Working together
The signed report arrives with the closed task, not three weeks later
A task can require documents to be delivered: whoever closes it uploads the files and marks which ones are the delivery. Around it, the project files in tidy folders and everyone’s notes, in the same place.
The work is done, the documents are not
The task shows as closed, but the signed acceptance test is still in someone’s inbox and the right version of the draft has to be found among five attachments. Whoever runs the job notices when the client asks for it. In Projekta, documents live inside the project and inside the task they belong to, and a task that requires them does not close quietly without them.
How it works
-
Say what must be delivered
On the task you turn on “Requires document delivery” and, if you like, list the expected documents: “Signed report”, “Construction drawings”. Without a list, one file marked as delivery is enough.
-
Whoever closes uploads the files
When the task is marked as completed, the delivery window opens: drag in the files, say which are the delivery and which are working material, and which expected document each one matches. It happens even when the task is closed from Klokka.
-
What is missing shows
Whoever does not have the documents yet chooses “Complete, upload later”: it is written in the History, the task carries the “Delivery missing” mark and a reminder goes out after 24 hours. After three working days the project manager receives one too.
Closed also means delivered.
What you can do
-
Deliveries on milestones and jobs
In the plan every milestone tells you how many of its linked tasks require a delivery and how many are complete. In the list of jobs, one column counts the expected documents that are missing.
-
Project files, in folders
Project images, videos, audio and PDFs in nested folders, either free or linked to a task: a linked file also shows up in the task’s Files tab. When you replace one, earlier versions are kept and can be restored.
-
Or a Files folder
With Files active, the administrator links the project to a folder: every task gets its own subfolder, files already uploaded move there, and Files’ permissions, versions, vault and approvals apply. While it is linked, the folder cannot be deleted or moved in Files.
-
Deliver without using Files
Delivery uploads always go through Projekta: whoever closes a task sees and uploads that task’s files, even without using Files. The documents still end up in the right folder.
-
Project notes with Notika
With Notika active: notes, checklists, images and voice memos in the Notika editor. A note is created in the “Projekta › project” folder, shared for editing with the project’s internal people, and stays owned by whoever wrote it.
-
Every step in the History
Who marked a file as the delivery, who removed it, who completed without documents and what was missing at that moment: it all stays in the task’s History.
Frequently asked questions
Does a task with three assignees mean three deliveries?
No: the delivery belongs to the task. Files uploaded by any of the assignees count once, and the reminder to the project manager also goes out only once.
Who can upload and mark the delivery?
The people assigned to the task, whoever created it, and anyone with permission to manage tasks in Projekta. Others can see it but not change it.
If we link Files later, what about files already uploaded?
They are moved into the linked folder, each one into its task’s subfolder. If you unlink one day, the files stay in Files and the folder goes back to being an ordinary folder.
The other Projekta features
Bring your company’s projects to Projekta
Request a demo: we’ll show you how Projekta organizes projects, tasks and teams.
Alex