to update our license after your product subscription has expired. Activate Activate new product license. Enter the license serial number. Serial number The serial number (s\n) is included in the body of the letter you will receive after subscribing to the product. Product code Unique computer hardware and Add-in version code License type Type and scope of the activated license. Available license types: Trial, Trial Expired, Professional, Enterprise Ahau Software 7

9 Sync To start syncing, click Sync on the Easy Projects tab. This may take a few minutes Ahau Software 8

10 Import Calendar As a result of syncing, Easy Projects activities and events are imported. Import Calendar by tasks The following tasks are imported into the Outlook calendar: o Assigned to the current user o With Start date and End date available o Not closed (statuses that are not flagged TreatAsCompleted) If a task is assigned to the current user only, Outlook appointments are created, otherwise Outlook meetings. Task assignees are added to an Outlook meeting as recipients. Each recipient of a given meeting can be linked with a user in Contacts. Therefore, to have this feature to work properly, enable Import Users in Sync Options. Import Calendar by events All events available on EP calendar are imported into Outlook calendar. At the destination, only Outlook appointments are created, with no recipients Ahau Software 9

11 Calendar Export This feature allows you to export meetings and appointments from selected calendars and convert them to tasks of the projects you specify. Settings Enable calendar import Enables / disables export. Post time entries for appointments Enables /disables adding time logs for tasks exported from a calendar. Only for occurred appointments Add time logs only after meetings, or appointments have taken place (today precedes end date). Calendar folder \ Linked Project The list contains links between Outlook* calendar folders with Easy Projects projects. To add a link, click Click here to add a new row and choose a calendar folder and the destination project to which meetings and appointments will be exported Ahau Software 10

12 * Excluding Easy Projects calendars To confirm adding a link, click Accept, or, to abort adding a link, click Cancel. The Fill command adds all calendar* folders and automatically searches for and assigns an Easy Projects project with the word 'Calendar' in its name. If no such project can be found, you need to manually select one for each created link (row) with a calendar. * Excluding Easy Projects calendars The button is used to remove a row. To save the settings click Save on the Settings screen. Process of export Calendar export is started automatically by a timer (5 x auto sync timer) or manually using the Sync button, but for only every fifth time the export is started. The plug-in scans the respective calendar folder and selects only meetings and appointments excluding those which status is Canceled, Received or if the user has declined participating in a meeting - response was declined. For each meeting or appointment to which the current user has been added as a recipient a task will be created in the respective project in Easy Projects. It is an IMPORTANT requirement that the current user is included in the members of the project, or else the tasks will NOT be created. Linked Easy Projects tasks contain keys (in brackets) in their names: 2016 Ahau Software 11

13 Including: Assignees only current user will be added to or removed from the assignees. Estimated Hours is calculated as the total of all recipients' times at the meeting. It is an IMPORTANT requirement that the appointment duration is one-day, or else the estimated hours will NOT be filled. Body will be written to Description. Priority will be determined from the name and set for the task. Start date, End date will be set as values of the respective fields. It should be noted that: If the task already exists in the project, it will be updated. If a meeting or an appointment have already taken place (today precedes end date), the task's status will be set to 100%. If no meeting or appointment for existing task in the project, then the current user is removed from the assignees to that task. Post time entries When exporting meetings and appointments, in which the current user is a participant (Require Recipient), time logs will be added for the linked task on behalf of the current user. The time log description will include the location of the meeting. The duration will be equal to the duration of the meeting. If the option [Only for occurred events] is enabled, time logs will be added ONLY for a meeting or appointment that has already taken place (end date succeeds today). If the option [Post time entries for appointments] is disabled in the Calendar Export settings, adding time logs will NOT be available. It is an IMPORTANT requirement that the appointment duration is one-day, or else the time entries will NOT be created Ahau Software 12

14 Fields mapping Task Easy Projects Task Id Activity name Project ID Project name Parent activity ID Parent activity name Activity type Status name Priority name Progress Start date End date Description Estimated hours for this activity Actual hours Estimated Hours Estimated hours for sub activities Actual completion date Creator Assignee Modified Date Hours Left Outlook task ID Subject Project Id Project Parent Id Parent Task Type Task Status Task Priority % Complete Start Date Due Date Notes Total Work Actual Work, Actual Hours Estimated Hours Childs Estimated Hours Date Completed Creator Assignee Modified Date Hours Left User Easy Projects user User Id Name Customer name Role name Avatar Customer Easy Projects user Name Description Address1 Address2 City State Country PostalCode Phone1 Phone2 Fax Calendar Event Easy Projects event Event Id Name Task Id Project id Outlook contact User Id Full Name Company Job Title Avatar Outlook contact Full Name Body Other Address Other Address Business Address City Business Address State Business Address Country\Region Business Address Postal Code Business Phone Business Phone2 Business Fax Outlook contact Event Id Subject Task Id Project id 2016 Ahau Software 13

15 Description StartDate EndDate Creator name Post Easy Projects event Message (short) Task ID Task name Project ID Project name Post Date Owner Message Description Start End Required Attendees Outlook contact Subject Task Id Task Project Id Project Post Date User Body 2016 Ahau Software 14

16 Create a new task Click New, and select activity type on the dropdown list to create one of the following: Task, Issue, or Request. A task details dialog box will open: Type a name for the task (mandatory field) and select a project. Assignees When a project is selected, you can assign people from the project members to the task. To start assigning users to the task, click the Assign to button on the Assignees panel Ahau Software 15

17 A dialog box with a list of the project members will open. Select the users you want to assign and click 'Assign'. To select several users, hold down Ctrl while selecting. Ctrl + A select all members Ahau Software 16

