The basic principle: items in workspaces

Allegra is built on a simple principle:

Depending on the task, you work with different apps.

• For project managers, a workspace corresponds to a project or subproject.

• For service managers or IT support, a workspace corresponds to a service desk or help desk.

Users gain access to workspaces or to a project team through roles. Items are the actual work objects — such as tasks, requests or applications. Depending on the use case, apps provide a suitable perspective with the views and tools that make sense for it. For project management, for example, there is an app with a Gantt chart and resource view.

Items

The elements you mainly work with in Allegra are called items. Other systems call them “tickets”, “tasks”, “issues” or “bugs”.

The item type determines the behavior and presentation of an item. A requirement carries different attributes than a problem report. A schedulable task needs a start and end date, whereas a non-schedulable action item needs only a due date.

Examples of item types

Workspaces

Workspaces are the top organizational level in Allegra. Items are managed within workspaces.

Hint

An item always belongs to exactly one workspace.

Depending on the context, workspaces are also called “desk” (help desk), “project” (project management) or simply “workspace” for organizing business areas, locations and organizational units.

Workspaces and items

Workspaces can be nested, for example to model subprojects. Each workspace has a workspace type such as “Help desk”, “HR administration”, “Software development” or “Hardware development”. The workspace type determines many properties of the associated workspaces, such as forms and workflows.

Roles and permissions

Roles — more precisely, workspace roles — control access to workspaces. They define what is permitted: for example creating items or reading other users’ items.

In addition to workspace roles, there are system roles. These determine what you can do in the system and which menu items are available to you. Examples are the system role for system administrators and the one for guest users.

Roles and permissions

Item-related roles: RACI

Each user has exactly one system role, one or more workspace roles for workspaces — and can additionally take on item-related roles. Allegra distinguishes four of them, known in English as RACI:

• (R)esponsible — the responsible

• (A)ccountable — the accountable manager

• (C)onsulted — advisors

• (I)nformed — those to be informed

Advisors are called “editors” in Allegra.

Applications (apps)

Allegra covers many use cases and offers different apps for them. An app can have several views — the task management app, for example, a flat list, a work breakdown structure and a board.

Regardless of the app, it is always the same items and information. Depending on the app, Allegra hides content or presents it differently: in the task management app, items of type “document” are missing by default, while in the wiki app, conversely, everything except documents, folders and document sections is hidden.