Celoxis User Guide
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Celoxis User Guide

Version 4.3

Copyright © 2001-2008 Celoxis Technologies, Pvt. Ltd.

Abstract

This document serves as a guide to the different concepts/features in Celoxis. It also describes how to use these features.

Table of Contents

1. Getting Started
1.1. Before you start
1.1.1. The Administrator account
1.1.2. Initial setup
1.2. Logging in
1.3. Understanding the user interface
1.4. Personal customizations
1.5. How information is organized in Celoxis
1.6. Managing projects
1.6.1. Starting a project
1.6.2. Adding Tasks
1.6.3. Assiging tasks to resources
1.6.4. Monitoring/Tracking a project
1.6.5. Updating task progress/Filling Time
1.6.6. Filling Time/Expense
1.6.7. Collaborating on a project
1.6.8. Project costing, budgeting and financial status (Optional and Advanced)
1.6.9. Closing a project
1.6.10. Security
1.7. Managing business processes (workflow)
1.8. Getting help
2. Company Configuration
2.1. Company Profile
2.2. Company Holidays
2.2.1. Adding Holidays
2.2.2. Deleting Holidays
2.3. Selecting Modules
2.3.1. Configuring Modules
2.4. Co-branding (only for product customers)
3. User Customizations
3.1. Personal Information, Time Zone and other preferences
3.2. Toolbar
3.3. Email Notifications
3.4. Dashboard (My Home)
4. User Management
4.1. Licensing
4.1.1. Licensed Users (users with login account)
4.1.2. Unlicensed Users (users without login account)
4.2. Users
4.2.1. Adding User
4.2.2. Archiving User
4.3. Client Accounts
4.3.1. Adding Clients
4.3.2. Converting a Contact into Client.
4.3.3. Editing client information
4.3.4. Controlling Client Privileges
4.3.5. Client Hierarchy
5. Security
5.1. Privileges
5.2. Roles
5.2.1. Pre-defined Roles
5.2.2. Dynamic Roles
5.2.3. Adding Roles
5.3. Security Policies
5.3.1. Role Privileges
5.3.2. Object Security Policy
5.3.3. How Security is Checked
5.4. Examples
5.4.1. Giving all access to everyone
5.4.2. Giving access to specific role
5.4.3. Making all folders and documents accessible to Knowledge Manager
6. Favorites
6.1. Favorite Items
6.1.1. Adding a favorite
6.1.2. Removing favorite items
7. Project Management
7.1. Project Categories
7.1.1. Adding a Category
7.1.2. Editing/Deleting Categories
7.1.3. Custom Fields
7.2. Project Phases
7.3. Project Team
7.3.1. E-Mailing Your Team
7.4. Project Attributes
7.5. 2-Way Synchronization with Microsoft Project
7.5.1. Importing tasks from Microsoft Project™
7.5.2. Exporting tasks to Microsoft Project™
7.6. Adding Projects
7.6.1. Creating a blank project
7.6.2. Cloning an existing project
7.6.3. Importing Microsoft Project ™
7.7. Editing Projects
7.8. Controlling project features
7.9. Viewing project health
7.10. Viewing projects
7.10.1. My Projects (I'm managing)
7.10.2. My Projects (I'm in the team)
7.10.3. My Favorite Projects
7.11. Gantt Charts
7.12. Project Collaboration
7.12.1. Task Notes, Email, Phone Logs, Folder
7.12.2. Project/Client Folder
7.12.3. Project/Client Forum
7.13. Project Financials
7.13.1. Project Cost
7.13.2. Project Billing
7.13.3. Cost Estimation and Budgeting
7.13.4. Tracking Project Financials
7.13.5. Earned Value Analysis (EVA)
7.14. Approval / Issues / Benefit / Risk tracking (Project Processes)
7.14.1. Starting Approval / Issues / Benefit / Risk processes in your project
7.14.2. Configuring project processes
8. Task Management
8.1. Task Attributes
8.2. Summary Tasks
8.3. Milestone Tasks
8.4. Critical Tasks
8.5. Dependencies
8.6. Task Constraints
8.7. Task Scheduling
8.7.1. 1 Person Day
8.8. Adding/Editing Tasks
8.9. Assigning Resources
8.9.1. Finding available resources
8.9.2. Reassigning tasks of a resource
8.10. Updating Task Progress (Update Status/Fill Time)
8.10.1. Updating status/Filling Time on your tasks
8.10.2. Actual Start and Finish Dates
8.11. Task Health
8.12. Viewing Update History
8.13. Viewing Tasks
8.13.1. My Tasks
8.13.2. Watching Tasks
8.13.3. Gantt Chart
8.13.4. Calendar View
8.14. Copying Tasks
9. Resource Management
9.1. Resource Work Calendars
9.1.1. The Default Work Calendar
9.1.2. Creating a Work Calendar (Assiging working hours to resources)
9.1.3. Modifying or Deleting a Work Calendar
9.2. Entering skill sets for resources
9.3. Viewing resource utilization
9.4. Understanding the resource utilization chart
9.5. Finding and resolving resource conflicts for a project
9.5.1. Finding resource conflicts for a project
9.5.2. Resolving resource conflicts
10. Time Tracking
10.1. Introduction
10.2. Time Entry Workflow
10.3. Billable and Costable Time
10.3.1. Non-Billable
10.4. User Cost Rates
10.4.1. Adding Default User Cost Rates
10.4.2. Changing User Cost Rates For A Project
10.5. Billing Rates
10.5.1. Specifying Billing Rates for a Project
10.6. Time Codes
10.6.1. Time Code Attributes
10.6.2. Adding Time Codes
10.6.3. Editing Time Codes
10.7. Filling Time
10.7.1. Filling Weekly Timesheets
10.7.2. Filling time on tasks
10.7.3. Filling time on closed projects
10.7.4. Editing time filled but not sent for approval
10.8. Approving time entries
10.9. Exporting data to your accounting system
11. Expenses
11.1. Introduction
11.1.1. Expense Codes
11.1.2. Billable and Costable Expenses
11.1.3. Adding Expenses
11.1.4. Approving expenses
12. Collaboration
12.1. Calendar
12.1.1. Event Types
12.1.2. Adding an event
12.1.3. Vacation Time
12.1.4. Setting up meetings with invites (Group Events)
12.1.5. Reminders
12.1.6. Viewing calendar of others
12.1.7. Exporting calendar to Microsoft Outlook™
12.2. Address Book
12.2.1. Adding Contact
12.2.2. Integration with calendar (birthdays, anniversary)
12.2.3. Sending multiple mails from address book
12.2.4. Convert Contact to Client
12.2.5. Per Contact folder
12.2.6. Communication History
12.2.7. Importing contacts
12.2.8. Exporting contacts
12.3. Emails
12.3.1. Sending Mail
12.3.2. Importing emails from Outlook Express
12.3.3. Follow up reminders
12.3.4. Automatic email filing/routing
12.4. Phone Logs
12.5. Notes
12.5.1. Adding Notes
12.6. Discussion Forums
12.6.1. Company wide, Project specific (for team, for client)
12.6.2. Creating a Forum
12.6.3. Participating in Forum Discussions
12.6.4. Subscribing/Unsubscribing to Forums
12.6.5. Commenting on a document
12.7. Document Management
12.7.1. Uploading documents
12.7.2. Company wide, User specific, Project specific (for team, for client)
12.7.3. Versioning
12.7.4. Check out and Check in
12.7.5. Adding comments to documents
12.7.6. History
12.7.7. Adding documents and folders to your favorites
12.7.8. Getting notified of new documents and versions
12.7.9. Searching
12.7.10. Web Links
12.8. In Out Board
12.9. Collaborating with clients
13. Tracking and Reporting
13.1. Reports
13.1.1. Canned Reports
13.1.2. Custom Reports
13.1.3. Report Templates
13.1.4. Reporting features:
13.1.5. Running a report
13.2. Audit Trail
13.2.1. Viewing the audit trail
13.3. Search
13.3.1. Using Search
13.3.2. Search Tips
13.3.3. Searching for contents within Documents
14. Frequently Asked Questions
14.1. General
14.2. Project Management
14.3. Timesheets

