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Projects

 

Conceptboard offers you tools to arrange information more effectively. You can create projects or folders to collect all related boards in one area. There is no limit on the number of boards in a project. 

Who Can Access a Project?

Projects are only accessible for professional users. Free accounts cannot use this feature. There are 2 types of users that can access projects: 

  • Project members
    • Team members (Administrators, Internal, and External users) that were invited to the project
  • Limited Project Access users
    • Pro or free users that have been invited only to specific boards included in the project. Limited access extends to specific boards only and prohibits view of other boards in the folder.

Limited Project Access (LPA)

A user has Limited Project Access when a board, that is inside the project, was shared with them but not the project itself. In this case the project folder is visible in their 'Boards' page, shown with a Limited Project Access icon located in the corner of the project.      

hc-limited-project-access.png 

A LPA user also can open the project folder, but will only see limited items in that project. 

Inside the project, they can only see:

  • Boards that have been shared with them

  • Boards where they are @mentioned

  • Boards where they have tasks assigned to them

  • Other users in boards with allowed access

  • Project owner, project creation date, last change date

They will not see project members or other boards that they do not have access to. 

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How to Create a Project

You can create a project by clicking on the plus button next to Projects. This button is located on the left panel.

hc-new-project.png

How to Add Project Members 

To add collaborators to a project, open a project and click on the 'Share Project' button located at the top right. Start typing a name or email address and select them from the drop down menu and press "enter". Once team member accounts have been selected, click the Share button.

You can add any user that is part of your contact list, or click on the "search in whole team" option to add a team member to a project. Users with pending invitations must first create their accounts before they can be added to projects.  

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Being added as a project member means: 

  • Access to all boards inside the project
  • Creating new boards inside the project
  • Access to all new boards that are created or moved inside the project
  • Being notified about all activities on all boards within a project 

Note: You can remove a project member's access to a specific board within a project via board access management.

How to Assign Access Roles to Project Members

Project_Roles.png

When inviting a Project member, you can automatically set an access role that the user will have on all boards in a project.

Before sending out an invitation via the project members button, choose a specific role within the drop down menu next to Add Project Member.

If the user has already been invited to the project and you would like to change their role, access the 'Project members' dialog, and change their role in the drop down next menu next to their name.

Note: Editors can change the roles of Reviewers or Readers. Please contact the Project Owner to change your own role within a project.

Working with a Project

Depending on what kind of a user you are, you will have different permissions when working with a project. The table of project access by user role will explain all permitted actions for each role. 

How to Leave a Project

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To leave a project, click on the Settings button located in the top left corner inside a project or by clicking the three-dot-menu in the bottom right corner of a project tile. Once the dialog box is visible, click the Leave Project button at the bottom of the box. You will have to double confirm that you would like to leave the project. 

You can also access the Project Members dialog, and then click the 'X' that is located to the right from your name. Note: You will not be asked to confirm that you would like to be removed from the project. 

After leaving a project, you will have limited project access. The project and the boards that you still have access to will be visible in your Boards page, but you will not be able to see other project members, any boards that you do not have access to, or any new boards created inside the project. 

To completely remove a project from your Boards page, you must leave and then delete all boards with the Limited Project access. 

Note: You have access to boards that have been shared with you, where you were @mentioned, or where you have tasks assigned to you. 

How to Remove a Single Member From a Project

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To remove an already added member from a project, you must open the project and click the project members button. Then, click on the 'X' symbol next to the user's name. Please note that only project editors and project owners can remove participants from projects. Reviewers can only remove themselves from a project, they cannot remove other participants. 

Note: Removing a single member from a project will not remove them from the boards inside the project that they have created, where they are @mentioned, or have had tasks assigned to them. 

How to Delete a Project

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To delete a project, you must be the owner of the project. Also, all boards must be deleted or removed from the project in order for it to be deleted.

