Project Team activity center

12 minutes
7 months ago

Project Team Activity Center

Create a project team by assigning contacts from the Project Center database to the current project. This enables contacts who are vital to the current project to easily correspond with each other within the project. You can then assign project items to the team members, as well as send and receive transmittal notifications and file transfers. You can also create groups within the project team to further define the team. The information entered for the team is used throughout the project. Each project can have its own unique set of team members.

Use this activity center to join the project team, add contacts to the project team, edit team members, remove team members, and subscribe to external team member communications.

You can drag and drop contacts from Microsoft Outlook into this activity center to quickly add them to the project team, as well as drag an existing contact from Microsoft Outlook into this activity center to update the contact’s information. You can also drag and drop contact from this activity center into Microsoft Outlook.

You can drag and drop a distribution list from Microsoft Outlook into the this activity center. The distribution list is added as a new group, and all of the contacts in the distribution list are transferred to the group.

You can import team members from other projects that use many of the same team members.

The following list shows all available tasks.

Project Team

Add Team Members > From Contacts

Click to open the Choose New Team Members from Global Contact List dialog box to add contacts from your company’s global contact list to the project team.

Add Team Members > From Company

Click to open the Select Project Team Members from Companies dialog box to select contacts from companies to add to the project team.

Add Group

Click to open the Add Project Team Group dialog box to add a new group to the project team.

Subscribe to External Communication

This task appears only if you belong to the project team. You can join the project team by clicking Join the Project Team.

Click to open the Subscribe to External Communication dialog box to select the external project team members and groups that you want to receive an email notification from when they transfer files and other project items to your Info Exchange Server.

Show/Hide Inactive Team Members

Click to hide or show project team members who are inactive (set in the Modify Contact dialog box). Inactive team members cannot log into Info Exchange, and they do not appear in project team lists.

Hide/Show Group Members

Click to hide or show members of the project team who are in groups.

Import Project Teams

Click to open the Select Projects to Import from dialog box to import team members from other projects into the current project.

Import > From Connected Project

This task appears only if you are connected to another company and project via Newforma to Newforma.

Click to open the Choose Connected Company dialog box, followed by the Select Team Members dialog box, to import project team members from a remote project connected via Newforma to Newforma into the current project.

Create Report

Click to open the Create a Report dialog box to select the type of project team report to create.

Selected Member

Modify

Click to open the Modify Project Team Member dialog box to edit the selected project team member’s information.

Send Email

Use this task to select multiple team members to send an email message to. Select members from the project team (hold down the Shift or Ctrl key to select more than one member), then click this option to open an email message. Enter the required information in the message, then send it to the team members.

Generate Form Letter

Click to select contacts and then open the Select Form Letter Template dialog box to select a form letter to send to the selected contacts.

Send Password Reset Instructions

Click to send password reset instructions to the selected Info Exchange team member. This option is only available for external contacts.

Send Files > Via Info Exchange

Click to open the Transfer Files to a Newforma Info Exchange Server dialog box to send files via Info Exchange, or the Transfer Files and Create an Outgoing Transmittal dialog box to send files to Info Exchange and create a transmittal.

Send Files > Via Email

Click to open the Send Files to Email Recipients dialog box to send files in an email message, or the Send Files and Create an Outgoing Transmittal dialog box to send files in an email message and create a transmittal.

Additional Send options could be available if other transfer methods were added to this project when it was created, or at any other time using the Edit Project Settings dialog box.

Request a File Transfer

Click to open the Request a File Transfer dialog box to send an email message to request a file transfer from the selected contact.

Remove

Click to remove the selected team members from the project team for the current project. The contacts remain team members of any other projects that they are members of, as well as in the contacts database, and still appears in the Contacts tab of the Project Center Administration activity center. They can also still log into Info Exchange.

Remove from Group

Click to remove the selected project team member from the project group. The member is not removed from the project team.

Add to Outlook Contacts

Click to add the selected project team member to your default Microsoft Outlook contacts folder.

Create Projects by Member Report

Click to open the Create a Report dialog box to list all projects that the selected team members belongs to.

View Permission Set

Click to open a read-only version of the Modify Permission Definitions for Set dialog box to view the permission set and the parameters applied to the selected project team member.

Selected Group

Modify

Click to open the Modify Project Team Group dialog box to edit a project team group’s information.

Send an Email

Click to open an email message to send to all members of a project team group. Enter the required information in the message, then send it to the group members.

Send Files > Via Info Exchange

Click to open the Transfer Files to a Newforma Info Exchange Server dialog box to send files to the group via Info Exchange, or the Transfer Files and Create an Outgoing Transmittal dialog box to send files to the group via Info Exchange and create a transmittal.

Send Files > Via Email

Click to open the Send Files to Email Recipients dialog box to send files in an email message to the group, or the Send Files and Create an Outgoing Transmittal dialog box to send files in an email message to the group and create a transmittal.

