Project Templates

Project Templates

The Project Template feature in Olqan allows users to create standardized project structures that can be reused for similar types of projects. This functionality streamlines project setup and ensures consistency in project management practices.

Creating a Project Template

1. Accessing Project Template
   • Navigate to Project Management in the main menu.
   • Select Projects, then click on Project Template.
   • Click on Add Project Template to start creating a new template.
2. Filling in Project Details
   • Project Name: Enter a unique and descriptive name for the template.
   • Project Category: Select or add a category that best describes the project type.
   • Allow Manual Time Logs: Enable this option if manual time entries are allowed for projects using this template.
   • Project Summary: Provide a detailed overview of the project, including objectives, scope, and key deliverables.
   • Notes: Add any additional information or reminders relevant to the project.
3. Saving the Template
   • Once all required fields are filled, click Save to create the project template.
   • The template is now available for use when creating new projects, ensuring consistent project structure and workflow.

Utilizing Project Templates

1. Applying a Template to New Projects
   • When creating a new project, select Project Template from the available options.
   • Choose the appropriate template from the list to pre-fill the project details.
2. Managing Templates
   • Access the Project Template section to view all saved templates.
   • Templates can be edited or deleted to ensure they remain relevant and up-to-date.

Importing and Exporting Projects

Import Projects

The Import Projects feature in Olqan allows users to bulk upload project data into the system using an Excel or CSV file. This feature streamlines the process of adding multiple projects efficiently and ensures data consistency.

Uploading the Project File

1. Accessing Import Projects
   • Navigate to Project Management from the main menu.
   • Select Projects and click on Import.
2. Preparing the Excel/CSV File
   • Ensure the file is in one of the supported formats: .xls, .xlsx, or .csv.
   • The date format in the file should follow the Y-m-d pattern (e.g., 2022-04-21).
   • If the uploaded file contains a header row, enable the File Contains Headings Row toggle.
3. Uploading the File
   • Click on Choose a file to browse and select the prepared file.
   • After selecting the file, click Upload And Move To Next Step.

Matching Project Data

1. Mapping Data Fields
   • Once the file is uploaded, the system displays the imported data.
   • Users are prompted to match the columns to the corresponding system fields.
2. Required Fields (must be matched)
   • Project Name
   • Start Date
   • End Date (if applicable)
   • Project Category
3. Optional Fields (can be matched as needed)
   • Client Name
   • Department
   • Project Summary
   • Notes
4. Editing and Adjusting Mappings
   • If a column is incorrectly mapped or missing, click Edit to correct the mapping.
   • Unmatched fields can be skipped without affecting the import process.

Finalizing the Import

1. Confirming the Data
   • After mapping all required fields, a confirmation message appears.
   • Click Submit to finalize the import.
2. Processing and Completion
   • The system processes the data and adds the projects to the organization.
   • A confirmation message appears indicating the number of entries processed.
3. Return to Projects
   • Click Back to Projects to return to the Project list view.
   • The newly imported projects will be listed and can be managed as regular projects.

Export Projects

• Click on Export to download project details in Excel format.
• This enables offline viewing or sharing of project information.

Managing Project Status

• Click on the status dropdown next to each project to update its progress.
• Change the status to In Progress, On Hold, Completed, or any other predefined status.
• This keeps stakeholders informed about the project’s current state.

Project Details and Tracking

• Click on any project name to view detailed information, including:
  • Task Progress: Visual representation of task completion.
  • Team Collaboration: See team members involved and their roles.
  • Client Information: View client details linked to the project.
  • Timeline: Track project milestones and key dates.