Manual

Adding a contractor

To add a contractor, select the Contractors module from the menu.

Then, click the “Add” button in the top right corner.

After you click the ‘Add’ button, a form will pop up for the Contractor’s information.

The same form is available from the quick add menu on the IC Project system bar.

The form has many different options available for the new record. Aside from the basic data, it is possible to add additional information: location, bank accounts, descriptions and notes.

After clicking the Submit button, the record will be saved and the view will change to the newly created Contractor.

Editing and deleting contractors

To edit a Contractor’s data, click on the pencil icon available in the information section.

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A trashcan icon is located next to the edit function, which allows you to delete the record.

Adding a contact

In order to add a Contact, select the Contractors module and click on the Contact section.

Or select the Contractor to which you wish to add a Contact from the list.

Inside of the “Contacts” block is a plus icon which invokes a Contact adding form.

After filling in the required information, the Contact gets saved and appears on the list.

Editing and removing a contact

When hovering the mouse cursor over a Contact on the list, a gear icon appears. Clicking the icon invokes a context menu for the selected record.

To edit the Contact, select the “profile” option. To delete a record, click “delete”. You can also add a note to a chosen Contact.

Adding a note

A note can be added to the Contractor inside the creation form or on the note list on the Contractor screen after clicking the plus icon.

This will cause a form to appear, which allows a note to be added to the Project and the Contractor’s contact.

A note must have its status, name and content.
The list of all notes in the system is available in the Contractors module, in the notes section.

The list can be sorted and filtered by your search criteria.

Editing and deleting a note

On the Note List inside the Contractor page, a context menu will appear when hovering the mouse cursor over the record. This menu allows you to edit or delete its Notes.

Adding a project

To add a Project, select the Project module.

Next, click the “Add” button in the upper right corner.

Clicking the button will cause a Project creation form to pop up.

A Project can be either Simple or Advanced.

With an Advanced project, additional financial options are available for every product and task group.
Simple Projects don’t offer the organization into Products. Therefore, the Project budget is taken directly from the form, instead of being calculated from the costs, as with an Advanced Project.

A Simple Project can be converted into an Advanced one. The opposite is only possible if the Project does not have more than one Product.

After filling out all of the required fields and clicking “Submit”, IC Project will automatically mark the Project as active and it will make it possible to add people to it.

Editing and deleting a project

The icon in the upper right corner of the currently displayed project allows you to display the quick access menu.

Selecting the “Update” option will cause the Project editing form to appear. In case a project needs to be deleted, it’s only possible to do so for a project for which no work time has been logged and to which no documents have been attached.

In order for a project to be deleted, all work time logs and documents need to be removed first.

Closing a project

To close a Project, select the “Close” option from the quick access menu.

After a confirmation, the Project will be closed. Closing a Project causes it to be removed from every list. All of the tasks associated with the Project will also be hidden.

A closed Project can be reopened at any time. In order to do so, all of the closed Projects need to be displayed using the “Show closed Projects” switch.

Next, select the “Reopen” option inside the Project. This can be only done by a Project Manager or an Administrator.

Adding a project to favourites

In order to quickly access the most used Projects, they can be added to a favourites list. In order to do so, click the star icon on the Project list.

The same icon appears on the Project page in front of its name.

Projects added to the favourites list will automatically appear in the quick access menu.

There can only be ten Projects on the Favourites at any time.
Removing a project from your favourites list requires clicking on its star icon again.

Managing people in a project

To define who has access to a Project, select the People tab.


To add people to a project, start by using the search functionality. In the “Add Person” field, type in at least two characters to begin searching for matching names.

There is no limit to how many people you can add to a project. To remove one, click on the trash can icon next to that person within the people list.


If a person to be removed from the project has any pending tasks, the system will ask to confirm the reassignment of the tasks.
To find a person, use the search field.

The list can be ordered in by many fields.

Adding and managing products

Managing products is only possible when working with an Advanced Project. A product is the parent element of a task group defined within it. It allows large projects to get grouped together for accounting purposes–i.e. to get billed together–under the Finances tab.

In order to add a product, go to the Tasks tab.

and click the “Add Product” button.