18 Attachments Go to the Attachments tab in the task details. To add a file, click 'Add' on the Attachments panel. You can paste an image from the clipboard to do so, click 'Paste'. The 'Save Copy' button allows downloading an attachment and saving it. Messages The Messages tab is available in the task editing mode, and not while creating a task. To send a message, type it in the text field and click SEND. The list of messages will update automatically Ahau Software 17

19 Create a new project Click the 'Project' button. A project creation window will open: Specify a name for the project (mandatory). Members Use the same steps as when assigning users to a task. See ASSIGNEES Attachments Use the same steps as with task details. See ATTACHMENTS 2016 Ahau Software 18

20 Navigation Select the Folder List (Ctrl + 6) view to display a list of MS Outlook folders into which contacts, calendar and tasks will be imported Ahau Software 19

21 Projects folder This folder shows projects imported from Easy Projects according to OPTIONS. If a project has no tasks, it is not shown in the Projects folder. To view the tasks of a project, select it in the left area: If Import completed tasks is selected in the add-in preferences, the list of tasks will show completed tasks as well. Markers and special symbols for tasks: o Overdue tasks are shown in red color o Completed tasks are shown in gray color o High priority tasks are marked with an exclamation sign o Low priority tasks are marked with a downward arrow. o The ID column contains Easy Projects Task ID To edit a task, double click its row. Views The add-in comes with a several preset views: o EP Tasks flat list of tasks (non-hierarchical) o EP Detailed hierarchical list of tasks (not more than two levels) with a preview panel By default, the Activities view is enabled. To change a view, click 'Change view' on the Home or View tab Ahau Software 20

22 The Activities Detailed view includes sorting by Parent task and a preview panel: 2016 Ahau Software 21

23 In addition, you can edit a view and add more fields to the task list from Easy Projects to do so left click any column heading and select Field Chooser on a menu that opens. A window with available fields will open; select the User-defined fields in folder option, drag fields and drop them on appropriate column headings. My Assignments folder Includes incomplete tasks assigned to the current user Ahau Software 22

24 Inbox folder Contains messages for tasks and projects from Easy Projects Ahau Software 23

25 Contacts folder Contains a list of users from an Easy Projects account. The list in imported only once during syncing. See OPTIONS 2016 Ahau Software 24

26 Customer folder Contains a list of customers from an Easy Projects account. The list in imported only once during syncing. See OPTIONS 2016 Ahau Software 25

27 Calendar Contains events from an Easy Projects calendar and/or events created from EP tasks. You can turn on/off Import Calendar events/tasks in Sync Options. Contact Attendees On the Meeting tab, click Contact Attendees, and select New to Attendees or Replay to All with on a dropdown menu. Click Send to send the message: 2016 Ahau Software 26

28 Tracking On the Meeting tab click Tracking. A dialog will open with an invitation to participate in the meeting. Click Send to send the invitation. Each invitee will see then the invitation on their Outlook calendar, and can do the following actions: Accept, Tentative or Decline. Or an invitee can give a reply by clicking Respond: The meeting organizer can track the statuses of the invitees, to do so double click on the meeting on your calendar and click Tracking: 2016 Ahau Software 27

29 Weekly time logs Open the EP task details screen in Outlook. Select the Time logs tab and click Add. In the Weekly time logs dialog box make a time entry with a description for each week day and click Post Ahau Software 28

30 Convert Such Outlook objects as Mail, Task, Appointment, Meeting, or Note can be converted to an EP Activity or Project manually. Convert Select an message, go to the Home tab and click 'Convert into'. Select Task, Issue or Request to create an activity of a given type. To convert an letter to a project, select Project. A task or project creation window will open. After selecting a project the recipients will be automatically assigned to the activity or added as project members if a project is being created. If the letter contains attachments, they will also be added to the activity or project Ahau Software 29

31 Convert meeting or appointment Left click on a meeting or appointment, and select Task, Issue or Request from the list to create an activity of a given type. To convert to a project, select Project. A task or project creation window will open. After selecting a project the recipients will be automatically assigned to the activity or added as project members if a project is being created Ahau Software 30

32 Convert task The procedure is similar to that of converting s, but in this case you must select an Outlook task. A task or project creation window will open. As you select a project, the Outlook task recipients will be automatically assigned to an EP activity or, if a project is being created, added as project members. Convert note The procedure is similar to that of converting s, but in this case you must select an Outlook note Ahau Software 31

33 Security rules The following security rules are used in this application: This application does not share connection tickets or session tickets between different applications. This application does not automate any part of the Easy Projects user interface, including the application authorization process. This application does not send or store any data from your personal or company information Ahau Software 32

34 Troubleshooting If you have encountered a bug, please send a bug report to our technical support team. This will allows us to act on the problem as promptly as possible. Report a Bug and Suggest a Feature Select the Easy Projects tab, click the 'Support' button and choose appropriate action on a drop-down menu. An add-in log file containing relevant technical data is attached to a bug report. If your MS Outlook does not have an Easy Projects tab, it may be due to a problem with the add-in's registration. In this case, please the add-in logs at support@easyprojectsaddin.com, it is a log.txt file located here: %AppData%\..\Local\Ahau\EasyProjects Addin If you can t download the VSTO The Add-in works on Microsoft VSTO It uses Microsoft VSTO to complete the download of the app. Occasionally, this software (Visual Studio Runtime for Office) can have a bug in it Ahau Software 33

35 You can download this runtime package from Microsoft to detect if VSTO is already installed on your computer and/or to directly install it if needed: After you ve installed (or reinstalled) VSTO, then start the Add-In setup again Ahau Software 34

36 Contact information Ahau Software Union of Sole Proprietors Minsk, 53-1A Azgura st. Republic of Belarus Logic Software, Inc Finch Avenue West, Suite 302 Toronto, Ontario M3J 2G2 Canada Fax: s: The official product Website: Support: Ahau Software 35