Reference16r1:Concept App Service Projects

Overview

The App Service Projects provides useful functionality to manage projects. It is built-on an hierarchical structure of areas, projects, backlog, sprints and tasks. Projects uses the Connect Api to post messages automatically at specified events, e.g. task status updates, and integrates the Connect App window to allow user posts.

General Information

Projects items

Projects items consist of description, status and responsible person like project owner, sprint manager or task handler.

Areas

The highest level items on the hierarchical structure of projects. E.g. to combine all projects of a department.
User access rights to the whole area including all lower level items are defined during area definition. Three access levels are provided: public, user group specific or private areas.
User groups are defined in the PBX. Protected areas and all their lower level items are invisible for unauthorized users.
Areas may be defined as zones in Connect.

Projects

A project consists of its description, status, the owner information and the area it belongs too. Projects may be filtered on area, project owner and/or attribute. Projects typically contain several sprints and backlog entries. Project tiles provides information about their sprints, backlog entries and tasks and a progress bar estimated on the story points of closed tasks / the story points of all tasks.

Backlog

Container for any tasks and ideas to a project which are not in work yet. Backlog entries may be filtered on area, project, backlog entry handler and/or attribute.

Sprints

Sprints specify closed units of work which are subdivided typically in several tasks. Sprint tiles provides information about their tasks and a progress bar estimated on the story points of closed tasks / the story points of all tasks. A sprint consists of its description, status, the manager information and the project it belongs too. Sprints may be filtered on area, project, sprint manager and/or attribute.

Tasks

Tasks are small units of work which are mostly handled by one person. A task consists of its description, status, the handler information and the sprint it belongs too. Tasks may be filtered on area, project, sprint, task handler and/or attribute.

Other items and Projects users

Attributes

Attributes are free defined, area independent flags. They may be assigned to all item types except areas. Attributes may be used as filter criteria.

Templates

To define sprint and task templates for specific workflows.

Projects users

Users are added automatically to projects as soon as they are logged in the first time. Only registered users can be assigned to Projects items.

Projects App UI concepts

The App Projects UI is subdivided into tabs that provide a structure that helps to organize projects, reflecting the Project Items: Areas, Projects, Sprints / Backlog and Tasks.

Other extra tabs provide additional functionalities: Attributes, Templates and Users.

The Home-tab gives a quick and useful overview of all Current tasks and pinned Users/Areas/Projects and Sprints.

Projects, Sprints and Tabs each consist of a board organising the Backlog or Planned, Current and Closed items.

Filters

When selecting an item, it works as filter on lower level items. E.g. if an area is selected, only projects of that area are provided. All active filter definitions are shown in the corresponding tabs and may be removed there.

Item search

Item title / ID search is provided for projects, sprints, backlog entries and tasks in the corresponding tabs. The item search does not consider user filters.

Synchronisation

Updates on Projects items are synchronized immediately.

Using Projects App in combination with Connect App

When using Projects combined with Connect App new items defined in Projects or updates on items e.g. status changes are posted to Connect App.
The Zone has to be defined in Projects area definition and is used in all lower level items of the area.
Users are notified about item assignments and will be able to add comments / own posts on items.
Checks when having issues

New Features

The project management tool Projects has new functions for a better overview and greater efficiency.

Tasks & dependencies

• Automatic status change: Tasks change to current on the due date.
• Copy tasks for quick reuse
• Define task dependencies - within a running sprint or already in the sprint template
• Filter by dependencies in the board view:
  • immediately editable
  • blocking other tasks
  • waiting for other tasks

Translation & search

• Automatic translation for project, sprint and task descriptions (also in the templates)
• Improved search: results are displayed directly in the board

Mobile App

The Projects app is now also optimised for narrow displays (e.g. smartphones up to 320 px wide). Detailed views can be opened consistently, and the operating logic is clearer and more consistent.

