====== Creating a Project and Its Participants ====== {{youtube>_RrM5TPoGDM?medium}} \\ To create a project, the user must be a member of a domain and have the appropriate permissions assigned. To edit the settings of an existing project, the user must have the permissions associated with their role in the project. In a personal domain, the user automatically has all permissions. For more information, see [[en:diary:userpermissions|User Permissions]]. \\ ===== Creating a Project ===== {{:en:diary:en_vybratstavbu.jpg?direct&200 |}} A new project is created in the Project List window. You can access the project list using the **Project List** icon in the left panel. \\ {{gallery>:en:diary:en_seznam_staveb.jpg?direct&600|Open Construction Site window}} Create a new project by clicking the **+ New Project** button at the top. \\ {{gallery>en:diary:en_nova_stavba.jpg?direct&600|New Construction Site window}} \\ \\ **Project Image** - insert a characteristic image that will help you distinguish the project in the project list. The recommended dimensions are 320x320 pixels, but the image will also be partially adapted if it has different dimensions. **Project Name** – the full name of the project according to the building permit. **Project Short Name** - the name used wherever the full name would be too long, e.g. on a mobile device, when generating file names, etc. **Domain** - when creating a project, you need to select the domain to which the project belongs. Please note! If you are an employee of a company, you may not have the permissions required to create a project in its domain. In such a case, contact the administrator of the company domain so that they can either grant you the necessary permissions or create the project themselves. **Language** - the language of the project/construction site, i.e. the language in which the project's code lists, diary sections, etc. will be generated. This operation cannot be reversed after the project has been created. If you need to change the language, the code lists can be rewritten manually, or a new project can be created in another language version. **Project Templates** - If the Domain Administrator has created Project Template, you can select which one you want to use. All predefined code lists and configurations for the project, diaries, and other modules will then be copied from the template. **Project Start and End** - the contractual start and end dates of the project. \\ {{gallery>:en:diary:en_mapycz.jpg?direct&600|Finding Coordinates on the Map}} \\ \\ **Project Location** - a textual description of the Project location. **Project GPS Coordinates** – placing the marker on the map automatically enters the Project coordinates. This information is required for communication with the server regarding weather data. **Project Time Zone** – the default time zone setting is suitable for projects in the Czech Republic and Slovakia. If you are building outside this area, select the appropriate time zone. This information is required for communication with the server regarding weather data. **Modules Used** - you can select which Buildary.online modules you want to use on the Project. This applies to projects added to domains operating in Standard mode (see Domain and Billing System). For Project in domains operating in Individual mode, the user cannot change this setting. It is predefined at the domain level. **The module settings also affect the cost of using the Buildary service for the given Project.** You can change the module settings at any time while working on the Project. An invoice for usage up to the date of the change will be calculated as of the date of the change. After that date, billing will be based on the new settings. For this reason, changing the settings more than once on the same day is not permitted. **Project with Single Diary** - this option is selected by default and means that the diary will be created automatically. If you expect to use multiple diaries on the Project (e.g. subcontractor, subproject, or other diaries), deselect this option so that you can create diaries in the Project as needed. **Project Template** - this option is available only to the Domain Administrator. It allows them to mark the Project being created as a Template. It can then be configured as required. When the map is opened, the application will attempt to determine your current location, so you may be asked whether you want to allow location information to be shared. Click on the map to place the cursor at the construction site location. Confirm the location by clicking OK and transfer the coordinates to the application. \\ ===== Creating a Project by Copying an Existing One ===== {{gallery>:en:diary:en_kopirovani_stavby.jpg?direct&600|Creating a New Construction Site by Copying an Existing One}} If you are creating a Project with properties similar to another Project in the relevant domain, you can use the **New Project by Copy** function. This function is available from the **Project Settings** of the Project you want to copy, via the three-dot menu. After entering the name of the new project site, a new project is created that inherits the following from the original project: * Project Information * Project Team * Code List - Project Diary * Code List - Ticket Management \\ ===== Project Configuration ===== After creating the project, you need to create its project team. You can also divide the project into sections and upload drawings, which can then