Getting Started Guide

Portal Configuration

In the Portal Configuration, we help you configure your company settings, customize fields, groups, and templates, and configure all the project modules with ease.

Click to learn more about access privileges for editing org settings.

Configuration

Update Portal Logo

  1. Click in the top band.
  2. Navigate to Portal Configuration > Org Settings > Configuration > Portal Settings tab.
  3. Click the Upload button.
  4. Click Choose File and select an image from your local computer.
  5. Click Upload.
    • You can also remove the logo by clicking Delete.
  • Supported file formats are jpg/gif/png/jpeg.
  • File size should not exceed 500 KB.
  • Preferred size of an image is 70x30.

Portal Details

  1. Click in the top band.
  2. Navigate to Portal Configuration > Org Settings > Configuration > Portal Settings tab.
  3. Click to the right of your company name.
  4. Modify the Company Name, Web Address, postal address, and Time Zone.
  5. Click Update.

Prefix & ID

  1. Click in the top band.
  2. Navigate to Portal Configuration > Org Settings > Project & Budget > Project Settings tab.
  3. In the Prefix & ID section, you can enable/disable Project and Task IDs.
  4. The current project prefix is shown in an editable section. If desired, modify the project prefix and click Update.
    • The Project prefix cannot be more than 10 characters and can contain alphabets & hyphen only.

Note:

  • Tasks and Issues have the same prefix. It can be updated when you edit a project. Learn more
  • Issue IDs cannot be disabled, only the prefix can be updated. Learn more

Project Percentage Completion

Calculate your project completion percentage based on task and issue count or based on task percentage completion and issue count.

  1. Click  in the top band.
  2. Navigate to Portal Configuration > Org Settings > Project & Budget > Project Settings tab.
  3. Scroll down to Project Percentage Completion.
  4. Select you default option.

Sender Email

To send Zoho Projects email notifications from your own email address, you can simply configure the Sender Email and domain.

  • Available in Enterprise plan (user based pricing).
  1. Click  in the top band.
  2. Navigate to Portal Configuration > Org Settings > Configuration > Portal Settings tab.
  3. Enter your email address in the Sender Email section and click Verify. A Hostname and Value will be generated.
    • You are restricted from entering a public domain email address.
  1. Login to your DNS manager and add the generated value in the TXT record.
  2. Click Verify your domain in sender email settings in Portal Configuration.
  3. Once your domain is verified, a verification code will be sent to the email address entered.
    • If you didn’t receive the verification code to the email address, click Resend verification code.
  4. Enter the verification code and click Verify Email.

After your domain and email address is verified, the Zoho Projects notifications will be sent from the customized sender email address.

Note:

  • Your domain verification will fail if you don’t add the generated value in the TXT record of your DNS manager. You should not remove this from TXT record as long as you use Zoho Projects.

Edit Sender Email

  1. Click to the right of your Sender Email address.
  2. Confirm your action. If you click Change, the current sender email configuration will no longer work.
  3. Configure the new sender email address and verify your domain and email address.
  4. If you don't configure a new sender email address, the notifications will be sent from the default address notifications@zohoprojects.com.

Portal URL Change

  1. Click  in the top band.
  2. Navigate to Portal Configuration > Org Settings > Configuration > Portal Settings tab.
  3. In the Portal URL Change section, the current portal name is present in the editable area. If desired, modify the portal name and click Update.
    • The new name will reflect the next time you log in or refresh your portal
    • The Portal URL cannot hold special characters

Portal Owner Change

  1. Click  in the top band.
  2. Navigate to Portal Configuration > Org Settings > Configuration > Portal Settings tab.
  3. Select New Portal Owner from the drop-down.
    • Only Admins will be listed in the drop-down
    • This feature is enabled only for the paid plans

Date & Time Settings

Date format and business hours settings

You can now set date formats, business hours / days and holiday list for your company to precisely calculate the project deliverables. And you can also calculate the task duration based on the actual number of hours or days. Learn more on how task duration is calculated in Zoho Projects.

