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Editing Projects

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Workfront enables you to easily edit your projects as often needed. We recommend that you edit projects minimally after they become Current, to avoid confusion by sending out notifications about the changes to the entire project team. You should ideally edit a project when the project is in Planning status. 

You must have a Plan license and Manage permissions to a project to be able to edit it. 

Editing a Project

To edit a project:

  1. Navigate to the project you want to edit.
  2. Do either of the following:
    • Select the Project Details tab.
      To edit fields that are associated with a specific sub-tab, navigate to the sub-tab to edit the information under that sub-tab. 

      Or
    • Click Edit Project.


      The Edit Project box opens. The sections in this box contain the same fields available in the sub-tabs of the Project Details tab. 
  3. Considering specifying information in any of the following sections:

Overview

  1. Begin editing your project as described above.
  2. Click Overview.
    Edit_Project_Overview.png

  3. Consider the following:
    Name: Specify a name for the project.
    Description: Add additional information about the project.
    URL: Specify a web link that relates to information about this project. 
    Schedule From: Specify whether the project is scheduled from the Start Date, or from the Completion Date. This selection determines the planned dates of the tasks on the project.
    - Schedule From Start Date: The first task of the project has the same Planned Start Date as the project. The project timeline calculates from the Start Date and the Completion Date of the project is calculated by the system, based on the duration of all the tasks. 
    - Schedule from Completion Date: The last task of the project has the same Planned Completion Date as the project. The project timeline calculates from the Completion Date and the Start Date of the project is calculated by the system, by subtracting the duration of all the tasks from the Completion Date of the project. 
    Planned Start Date: Specify the date when you select Schedule From Start Date.
    This is a read-only field when you select Schedule from Completion Date.
    Planned Completion Date: Specify the date when you select Schedule from Completion Date. This is a read-only field when you select Schedule from Start Date
    Condition Type: Select between the following Condition Types:
    Manual: The project owner sets the condition on the project manually. Select from the following options:
    -- On Target
    -- At Risk
    -- In Trouble
    - Progress Status: Workfront automatically sets the condition based on the Progress Status of tasks on the Critical Path. For more information about understanding Progress Status, see "Understanding Progress Status."
    Priority: This is just a visual flag for you which allows you to prioritize your projects. Select from the following options:
    - Low
    - Normal
    - High
    - Urgent
    Depending on the Project Preferences selected by your system administrator, the names of priorities might be different for you. For more information about editing priorities, see "Customizing and Creating Priorities."
    Status: Select the status of the project. For more information about project statuses, see "Understanding Project Statuses."
    Project Owner: The user specified in this field is added to the project team and is automatically given manage permissions to the project. The user who is designated as the Project Owner must be a Workfront active user. 
    Project Sponsor: The specified user is added to the project team and is automatically given view permissions to the project. The user who is designated as the Project Sponsor must be a Workfront active user. 
    Resource Manager: The specified user is automatically given manage permissions to the project and can assign resources to the tasks and issues of the project. You can specify more than one Resource Manager. 
    Group: Specify a Group associated with the project. 
    Company: Specify a Company associated with the project.
  4. (Optional) Continue editing the following sections, depending on the information you want to modify.
    Or
  5. Click Save Changes.

Finance

  1. Begin editing your project as described above.
  2. Click Finance.
    Edit_Project_Finance_.png
  3. Consider the following:
    Performance Index Method: Specify whether the Earned Value metrics of the project are calculated using hours or costs. For more information about the Performance Index Method, see "Setting the Performance Index Method (PIM)." 
    Estimate at Completion: Specify how Estimate at Completion (EAC) calculates. Select from the following options:
    - Calculate at the project level
    - Roll up from tasks/ subtasks
    For more information about how the Estimate at Completion calculates, see "Calculating Estimate at Completion (EAC)."
    Budget: Specify a Budget for the project.
    Fixed Cost: Specify the Fixed Cost for the project. This is different than the Labor Cost which comes from the hours on the project and the Expense Cost which comes from the amount of expenses on the project. The Fixed Cost of a project is taken into account when calculating the Net Value of a project and it is part of the Budgeted Cost. 
    Fixed Revenue: Specify the Fixed Revenue for the project.
    Project Currency: Specify the currency for the project, if it is different than the default currency of your system. You cannot change the currency of a project if there is already financial information on the project. This field is not visible if you have only the default currency in the system. 
    For more information about currency, see "Setting up Exchange Rates."
    Require time to be approved for this project: Select this option to require the Project Owner to approve time logged on the project. If you are using Billing Records and you select this option, only the approved hours on the project appear as available billable hours for the Billing Records. Approving time on the project is independent of approving timesheets. For more information about requiring time to be approved on a project, see "Requiring Time to Be Approved on a Project."
  4. (Optional) Continue editing the following sections, depending on the information you want to modify.
    Or
  5. Click Save Changes.