Mobile operating concept - how it works

On mobile devices, a three-dot menu(⋯) to the right of the avatarreplacesthe mouse hover. A tap on it shows the available actions, another tap hides them again. The range of functions corresponds to the desktop version.

Responsive behaviour improved

Content now utilises the screen width much better on narrow views and devices - both in the tiles in the board view and in the detailed view with the respective content and functions. In the dashboard , the layout is displayed in a single column on mobile devices - the content can be conveniently accessed one below the other.

Move backlog entries to the area backlog

Backlog entries can now be transferred from a project backlog to the corresponding area backlog with a single click - either via the button on the tile or in the detailed view of the entry. This saves duplicate creation and preserves history and discussions.

Onboarding tour

Another new feature is a onboarding tour for Projects. It guides new users step by step through the most important functions, making it easier to get started quickly. This allows teams to start using Projects faster and find their way around more easily. You can also find it in the top right-hand corner of the Projects menu (Help/Tour).

Delete Sections

You can now delete sections in the Projects app. This makes it easier to keep your project structure organised and allows you to quickly remove sections you no longer need.

Deleted sections are initially placed in a dedicated recovery menu. You can find this in the burger menu of the Projects App (Restore/Show deleted items). There, they can be restored at any time if they are still needed. After 100 days, all deleted items are automatically and permanently removed.

There is also a new permission level: the 'Admin' Mode. Only admins are allowed to delete sections. This prevents important project structures from being accidentally removed.

Transparency is still maintained:

• Normal users only see the items they have deleted themselves in the restore menu.
• Admins can see all deleted items to which they have access.
• Private areas can be deleted and restored by their respective owners.

This ensures that the deletion of areas remains secure, traceable and controllable at all times.

Requirements

• Connect App
• The Application Platform must be at least version 140029 [new in V16r1]
• The Application Platform must have the correct time and a Timezone set [new in V16r1]
• License “App(innovaphone-projects)xx” (order no. 02-00050-014).
  Free version available.

License

• This is a user licence. This licence is debited if the function is configured on a user in the PBX - regardless of use.
• The Projects app licence version must be greater than or equal to the PBX software version and app software version in use (see: Licence version).
• The private area is available for every user and can also be used without a licence (free version).
• The Connect app (installation without licences) is required to use all the functions of Projects.
• Only a user licence is required for the Projects app. Further licences such as the port licence are not required!

Free version

An unlicensed user can also use Projects, but is restricted to their own area and can only use Projects to manage their own tasks.
However, an unlicensed user cannot see any cross-departmental areas, projects, sprints or tasks.

Configuration

Settings App/App Installer

1. Install the Projects App on the App Platform via the 'Settings App/App Installer'-plugin:
   • Open the Settings App
   • Open the app installer plugin
   • Read and accept the Terms and Conditions of the App Installer (if not done yet)
   • Search projects
   • Select the Projects-App
   • Select the correct version and click Install
   • Read and accept the Terms and Conditions of the Projects App and click Install
2. Add an App-Object via the Projects-plugin of the Settings App:
   • Close and Re-Open the Settings App
   • Open the Projects-plugin
   • Click on Add an app; Select 'Projects' and complete the form:
     • Name: Projects
     • SIP: projects
     • Connect App: select the correct Connect-App (default connect)
     • Connect Admin App: should be updated automatically to the previous Connect App appended with ~admin-service (default connect~admin-service). If nothing can be selected, see: Troubleshooting.
     • (Optional) Assign the Projects-App to an existing Template
3. Assign the Projects App to authorized users using a Config Template and/or directly on the User Object(s)
4. Assign 'App(innovaphone-project)xx'-licenses to the authorized users (or try the free version)

AP Manager/App Store

Installing the Project App via the 'Settings App/App Installer'-plugin is the preferred/easier method, but a complete manual install is also possible.

