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⚙️Managing a project: Project master data

Kelly Kmitta
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In smenso, you can create projects with all relevant master data and edit them at any time. Project master data helps you structure, categorize, and evaluate your projects.

 

Opening project management

You can access the Manage project area in three ways:

  1. Via the ⋯ Options menu in the top right of an open project
  2. Via the 3-dot menu on a project tile in the portfolio
  3. Via the lock icon in the project title (opens directly to visibility settings)

 

Standard fields in project master data

The Master data tab includes the following fields by default:

  • Project name
  • Project lead
  • Labels
  • Flavors (custom fields)
  • Project type (required)
  • Project folder (required)
  • Project start / Project end
  • Location
  • Budget
  • Description
  • Project goal
  • Project benefit
  • Files (→ see article Files and attachments)

Note

Settings such as visibility, project ID, workflow, or hourly rate are located in the Settings tab. See the article Project settings for more information.

 

Note

The fields Project folder, Project type, and Location can be renamed workspace-wide. See the article Renaming standard project master data fields for details.

 

Tip

The fields Project lead, Project folder, Project type, Project phase, and Location can also be edited directly in the portfolio list view - without opening Manage project. Simply group by the relevant field and edit the value inline.

 

Setting the project lead

You can assign one or more people as project lead:

  1. Open Manage project
  2. Click the + icon in the Project lead section
  3. Search for the person and select them
  4. Repeat for additional project leads

Note

Multiple project leads are useful for substitution scenarios. Project leads do not receive automatic notifications by default - they can actively follow the project to receive notifications.

 

Assigning labels

Labels are used for straightforward categorization. Each label has exactly one value.

  1. Open Manage project
  2. Select Show labels if no label has been set yet
  3. Choose an existing label or type a new name to create one

Tip

Labels work well for simple categorizations such as project type or priority. For more complex, structured fields, use flavors instead.

 

Flavors in project master data

Flavors are custom fields that you can name and configure freely. They extend project master data with individual categorizations and evaluation options.

To add flavors to project master data:

  1. Open Manage project
  2. Click Show flavors
  3. Click + and select the desired flavor

 

Organizing flavors in groups

Flavors can be organized into groups to maintain a clear structure.

  1. Click New group
  2. Give the group a name (e.g. Finance, Planning)
  3. Assign flavors to the group

Tip

Groups help maintain clarity when working with many flavors - for example by using groups like General, Finance, or Other. The icons within labels and flavors are standard Windows icons, which you can insert using Windows key + Period.

 

Locking flavor groups

As an admin, you can lock the structure of flavor groups to prevent accidental changes. Members can still edit values, but cannot rename, move, or remove groups.

You can find the lock function via Manage project > ⋯ Options menu > Lock flavor groups.

Note

Locking flavor groups is reserved for the Admin role. An info icon indicates that groups are locked and shows who locked them.

 

Additional options in the options menu

The ⋯ Options menu in Manage project provides additional actions:

  • Print project: Opens the print view for the project. See the article Printing in smenso for more information.
  • Copy project GUID: Copies the project's unique internal ID to the clipboard - useful for API integration.

 

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