Once all boards have been removed or deleted, click on the Settings button and then click on the Delete button at the bottom of the dialog. You will have to double confirm that you definitely want to delete the project as this action is irrevocable.

How to Move a Board from a One Project to Another

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You can drag any board from a project to another project. Click on the board in your boards overview page, and drag it into a project. It is that easy! 

You can also move a board from the Board Settings. Access the Settings by either clicking on the three-dot-icon next to the board name on the Project overview page and selecting Settings or by clicking on Settings via the Board menu in the top toolbar when inside the board.

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Once the Settings dialog is open, click on the edit icon next to the project name to give you access to all your project folders. Choose one of the projects already created and the board will automatically be moved to the chosen project.

How to Remove a Board From a Project

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To remove a board from a Project, access the Settings by either clicking on the three-dot-icon next to the board name in the project overview page and selecting 'Settings' or by clicking on 'Settings' via the Board menu in the top toolbar when inside the board.

Once the Settings dialog is open, click on the edit icon next to the project name to give you access to all your project folders. Then, choose 'Not part of a project" and the board will automatically be removed from the project. If you are the board owner, the board can now be found on your Boards page. If you are not the board owner, the board will be moved to the boards page of the board owner. Please note that in this case you might no longer have access to the board.

How to Delete a Board From a Project

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You must be the owner of the board to remove it from the project. Access the Board Settings by either clicking on the Setting icon in the Project overview page or by clicking on Settings via the Board menu in the top toolbar when inside the board.

Once the Settings dialog opens, click on the Delete button located at the bottom of the dialog. You will have to double confirm that you definitely want to delete the board as this action is permanent. 

How to Change the Owner of a Project

The owner of a project can transfer the ownership of that project to another project member.
Click on Settings at the top left, when you are on the project page. Then click the edit icon next to the project owner's name. Now you can select the new owner.

projects___change-project-ownership.png

How to Duplicate a Project

Access the project settings and select 'Duplicate' under 'Options'.

How to Archive a Project

Archiving allows you to remove old or completed work from your boards overview page without losing it forever. 

Access the project settings and select 'Archive' under 'Options'.

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Archive Page

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To see all your archived projects, click on the Archive button on the left side panel of your Home page or Boards page.

You have the same functions on the Archive page as you do on the Boards page.

You can easily search all archived content by using the search bar or by sorting your archived boards and projects into 3 categories:

  • All: all boards and projects you can access
  • Owned by me: only the boards and projects you have created
  • Shared with me: only the boards and projects that have been shared with you

You can also view your archived projects in different layouts. Click on the drop down menu in the top right corner and choose between viewing all content by last modified or in alphabetical order. With those two options, you can then view your boards as a list or as tiles. 

How to Un-Archive a Project

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If you would like to view a project that is archived, you can click on the board on the Archive page and view it as a Reader. To make any edits or changes to the boards in the project, you will first need to un-archive the project.

Hover over the project icon in the list of your archived items, and click on the settings icon. You will then be able to choose to un-archive the item by clicking on the Un-Archive button located at the bottom of the dialog box. The project will disappear from the Archive page and reappear in the Boards page. 

What happens to a project if the owner's user account is deleted?

Offboarding users is a normal part of team management. Sometimes offboarded users are also project owner either for private usage or for team collaboration. Once the user is removed from the team, their projects will experience one of the following scenarios:

  • Private (unshared) projects which are not shared with other users and contain no shared boards within them - both the project and its boards are deleted

  • Private (unshared) projects which are not shared with other users but contain shared boards within them - the project is deleted, but the shared board within it becomes "unattached" and its ownership is transferred to the another user with editor rights on the board (a user who the board was shared with).
  • Shared projects - the ownership is transferred to the last internal user that accessed the project and is a project member

    • Example: User A creates a project (Project 0) and invites internal users X, Y and Z . The User A is deleted and user Y was the last user who accessed Project 0 → User Y is the new owner of Project 0.

 

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