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Customer Projects

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Getting Started Using Motifray Your Profile Workspace Administration

01. Create a customer project

Who can create a project?
Customer Account Team members can create a new project for a selected customer.
Create a new project
  1. Go to the Projects tab in the top level menu.
  2. Find Create Project button in the top menu bar and click it. A create project form will open.
  3. Fill in project data into the project form.
    a) From the drop down menu select a customer you create the project for (mandatory)
    b) Type in a Project name (mandatory)
    c) Type in a Project description (optional)
  4. Click the Create button when you are finished with the form.

The project structure is created for you. Now you can add project team members and customer contacts  to the project structure.

Note! When creating the project, in the Customer drop down menu, you will find the list of customers who you are an account team member of. If you cannot find a specific customer on the list, it is probably because you are not a member of the customer account team. In this case, contact a user in your organization who has got Motifray Manager privileges or is the owner of the customer account you are looking for.
Note! The user who creates the project becomes the first project team member and has got Project Owner privileges assigned to them.

02. View a project summary dashboard

Who can view a project summary?
All project team members can view the project summary dashboard.
View a project summary
  1. Go to the Projects tab in the top level menu.
  2. Find the project you want to view the summary dashboard for and double click the project tile (when you are in the tiles view) or project row (when you are in the table view).
  3. Ensure that the Summary tab is selected in the second level menu below the project name section. If not, click the Summary tab. The project summary dashboard will appear.

The project summary dashboard is shown in the central panel and consists of several sections.

  • Three panels in the top part of the dashboard contain an information about collections and their statuses, recent document approvals and project related comments.
  • Project Information contains basic project information and the customer data
  • Project Team contains the list of internal project team members and external customer contacts assigned to the project.

03. Rename a project or change its description

Who can rename the project or change its description?
Project Team members with project owner privileges can rename the project or change its description
Rename a project
  1. Go to the Projects tab in the top level menu.
  2. Find the project you want to rename and double click on the project tile (when you are in the tiles view) or project row (when you are in the table view).The project Summary dashboard will appear.
  3. Find the context menu icon
    in the top bar of the project view and click it. The drop down menu will appear.
  4. Select the Rename option. The Rename project window will appear.
  5. Modify the project name and click Save to confirm.
Change a project description
  1. Go to the Projects tab in the top level menu.
  2. Find the project you want to change the description for and double click the project tile (when you are in the tiles view) or project row (when you are in the table view).
  3. Find the context menu icon
    in the top bar of the project view and click it. The drop down menu will appear.
  4. Select the Description option. The Project description window will appear.
  5. Modify the project name and click Save to confirm.

04. Add or remove project team members

Who can add or remove project team members?
Project team members with project owner privileges can add or remove project team members.
Adding project team members
  1. Go to the Project tab in the top level menu.
  2. Find the project you want to add team members to and double click the project tile (when you are in the tiles view) or project row (when you are in the table view).
  3. Ensure that the Summary tab is selected in the second level menu below the project name section. If not, click the Summary tab.
  4. The Project Team is shown on the right side of the Summary view.
  5. Find the Add Project members button on the top bar of the project view and click it. Add team members to the Project window will appear.
  6. In the top table the existing team members from your organization are listed. If you want to add another team member in your organization, click the Add user drop down menu and select the user you want to add to the project team.
  7. Select the role you want to assign to the new project team member (Project owner or Project member).
  8. In the bottom table, the existing customer contacts assigned to the project are listed. If you want to add another customer contact, click the Add customer contact drop down menu and select the customer contact you want to add to the project team.
  9. Click Add to confirm.
Note!
  • You can add users to the project team in your organization who were previously added to the account team of the customer account.
  • You can add customer contacts to the project team who were previously added to the customer contacts group of the customer account.
Removing project team members
  1. Go to the Project tab in the top level menu.
  2. Find the project you want to remove team members from and double click the project tile (when you are in the tiles view) or project row (when you are in the table view).
  3. Ensure that the Summary tab is selected in the second level menu below the project name section. If not, click the Summary tab.
  4. The Project Team is shown on the right side of the Summary view.
  5. Find the team member you want to remove and click the icon
    in the right column of the table. The Remove Project team member window will appear.
  6. Click OK to confirm.
Note! You cannot remove yourself from the project team members group.

05. Change a project member role

Who can change a user's Project role?
Project team members with project owner privileges can change a user's project role.
Changing user’s role in the project
  1. Go to the Projects tab in the top level menu.
  2. Find the project you want to change the team member role in and double click the project tile (when you are in the tiles view) or project row (when you are in the table view).
  3. Ensure that the Summary tab is selected in the second level menu below the project name section. If not, click the Summary tab.
  4. The Project Team is shown on the right side of the Summary view.
  5. Find the team member you want to change the role for and click the drop down menu in the Role column of the table.
  6. Select the new role for the project team member. The Change user role window will appear.
  7. Click OK to confirm.
Note! You should carefully consider the roles you want to assign the individual project team member. Users with the project owner role will have full control of the project data, resources and lifecycle. The Project owner can add and remove project team members, change their roles, change the project status, create, modify, delete and share all the project collections..

