edison365 - Quick User Guide

First Published July 2021 Version 1.7

 

Contents

1. User Interface
   1. Home Page
   2. Project Cards
   3. Business Case Cards
   4. edison365 Suite Banner
   5. Discover Page
   6. Search and Filtering
   7. Personal Page
   8. Project Page
   9. Business Case Page
   10. Case and Project Forms
   11. Case and Project Forms - Tables
2. Creating a Project
3. Creating a Project - External Projects
4. Creating a Project - Microsoft Projects
5. Creating a Business Case
6. Field, Table, and Button Descriptions
7. Updating/Maintaining a Case or Project
8. Stage Reviews
9. Reviewing a Case or Project
10. Assigning Roles
11. Case or Project Versions
12. Supporting Documents
13. Email Notifications - Business Cases
14. Email Notifications - Projects
15. Teams Integration
16. Read Only Access
17. Reports
    
    

 

1. User Interface

 

Home Page

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Project Cards

                                 

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Business Case Cards

                                   

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edison365 Suite Banner

                     

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Discover Page

   

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Search and Filtering

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Personal Page

If you are assigned as an owner to a table item you can manage your work items via the My Work tab. From here you can edit any work item assigned to you and also create any new items. The below image is a visual representation of the My Work tab and the functionalities:

 

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Project Page

     

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Business Case Page

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Project and Case Forms

                   

All fields from a form that is assigned to a Case or Project Type will be displayed here. In edit mode the fields will be opened to enter data to them. Some fields or tables assigned to a form maybe set as read only so data cannot be entered. These are highlighted in grey and cannot be altered. Some fields will be mandatory to complete the form, these are marked with a *. If a form does not have any tabs set the form will be displayed in full on the project tab. Some sections of a form can also have a header included. This will only apply to single column zones and is set by an Administrator.

If the Case or Project Type you are working with has stages each stage can have separate rules applied.

Administrators can also set pre-populated data to a field on a form for a specific type. If an admin sets pre-populated data, this will be set when a new Project for the designated type is created.

A form will occasionally include buttons. When selected, the buttons will redirect you to a URL or function that has assigned to that button.

Only one user can edit a Case/Project at a time. Whilst a user is in edit mode the Case/ Project will appear as checked out (See image for reference message). If two or more users try to edit the Project at the same time an error will be displayed depending on the action executed.

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Project and Case Forms - Tables

Filters can also be applied to table data to display specific data. To access the Filters click on the Filters on the View section. This will open a filter block where you can select any text fields from the table. Once you have selected which fields to filter by and then which operator to use. There are 2 options Equals where the value filtering by has to match exactly. The other option is Contains which is where a partial match can be used. The last filter field is Value which is the value of the text field on the table you wish to filter by. You can add multiple rows to filter by when you click on the Add More button. This will add a blank row for you to filter by. You can remove any additional filter options by clicking the Remove button which will remove the filter row. Once all filters have been click the Apply button to filter the table data based on the options set. To remove a filter click the Clear button which will revert the table to display all of the data.

Task tables include a view where data can be displayed as a Gantt chart. When in edit mode click on the Timeline view and the table will be displayed in the Gantt view. From here the

task data can be edited by dragging the bars for the tasks or milestones. Below is a summary of the data and functions.

When a Periodic table type is added the table will start from the month used in the Year Start option set by your Administration team. Below is a Weekly Periodic table where the Year Start has been set to January.

As you can see the table starts on w/c 27 Dec even though the Year Start has been set to January. This is due to weeks using the weekday order of Monday to Sunday. In this example January starts on a Saturday so the table starts 27th December as that is the Monday prior to the start of January. This also applies to the end of the month so if the end of the month is a Friday part of the following month will be included in the weekly period.

An update to Yearly periodic tables are multiple years are now displayed on the table rather than just one year that has to be scrolled. 

 The table will start from the previous year to the current year and will include 8 years. To view previous and future years use the scroll arrows on the year selector.

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2. Creating a Project

When assigned to a Project type as an Owner you will have the ability to create Projects for that type. From the Home page if you want to create a project click on the Create a Project button:

If you are assigned to a single Project type the form for that type will open automatically. If you are assigned to multiple Project types a list of assigned Types is displayed when clicking on the Create a Project button. Once selected the form for the chosen type will be displayed

Once opened complete the form and choose one of the following options:

Save – Saves the current state of the project and remains open for further changes.

Save and Close – Saves the current state of the project and returns to view mode.

