This article explains the icons and functionality of the header in the Work Plan List page. Depending on the work type selected, the icons may be different, as certain functionality applies only to certain work type.
Note
You cannot add new work items when Grouping is on.
Click the Add Item button to add tasks, or other work items to your work plan. OnePlan supports many kinds of work items to best suit your work method.
You can also add items from the form at the bottom of the screen.
After you make changes to your plan, you will need to click the Save button to save those changes.
The work plan will not save right away, allowing users to review their plans prior to saving. The save button also allows users to revert the plan (not save) if they do not like the changes they made
The save button Improves performance when editing a work plan since it will not have to wait for auto save.
Use the Indent and Outdent icons to build out the work breakdown structure (WBS). Indenting makes an item a child item.
Important
To indent or outdent the tasks, you must sort the WBS column first. Once the tasks are in WBS order, you will be able to indent and outdent tasks.
Note
You cannot indent or outdent work items when Grouping is on.
Note
When you indent or outdent a work item with Timesheet Hours, a message will prompt you to recalculate your schedule to update timesheet hour calculations. This serves as a helpful reminder, ensuring that users are aware of the potential impact on timesheet hours and prompting them to recalculate for accurate scheduling information.
In the example below, Migration Complete is at the same level as Scope. When we indent Migration Complete, it becomes a child of Scope. Notice the WBS order number has changes from 2 to 1.6, indicating that Migration Complete is the sixth child of Scope.
Note
It is best practice to sort the WBS column before you link tasks.
To link items:
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Hold down the CTRL key to select two items.
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Click the Link icon. The second item becomes the dependent item.
To unlink items:
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Select the dependent task only.
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Click the Unlink icon.
If using the Link icon, the relationship is automatically Finish-to-Start relationship with 0 lag days. If you want to specify different link type or lag time, select the parent item and open the Quick Edit window. Go to the Dependencies tab to make your changes.
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Click the Status Updates icon. The Status Updates pop-up will open.
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In the Status Updates pop-up, you can view all of your status updates.
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Check the check box next to the desired updates to select. You can select multiple updates at a time.
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Click Accept to accept the selected updates, or Reject to reject the selected updates.
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You may have additional systems integrated with OnePlan, such as Project Desktop, Project for the Web, Azure DevOps, etc. If so, you can manage that integration using the Integrations interface. Click Integrations, then review your integrations using the form.
The Shared With form is where you can manage your team. You may add team members and manage the security permissions for your plan.
Click the ellipsis in the Work Plan header, then Resources > Shared with. You may also access the Shared With window via the plan contextual menu from elsewhere (i.e. Portfolios, Plan Menu, etc.).
The plan team shows with each user or team's Name, Email address and Access level.
Now that we’re in the Shared With form, you can add a user to your plan. Make sure you are in the Users tab of the Shared With form, then type the user's name into the Add User field. Once you type 3 or more characters, matching users will show for selection based on the directory of users in the Resource Center.
Newly added users will be added to the team as a Reader, so adjust the access level as necessary. See ???.
You can also add entire teams of resources to plans. Go to the Teams tab of the Shared With form, then type the team's name into the Add Team field. Once you type 3 or more characters into the field, matching teams will show for selection based on the directory of teams in the Resource Center.
Newly added teams will be added to the plan as Readers. so adjust the access level as necessary.
Note
If you add a resource to a team, that user will automatically have access to all plans that have been shared with that team.
To remove a user from your plan, go to the Users tab of the Shared With form. Then click the Delete icon to the left of the user.
Note
This does not delete the user from OnePlan, just from your plan.
To remove a team from your plan, go to the Teams tab of the Shared With form. Then click the Delete icon to the left of the team.
Note
This does not delete the team from OnePlan, just from your plan.
To edit a user’s access level, go to the Users tab of the Shared With form. Then click in the Access column for the desired user. Select the access level from the drop-down. Options include:
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No Access: The user will not have access to the plan, and will not see assigned work items in My Work. The user can be assigned to tasks by the Plan Manager.
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My Work Only: The user will not have access to the plan. The user will see all assigned work items in their My Work area.
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Reader: The user has read-only access to the plan. The user will see all assigned work items in their My Work area.
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Contributor: The user has edit access to the plan. The user cannot delete or archive the plan.
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Owner: The user has full edit rights to the plan. The user can delete or archive the plan.
