Creating a new workspace from scratch#

Since every item must be assigned to a workspace or project, you can only use the system if at least one such workspace has been created and you have a role with appropriate rights in it.

sysman sysadmin

You can create sub-workspaces or sub-projects for workspaces for which you have workspace administrator rights.

To create a new project, alternatively

  • go to the app Task Management > Items > Workspaces (top left). Use the context menu (right-click) to create a new workspace or sub-workspace.

  • go to the app Project Management > Gantt Chart > Workspaces (top left). Use the context menu (right-click) to create a new workspace or sub-workspace.

  • go to the app Administration > Workspaces > Add Workspace or Administration > Workspaces > Add Sub-Workspace.

  • Fill out the forms on the first tab (“Basic Settings”). Use the context help if you are unsure about the meaning of an entry.

  • Choose a suitable workspace type. This largely determines the configuration of the new workspace (see Workspace Types).

Attention

The selected workspace type must definitely have the item type “Task” (or another type with type flag “Task”) activated if you want to use the Gantt chart.

  • A workspace has a workspace status that determines its visibility to regular users and defines what can be done in this workspace. For more information, see Archive Workspace.

  • Upload a suitable avatar image in SVG format or as PNG (32x32 pixels or more).

  • Links help you create relationships between items, e.g. end-to-start relationships in classical project management or “is implemented by” relationships between requirements or user stories and the tasks realizing them. For more information on links, see Linking Items.

Attention

You must have item links activated so that you can later equip projects in the Gantt chart with dependencies!

  • If your system has been configured to use workspace-specific item numbers, you must enter a globally unique prefix such as “TRP” for each workspace. The item number for an item is then formed from the prefix, followed by a hyphen and a running number.

  • You can enable versioning to manage documents in the wiki and compare and edit them in different versions (see Version Management).

  • If you want to plan and track efforts, enable the management of working time and material costs.

  • Choose a base calendar to take into account holidays and other non-working times.

  • Select the Default Values tab. The values set here are used when input masks do not contain the corresponding fields or when an item is to be created by email.

  • You can link each workspace with an email account. If an email is sent to this account, the system creates a new item from it. See Incoming Email Connection for more information.

Important

Always use an email account for only one workspace. So, for example, do not use the system-wide email inbox as a project-specific email account at the same time. This will lead to faulty behavior.

Attention

You must have set up the email account on your mail server before you can use it here.

  • Click on the Save button in the toolbar.

Your project or workspace is now configured to create and manage items. To make the workspace accessible, you still need to assign permissions to team members via roles (see Assign Roles).