Collaboration Best Practices
- Use @ tags to let people know when you have a comment or a question on a card or want to call a conversation to someone’s attention. If you want to communicate something to all workspace members, you can @-ref the All members group.
- Use the Comment section of the detail pane for cards, documents, milestones, and activities to keep communication around work to be done in context and transparent. You don’t have to worry about finding that email with important information again, and others can see what has been taking place, even when the responsible person is away.
- Use the Conversations tool for all other communication. The Conversations tool is a powerful way to inform both team members and stakeholders, and to keep important discussions transparent for all.
- Tags, when used efficiently, are a great way to organize conversations by topic.
- Liking, sharing, commenting, and editing posts in conversations can be used to effectively drive collaboration. By alerting team members to what’s going on, they are encouraged to engage themselves.
- Sharing hyperlinks to documents is another way to drive collaboration. This gives others in the workspace easy access to a card, document, or conversation post.
Document Management Best Practices
- As soon as you start a workspace, build out your folder structure, to keep documents organized. You can import existing folders in zipped files as well.
- Use colors to show how your folders are connected. Tags can also be used and they can be searched and filtered.
- Be sure to use the Document app. It’s much more convenient than manually uploading and downloading, and allows you to work on documents stored in Projectplace.
- Use the Projectplace Knowledge Base functionality for repeatable projects, gate-driven deliverables, etc., to easily update standard documents that apply to all workspaces using a particular template. When you add something to the Knowledge Base, it is available for use in all relevant workspaces as a read-only document. For templates specific to a workspace, you can create them separately; however, Knowledge Base is the recommended method.
- Create standards for which kinds of documents your team will use third-party document repositories—such as SharePoint, OneDrive, Dropbox, or Google Drive—and which ones will use the native Projectplace document repository.
- Use version management whenever possible. It can be set at the folder level, or on individual files. Note that it only works when you open and edit a file in Projectplace. If you download and upload again, there is no version control.
- Reviews: If you need to have different groups of people review a document in a specific order, you can use the Review Workflow option. Another option is to use boards for the review process, where you can conveniently email documents to the board and they’ll be automatically attached to the board.
- Use the Public Documents folder to provide documents to users outside of Projectplace. Note that you can’t restrict access to public documents and that only administrators can edit them.
- Links to documents: For boards, you can either upload and attach directly to cards, or link to documents in the Document area from the card.
- You can set document rules to automatically delete recycle bin items after a certain amount of time, or to request new people in a workplace read certain documents.
If you want to move a file but you can’t use a drag and drop operation because you can’t see the destination folder, use copy and paste, which is found in the detail pane for the document.
If you manually unlock a document someone was working on, their changes will NOT be saved.