Editing and deleting is available from the Product line.

Products are marked by symbols on the left side of the line.

Clicking the arrow

expands or collapses the product, showing or hiding its task groups.

Managing products is available under the Finances tab as well.

Adding task group

Task groups are containers of tasks. Each task group is a Kanban board.

The system supports any number of task groups. Task groups are created within Tasks, or for Advanced Projects, also under the Finances tab.

Task groups are always a child element of a Product inside of Advanced Projects.

To add a task group on the Tasks tab, click the plus icon inside of a Product.

This will cause a form to appear in

which makes it possible to add a name and description for the task group being created. Editing and deleting is available via the icons in the task group line.

Adding users to task group

Contacts already linked to a project can also be assigned to a task group.

People assigned to a task group see it on their Tasks tab, and can access its Kanban board. They have full access to operations within it. They can add tasks, edit them, add attachments, log work time, move and remove tasks.

To add people to a task group, proceed to the Kanban board view by clicking the task group name.

Click the person icon

and select the people who will have access from the list.

Automatic assignment occurs when you drag and drop people onto a desired task.

Removing a person from the list will result in removing the task assignments after confirmation.

A list of people with access to the task group is available under the [[People]] tab on the task card.

Tasks can only be assigned to people visible on the list.

Managing task columns

There are five columns defined on the Kanban board. These are as follows: To do, In progress, Completed, Approved and Rejected.

Any number of custom columns can be created. To do so, click the “Add list” button

located behind the last column on the right side of the screen. Clicking it will open a form

which, aside from a name and placement, allows to define the colour of the column and the tasks inside. Each added column can be edited or removed. The gear icon in the header of each column allows for that.

Tasks

A Task is an operation which is assigned to people in order to be performed.

In order to add a task, the “Add card” button in the “to do” column needs to be clicked.

Clicking it will open a text field where the task name can be entered.

Pressing Enter will save the task and open a new field, so that another task can be added. ESC closes the field. Each task has its own context menu

which – depending on the user’s permissions – allows the editing, removal, duplication or moving between task groups inside of the Project. The menu is available under the gear icon.

Task description

Double-clicking a task or choosing the “edit” option from the context menu

will open the task in the editing view.

Clicking the “Description” section allows a description to be added. The description can be 2,500 characters long.

Pressing Enter will add a new line to the description; in order to save the entered text, click the “Save” button.

Each task with a description added to it is marked by an ellipsis symbol on its card.

The description can be edited by anyone with access to the task group.

People inside tasks

Assigning People to a kanban card results in the task being displayed on the task list in the “My ICP” module, under the “My Tasks” heading. The number of people available to be assigned is limited by the amount of active people in the task group.

Assigning a task can be done in one of two ways. One of them is to drag and drop a person’s avatar onto a task. In order to do so, open the kanban board view by clicking on the task group name.

Next, click the People icon and choose the person responsible for the task by clicking on them and dragging them onto the task.

The person will be automatically assigned to the task.
Another method is to select people from a list. To do so, open the kanban card by double-clicking on it or selecting the “edit” option from the context menu.

Next, proceed to the “People” section. Every person assigned to this task group is displayed on this list.
To add a person to the task, select them from the list.

Each task can have more than one person assigned to it. The search engine helps in finding the right person. There is an option to add an estimated execution time for the selected task. Click on the time column to display a time selector.

Caution! – Unassigning a person from the task group will also unassign them from every task they’re assigned to. This also happens when unassigning a person from a Project.

Checklists

Each task can have a checklist assigned to it. A checklist consists of a name and a number of elements.

In order to add a checklist, open the task view by double-clicking on kanban card or select the “edit” option from the context menu.

Next, click the “add checklist” button

and enter a name in the text field. Immediately after naming the checklist, an element can be added.

Each element is saved after pressing Enter. Each new element can also be saved by clicking the “add element” button.

The editing of both the title and the elements is possible after clicking the name. Elements can also be deleted from here.

Adittionally, by grabbing the element with the mouse, it is possible to change its placement in the list.

Checking off an element will cause the progress bar within the checklist to move forward. This is presented on the kanban card as the % completed.