be used in the Project Diary module to locate Works Performed or Other Entries, and/or in the Ticket Management module to locate tickets. It is also possible to import or create lists for the Labour, Plants, and Materials sections. These operations are performed in **Project Settings**, which can be accessed in 4 possible ways: * from the Project List by clicking the edit icon (pencil) at the end of the row of the selected project * if the required project is expanded in the left panel, by clicking the **project image**, the **project name** below the image, or the **gear icon** (Project Settings) below the project name \\ ===== Project Team===== The **Project Team** tab contains identification details for all companies and authorized persons on the construction site. For clarity, the information is divided into sub-tabs. When entering items, we recommend starting with the Companies sub-tab, or Company Roles, and only then entering individual Project Members. \\ ==== Companies ==== The **Companies** sub-tab contains all companies participating in the project. The first company record in the list is always automatically populated with the company from the domain. \\ {{gallery>:en:diary:en_nastavenistavby.jpg?direct&600|Construction Site Settings window}} Add additional companies using the **+ Add** button. In the window for adding a new company, enter the company name, Company ID (IČO), and other company details. You also select a Company Role from the predefined list. This field is mandatory. The list of company roles can be modified in advance as needed. \\ {{:en:diary:en_ares_.jpg?direct&400|}} For projects in the Czech Republic, after entering the company name or Company ID, you can click the **ARES** icon to automatically populate the available company information from the ARES register of the Czech Ministry of Finance. This functionality significantly simplifies your work, ensures that all information is completed, and prevents errors caused by incorrectly entered data: \\ ==== Company Roles ==== This code list contains predefined roles most commonly used by companies on a project. You can extend the list with additional roles or rename existing roles. If you rename the default roles listed in the code list, make sure that the meaning of the role does not change. If in doubt, it is better to create a new role rather than rename an existing one incorrectly. \\ ==== Project Team Member==== The **Project Team Member** sub-tab contains a list of people who form the project team (authorized persons). Each person should be assigned to a specific company. \\ {{gallery>:en:diary:en_clen_projektu.jpg?direct&600|Project Member Form}} You can add new members using the **+ Add** button. The meaning of the **E-mail, First Name, Last Name, Phone** fields is self-explanatory. If the user already has a Buildary account, entering the correct e-mail address will automatically populate the other information from the user account. **Default Role** - this role defines the user's permissions on the given construction site. In the Project Diary, a different role can be assigned to the user among the Authorized Persons of a specific diary. **Validity** - this date determines how long the user is allowed access to the construction site as a member of the project team. After this date, the user loses access. For billing purposes, all users added to the project team are counted, including those whose validity has expired. Therefore, ending users' validity and removing their access does not save you any money. **E-mail Notifications** - for individual modules, you can set whether the user should receive notifications. Where multiple options are available, you can also select the notification method. After a new project team member is added, an invitation is sent to their e-mail address. The invitation contains both a link to the application for already registered users and a link to the registration form for new users. From this point onward, the user has access to the given construction site. However, access to the construction site does not yet grant access to the Project Diary. The user must be added to the diary as an authorized person. Only if the construction site has the **Construction Site with One Diary** option enabled will the newly added project team member also be automatically added to the diary's list of authorized persons. **E-mail Notifications - Project Diary** - In the settings for individual users, several options are available for sending Project Diary notifications when a record is added in the "Other Entries" section: - **None** – no notification is sent (this setting is defined at the construction site project team level by default and can no longer be changed in the identification details). - **HTML email** – a notification is always sent when an Other Entry is added/edited (this setting is defined at the construction site project team level by default and can no longer be changed in the identification details). - **According to Diary Settings** – after selecting this option at the construction site level, the identification details of individual diaries can be used to further specify which diary or diaries will send HTML notification emails. (This option is mainly intended for construction sites with more than one diary where notifications need to be sent only from a specific diary or specific diaries.) **E-mail Notifications - Construction Site Closure** - **None** – no notification is