Cancel – The project will not be created and any data for the project entered will not be saved.

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3. Creating a Project - External Projects

Some Project Types can be used to surface Project Online Projects. When a Type that is selected that allows Project Online surfacing an additional window will be displayed before the project form is displayed.

                                               

Once the Project Online project is selected it will be highlighted and the OK button can be used. Once the OK button is clicked the Form for the Type will be displayed as normal.

Projects from edison365projects and Project Online can be differentiated by the icon on the top right corner of the project card.

                                     

The Project Online projects have the Project Online icon and the edison365projects projects have the edison365projects icon. The icons are also displayed on the Properties page of the project.

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4. Creating a Project - Microsoft Projects

The Projects module can be configured to allow projects to be created from a Microsoft Project mpp file. If a type is configured to support this the following will be displayed after the type is selected when creating a Project.

                                                       

Once the modal is opened you can select whether to use an existing mpp file or create a new file.

To create a project from a new mpp file ensure the option of ‘Create New MSP Project’ is selected. Once selected click the OK button which will take you to the project form for the type with the Title already set as the name for the mpp file. This can be changed if required.

To create a project from an existing mpp file ensure the option of ‘Use Existing MSP Project File is selected. Once selected the files names below this option can be selected. When an mpp file is selected click OK and this will automatically assign the title and any tasks from the file to the designated tasks table on the form. Once the existing option is selected you can also enter search criteria in the Name Filter to narrow the name list.

Each mpp file is stored in your SharePoint site under the edison365 MPP Files section of the Site Contents. Any mpp files can be uploaded here and any created will also be stored in this location. Once added they will be added to Select the MPP file modal.

                   

One major difference on a project created from an mpp fille is the tasks table data is read only and populated directly from the file. To refresh the data, click on the arrow icons above the zoom slider. Once clicked this will pull any new tasks data to the table. 

You can also access the mpp file by clicking on the MS Projects icon next to the refresh icon.

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5. Creating a Business Case

When assigned to a Case type as an Owner you will have the ability to create Business Cases for that type. From the Home page if you want to create a Case click on the Create a Case button:

If you are assigned to a single Project type the form for that type will open automatically. If you are assigned to multiple Project types a list of assigned Types is displayed when clicking on the Create a Project button. Once selected the form for the chosen type will be displayed

Once opened complete the form and choose one of the following options:

Save – Saves the current state of the project and remains open for further changes.

Save and Close – Saves the current state of the project and returns to view mode.

Cancel – The project will not be created and any data for the project entered will not be saved.

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6. Field, Table, and Button Descriptions

Some fields, tables, and buttons will have a Description added by the Administrator to give more context about the field such as what the field is used for and any rules on the field.

When a description is added to a field it will be displayed as the below on a form. The image below represents a field. When added to a table the same icon will be displayed.

If you click on the icon to the right the description set for the field will be displayed as follows

To close the description simply click away from the icon and the description be removed.

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7. Updating/Maintaining a Project or Case

At times, all of the data required to complete a Case or Project will not be available to the user when first created. As a Process Manager of a Type, you will be able Edit the Case or Project to add the additional data or make any other changes. Such as assigning users, attaching or removing documents, and selecting the currency of the Case or Project. To do this open the relevant Case or Project and click on the Edit button.

                                             

This will open the Case or Project in Edit mode and changes can now be made to the form and any other sections of the Case or Project where it is allowed depending on user rights. Once the changes have been made Click Save and Close the project to confirm the changes.

If a Case or Project is no longer required it can be deleted by the owner(s) of the Case or Project. To do so click on the Delete button. This will trigger a confirmation message. If Yes is selected the Case/ Project will be deleted. If No is selected the Case/ Project will remain as it is.

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8. Stage Reviews

On a Business Case or if enabled for a Project and you are assigned as a Process Manager your role will be to progress the case or project through the various stages. If you are happy with the current stage and wish to progress the project, further click on the Stage Review Button.

                                           

Once the Stage Review is button is clicked a sub menu will be displayed where you can select the stage to progress the case or project to. Click on the ‘Change Stage to:’ dropdown which will open the list of possible stages. Now select the stage to progress to and Click OK and add an optional comment to support the reason. This will now move the project to that selected stage

                                         

                                             

Depending on how your stages are configured you will either move the Case or Project to an Open Stage or an Under Review stage. The easiest way to know is by looking at the shape of the stage indicator on the the progress bar. If it is a square shape that is an Open stage and if it is a diamond shape that is an Under Review Stage.