1. Install the Projects App on the App Platform via the App Store:
   • Open the AP Manager
   • Open the App Store
   • Read and accept the Terms and Conditions of the App Installer (if not done yet)
   • Search projects
   • Select the Projects-App
   • Select the correct version and click Install
   • Read and accept the Terms and Conditions of the Projects App and click Install
2. Add an instance of the Projects App on the App Platform:
   • Close the App Store
   • Open the newly installed Projects App
   • Click on '+ Add' to add a new Projects Instances and complete the form:
     • Name: projects
     • Domain: {System Name} (found under PBX/Config/General)
     • Password: {strong password}
     • Database password: {strong password}
3. Select and Start the instance
4. Create a PBX-object:
   • Via the Settings App Plugin (see above)
   • Via the PBX Advanced UI (see below for settings)
5. Assign the Projects App to authorized users using a Config Template and/or directly on the User Object(s)
6. Assign 'App(innovaphone-project)'-licenses to the authorized users (or try the free version)

Apps

Only one well-configured PBX App Object needed is needed for the Projects-App.
This App Object is best created/adjusted via that projects-plugin of the Settings App.

Parameters of the PBX App object:

URL: https://<ap.domain.tld>/<domain.tld>/<instance-name>/innovaphone-projects

"App"-tab

Modes

admin (to allow an extra Admin-mode) [new in V16r1]

WebSocket

needed (to allow Connect-postings)

Services

needed (to allow Connect-postings)

"Apps"-tab

connect

ticked (to allow Projects to maintain Projects zones in Connect)

connect~admin-service

ticked (to allow Projects to maintain Projects zones in Connect)

Upgrade

Prerequisites

The App Platform must have at least version 140029. So make sure the AP has been upgraded before trying to upgrade Projects, otherwise an upgrade of Projects will not be possible.==

Upgrade

An upgrade of the Projects App can be done via an Update via the App Store or via an Update Job of the Devices App.

Manual adjustments

• Add the admin-mode to the Projects App Object. This can be done manual via the Advanced UI of the PBX or easier via the Projects Plugin of the Settings App (open the Projects App Object + click OK).
• Add (if necesseary) a correct Timezone to the Application Platform. This can be done via the AP Manager (Settings/General/Timezone).

Troubleshooting

Projects-plugin cannot see the Connect Admin Service

• Check that the Connect App has an 'admin-service'-mode configured (modes-field can be found in the 'App'-tab of the object). See: https://wiki.innovaphone.com/index.php?title=Howto15r1:Firmware_Upgrade_V14r2_V15r1#Connect

Project cannot see the Connect-discussion

Both the Project App and the User using the Project App must be checked for the necessary settings:

Project App object:

• Check that the Project App has 'WebSocket' and 'Services' ticked ('App'-tab).
• Check that the Project App has 'connect' and 'connect~admin-service' ticked ('Apps'-tab)
• Open the Project App/Areas + edit an Area. Check the 'Connect zone setup state':
  • Green: connection OK
  • Orange: connection not yet established
  • Red: connection NOK

User Object using the Project App:

• Check if the User using Projects has 'connect' ticked in the 'Apps'-tab (best deployed via a global Template; e.g. the default 'Config User').

Area Not Connected (Orange/Red)

Check the previous Troubleshoot-item (Project cannot see the Connect-discussion) and edit the Area (via the Pencil-icon).
By editing the area the connection establishment will be restarted.

Projects cannot be upgraded

The V16r1-version of Projects requires an App Platform of at least version 140029.
See: 'Upgrade to Image 140029 or newer' or 'Manual Steps needed after upgarde -> Projects'.

Extra Admin Features are not available

Check if the Project App Object in the PBX does have an "admin"-mode and that the user does have the "projects~admin"-app selected.

Auto Cleanup or automatic Task Status Updates do not work

Check the settings of the App Platform (AP Manager/Settings/General); the correct time together with a Timezone must be available.

Related Articles

• Reference15r1:Apps/PbxManager/App Projects
• Reference15r1:Concept App Connect