sent. - **HTML email** – when the construction site is closed, the user will receive an e-mail notification. **E-mail Notifications - Ticket Management** - see the description in the "Ticket Management" module under [[en:tickets:notification|Notifications]]. **E-mail Notifications - Performed Works** - see the description in the "Performed Works" module under [[en:performedworks:competences|Competence Settings]]. If the user is in the same domain as the construction site, they receive permissions on the construction site based on the permissions assigned to them at the domain level. \\ ==== Member Roles ==== {{gallery>:en:diary:en_roleclenu.jpg?direct&600|Project Settings window}} This window contains a list of roles for people on the project. The permissions associated with each role are defined here as well. You can create custom roles or edit the default roles. We recommend renaming default roles only when the change is purely formal and does not alter the meaning of the role. The meaning of the individual permission categories is described in detail in the separate User Permissions section. \\ ===== Project Sections and Plans===== {{gallery>:en:diary:en_casti_stavby.jpg?direct&600|Project Sections and Plans Code List}} In this code list, you can define the hierarchical structure of the construction site. Click the **+** button to add another subordinate level below the currently selected section. At the first level, we recommend structuring the construction site according to building objects. Building objects can then be divided into more detailed sections if required. A suitable project structure significantly simplifies ticket localization. Each section has an icon on the right showing the number of plans it contains. \\ {{gallery>:en:diary:en_nova_cast_stavby.jpg?direct&600|New Project Section and Plans}} One or more plans can be added to each section. You can add plans to the project section window individually, drag and drop multiple plans at once, or select multiple plans and upload them. Plans will be uploaded and sorted according to their file names.v Plans can be uploaded in PDF format or as images (JPG, PNG, etc.). Before uploading a plan, you can rotate it to achieve the **correct orientation**. If you do not do this and the orientation is incorrect, you need to delete the plan before its first use and upload it again with the correct rotation. If you want a different plan to be offered as the default plan for a given section instead of the first plan in alphabetical order, mark it as **set plan as default** using the icon with the plan and marker. The plan will then be placed first regardless of its file name. Uploading plans is a time-consuming operation. A plan is not only uploaded but also divided into tiles so that subsequent work with it is fast. If you are uploading plans to multiple sections, we recommend opening the application in multiple windows and uploading the plans in parallel. This will significantly speed up the process. Plans that have already been used in one of the entries or tickets cannot be deleted. They can only be deactivated so that they are no longer offered for selection. \\ ===== Code Lists - Project Diary===== These code lists apply only to the Project Diary module and can be prepared in advance for the project. ==== Categories of Other Entries==== This code list is used to categorize entries in the Other Entries section and is predefined. The Project Administrator can edit the code list according to the needs of the given project. If the construction site was created using a Template Construction Site, the code list is copied from the template. \\ ==== Labour, Plants and Materials==== If you populate these code lists, their contents will be suggested when creating an entry in the relevant section. The lists can be created either by adding individual items using the **+ Add** button or by importing an entire list from an XLS file. To import an XLS list, the list must be on the first worksheet and must contain the exact column names. Hovering the mouse over the import button displays a tooltip with the required column names for each section. For people, for example: Name, Profession, Contractor. {{gallery>:en:diary:en_ciselnik_osoby.jpg?direct&600|Project Settings window}} Using code lists is not mandatory. They are simply an additional source of suggestions. Whether or not you use code lists, you can still enter data freely in the diary, and once an entry has been entered, it will be suggested the next time. \\ ===== Project Template ===== {{:en:diary:en_vytvoritvzor.jpg?400|}} An excellent tool for users who manage a larger number of projects and are not completely satisfied with the default settings. To avoid having the Administrator repeatedly make similar changes to code lists or diary settings, they can create one or more construction sites and mark them using the **Create Template Construction Site** checkbox. Data from the Project Template takes precedence over the default code lists and settings. **The following can be predefined in a Project Template:** * Project (Project Information) - modules used and the Project with single Diary switch * Project Team * Code Lists - Project Diary * Code Lists - Ticket Management \\ {{gallery>:en:diary:en_pouzitvzor.jpg?direct&600|Use Template Construction Site}} When creating a new project, you can select **Project Templates** after selecting the domain and then choose the appropriate Project Template from the list.