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User Guide

Preferences

Preferences tab helps you to change the settings and the way certain information is displayed in
one or more tabs. This makes you convenient to use the web user interface according to your requirement.

Making Global Settings
The Global Settings action can be used to set values according one’s preference
which will be reflected across all other tabs.

Global Settings has the following attributes for Admin:

  • Global Look and Feel
  • Alerts
  • Time Zone
  • Date Format

Global Settings has the following attributes for other members.

  • Global Look and Feel
  • Alerts
  • Time Zone

Global Look and Feel
The settings under global look and feel helps you to set preferences related to the display
information in the ValleySpeak Project Server web interface. Under this settings there are two options.

  • Choose default project option allows you to choose a project from the list of
    projects which will be considered as the default project in all other tabs. By default,
    the value is set to the first project for which you are associated and if there are no
    projects, it will have the value None. The drop down will have projects with
    status not set to Archived or Deleted.
  • Number of records per page option can be used to specify the number of records or
    rows to be displayed in a page while listing in each tab. The number of records per page
    has a default value of 25.

preference-defaultglobalsettingspage User Guide

Figure: 14.1 Global look and feel.

Alerts
Alerts are used to notify you about the changes made to a project. The changes could be adding or
updating a task,adding or updating an issue, adding or updating a risk, a new message is posted,
a new document is added, approvals and disapprovals for the task progress.

Whenever any above changes has been made, all the Project Members will get an alert about the
change made. There are basically 2 types of alerts (see Figure: 14.1):

  • Send alerts through email option sends alerts through email whenever a change has been
    made. You can opt not to receive email alerts by uncheck the Send alerts through email
     check box . By default Send alerts through email is checked.
  • Send alerts through web access option displays alerts on the Dashboard page of the
    web user interface. Thus you get a notification of any changes made in any issues, tasks,
    forums or user settings etc., through the web user interface. By default Send alerts
    through web access     is checked. If you do not want any alerts to be displayed in the
    dashboard, then uncheck the Send alerts through web access check box.

Time Zone
Displays the current timezone in which the ValleySpeak Project Server is configured.

Date Format
The Date Formatoption allows you to select the prefered date format in the date
format drop down you can select either DD/MM/YY which is an Europe date
format or MM/DD/YY which is an US date format. By default the Date
Format will be set to DD/MM/YY.you can change the Date Format
by selectingMM/DD/YYfrom the drop down.

Editing Global Settings
To edit Global Settings, follow these steps (see Figure: 14.1):

  1. Click Preferences tab.
  2. On the action bar, click Global Settings action.
  3. Select any section of your choice for which you want to make changes.
  4. Edit the changes.
  5. Click Save & Close to save changes.
  6. Click Default to set the settings to the default values.
  7. Click Cancel to discard the changes.

Setting Preferences for various applications

Dashboard
If you want to view Dashboard preferences

  1. Click Preferences tab.
  2. On the action bar, click Dashboard action.

    3. Look and Feel for Dashboard gives you the options to set the following attributes
    (see Figure: 14.2):

    • Num of projects to be displayed field indicates how many projects needs to be
      displayed in the Project Status Overview block on the Dashboard. By
      default the number of projects to be displayed is set to 10.
    • Num of tasks starting today to be displayed field indicates how many tasks
      starting on the current day needs to be displayed in the Tasks block on the Dashboard.
      The default value is set to 5.
    • Num of tasks finishing to be displayedfield indicates how many tasks that are
      finishing on the current day needs to be displayed in the Tasks block on the
      Dashboard      . The default value is set to 5.
    • Num of overdue tasks to be displayed field indicates how many overdue tasks for
      the current day needs to be displayed in the Tasks block on the Dashboard.
      The default value is set to 5.
    • Num of issues to be displayed field indicates how many issues assigned to you
      needs to be displayed in the Issues block on the Dashboard. The default
      value is set to 10.
    • Num of documents to be displayed field indicates how many documents needs to be
      displayed in the Document block on the Dashboard. The default value is
      set to 10.
    • Num of upcoming milestones to be displayed field indicates how many upcoming
      milestones needs to be displayed in the Upcoming Milestones block on the
      Dashboard      . The default value is set to 4.
    • Num of new messages to be displayed field indicates how many new messages needs to
      be displayed in the Forums block on the Dashboard. The default value is set
      to 5.

preferences-dashboardpage User Guide

Figure: 14.2 Dashboard Preferences

Editing Dashboard Settings
To edit Dashboard follow these steps:

  1. Click Preferences tab .
  2. On the action bar, click Dashboard action.
  3. Edit the fields for which you would like to change settings for the corresponding blocks on
    the Dashboard.
  4. Click Save & Close to save changes.
  5. Click Default to set the default settings or click Cancel to
    discard the changes.