  1. Click  in the top band.
  2. Navigate to Portal Configuration > Org Settings > Date & Time Settings > Date & Time Settings tab.
  3. Click Date & Time Settings.
  4. Set the Date Format ,Time Format and the First Day of the Week.
  • Set how long the Business Hours are, for a day.
  • Skip Weekends by selecting the working days of your work week. The days unchecked will be considered as weekends and the work item's duration will be calculated accordingly.
  • Click Update when you are done with all the above settings.
  • The Business Hours, Skip Weekends, and Configure Holidays settings are available in the Premium and Enterprise plans only.
  • The work duration that you define as Business Hours will be taken into account to calculate a task or a work item's duration.

Configure holidays

Learn to configure holidays in Zoho Projects here.

  1. Click  in the top band.
  2. Navigate to Portal Configuration > Org Settings > Date & Time Settings > Holidays tab.
  3. Enter the holiday details and Add Holiday.
  • To delete an existing holiday, hover over the holiday and Delete Holiday.
  • You can select weekends or holidays displayed in gray color as start or end dates for tasks in pop out calendars. This option is available only in our Enterprise plan.

Task & Timesheet

Task duration setting

  1. Click  in the top band.
  2. Navigate to Portal Configuration > Org Settings > Task & Timesheet > Task Settings tab.
  3. Scroll to the the Task Duration Setting section.
  4. Set the duration of tasks to either Days or Hours.
  5. Click Update.

Task work hour setting

  1. Click  in the top band.
  2. Navigate to Portal Configuration > Org Settings > Task & Timesheet > Task Settings tab.
  3. Scroll to the the Task Work Hours Settings.
  4. Set your default work hours. Learn more.
  5. Click Update.

Enable resource allocation setting

Resource allocation setting allows you to view a particular user's work allocation when assigning tasks. This setting is enabled by default.

  1. Click in the top band.
  2. Navigate to Portal Configuration  > Org Settings  > Task & Timesheet  > Task Settings tab.
  3. Scroll to Resource allocation under Task Settings.
  4. Toggle the setting to turn on resource allocation setting.

Task Dependency Settings

You can configure the task dependency settings for your portal here. These options allow you to manage the shift in successor task every time the associated predecessor task is moved.

  1. Click  in the top band.
  2. Navigate to Portal Configuration  > Org Settings  > Task & Timesheet  > Task Settings tab.
  3. Scroll the page and navigate to the Task Dependency section.
    • Toggle the switch to enable or disable the setting. Explore more real time scenarios on the usage of task dependency settings here.
    • Select a Default Dependency Type
      • The dependency type that you select will be set between two tasks by default when you try to link them over the Gantt for the first time. However, the dependency type can always be modified at later stages. 
  4. Click Update at the bottom of the page.

Note:

  • When selecting Automatic as the default dependency type, the dependency type will be assigned automatically based on the dates specified for the parent and child tasks. Automatic is most useful when you don't want to shift the dates for the child task.

Associate tasks and bugs

  1. Click  in the top band.
  2. Navigate to Portal Configuration  > Org Settings  > Task & Timesheet  > Task Settings tab.
  3. Scroll the page and navigate to the Associate Tasks with Bugs section. You can choose to receive Alerts about the associated Bugs or not to receive alerts
    • When you select Do no show alerts, you can complete the tasks without receiving any alert messages about the associated bugs' status.
    • Learn more about associating and tasks and bugs here. 
  4. Click Update at the bottom of the page.

Timesheet billing status

  1. Click  in the top band.
  2. Navigate to Portal Configuration > Org Settings > Task & Timesheet > Timesheet Settings tab.
  3. Navigate to the Timesheet Billing Status section.
  4. Set your default billing and approval status respectively.
  5. Click Update.

Timesheet approval settings

  1. Click  in the top band.
  2. Navigate to Portal Configuration  > Org Settings  > Task & Timesheet  > Timesheet Settings tab.
  3. Scroll to the Timesheet Billing Status section.
  4. Set your default billing and approval status respectively.
  5. Click Update.

 

Time log period settings

Time logs are an effective way to track your users' hours. You can customize your past and future time-log settings, or even remove time logs entirely.