Task name

A task name can be edited indefinitely. In order to cheange the name, open the task view by double-clicking the kanban card or select the “edit” option from the context menu.

Next, click on the task name, enter your changes and press Enter to save the new name.

A task name cannot exceed 70 characters. If a longer name is required, it can be placed in the description section.

Comments

Each task can be commented on by people assigned to the task group.

In order to add a comment, open the task view by double-clicking on the kanban card or select the “edit” option from the context menu.

Next, click “Add comment”.


Caution! – If no comments have been added to the card, the “Add comment” button will not be visible – instead, a text field allowing you to enter the comment will be displayed.

Pressing Enter inside of the comment field saves the comment. If additional lines are required, pressing CTRL+ENTER will result in a new line being addewd. The comment cannot be more than 500 characters in length. Clicking on a saved comment allows the user to edit it, as long as they were the ones to post the comment.


Caution! – only your owns comments you can edit.

Labels

Each task can be marked with a colour label. There are six colours defined in IC Project.

In order to add a label, open the task view by double-clicking the kanban card or select the “edit” option from the context menu.

Next, click on one or more labels.

Relevant markings will appear on the card.

Copying the card address

Each card has its own unique address, which allows it to be opened from anywhere within the system. In order to pass the card’s address to another person, open the task view by double-clicking the kanban card or select “edit” from the context menu.

Next, select the “copy card” option.

The address will be copied into the clipboard, from where it can be pasted anywhere else.
The URL is also automatically shortened, which helps when pasting the link into instant messengers.

Documents

An indefinite amount of attachments can be added to both Projects and Tasks. File management is available from the “Documents” tab.

Each new file added to a Project is assigned to a separate document. Each document can have any number of files attached to it. Each document can be downloaded in its entirety onto your computer’s hard drive. The directory structure in the documents represents the task groups. Inside each directory is a document with files attached directly to tasks. A separate directory contains files added directly to the Project.

In oreder to add a new file, go to the Documents tab, select the folder and upload a new file by clicking the “upload” icon

or create a new empty document into which files can be added later by clicking the “create” icon.

Caution! – It’s impossible to create documents inside of the task group folders, because each document inside those folders is a document assigned to a task.

Clicking on a document name

will open the document view

Clicking on a name allows it to be changed along with the description (available for project documents, unavailable for task documents), if needed.

 

There is a list of files available in the document on the left. The “add files” button allows additional files to be uploaded.

Each file can be deleted using the trashcan icon. Files can have multiple versions.
In order to add a new version of a file, select the file on the left and click the “add new version” button.

The new version will replace the old one and information about the new version will be displayed.

Empty text files can be created inside of the system. Click the the “create text file” button in the left side window.

A form will appear in the right column where the name and content of the file will be displayed.

You can confirm the creation of a new file by clicking “Save” or you can discard it by clicking “Cancel.” The newly created text file will appear in the left column on the file list, while the right column will change to display the name and description of the document.

Editing a text file is achieved by clicking its name in the left column. Each file from the document can be downloaded separately by clicking its download icon or deleted – by clicking the delete icon.

In order to download all files from a document, click the download icon on the document list.

   

All of the files will be zipped for download. The document list can be sorted and filtered.

Documents from task group folders can be downloaded and files from those documents can be deleted. Attaching files to these documents will add the files on each task’s kanban card.

In order to add files to a task, open its kanban card by double-clicking on it or select the “edit” option from the context menu.

Next, proceed to the “attachments” tab

and select your files by clicking on the “select files” button or drag and drop them onto the field above the button.

Files on the list can be deleted using the trashcan icon.

Task reminders

Aside from standard system notifications, it is possible to send task reminders directly to the person or people assigned to the task. In order to send a reminder, click on person responsible for the task on the task group view and select “send reminder” from the menu that comes up.

The same action can be performed in the People tab. To send a notification, open the task view by double-clicking on its kanban card or select the “edit” option from the context menu.

Next, proceed to the People tab and send the notifications by clicking on each person’s mail icon. You can also send a notification to everyone assigned to the task by clicking on the mail icon in the title bar of the table.

