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Quickstart Manual Your first steps in todoyu

Table of contents 1

Purpose of this document

2

2

Which data is needed?

3

2.1

Project Roles

4

2.2

Activity Types

5

2.3

Job Types

6

2.4

Contact Information Types

9

2.5

Holiday

10

2.6

Holiday Sets

12

3

Rights & Roles

14

4

Create your first project

17

5

Add addresses and companies

19

6

Help

21

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Quickstart Manual Purpose of this document

1 Purpose of this document

This document is not a complete manual for todoyu but shall guide you through the first steps. If you chose to not import the optional demo data when installing todoyu, various settings are required to be entered before you can manage your projects. This document shows you in a first step how to create the necessary data needed to start working effectively with todoyu. In a second step, a quick start guide will help you to create your very first project with tasks. Enjoy todoyu!

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Quickstart Manual Which data is needed?

2 Which data is needed?

To start working with todoyu, you need some basic data. In the following chapter you will see which data is needed, what it is for and how to enter the necessary data. The following steps will take only a few minutes. First of all: All the basic data needed can be managed in the administration section of todoyu. 1.

You can reach the admin section by clicking the tools icon in the top right of your screen.

2.

In the administration section click the tab “All Records”.

3.

Click on the icon on the very right to switch to the single mode.

4.

Finally start entering the needed system data by clicking on the “create ...” icon.

In the following chapters you will learn which data you usually should enter to start working with todoyu.

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Quickstart Manual Which data is needed?

2.1 Project Roles Project roles are needed to assign members of a project to specific roles in a project. Project roles are not related to access rights. In several views in todoyu, project roles are used to group project members by their specific roles. Example data

Detail view

Example usage

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Quickstart Manual Which data is needed?

2.2 Activity Types Activity types are needed to distinguish between the different hourly rates of tasks. For example, at the end of a project you can calculate all hours of consulting with an hourly rate of USD 100.00 and all hours of programming with a rate of USD 80.00. Example data

Detail view

Example usage in task

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Quickstart Manual Which data is needed?

2.3 Job Types Job types are defining the job position of a person as an employee in a company. It is useful for internal information and can be used as a job type filter in the calender view and for task filtering. Example data

Detail view

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Quickstart Manual Which data is needed?

Example usage in contacts

Example usage in calendar

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Quickstart Manual Which data is needed?

Example usage in filters

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Quickstart Manual Which data is needed?

2.4 Contact Information Types Contact information types are used to distinguish between different types of contact information like “Business Email”, “Private Phone”, etc. They are used in person and company data records. We already have prepared a handful of records we think could be useful for you. The strange looking “LLL:contact.contactinfo.type.email_business” is just a proof of concept how such record labels could get translated in the future. This surely will change in the next version since it really needs some improvement. The same goes for the key: This is currently used for internal purposes – but it is not documented yet. In a nutshell: Keep these predefined contact information types as they are. Add new ones if you want and enter the description (title and key) as you want. Example data

Detail view

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Quickstart Manual Which data is needed?

Example usage

Congratulations, now you have entered all the necessary data in todoyu. You can start to work with todoyu and create projects, tasks and contacts. •

If you have never created a project please proceed with chapter 4 Create your first project, p. 17ff. There we show you how easy it is to create a new project.

Are you are working with different roles in your company? The the chapter 3 Rights & Roles might be worth to look at.

In the next chapter we show you the use of holiday and holiday-sets. The holiday sets are not mandatory but very helpful when working with the calendar.

2.5 Holiday In our case a holiday is a specific date/day in the calendar with a reduced amount of working hours. The related day will be marked in the calendar, so that all persons using the calendar can see it. Other modules (like the resource module) are using this information for calculations as well.

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Quickstart Manual Which data is needed?

Example data

Detail view

Example usage

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Quickstart Manual Which data is needed?

2.6 Holiday Sets All holiday records you entered in the last chapter will be collected in so called holiday sets. As holidays usually are bound to countries, regions or even cities, you have to assign them to addresses. In todoyu you can assign holiday sets to company addresses. This way all employees working at a specific address see the related holiday entries in their calendar. Example data

Detail view

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Quickstart Manual Which data is needed?

Example usage

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Quickstart Manual Rights & Roles

3 Rights & Roles

Roles are sets of access right settings, you can assign to contacts/persons. The management section of roles and the related rights are available in the admin section. The todoyu installation comes with three predefined roles: Customer, Project Managers, Staff. We configured the roles to the best of our knowledge. The roles and what they are able to do/not to do are highly dependant on your individual way to work. So in most cases the predefined roles are just a good start and show you how the roles and rights are handled. Admin section

Detail view

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Quickstart Manual Rights & Roles

Example usage

In the following screen you see how you can assign specific rights to specific roles. This is also done in the admin section in the tab RIGHTS.

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Quickstart Manual Rights & Roles

Example data

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Quickstart Manual Create your first project

4 Create your first project

After you have created all your basic data, you can start with your first project. Assuming you already have entered your first customer and project members, you can start right away to create your project by using the globally available create function. If you are not yet familiar with address-records, please have a look at the section 5 Add addresses and companies on page 19. 1. Create new project

2. Fill in required data

3. Switch to project view

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Quickstart Manual Create your first project

4. Add a new task

Tip: Use the context sensitive menu (right mouse click on the project header) 5. Assign task

That was an easy one, wasn't it?

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Quickstart Manual Add addresses and companies

5 Add addresses and companies

Entering address information for companies and persons is very easy in todoyu. Use the globally available “create” button to create an contact record. The fields in the company and the person records should be self-explanatory – only the flag “Is Internal” in the company record might need some explanations: We have to know which company is the main-company running todoyu. This company is treated as the internal one (there can be several internal companies) – all other companies are treated as externals (e.g. customers, providers). Some informations are only visible to internals as long as not explicitly marked as visible for externals. E.g. tasks and comments are affected. Create company record

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Quickstart Manual Add addresses and companies

Example

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Quickstart Manual Help

6 Help

You can get more information at todoyu's website: www.todoyu.com There you'll also find more documentation and you can join the todoyu forum: http://www.todoyu.com/en/messageboard/forum/

todoyu has been brought to you by: snowflake productions gmbh Zweierstrasse 35 CH-8004 Zurich Switzerland E-Mail: info@snowflake.ch Internet: www.snowflake.ch Š 2010, All rights reserved

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Quickstart Manual