To customize your time log settings:

  1. Click  in the top band.
  2. Navigate to Portal Configuration  > Org Settings  > Task & Timesheet  > Timesheet Settings tab.
  3. Scroll to the TIme Log Period Settings section.
  4. Allow, Don't Allow or Customize.
  5. Click Update.

Log Past Time

This setting determines whether to log past time.

Here are your options:

Allow

Log all past time

Don't AllowDo not log past time
Customize

Allow past time logs for any specific length of time. Weekends and configured holidays will not be taken into account when selecting your time-log span.

For example:

-If you select 5 days before  09/19/2016, you will log time till  - 09/12/2016

-If you select 5 weeks before  09/19/2016, you will log time until 08/12/2016

-If you select 5 months before 09/19/2016, you will log time until 04/19/2016

Log Future Time

This setting determines whether to log future time.

Here are your options:

AllowLog all future time
Don't AllowDo not log future time
Customize

Allow future time logs for any specific length of time. Weekends and configured holidays will not be taken into account when selecting your time-log span.

Example:

-If you select 5 days from 09/19/2016, you can log time until 09/26/2016

-If you select 5 weeks from 09/19/2016, you can log time until 10/24/2016

-If you select 5 months from 09/19/2016, you can log time until 02/19/2017


The Time log settings will reflect in the following modules:

Affected modulesRelevant actionAffected module component
BugsLog hours for individual bugs.Date picker
Task DetailsModifying log hours for individual tasks.
Date picker
Timesheet 
  • Log Time

Logging time for a particular task/bug is added on a daily basis.

Date picker
 
  • Weekly Log Time

Logging time for a particular task/bug on a weekly basis.

Date picker

 
  • Calendar

Logging time  or editing an existing time log.

Date picker

 
  • Update Log Hours

Editing log entries.

Date picker

 Example:

Joan wants to allow time-log entries for all past days while restricting entries to only two weeks in the future.

  1. Set the Past time-log to Allow- past days.
  2. Set the Future time-log to custom—2 weeks in the future

If the current date is 02/15/2017, all the users in the project will be able to log entries for all past days, and only until 03/01/2017 in the future. These settings will be reflected in all date pickers shown above.

 

Time Log settings for strict projects

Changes to the time log settings will only be reflected when the specified number of days is within the date range scheduled for strict projects.

For example: 

Strict project date range: 09/01/2016 - 09/30/2016

When time-log settings are configured to five weeks before and after the current date (09/19/2016), time cannot be logged because the settings are not within the date range.

Time log for closed tasks and bugs

You can now enable time logs for closed tasks and bugs.

  1. Navigate to Portal Configuration  > Org Settings  > Task & Timesheet  > Timesheet Settings tab.
  2. Scroll to Log hours for closed tasks and bugs section.
  3. Select Allow.
  4. You can now add time logs for closed tasks and bugs.

Time log restriction

  1. Navigate to Portal Configuration  > Org Settings  > Task & Timesheet  > Timesheet Settings tab.
  2. Scroll to Time Log Restriction and toggle to enable the setting.
  3. The Daily log hour limit and Weekly log hour limit are by default calculated based on business hours. You can edit the log hour limits as required.
    • The daily log hour limit cannot exceed 24 hours and the weekly log hour limit cannot exceed 168 hours. 
  4. Click Update at the bottom of the page. 

Click to learn more about restrictions for timer.

Enable project budget settings

  1. Navigate to Portal Configuration  > Org Settings  > Project & Budget  > Budget Settings tab.
  2. Toggle Enable Project Budget.

Rename bugs tab

  1. Click  in the top band.
  2. Navigate to Portal Configuration  > Org Settings  > Task & Timesheet  > Bug Settings tab.
  3. Enter a Name to be displayed in the Links or Commands across projects.
  4. Enter a Name and icon to be displayed in the Tabs across projects. To change the icon for the Bugs module, hover over the default icon and select your favorite icon.
  5. Click Update at the bottom of the page.

 

Related Topics

Personal Settings

 

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