Once the changes have been updated, a message will be displayed (see Figure: 14.3).


preferences-messageafterpreferencesupdated User Guide

Figure: 14.3 Message after Preferences are updated

Resources
You can set the preference to receive an email notification when a resource of your project has
been over allocated. Whenever a resource is over allocated, the Project Manager would
receive an email notification that the resource has been over allocated(see Figure: 14.4) To set
this preference, follow these steps:

  1. Click Preferences tab.
  2. On the action bar, click Resources action.
  3. Check the Resources in my project are over allocated field to receive an email
    notifications. Uncheck the field if you do now want to receive email notifications. By
    default, this field will be checked(see Figure: 14.4 ).

    4. preferences-resourcespage User Guide

    Figure: 14.4 Prefernces for Resources
  4. Click Save & Close to save changes.
  5. Click Default to set default settings or click Cancel to
    discard the changes.

Once the changes have been saved a message will be displayed (see Figure: 14.3).

Tasks
You can set the preference to receive an email notification whenever a task assigned to you is
updated or a new task is assigned to you.

The following options are used for setting alerts for tasks (see Figure: 14.5) .They are:

  • Any Task is updated in my project field when checked, an email notification will be
    sent to you whenever any task assigned to you is updated. Uncheck this field, if you do
    not wish to receive any email notification of task updation. By default this field is
    checked.
  • Task assigned to me is updated or new task is assigned to me field when checked, an
    email notification will be sent to you whenever any task assigned to you is updated or a
    new task has been assigned to you. This option is not applicable if you are the owner of
    that project. By default this field is checked .
Note: Task assigned to me is updated or new task assigned to me option is
applicable to all the Team Members except the Project Owner.

preferences-tasks User Guide

Figure: 14.5 Prefernces for

Editing Tasks Settings
To edit task settings, follow these steps:

  1. Click Preferences tab if you are in some other tab.
  2. On the action bar, click Tasks action
  3. Check the appropriate fields for which you want to receive an email notifications. Uncheck
    the fields if you do now want to receive any email notifications.
  4. Click Save & Close to save changes.
  5. Click Default to set default settings or click Cancel to
    discard the changes.

Once the changes have been updated, a message will be displayed (see Figure: 14.3).

Calendar
To view Calendar preference:

  1. Click Preferences tab.
  2. Click Calendar.

Calendar action has the Email notification for Calendar
(see Figure: 14.6) It has the following options :

  • I am invited to a new meeting field when checked, an email notification will be sent
    to you if you are called for a meeting of the project of which you are a member. By default
    this field will be checked.
  • When meeting is approved/disapproved field when checked, an email notification will be
    sent to you(If you have called for a meeting) whenever the meeting participants approves or
    disapproves the invitation of a meeting.
Note:For more information about meetings, see “Scheduling A Meeting” and “Meeting
Approve and Disapprove” sections of chapter on “Calendars”.

preferences-calendar User Guide

Figure: 14.6 Prefernces for Calender

Editing Calendar
To edit Calendar follow these steps:

  1. Click Preferences tab.
  2. On the action bar, click Calendar action
  3. Check appropriate option for which you want to receive email notifications.
  4. Click Save & Close to save changes.
  5. Click Default to set to default or click Cancel to discard the
    changes.

Once the changes have been updated, a message will be displayed (see Figure: 14.3)

Timesheets
To view Timesheets preference:

  1. Click Preferences tab.
  2. Click Timesheets action.

Email notification for Timesheets (see Figure: 14.7).The following options are available. They
are:

  • Timesheet status is modified - If a new timesheet is assigned to you then its status
    will be Draft and it will go the owner of the project .Owner of the project may
    approve or disapprove it.In either of the case an alert will be generated for the owner
    of the project     and the owner of the timesheet. By default Timesheet status is
    modified     will be checked.
  • I am made a reviewer - If you are made a reviewer then you can Approve
    or Disapprove the timesheet .Based on this an alert will generated. By default
    I am made a reviewer will be checked.
For further information regarding Timesheets refer Chapter 6 Timesheet.

preferences-timesheet User Guide

Figure: 14.6 Prefernces for Timesheets

Editing Timesheets
To edit Timesheets follow these steps:

  1. Click Preferencestab.
  2. Click Timesheets action
  3. Select any section of your choice for which you want to make changes.
  4. Edit the changes.
  5. Click Save & Close to save changes.
  6. Click Default to get default settings or
  7. Click Cancel to discard the changes.