Remove

Click to remove the selected group from the project team. The team members in the group are not removed from the team.

Add to Outlook Contacts

Click to add the selected group’s members to your default Microsoft Outlook contacts folder.

Project Team Notice

Join the Project Team

This task appears only if the current user is not a member of the project team. Click to open the Join Project Team dialog box to join the project team, which enables you to use all Project Center functionality for this project.

Project Team

Category drop-down list

The category drop-down list contains filters to display project team members by category. For example, if you want to view internal team members, select Internal from the list.

All

Click to display all team members for this project.

Internal

Click to display all internal project team members (contacts who use Project Center).

External

Click to display all external project team members (contacts who have not used Project Center).

Filter All Columns

You can filter by any text that appears in any of the columns. For example, if you know the name (or part of the name) of the team member that you are searching for (or the email address, or company, etc.), enter at least part of the text in this field. The list updates automatically as you type. For example, if the team member you are searching for has the letter j somewhere in one of the columns, enter j in this field. The list will be narrowed down to only team members that have the letter j somewhere in one of the columns.

You can also filter by any text that appears in any of the columns. For example, if you know the name (or part of the name) of the team member you are searching for, enter at least part of the name in the Name column filter field. The list updates automatically as you type. If the team member you are searching for works at company X, enter X in the Company column filter field. The list will be narrowed down to only team members that work at company X.

Click to toggle between showing and hiding the column filter fields.

Clear

Click to clear all filters.

Group By

Click to group by the any of the columns. For example, if you want to group the list of team members by name, select Name from the drop-down list. The team members will be grouped into sections alphabetically by name. See Column Sorting, Filtering, and Grouping for more information.

Columns

The top section contains a list of the team members and groups for the current project. The information in the columns comes from the Add New Project Team Member dialog box. All columns are listed here. Right-click on any column header to list and de-list columns. Click the icons for more filtering options.

Internal team members are indicated by the icon.

External team members are indicated by the icon.

Primary internal contacts are indicated by the icon.

Primary external contacts are indicated by the icon.

Groups are indicated by the icon.

Primary contacts are set in the Modify Project Team Member dialog box.

If you have subscribed to receive notifications for project items and file transfers sent by an external project team member (by clicking Subscribe to External Communication from the Tasks panel), the icon will appear in this column.

Name

The team member or group name.

First Name/Last Name

The first and last names of the project team member.

Email Address

The team member’s email address.

Discipline

Disciplines applied to the team member.

Member Role on Project

The team member’s role on this project.

Job Title

The team member’s job title.

Company/Department

The team member’s company and department.

Company Role

The role of the team member’s company on this project (architect, general contractor, etc.).

Office Location

The team member’s office location.

Work Phone/Mobile Phone/Home Phone/Fax Number

The team member’s work, mobile, home, and fax numbers.

Mailing Address

The team member’s address.

Notes

Any notes about the team member appear in this column.

Info Exchange Access

Indicates whether the team member has access to Info Exchange.

Info Exchange Visibility

Indicates the team member’s visibility on Info Exchange.

  • Extended Project Team indicates that all external project team members can see this team member on Info Exchange.

  • Fellow Company Members indicates only external project team members with the same name in the Company Name field can interact with this team member  via Info Exchange.

  • Not Visible indicates that external project team members cannot see this team member on Info Exchange.

  • — indicates the team member does not have access to Info Exchange.

Internal

This column indicates whether the contact is an internal team member. Yes indicates an internal team member (the team member is a Project Center user), No indicates an external team member (the team member is not a Project Center user).

City/State/Zip/Country

The team member’s city, state, zip code, and country.

Address Type

The location’s type.

Permission Set

The permission set applied to the team member.

Accepted Disclaimer

Indicates whether the team member has accepted the Info Exchange disclaimer.

Project Status

Whether the team member is Active or Inactive on the current project.

Restricted User

Yes indicates the user is a Restricted user.


Comments tab

Use this tab to add comments about the selected project team member.

Add

Click to open the Add a Comment dialog box to add a new comment.

Modify

Click to open the Modify Comment dialog box to edit the selected comment.

Delete

Click to delete the selected comment.

 

Notes tab

Any additional notes about the team member appear here. They are the same notes listed in the Notes column above.

 

Open Items tab

This tab lists any Project Center items for the selected team member that are open and are due. This can be a useful resource planning tool for project managers as it provides insight into what each team member needs to work on.

 

This tab lists all project items that the project team member is related to (such as an action item, RFI, etc.)

 

Change Log tab

This tab lists any Project Center items for the selected team member that have been completed and are closed. This can be a useful resource planning tool for project managers as it provides insight into what each team member worked on.

 

To access this activity center

Click Project Team from the Activities list or from the Project Home activity center.