Manage project: Project master data

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

Open Project management

You can find the project master data in Project management. There are three ways to open this area:

Overview of master data

In the Master data area, you can maintain the most important project data. By default, the following fields are available, among others:

• Project name
• Project type (label can be customized)
• Project folder (label can be customized)
• Start date
• Due date
• Project management
• Location (label can be customized)
• Budget
• Description
• Project objective
• Project benefit

Standard project master data fields

There is a separate article for the standard fields Project folder, Project type, and Location. It explains how you can rename these fields or use them for a different purpose:

Rename default project master data fields

Categorize projects

Using the master data fields, especially groupable fields such as Project type, Project phase, Location, and Project management, you can easily categorize projects. If you want to rename these fields, you can find the details in the article about standard project master data fields.

Set project management

In the project master data, you can define one or more people as project managers.

Open Project management and click the + icon in the Project management section. Then search for the desired person and select them. Repeat the step to add additional project managers.

People who are added as project managers are automatically granted access to the project. This allows them to access the project and edit the project master data. No additional manual permission assignment via access management is required for project managers.

Labels and Flavors for advanced structuring

For advanced categorization, smenso uses Labels and Flavors. This allows you to expand your project master data quickly and flexibly.

With a Label, you can attach a “sticker” to projects or tasks. A Label has exactly one value and is suitable for classic categorizations.

Flavors are custom fields that you can name freely and populate with any values. Together with filtering and analysis options, they can be used for many different scenarios.

Examples of Labels and Flavors:

Show and add labels

To manage labels directly in the project, open Project management and click Show labels.

Use the + to select and add a label.

Show and add Flavors

To manage Flavors directly in the project, open Project management and click Show Flavors.

Use the + to select and add a Flavor.

Create Flavor groups

Flavors can be structured into groups. Using New group, you can add another group, for example Other, and then sort Flavors into it.

Watch a project

You can watch a project using the bell icon. When watching, you receive notifications about activities and changes in the project.

To do so, open Project management and click the bell at the top right.

• Start watching: You add yourself as a watcher.
• Stop watching: You remove yourself from the watcher list.

You can also add other people or teams as watchers. Search for the desired person or team and select the corresponding entry.

Apply and manage templates

Using the ✨ icon, you can apply templates to the project or open the templates area to manage templates. This allows predefined content to be adopted quickly and projects to be structured consistently.

To do so, open Project management and click the ✨ icon at the top right. You can then select and apply a template or switch to the templates area.

Manage access

Using the 🔒 icon, you can manage access to a project. You define who can actively work in this project and who can only read the project.

To do so, open Project management and click the 🔒 icon at the top right.

• When you Restrict access, workspace admins (full admins) retain all rights to the project.
• You remain in the project with full access.
• People who are added as project managers in the project master data are automatically granted access to the project. No additional manual addition via access management is required for these people.
• Other teams or people must be added manually when access is restricted if they should have access to the project.
• With Remove restriction, everyone in the workspace again has full access to the project.

More options

The Three-dot menu (…) at the top right provides additional actions for the project:

• Print project: Opens the print view for the project.
• Copy project GUID: Copies the project's GUID to the clipboard.
• Lock Flavor groups: Locks the Flavor groups so that they can no longer be edited.

More information

You can find more about creating projects in the article Create projects.

Frequently asked questions (FAQ)

Where can I edit the project master data?

You can find the project master data in Project management. There you can maintain, among other things, the project name, project type, project folder, dates, project management, budget, description, project objective, and project benefit.

How do I add a project manager?

Open Project management and select the + icon in the Project management section. Then search for the desired person and select them. You can also add multiple people as project managers.

Does a project manager automatically get access to the project?

Yes. People who are added as project managers in the project master data are automatically granted access to the project and can edit the project master data. No additional manual permission via access management is required.

How can I restrict access to a project?

Open Project management and select the 🔒 icon at the top right. There you can restrict project access and define which people or teams should have access to the project.

Which project master data fields are hidden from restricted guests?

People with the Restricted guest role do not see the Budget, Description, Project objective, and Project benefit fields in the project master data.

Can I rename standard project master data fields?

Yes. The labels of certain standard fields such as Project folder, Project type, and Location can be customized. You can find more information in the article Rename standard project master data fields.

Can I add custom fields to the project master data?

Yes. With Flavors, you can extend the project master data with custom fields. You can also use Labels to categorize projects.

Can I group Flavors in the project master data?

Yes. Using New group, you can create your own Flavor groups and organize the Flavors used within them, for example by General, Finance, or Other.

How can I receive notifications about a project?

Using the bell icon in Project management, you can watch the project. You can add yourself as well as other people or teams as watchers.