Once the changes have been updated, a message will be displayed (see Figure: 14.3).

Issues
To view Issues preference

  1. Click Preferences tab.
  2. On the action bar, click Issues action.

The following options are used to set email notifications for issues action(see Figure: 14.7) :

  • A new issue is assigned to me field when checked sends an email notification to you
    whenever a new issue has been assigned to you. By default this field is checked
  • Issue assigned to me is updated field when checked sends an email notification to you
    whenever an issue assigned to you is updated or modified. By default this field is checked .
  • A new issue is created in my project field when checked sends an email notification
    to you whenever a new issue is created by any Project Member in the projects owned by
    you. By default this field is checked.

preferences-issue User Guide

Figure: 14.7 Prefernces for Issue

To edit Issues follow these steps :

  1. Click Preferences tab.
  2. On the action bar, click Issues action
  3. Check the options for which you want to receive email notifications.
  4. Click Save & Close to save changes.
  5. Click Default to set to default or click Cancel to discard the
    changes.

Once the changes have been updated, a message will be displayed as (see Figure: 14.3)

Risks
To view Risks preference

  1. Click Preferences tab.
  2. On the action bar, click Risks action.

The following options are used to set email notifications for risks action (see Figure: 14.8) :

  • A new risk is assigned to me field when checked sends an email notification to you
    whenever a new risk has been assigned to you. By default this field is checked
  • Risk assigned to me is updated field when checked sends an email notification to you
    whenever an risk assigned to you is updated or modified. By default this field is checked .
  • A new risk is created in my project field when checked sends an email notification
    to you whenever a new risk is created by any Project Member in the projects owned by you.
    By default this field is checked.

preferences-riskpage User Guide

Figure: 14.8 Prefernces for Risks

To edit Risks follow these steps :

  1. Click Preferences tab.
  2. Click Risks risk
  3. Check the option for which you want to receive email notifications.
  4. Click Save & Close to save changes.
  5. Click Defaultto set to default or click Cancel to discard the
    changes.

Once the changes have been updated, a message will be displayed (see Figure: 14.3).

Forums
To view Forums preference

  1. Click Preferences tab if you in some other tab.
  2. On the action bar, click Forums action

Forums action has the option for setting alerts for forums action(see Figure: 14.9).

New Message posted field when checked sends email notification to you whenever a new
message is posted by Team Members. By default this field is checked.


preferences-forumpage User Guide

Figure: 14.9 Prefernces for Forums

To edit Forums follow these steps :

  1. Click Preferences tab.
  2. Click Forumsaction
  3. Check or Uncheck the option to receive or not to recieve email notifications.
  4. Click Save & Close to save changes.
  5. Click Defaultto set to default or click Cancel to discard the
    changes.

Once the changes have been updated, a message will be displayed (see Figure: 14.3).

Documents
To view Documents preference

  1. Click Preferences tab if you in some other tab.
  2. On the action bar, click Documents

There are 2 options for documents action(see Figure: 14.10) :

  • New Document Uploadedoption when checked sends an email notification whenever a new
    document is uploaded to a project for which you are a member. By default this is checked .
  • Document Modified option when checked sends an email notification to you whenever an
    uploaded document of the project for which you are a member is modified. By default this is
    checked.

preferences-documentpage User Guide

Figure: 14.10 Prefernces for Documents

To edit Document follow these steps :

  1. Click Preferences tab.
  2. Click Documentsaction
  3. Check the appropriate option for which you want to recieve email notifications.
  4. Click Save & Close to save changes.
  5. Click Defaultto set to default or click Cancel to discard the
    changes.

Once the changes have been updated, a message will be displayed (see Figure: 14.5).

My Settings
To view your user settings, follow these steps :

  1. Click Preferences tab.
  2. On the action bar, click My Settings action. This option is mainly used to
    change the Password field of the user (see Figure: 14.11).
  3. Type old password in the Old Passwordfield.
  4. Type new password in the New Password field and confirm the new password by
    entering it again in the Confirm New Password field .
  5. Click Save and Close. After updating new password successfully a message
    (see Figure: 14.12) will be displayed. If they are different then a message will be
    displayed as “Preference updated. Click here to see the Updated values”. Click
    Reset to clear all the fields. Click Cancel to discard the
    changes.

preferences-mysettingstochangepassword User Guide

Figure: 14.11 Settings to change Password

preferences-messagewhenpasswordchangedinmysettingspage User Guide

Figure: 14.12 Message after Setting to the Password