Portfolio

  1. Begin editing your project as described above.
  2. Click Portfolio.
    Edit_Project_Portfolio.png
  3. Consider the following:
    Portfolio: Specify a Portfolio for the project. You must create a Portfolio first, before it appears in the drop-down list. For more information about creating portfolios, see "Creating Portfolios."
    Program: If you selected a Portfolio for the project, specify a Program for the project. Some Portfolios might not have Programs. You must create a Program first, before it appears in this drop-down list. For more information about creating programs, see "Creating Programs."
    Planned Benefit: Specify the Planned Benefit of the project which is used in the Business Case of the project and the Portfolio Optimizer. For more information about the Planned Benefit of a project, see "Understanding the Planned Benefit of a Project." The Planned Benefit of a project is taken into account when the Net Value of a project is calculated. For more information about using the Portfolio Optimizer, see "Using the Portfolio Optimizer." 
    Actual Benefit: Specify the Actual Benefit of the project. This represents the amount of money your company or department would benefit from after this project is complete. 
  4. (Optional) Continue editing the following sections, depending on the information you want to modify
    Or
  5. Click Save Changes.

Settings

  1. Begin editing your project as described above.
  2. Click Settings.
    settings_in_edit_project.png
  3. Consider the following:
    Milestone Path: Select a Milestone Path for the project. For more information about Milestone Paths, see "Creating a Milestone Path."
    Completion Mode: Controls how the project is marked as Complete. Select from the following options:
    - Automatic: The project is marked Complete when all the tasks and issues are completed.
    - Manual: You have to manually select the Complete status for the project, when all the tasks and issues are completed. 
    Summary Completion Mode: Controls how the parent tasks are marked as Complete. Select from the following options:
    - Automatic: The parent tasks are marked Complete and they update their percent complete automatically, as the children tasks are completed and the percent complete of the children is updated.
    - Manual: You have to manually update the percent complete and the status of the parent tasks, independently of what changes are made to the children tasks. 
    Update Type: Controls when the changes you make to the project timeline are saved on the project. For example, the following changes to the project trigger an update to the timeline  of the project:
    - update the dates of tasks;
    - change predecessor relationships;
    - change parent-child relationships, adding or removing assignments in addition to changing the task constraint or duration type.
    Select from the following options:
    - Automatic and On Change (Default setting): The project timeline is updated each time a change occurs in the project or in another project that the project is dependent on (On Change). The project timeline is also updated each night (Automatic). 
    This is the recommended setting for this field because it ensures that the project is always up to date.
    When you perform an action on a task or project that triggers a timeline recalculation, all available dates are immediately displayed, allowing you to continue working. On projects with more than 100 tasks, dates that require longer recalculations display briefly as a question mark (between 1 and 5 seconds, or up to a minute for large projects). This indicates that the recalculation is not yet finished, and the dates are subject to change.
    - Change Only: The project timeline is updated each time a change occurs in the project or in another project that the project is dependent on. You might want to select this option if changes rarely occur in the project or in other projects that the timeline is dependent on.
    - Automatic Only: The project timeline is updated each night; the timeline is not updated immediately after changes are made.
    You might want to select this option if many changes occur each day in the project or in other projects that the timeline is dependent on. However, be aware that you chose this setting, as the project will not update at the same time that the changes are made. 
    - Manual Only: The project timeline is updated only when you select the option to Recalculate Timeline, as described in "Manual Recalculation".
    You might want to select this option if you are making many changes to the project at one time, and you want the timeline recalculation to occur after all of the changes have been made (rather than after each individual change).  
    Schedule: Select a schedule for your project. This should be the same schedule assigned to most people that are working on the project. You must create a schedule before you can assign it to a project or a user. For more information about creating schedules, see "Creating Schedules." If you have not created custom schedules in your system, the Default Schedule is selected.
    Resource Leveling Mode: Select from the following options:
    Manual: you must manually level your resources (this is the default setting)
    - Automatic: Workfront levels your resources.
    For more information about Resource Leveling, see "Resource Leveling." 
    Risk: Define the level of risk of your project. The risk is just an indicator of how risky a project can be. You can prioritize the execution of your projects based on the level of risk.
    Consider selecting from the following levels of risk:
    - Very Low
    Low
    - Medium
    - High
    - Very High
    Legacy Resource Pool: Specify the Legacy Resource Pool associated with the project. Legacy Resource Pools allow you to manage your job role allocations for the tasks in the project, according to the timeline of the project. You can also select a Legacy Resource Pool in the Resource Estimates section of the Business Case, as you are planning the project. For more information about Legacy Resource Pools on the Business case, see "Applying Legacy Resource Pools to the Business Case."
    You must create a Legacy Resource Pool before you can assign it to a project. For more information about creating Legacy Resource Pools, see "Working with Legacy Resource Pools."
    Resource Pools: Specify the Resource Pools associated with the project. Resource Pools are collections of users that are needed at the same time for the completion of a project and allow for project budgeting in the Resource Planner. For more information about Resource Pools, see "Working with Resource Pools."
    NOTE When you edit projects in bulk, only the Resource Pools that are common to all the projects selected appear in this field. If the projects selected have no shared Resource Pools, this field will be empty. The Resource Pools you specify here will overwrite the projects' individual Resource Pools.
    Approval Process: Select the Approval Process you want to associate with the project. You must create an Approval Process before you can associate it with a project. For more information about creating Approval Processes, see "Creating Approval Processes."
    Filter Hour Types: Consider the following:
    Select No to make all project-specific hour types available on the project. (This is the default selection)
    Or
    Select Yes to make only a subset of the project-specific hour types available on the project, then select the hour types you want to make available. (Hold the Shift key to select multiple hour types.)
    If you select this option, only the hour types you select are made available to select when logging hours on the project (or on tasks and issues within the project). You must select at least one hour type; if you select this option and you do not select any hour types, all hour types are made available on the project.
    The same hour type selections must be made at the individual user level in order for the user to see these hour type options on the project. For more information about defining hour types at the user level, see the section "Defining Availability at the User Level" in "Recording Time."
    Reminder Notification: Select the Reminder Notification that should be associated with the project. You must configure Reminder Notifications for projects for this field to appear during editing a project. For more information about configuring Reminder Notifications, see "Setting Up Reminder Notifications."
  4. (Optional) Continue editing the following sections, depending on the information you want to modify.
    Or
  5. Click Save Changes.