Completion Date

Each task has its own completion date, which is inherited from the completion date of the entire task group. Nevertheless, each task can have an individual completion date assigned to it, as long as it’s between now and the completion date of the task group.

In order to declare a completion date of a singular task, open the task view by double-clicking its kanban card or select the “edit” option in the context menu.

Then change the default completion time in the right side column and confirm your changes by clicking “Save.”


The completion date is displayed in yellow if it’s due in 24 hours or in red, if it’s due in an hour.

Navigating between cards

In order to improve the browsing experience, the full version comes with navigation arrows.

In order to use the navigation, open the task view by double-clicking the kanban card or select “edit” from the context menu.

Navigating between tasks is done by clicking on the arrows.

The up arrow navigates to the previous task, while the down arrow navigates to the next one.

Caution! – The navigation only allows browsing within a single task group (e.g. “to do” or “underway”)

Task and product archival

Completed or otherwise unnecessary tasks can be archived. This allows you to keep your views tidy. In order to do so, select the “Archive” option from the context menu. After confirmation, the task will be archived and will not be displayed on any task lists.

Archived tasks can be restored if needed. This is accomplished by using the “show archived” switch above the task columns. This will show all of the archived tasks.

Task context menu

Each task inside of a task group has its own context menu which allows certain actions to be performed. The menu is available by clicking the gear icon which appears when the mouse cursor is hovered over the kanban card.

The card can be edited, deleted, duplicated or moved. Copying a card involves saving a duplicate of the task in a different task group or in a different product. In order to copy a card, select the “copy card” option from the context menu and select the destination by filling out all the fields in the form.

Cards can also be moved between products. To do so, select the “move card” option from the context menu and select the destination by filling out all the fields in the for. During both copying and moving people can be assigned to the task.

Task archival is also available from this menu.

Shifting cards

During a task execution its status will change multiple times. The changes are performed manually by people assigned to the task.

Tasks can be moved between columns and up and down within a column. To move a task, drag and drop it into a desired placement.

Caution! Tasks inside the “completed” and “rejected” columns aren’t available on todo lists.

Reporting time

Each person assigned to a task can log time spent working on it. This can be achieved in one of three ways. Time reporting is available inside the task view, in the “Time log” section of the “My ICP” module. In order to review and log work time, click on the “Time log” tab

and select the relevant task from the task list. The default view displays the current work week, which can be changed using the calendar. CLicking on the reported time opens a form which allows existing reports to be edited and new time to be added.

The Time log section inside each project is meant to report time spent on work inside the project. The Time log section of the “My ICP” module allows time logging for every project in which tasks are assigned.

The list of tasks to be performed is available in the quick access menu. In order to report time there, use the clock icon in the header menu available on the right side of the screen.

Clicking opens the list of active tasks with a search engine available. Clicking on a task will open a clock in the right column which can be started when you start working on a task. You can also enter time spent working manually.

Card status in task group

Several status symbols are available in the task groups which can be used to discern the status of the card.

  • The gear icon which appears after hovering the mouse cursor over the card opens the context menu.
  • The ellipsis symbol appears if the task has an additional description.
  • The comment icon along with the counter displays the number of comments on the task.
  • The attachment icon displays the number of attachments in the card.
  • The date displays the approaching completion date and changes colour depending on how soon the task is due.
  • The number value along with the percent counter describes the number of elements on checklists in the task.
  • The final decorative element is one or more colour labels.
  • Avatars on the card describe how many people are assigned to a task. Clicking on an avatar shows a menu with options available for each person.

Logging time on each task

Each task allows logging work time by each person assigned to it. The reported time values affect the project cost and are visible in reports.

To report work time, open the task view by double-clicking the kanban card or select “edit” from the context menu.

Next, click on the “Time log” tab, which will cause every time report to be displayed on the left side of the window. A new entry form is available on the right side.

After filling out the required fields, click “Submit”. Logged time will appear on the list on the left side, from where it can be edited or deleted using the icons.


Caution! – Every person assigned to a task only sees their own time reports. Only a Project Manager for the product or an Administrator can see every time report and edit or delete them.

Logging work time is also in the My ICP module, under the Time log heading; or, under the Time log tab inside the project.

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