06. Add internal comments to a project

Who can add comments to a project?
All project team members can add comments to the project.
Add a project comment
  1. Go to the Project tab in the top level menu.
  2. Find the project you want to add a comment to and click (once) on the project tile (when you are in the tiles view) or project row (when you are in the table view). The project card (or row) will be selected.
  3. The project sidebar shall appear in the right side of the window. If not, locate the information icon
    in the far right of the top bar menu and click it. The project sidebar contains several sections with project data.
  4. Find the Comments section where existing project comments are listed.
  5. To add a new comment, on the bottom part of the Comments section the Type your comments input textbox is located. Type your comment into the textbox and click the submit icon
    to submit
  6. To reply to an existing comment, at the right side of the each existing comment there is a reply icon
    Click the icon. The Type your comments input textbox will appear. Type your comment into the textbox and click the submit icon
    to submit.
Note!
  • Project comments are visible to all project team members. Each project team member can actively participate in project related discussions.
  • Project comments are internal to your organisation and are not visible to external customer contacts. Project comments is a perfect tool to lead project related discussion in a secure internal context.
  • If you want to have a discussion and exchange comments with customer contacts you need to use Collection comments which are designed for that purpose.

07. Close a project

Who can close a project?
Project team members with project owner privileges can close the project.

Projects that your team is actively working on are in an Active stage. When you complete the project and deliver its outcome(s) to a client you can (and should) close the project. The projects in the Closed stage are still accessible in a read-only mode for as long as you need them to be. In the Closed stage no changes to the project team, structure or outcome are allowed. It is a good practice to keep projects available for your team (in Closed stage) as it builds up a project portfolio of customer accounts.

Warning! When you close a project, all its collections are getting locked and all collection shares to customer contacts become inactive. After project closure, the clients will not be able to access collections, shared with them previously.
Close a project
  1. Go to the Projects tab in the top level menu.
  2. Find a project you want to close and move the cursor over the project tile (when you are in the tiles view) or over the project row (when you are in the table view).
  3. Find the context menu icon
    located in the top-right corner of the tile (or far right end of the table row). Click the icon and select the Close Project option. The Close Project confirmation window will appear.
  4. Click Close to confirm.
Note!
  • You can close only projects which are in Active stage.
  • When required, It is possible to make the project active again. Learn how to Reactivate a project.

08. Reactivate a project

Who can reactivate the project?
Project team members with project owner privileges can reactivate a project.

If you need to reactivate the project and let the team continue working on it, you can do so whenever you need to.

The projects in the Closed stage are available for a project team in a read-only mode for as long as needs be. In the Closed stage no changes to the project team, structure or outcome(s) are allowed.

Reactivate a project
  1. Go to the Projects tab in the top level menu.
  2. Filter Closed projects with the drop down project status filter (next to the search icon)
  3. Find a project you want to reactivate and move the cursor over the project tile (when you are in the tiles view) or the project row (when you are in the table view).
  4. Find the context menu icon
    located in the top-right corner of the tile (or far right end of the table row). Click the icon and select the Reactivate Project option. The Reactivate Project confirmation window will appear.
  5. Click Reactivate to confirm.
Note!
  • You can reactivate only projects which are in the Closed stage.
  • All collections of a Closed project are locked. After project reactivation, remember to unlock selected collections if needed.
  • All collection shares were removed at the time of project closure. If you need to share a selected collection with clients, you have to do it again.

09. Archive a project

Who can archive a project?
Project team members with project owner privileges can archive a project.

You can archive a project which is not vital for your organization anymore. Think of the Archived stage as a Recycle Bin or Trash for your projects. If the project is in the archived stage you can always restore it (when needed) or permanently delete the project to free up a storage disk space

Archive a project
  1. Go to the Projects tab in the top level menu.
  2. Filter Closed projects with the drop down project status filter (next to the search icon)
  3. Find the  project you want to archive and move the cursor over the project tile (when you are in the tiles view) or the project row (when you are in the table view).
  4. Find the context menu icon
    located in the top-right corner of the tile (or far right end of the table row). Click the icon and select the Archive Project option. The Archive Project confirmation window will appear.
  5. Click Archive to confirm.
Note!
  • You can archive only projects which are in the Closed stage.
  • Archived projects are not accessible for team members. You can only list the archived projects but you cannot view their content.
  • When required, It is possible to restore a project to a Closed stage again. Learn how to Restore a project.
  • You can also delete the archived project permanently to free up a storage disk space in Motifray workspace. Learn how to Delete a project.

10. Restore a project

Who can restore a project?
Project team members with project owner privileges can restore a project.

When needed, you can restore a project and move it back from Archived to Closed stage. After restoration (in the Closed stage) the project is accessible for other team members again. Think about the project restoration as restoring your files from the recycle bin

Restore a project
  1. Go to the Projects tab in the top level menu.
  2. Filter Archived projects with the drop down project status filter (next to the search icon)
  3. Find a project you want to restore and move the cursor over the project tile (when you are in the tiles view) or the project row (when you are in the table view).
  4. Find the context menu icon
    located in the top-right corner of the tile (or far right end of the table row). Click the icon and select the Restore Project option. The Restore Project confirmation window will appear.
  5. Click Restore to confirm.
Note! You can only restore projects which are in the Archived stage.

11. Delete a project permanently

Who can delete a project?
Project team members with project owner privileges can permanently delete a project.

When needed, you can delete a project permanently and free up storage space used by the project files in Motifray workspace.

Warning! Deleting a project permanently is an operation that cannot be undone. All project files, collections, customer communication, comments and approvals are also permanently deleted.  When done, it cannot be restored.
Delete a project
  1. Go to the Projects tab in the top level menu.
  2. Filter Archived projects with the drop down project status filter (next to the search icon)
  3. Find a project you want to delete and move the cursor over the project tile (when you are in the tiles view) or the project row (when you are in the table view).
  4. Find the context menu icon
    located in the top-right corner of the tile (or far right end of the table row). Click the icon and select the Delete Project option. The Delete Project confirmation window will appear.
  5. Click Delete to confirm.
Note! You can only delete projects which are in the Archived stage.
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