Access

This is linked in other articles, don't rename section.

  1. Begin editing your project as described above.
  2. Click Access.
    Access_section_on_editing_project.png
    Specify the following Access information for the project:
    When someone is assigned to a task: Select from View, Contribute, or Manage access to a task. The user assigned to a task is automatically granted this access to the task. 
    Also grant access to the project: Select from View, Contribute, or Manage access to the project. The user assigned to a task is automatically granted this access to the project, as well. 
    When someone is assigned to an issue: Select from View, Contribute, or Manage access to an issue. The user assigned to an issue is automatically granted this access to the issue. 
    Also grant access to the project: Select from View, Contribute, or Manage access to the project. The user assigned to an issue is automatically granted this access to the project, as well. 
    When someone submits a request: Give them access: Select from View, Contribute, or Manage access to the request. When they submit a request to the project, they are granted this access to the request they submitted.
    People from the same company will inherit the same permissions for all requests: Select this field if you want people from the same company to have the same access to all the requests on the project, whether they submitted them or not.
    When someone is given access to this project: Give them access to ...: Select the access options that you want users to have on the project, if the project is shared with them. Select the specific options for their access, if they are designated as Viewers, Contributors, or Managers when sharing the project with them. 
  3. (Optional) Continue editing the following sections, depending on the information you want to modify.
    Or
  4. Click Save Changes.

Custom Forms

  1. Begin editing your project as described above.
  2. Click Custom Forms.
    Custom_forms_on_editing_projects.png
  3. Select the custom form or forms that you want to associate with the project. You must build the custom forms before they are available to select in this field. For more information about building custom forms, see "Creating Custom Forms." You can add up to ten custom forms to a project. 
  4. (Optional) Continue editing the following section, depending on the information you want to modify.
    Or
  5. Click Save Changes.

 Comment

  1. Begin editing your project as described above.
  2. Click Comment.
    Comment_on_editing_a_project.png
  3. Specify a comment that you want to display in the updates stream of the project in the available field. This comment is visible for everyone with View access to the project and with access to view Notes.
  4. Click Save Changes.
    Your changes will be submitted for this project. Any notifications that are triggered by making edits to the project and meet the conditions to be sent at this time, will now be sent to the users who subscribe to them. 

Editing Projects in Bulk

You can edit projects in bulk and update all their information at the same time. 

To edit projects in bulk:

  1. Navigate to the Projects area in the Global Navigation Bar.
  2. Select the Projects tab.
  3. Select several projects in the list.
  4. Click Edit.
    The Edit Projects dialog box opens.
  5. Specify the information on all selected projects. 
    Editing the information on all projects is identical to editing information on one project.
    For more information about editing a project, see "Editing a Project."
    NOTE The information you are changing on all the projects selected will override the existing information on individual issues, except for the Resource Manager field. Adding a new resource manager in bulk edit will add that manager to all the selected projects. If other resource managers are associated with the selected projects, they will remain on the projects in addition to the one added through bulk edit. 
  6. Click Save Changes
    All changes you made are now visible on all the selected projects. 

For information about editing projects in bulk, including custom form data, see "Bulk Editing." 

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The Resource Pools part also duplicates in the "Working with Resource Pools" article - https://support.workfront.com/hc/en-us/articles/115003216347