List of Figures

1.1. User Interface components
1.2. Information Organization
2.1. Company profile
2.2. Adding Holidays
2.3. Enable/disable modules
3.1. My profile
3.2. Toolbar
3.3. Email notification
3.4. Customize dashboard
4.1. Add users
4.2. Archive user
4.3. Add Clients
4.4. Convert contact to client
4.5. Client Privileges
4.6. Client hierarchy
6.1. Adding a favorite
7.1. Adding a Project Category
7.2. Adding Custom Forms
7.3. Import MSP step 1
7.4. Import MSP step 2
7.5. Adding a Project
7.6. Cloning a Project
7.7. Disabling Unwanted Features
7.8. Gantt Legend
7.9. Cost Estimation & Budgeting
7.10. Time, Expense & Labor Cost Summary
7.11. Earned value analysis
7.12. Starting new project process
7.13. Adding/Editing project processes
7.14. Setting project application
7.15. Configuring project processes
8.1. Specifying Roll-up Percent Completes
8.2. Setting Dependencies
8.3. Adding Constraints
8.4. Task status history
9.1. Work Calendar
9.2. Resource Chart
9.3. Understanding the Resource Utilization Chart
9.4. Resource Conflicts
10.1. Weekly timesheet
10.2. Approving time entries
11.1. Adding expense
11.2. Approving expense
12.1. Add event
12.2. Group events
12.3. Reminders
12.4. Export calendar
12.5. Adding contact
12.6. Send multiple mails
12.7. Convert contact to client
12.8. My communication history
12.9. Import address book
12.10. Export contacts
12.11. Sending Mails
12.12. Importing emails
12.13. Adding phone log
12.14. Adding notes
12.15. Adding forum
12.16. Uploading document
12.17. Uploading a zip archive
12.18. Downloading a folder as archive
12.19. Versioning
12.20. Checkouts
12.21. Exclusive or Non Exclusive checkouts
12.22. Checkin Documents
12.23. Document history
12.24. Adding web links
12.25. In/Out status board
12.26. Specifying your In/Out Status
13.1. Saving the report in csv format
13.2. Running report
13.3. General search

List of Tables

7.1. Celoxis to Microsoft Project field mapping
8.1. Specifying Duration
8.2. Shortcuts
8.3. Examples (assuming 8 hour work day)
9.1. Working Hours
13.1. Report template description
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   Chapter 1. Getting Started