Both Open and Under Review stages follow the same process in how they are moved from stage to stage. The only major difference is when a Case or Project is in an Open stage the Owner of the Case or Project will need to click on the Submit button (pending any case or project changes). Once clicked the Process Managers assigned to the Case or Project will receive an email notification to advise them the Owner is happy for the case to be moved to the next stage. When the Case or Project is an Under Review stage the Process Manager will need to assign reviewers (these can be set manually or automatically assigned at type level). Once the reviewers have carried out a review the Process Manager will receive a notification of the individual responses and one last notification once all reviewers have carried out a review. From here the Process Manager can determine the best cause of action for the Case or Project.

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9. Reviewing a Business Case or Project

If a case or project type is in a stage that is an Under Review stage, a Process Manager will need to ensure at least one reviewer is assigned. If the process manager moves a project into a 'Review' stage, a set of reviewers will be automatically assigned if the Administrator includes them on the Project Type.

If a project is in a Review stage and you are assigned as a Reviewer to allow the Process Manager to progress the Project, you will need to review the project. If this is the case the following button will be displayed on the Project page:

                                     

To review the Project, click on the Review button which will open the following modal:

   

From here you can Reject the review if needed but if you want to Approve the stage ensure a tick is added to the Task list. Once a tick is added to all tasks the Approve button can be clicked.

       

Once the Approve or Reject button is clicked your decision will be stored in the Reviewers for the stage and in the History tab.

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10. Assigning Roles

Each Case or Project will require specific roles. When a case or project is created you will be automatically assigned as an Owner. From here you can also assign any additional Owners. To assign a user to a specific role ensure the project is in Edit mode and click on the Management tab. From here click on the Access sub tab and click on the blue downward arrow on the role to open the user controls. All of the possible users for the role will be in the grey section on the left and all users currently assigned will be in the white section.

To assign a user to the desired role click and drag the user to the drag drop zone to add them to the role. Click on the Save or Save and Close to assign the user to that role. To delete a user from a role open the user controls in edit mode for the role and click on the blue bin icon next to the users name which will remove them and re-add them to the available list.

If a user group has a number of users linked to the group a search field is added at the top of each role when expanded. To search for a user place the cursor in the text box and start entering the name of the desired user(s) to search. Once the search criteria is entered the users will be filtered to display only those with the matching criteria.

In the example below 'ja' has been entered so all users with in their name will only be displayed. Once the search criteria has been removed all users will be displayed again.

The Reviewers role users are all automatically assigned when the project is moved into a specific stage. All of the reviewers are assigned by an Administrator when the Type is created and can be added anytime.

Reviewers can also be assigned on an Ad-Hoc basis. To add a new reviewer open the user controls for the Reviewers and click on the textbox within the controls. Enter the name of the additional reviewers which will match to any users. Click on the user to add which will then add them to the list of current reviewers.

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11. Versions

An Admin, Owner, or Manager of a Case or Project you can create different versions to keep track of any changes made to a Case or Project at any time. On each Case or Project a Create Version button is placed on the form. 

                                             

Once clicked the Create Version modal will open. Now you can add a comment for the version creation and click Save which will create the new version.

                                   

Once a version is created it can be viewed by clicking on the Select Version drop down and selecting the version number. This will then display the data of the Case or Project at the time the version as created.

                                               

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12. Attaching Documents

An Admin, Owner, or Manager of a Case or Project you may want to include additional documents to support the Case or Project. Each Case or Project has a Documents tab (depending on the document library used). Once clicked this will display the documents page for the Case or Project. An administrator may also include documents to be attached automatically to a specific Project type at time of creation. These will automatically be added when a new Case or Project is created for that Type.

Depending on the type for the case or project will determine which document management library is used. If the type is configured to use No Documents the documents tab will be missing:

If either Documents in SharePoint or Documents outside of edison365 is selected the Documents tab will be displayed

If your case or project type uses the Documents in SharePoint document management library option the following will be displayed in the UI. To upload a document click the Browse button which will open a File Explorer window where you can select which documents to upload. Once the files are elected they will appear in the Upload File box. Once happy with the documents click the Upload button to add the documents. 

       

To delete an uploaded document ensure the case or project is in Edit mode and click the Delete button next to the relevant document.

   

To view an uploaded document ensure the project or case is in View mode and from the Documents tab click on the relevant document you wish to view. 

