BASIC INTRODUCTION TO ZOHO PROJECTS

(DOCUMENT MANAGEMENT SOFTWARE)

 ZOHO PROJECTS: AN OVERVIEW
A project under construction demands extraordinary coordination of people, plans, and resources. A slight setback can cause the project to hit a wall.
Using Zoho Projects, the comprehensive project/document management software, we can streamline construction operations and build projects that
stand the test of time.

Here is a video for more insights into Zoho Projects. Do check these help videos on how to use Zoho Projects effectively.

Planning Custom Modules, Phases, Task lists, Tasks, and Subtasks help you plan work with ease.

Feeds, Notifications, Activity Stream, Forum, and Chat

Collaboration
help you to be on the same page with your peers.

Tracking Reports and Charts help you track work within and across projects easily.

Productivity Timesheets, Workload Reports, and Timers help you measure productivity effectively.

Knowledge Management WorkDrive helps you manage files and collaborate across teams in your portal with ease.

Effective Billing Invoices and Expenses help you bill projects by hours and staff and manage project billing meticulously.

Issue management The issues module helps you submit, track, and close bugs in your project.

Integrate Zoho Projects with Microsoft Teams, Zendesk, and many other applications and access data with more
Integration
fluidity.
 CREATE PROJECTS
Projects can be created newly or created from existing project templates. You can also create groups to classify the projects and manage the privileges of
the other project users by making the projects private or public.
Create a Project from Scratch

a) Navigate to Projects tab in the left navigation panel.

b) Click New Project button in the upper right corner.
c) Enter a Project Title.
d) If desired, select a Template and an Owner, enter Start and End Dates, and create and create a Project Overview.
Task Layout (Defaults to Standard)
a) The Event and Demo layout add new required fields that are associated with events and demos. For example, if the
“Events” layout is selected, when an employee enters the task details, a mandatory “Venue Size” field will appear. We
recommend leaving this setting to the default “Standard” layout.

Group Name
a) Select the group that you wish to assign the project to.

Tags
a) Enter any tags you’d like.
b) Here are some recommended ways to use tags:
a) Adding the name of the client who requested the project.
b) Adding the names of the department(s) who are involved with the project.
 Roll-Up (Optional)
a) Recommended to leave this unchecked.
[Link] Tabs for This Project
a) Choose which tabs you’d like to show for a particular project.
b) We recommend leaving this as the default.
[Link] Access
a) Choose “Private” if you only wish to use the project internally.
b) Choose “Public” if you want to create portals. Portal users have Read but not Write access.
Finally, click the “Add” button to add your new project.

ADD TASK LISTS

Task lists are groups of related tasks. Each task list contains tasks and subtasks under it.

How do I add task lists in List/Gantt/Kanban view?

1. Navigate to your project, click Tasks in the top band, and select the List, Gantt, or Kanban view.
2. Click the drop-down right next to the Add Task button in the top-right corner, then click Add Task List.
3. Enter a Task List name.
4. Choose a Related Phase from the drop-down.
5. Set a Task List Flag if no phase is selected.
6. Click Add.

A maximum of 5000 tasks can be added under a task list.

 TASK DEPENDENCIES
Some tasks need to be completed in a particular order. When the approach to a certain task depends on the result of another, dependency helps
associate them together and determine an order to work. Projects' end-to-end Gantt visualization provides a bird's eye view of your
tasks, helping you track them easily. Using the Task Gantt chart and the Milestone Gantt chart, you can effortlessly establish dependencies between
tasks.

Types of Dependency
Zoho Projects supports four types of dependency.

[Link]-To-Start (FS) : The successor or dependent task can’t begin until the predecessor or parent task is finished. For instance, in a journal
publishing process, self-review of a
journal can’t begin until the draft is completed by the writer.
[Link]-To-Start (SS): The successor or dependent task can’t begin until after the predecessor or parent task has started. For instance, as the peer
review of the journal starts, the manager review can also be initiated.
[Link]-To-Finish (FF) : A task (successor/predecessor) can't be completed until the other task is finished.
For instance, error correction can't be completed until the manager review is finished.
[Link]-To-Finish (SF) : The successor or dependent task can be completed when the predecessor or parent task is about to begin. For instance,
publishing the journal can’t be completed unless the journal binding starts.

CREATE FILES
Create Documents
1. Select Projects from the left navigation panel.
2. Navigate to your project and select Documents from the top band.
3. Click New in the upper-right corner.
4. Hover over Zoho Writer and choose Blank Document to create without a template, or choose Use Template if you have any existing
templates.
You can also choose to place the new document in a different folder.
This opens a document in Zoho Writer. You can add the required contents and save the document in Zoho Projects.

Create Spreadsheets
1. Click New in the top-right corner.
2. Hover over Zoho Sheet and choose Blank Spreadsheet to create without a template, or choose Use Template if you have any
existing templates.

8/2
 UPLOAD FILES
Upload Files From Desktop or Cloud
Zoho Projects allows you to browse and upload your files from your personal desktop and cloud services, such as Google Drive. You can upload any file
type, such as *.jpg, *.png, *.doc,*.docx, *.ppt, *.xls, *.csv, *.mpeg, *.zip, or *.wmv.