What users can access and do with shared plans is dependent on the plan permissions you set, and their OnePlan environment permissions. Higher environment permissions will outweigh restrictions set on the plan level.
We have created a matrix to detail how the environment and share with permissions interact. See OnePlan Plan Permission Hierarchy for more information.
To edit a user’s access level, go to the Users tab of the Shared With form. Then click in the Access column for the desired user. Select the access level from the drop-down. Options include:
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No Access: The user will not have access to the plan, and will not see assigned work items in My Work. The user can be assigned to tasks by the Plan Manager.
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My Work Only: The user will not have access to the plan. The user will see all assigned work items in their My Work area.
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Reader: The user has read-only access to the plan. The user will see all assigned work items in their My Work area.
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Contributor: The user has edit access to the plan. The user cannot delete or archive the plan.
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Owner: The user has full edit rights to the plan. The user can delete or archive the plan.
Because you can add both individual users and teams of users to your plans, determining their level of access/permissions to your plan can be confusing. You can use the Permissions tab of the Shared With form to check the permissions for the users on your plan team.
To check a user's permissions, go to the Permissions tab of the Share With form. Then type in the user's name into the Enter Name field. Once you type 3 or more characters into the field, matching users will show for selection based on the directory of users in the plan's Shared With. Select the user from the drop-down. Then that user's permission level and where those permissions come from show in the form below.
Click the ellipsis > Resources > Assign Resources to open the Resources panel for the plan. You can then drag and drop resources from the panel onto Work Items to assign the resources to the item.
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Click the ellipsis in the Work Plan header, then select Request Updates.
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Complete the Request Update form. Click Send Update Request button when ready.
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Tasks: Select either Selected Tasks or Tasks Assigned to Me. You may want to select Tasks Assigned to Me to send yourself regular reminders to update your status.
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Select Fields: Use the drop down menu to choose which fields you want updated by the recipient(s).
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Schedule: Select either Send Now, Daily (specific days & time), or Monthly (specific day of the month).
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Enter a Message: This message will be in the email body requesting updates.
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Click Versions to save a version of your work plan, load a previous version of your work plan, or restore a previous version of your work plan.
Click Project Start Date to adjust the selected project start date. You can select a new date and choose to move manual and constrained tasks or not. Automatic tasks will automatically be rescheduled.
Click Rate Table to set up a plan-specific rate table for the resources in the plan. The plan-level rate table will supersede global resource rates for the affected plan.
Click the Sub Plans icon. The Select Sub Plans form will open.
If the current plan has sub plans, you can load them into the current Work Plan. Check the check box next to the sub plans you would like to add. Click Load Sub Plans. The selected sub plans will be added to the current Work Plan Grid.
Click the ellipsis, then select Recalculate to manually recalculate calculated fields in the Work Plan.
Click Check Schedule to run a backend schedule logic validator. This function will repair any logic issues in your schedule. Check Schedule is particularly useful if you are importing a template, or the schedule from an external system.
Click Export to export the work plan. You can export the work plan to an Excel spreadsheet, a Microsoft Project MPP file, and a OnePlan work plan JSON file.
Note
You cannot expand or collapse your work plan if Grouping is on.
Click the Expand icon to show all work items and sub-items in the Work Plan.
Click the Collapse icon to minimize the work items.
Select the Gantt icon to show the Gantt chart. Select it again to close the Gantt chart.
When the Gantt chart is open, additional icons will show for Gantt view controls including: Zoom In, Zoom Out, Scroll To, and Zoom Fit.
Click the Filters icon to select and apply filters to the Work Plan Grid. You can select multiple filters.
Click Clear Filters to clear all filters.
Note
As of February 2024, you can filter your Work Plan on Assigned Resources. This improvement enhances the filtering options, providing a more refined and efficient way to focus on work items associated with specific resources.
Click the Group By icon to select a field to group the work items by in the grid.
Note
When grouping is enabled, scheduling actions such as drag and drop, indenting, adding work items, etc., are temporarily disabled to maintain the integrity of the grouped view.
Select the View menu drop down to change views, save views, and delete views. Global views are marked with a globe icon. Only administrators can save global views. Personal views are marked with a person icon, if you have any saved.
See Modify and save Views in the Work Plan Grid for instructions to edit, save, and delete views.