Setting up and managing projects

FELIX 20-015

What you need to know

With "Projects", FELIX offers a tool for project documentation.
Various projects can be maintained and managed in the "Projects" tab.

The following functions are available within a project:
- a shared schedule
- the option of creating and assigning upcoming "to-dos"
- making decisions with deadlines visible
- creating and storing notes and files and linking them to other functions
- using the whiteboard to create logs, for example, and store them in files.

The timeline provides a chronological overview of the processes in the project.

The creation of a project is explained below step by step.
More detailed information can be found in the External link opens in a new window:OpenOlat Handbook.

What you have to do

  1. Click on the "Projects" area at the top.

    • "My projects" and "Project templates" open.

  2. Click on "Create project".

  3. Select HFU for the "Administrative access" and accept the selection, enter a title and click on "Save".

    • The project is created and can be found under "Active".
      Projects that you have not created but have been entered as a member can also be found under "Active".

  4. Click on the created project to open it.

  5. Use the three-dot menu (top right) to open "Member management".
    Use "Add members" to add the relevant project members and assign them the appropriate rights. Then close "Member management" at the top left to edit the project.

    • Roles and authorisations" are explained in the "Help" section.

  6. Use the Quick start (top left) to navigate to the respective functional areas or open the individual functional areas below the quick access.

    The objects created in the functional areas can be linked to each other under "Links" with "Link object". New objects from other functional areas can be created with a link using "Add links".

    • You can create appointments and milestones in the schedule.
      If you call up your personal calendar under your profile, you can use the iCal feed link under the cogwheel symbol to integrate the calendar into another calendar.

    • Under "To-dos" you can "create" a task and enter criteria. The task is first assigned to you as the creator. The execution of the task can be delegated to another project member via "Delegated".
      A "To-do" can be "checked off" by clicking in the circle in front of the title. A "To-do" can only be finally deleted in the overview by selecting it or using the three-dot menu.

    • In the "Decisions" area, decisions can be created, assigned to participants and given a deadline. The decisions are visible to all project members.
      A "Decision" can be finally deleted in the overview via the three-point menu.

    • Notes allow you to write down text content (e.g. reminders, explanations, etc.).
      Notes can also be downloaded.
      Deleted notes remain in the notes overview under "Deleted".

    • Under "Files" you have a shared file repository, which is filled by uploading or directly creating files in FELIX. All files created directly in FELIX can be edited together synchronously.
      Deleted files remain in the file overview under "Deleted".

  7. Open the whiteboard function and record notes or create a diagram or sketch.
    You can save the created whiteboard file as the current version in the "Files" and continue working in the whiteboard. The whiteboard file can also be exported.

  8. If you copy a project, all to-dos, decisions, notes and files are also copied.
    Project members are not copied and dates and milestones are partially copied (without date).

  9. Create a project template or use a "shared" template if you are carrying out a project simultaneously with several student groups or in different semesters in succession.
    To duplicate the template, open it and select "Create project from template".

  10. Projects can also be downloaded, closed and deleted as a report using the three-dot menu (top right).

    • Download report: This function allows you to download all content including a Word document with the metadata (project creator, members, etc.) with the current status or for a specific time period.

    • Close project: Projects can only be closed and, if necessary, reactivated by project owners, managers and the "project office". The project members only have read-only access once the project has been closed.

    • Delete project: Only the project owner can delete a project. Deleted projects can only be viewed but not edited.

Problems or questions?