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13. Email Notifications - Business Cases 

If an administrator has enabled email notifications, there are certain actions that will trigger an automatic email notification to certain users when the actions

have been carried out. These actions are as follows along with an example of the email templates:

• Business Case Created > All possible process managers will be notified.
• Business Case Owner Assigned > Assigned Case Owners notified.
• Business Case Submitted > All possible Process Managers will be notified.
• Business Case Stage Changed > All assigned Owners when a Process Manager changes the stage.
• Business Case Review Assigned > Any Reviewers listed or added.
• Business Case Review Actioned > All Process Managers when a reviewer has reviewed a stage.
• Business Case Review Completed > All Process Managers when all Reviewers have reviewed a stage

Below is an examples of what the notifications will look like.

                 

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14. Email Notifications - Projects

If an administrator has enabled email notifications, there are certain actions that will trigger an automatic email notification to certain users when the actions

have been carried out. These actions are as follows along with an example of the email templates:

• Project Created > All possible project owners will be notified
• Project Owner Assigned > Assigned Project Owners notified.
• Project Submitted > All possible Process Managers will be notified (If stages are enabled)
• Project Stage Changed > All assigned Owners when a Process Manager changes the stage (If stages are enabled)
• Project Review Assigned > Any Reviewers listed or added (If stages enabled)
• Project Review Actioned > All Process Managers when a reviewer has reviewed a stage (If stages are enabled)
• Project Review Completed > All Process Managers when all Reviewers have reviewed a stage (If stages are enable

Below is an examples of what the notifications will look like.

                       

 

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15. Teams Integration

If your administrator has enabled the Teams feature you can link a Case or Project to a Team in Microsoft Teams. When in edit mode for a Case or Project you can link them to a Team by clicking the Link to a Team text on the Teams tab (image below).

The image below also shows how a link to a Team is displayed when set. In edit mode the link can be deleted by clicking the bin icon next to the tab name. To view the Team click on the tab name and this will open the Team in the Teams app or the Teams browser depending on your selection.

Once clicked Microsoft Teams will authenticate your user account to ensure you have authority to link the Project to a Team. Once the authentication is complete a window will open where you can assign an existing any Team that you are a member of, or you can create a new Team.

                       

When an existing Team is selected the first below image is displayed. From here you can select any Team that you are a member of to link your Project to. The second image is the form that needs to be completed to create a new Team. If a new Team is created the following info is required:

• Team Name – The name as displayed in Teams that the Case or Project will be linked to.
• Team Email – The email address that you wish to associate the Team with to manage any memberships and any other management tasks.
• Team Description – Information on the Team that is displayed to users when they request access to the Team.
• Visibility – If set to Private only members will see the Team. If set to Public, all users can view the Team and request access.

       

                       

Once a Team has been assigned a Channel will need to be set. Again, you can assign an existing Channel from the selected Team or a new channel can be created. 

If you decide to use an existing channel you will need to use the Select from an existing channel option which will display the following:

Should you choose to use an existing channel a drop down of all channels for the team will be displayed. Should you wish to create a new channel you will be presented with a new window where you need to enter the following:

• Channel Name: The name you wish to give the channel.
• Channel Description: A brief summary of the channel and its purposes.

Once the Channel is assigned the Tab will need to be set. Like Channels, an existing tab can be selected or a new tab can be created. If you select an existing tab the project assigned to that tab previously will no longer be assigned. If you choose to create a new tab a window with a Tab Name textbox will be displayed where you can enter the tab name.

       

Once the Team, Channel and Tab have been configured a summary of the Them will be displayed. If happy with the Team configuration click the Link to Teams button. You can go back to previous steps by clicking the Back button. You can also leave the cancel the linking by clicking the Cancel button.

                         

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16. Read Only Access

A user who is not assigned a role to a Case or Project or even a Case or Project type can be assigned as a reader. This can be assigned by an Admin, Project Owner or Project Manager. If a user is assigned as a reader the Project will be added to the designated users Home, Discover, and Personal pages in the relevant carousels. Once the user accesses the Project they will have no authority to edit or manage the Project and can only view all the data. This can be granted in the Management tab when in edit mode.

To assign a reader to the Project simply add the name of the user and a people picker will display any matches. Once the correct user is added click Save and Close and the user will be able to view that Project and no others for that Project Type.

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17. Reports

Each Case or Project Type can now be configured to include reports embedded into each Case Project for that type. These reports are Power BI reports so a Power BI license will be required to allow a user to view the report and the data for it. Below is an example of a project and each of the functionalities of the page.

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Last Updated: February 2022