1. Navigate to your project and select the Documents tab in the top band.
2. Click New in the upper-right corner.
3. Click Upload Files. You can upload files from your computer or from any of your cloud storage application.
a) You can upload up to 500 files of 500 MB size each.
4. Choose the option that you want and proceed to upload.

This uploads the attached files and saves them under the
selected folder. In addition, it notifies select co-workers
about the documents being uploaded into the workspace.

1. A maximum of 10 files are allowed per upload

2. By default, a copy of the email will be sent to you
 MANAGE FILES
Organize Files
1. Navigate to your project and click Documents from the top band.
2. Click in the upper right corner of the page to view files by Thumbnail, List and Compact.
3. Click to sort files by Name, Last Modified, and Time Created.
4. Click to filter by All, Folders, My Drafts, Documents, Spreadsheets, Presentations, PDF, Images, Audio, and Videos.
5. Click on a file to open and click in the right panel to view its details.
6. Click in the right panel to add comments.
File Operations
[Link] Projects allows multiple operations on your files. Right-click on the file, then click:

[Link] to directly access the file's contents.

[Link] With to launch the file using a specific desktop application.
[Link] to quickly view the file without opening it fully.
[Link] to display detailed information about the file, including its creation date, modification date, and owner.
[Link] to grant access to the file by adding members and assigning permissions.
[Link] Embed Code to generate an copyable embed code to integrate the file within a website or other platform.
[Link] Download Link to create a shareable link for downloading the file. Enter a descriptive name for easy reference. Set a limit on
the number of times the link can be used. Specify a date after which the link will no longer be valid.
[Link] to Support to share the file with the Zoho WorkDrive support team for assistance.
[Link] Comment to leave a comment on the file, using @name to mention specific individuals.
[Link] New Version to replace the current file with a new version, providing version notes for tracking changes.
This uploads the latest version of the file with its new version number. If the previous version is 1.0, the latest one is stored as 1.1 to
allow further changes in this version. You can move the file to the main version 2.0 when there are no more changes.
[Link] Out to claim the file for exclusive editing temporarily. You can download, view, or close the file after checking out.
Once you are done with your editing, you can click Check-In to check in the file. When you have checked out a file, other shared
users will only be able to view the previous file version and not your version until you check in. Checked out files will have a lock
symbol.
[Link] to Favorites to pin the file to your favorites list for quick access.
[Link] As to categorize and organize the file using labels.
[Link] To to create a copy of the file in another folder within the project.
[Link] to modify the file's name.
[Link] To to relocate the file to another folder within the project.
[Link] to download the file to your local device.
[Link] to Trash to delete the file from the project.
 MANAGE FOLDERS
Organize Folders
Organize your project files based on a category. You can group all your marketing collateral in a folder and sales documents in another folder, so
that it's easy to pick out. You can add, edit, and delete folders in Zoho Projects.

1. Navigate to your project and click Documents from the top band.
2. Click in the top-right corner of the page to view folders by Thumbnail, List and Compact.
3. Click to sort folders by Name, Last modified and Time Created.
4. Click to filter by All, Folders, Documents, Spreadsheets, Presentations, PDF, Images, Audio, or Videos.
5. Open the folder and click in the right panel to view its details.

1
Add a new folder
You can create folders inside the Documents tab of Zoho Projects.

1. Navigate to your project and select Documents in the top band.

2. Click New in the top-right corner of the page.
3. Select Folder.
4. Enter the name for your folder and click Create.

Add a new subfolder

You can also create multi-level folders to segregate and classify files. You can also rename, remove, and view the folder details and access
statistics. You can create nested folders and organize your project documents based on your projects needs.

SHARE FILES
Share files with your friends inside or outside the project portal. Only the Portal Owner and users with the Admin profile can share
files in Zoho Projects.

Benefits
1. Share files with users in your portal
2. Generate protected links to share files with users outside the organization
3. Share protected links with expiry dates

Share File With Specific User

1. Hover over any file, select it, and click .
2. Enter the name or email address of the user you want to share the file with.
3. Select the user's access level.
4. Add a private message, if required.
5. Click Share.
Share File With Team Members and Shared Collaborators
1. Navigate to the file that you wish to share.
2. Right-click on the file and select Share.
3. Enter the name or email address of the team member or collaborator you want to share the file with.
4. Click Change Visibility in the prompt.
5. Select Team members and shared collaborators from the Who can access this folder via permalink? Dropdown
6. Click Save in the prompt, then click Share.

1
Share File With Anyone on The Internet
1. Right-click on the file and select Share.
2. Enter the name or external email address of the user you want to share the file with.
3. Click Change Visibility in the prompt.
4. Select Anyone on the Internet and click Save.
5. Click Share.

Share With Anyone in the Portal

1. Navigate to the file that you wish to share.
2. Right-click on the file and select Share.
3. Enter the name or email address of the portal user you want to share the file with.
4. Click Change Visibility in the prompt.
5. Select Anyone in the "{{Portal name}}" team.
6. Select access level and set an expiration date if you wish to.
7. Click Save in the prompt, then click Share.
 ZOHO WORKDRIVE
With the Zoho Workdrive integration, users can create and organize team folders to collaborate with other teams more efficiently. Share files with
your team from a single place. You can also associate files with tasks or issues, and organize them into hierarchical folders that mirror your structure
and workflow.
PRESENTED BY TEAM
SHUWEI HAO
OLIVIA OCHIABUTO
ABDULRAHMAN MUHAMMED