In this training guide you will learn a number of BrightWork’s main features. The aim of this Team Member Training Guide is to equip you with knowledge on how to use BrightWork effectively as a Team Member.
1. Training Introduction
BrightWork is a SharePoint solution for managing work and projects of varying sizes and types. BrightWork includes a set of project management templates, web parts, dashboards, tools and lists that mimic the reality of the varying degrees of work and project management found in most organizations today.
Who is this Guide for?
There are no other prerequisites for this training session, but reviewing the BrightWork overview movie would be useful.
2. SharePoint Basics
In this section, you will learn about the basic building blocks of SharePoint. SharePoint is a collaboration platform organizations can use to create intranets and extranets for shared workspaces, information stores and documents.
A single item in a list is called a list item. You will normally have your work assigned as a list item in a list like the Project Tasks.
You should keep your assigned items up to date so your project manager stays informed on your project’s status.
Web Parts are useful in project management for displaying reports, charts and other summaries. The most important web part in BrightWork is BrightWork Reporter. The Reporter web part shows information from multiple lists in various sites (e.g. the My Work report that you will learn about later).
Sites can have sub-sites. For example, your organization can use sub-sites and top-level sites to separate projects from project offices.
Note: Your organization may also have a portal. This is a type of site collection.
3. Access and Navigation
In this section, you will learn about the SharePoint and BrightWork navigation options.
Main Navigation Elements
- The Navigation Controls move you up projects in the hierarchy, or let you see all the projects in your collection. Use these controls if you feel lost or want to quickly head to another part of the site.
- The Top Link Bar generally provides access to the top-level areas and main elements in a BrightWork site collection. In the example above, you can see the Top Link Bar brings you to areas such as BrightWork Help, the Portfolio area and the Templates area.
- Report Tabs are unique to BrightWork. This extra level of SharePoint navigation provides access to multiple pages with a common grouping. In BrightWork, they generally link to report pages.
- The Quick Launch provides the navigation for the current site and as such, all of the links are generally to SharePoint lists, document libraries and web part pages. If the project site has sub-sites, links to these sites will also be available on the Quick Launch. You can think of the Quick Launch as a menu into the project management process of the project at hand.
- The Hierarchy web part displays and links to all the sites underneath it in the hierarchy. The web part is generally available on the home page of a multiple project site or available from a link on the Quick Launch (e.g. Web Hierarchy view).
Find Your Training Site
- Click Sample Area on the Top Link Bar.
- Click Hardware Upgrade on the Project Hierarchy web part.
4. Find Assigned Work
In this section, you will learn about the various ways you can find your assigned work in BrightWork. If you are used to a project management environment where work is assigned and managed via email, you will know that keeping track of this work can be tough. BrightWork makes this easy by providing four ways to find your assigned work
My Work Dashboards
To access this report, click My Work Reports on the Quick Launch of the Hardware Upgrade site.
Note: If your manager has not assigned you any work items for this training, the report will be blank. The My Work report also includes the ability to select another user and view their assigned work items.
Some other reports are also available from the default My Work report set, including:
- My Work Due Soon
Displays the work of the logged in user due in the next 7 days and allows the selection of another user from a drop-down menu and/or the specification of a different Due Date.
- My Overdue Work
Displays the work of the logged in user due today or earlier and allows the selection of another user from a drop-down menu.
- My Gantt
Displays the work of the logged in user as a Gantt style report and allows the selection of another user from a drop-down menu.
- My Work Modifications
Displays the items you have been the last modifier of in the last seven days and allows the selection of another user from a drop-down menu and/or the specification of a different Modified Since date.
My Work Email
Scheduled Email Notifications
It is possible that the project manager will have an automated email setup so that you receive an email summary of your work items for one or more projects on a periodic basis (e.g. every Monday morning). All you need to do is click the relevant link to get back to the work item or list of items.
As well as being emailed on a scheduled basis, the My Work report (and other reports) can also be emailed from the interface.
Note: If the My Work report is empty, click Work on the Quick Launch and email the Open Work report.
- Click in the My Work report header and then the Reporter tab to activate the Reporter ribbon.
- Click the Email button.
- Click Browse to open the people picker dialog.
- Enter the first letter in your name in the find field and click Return on your keyboard.
- Double-click your name and click OK.
- Enter a Subject and Body message.
- Click Send.
You should receive an email similar to the one below.
Email Notification on Work Assignment
Note: Email notification on assignment is an optional setting that the project manager may or may not enable.
- Click Issues Update on the Quick Launch.
- Click List | Alert Me | Set alert on this list.
- Select the appropriate option (e.g. An Issue is assigned to me) and click OK.
5. Create A Personal Report
In this exercise, you will create and work with a personal report. BrightWork comes with an extensive set of cross-project reports. These reports are set up in a generic way. As a team member, you will have your own specific reporting needs.
Create a Personal Report
To do this:
- Click Project Home to return to the Project Home page.
- Click in the Overdue Items report header and then the Reporter tab to activate the Reporter ribbon.
- Click the Filters button.
- Create the below filter:
- Select Assigned To from the Column Name menu.
- Select is equal to from the Comparisons Type menu.
- Enter [Me] in the Comparison Value field.
Note: For more information about creating filters, see the Reporter Filter help article.
- Click OK.
The Report will load and show only the items assigned to you.
Next, you will customize the report a little more to meet your needs.
- Click in the report again to activate the Reporter Tools ribbon.
- Click the Columns button and deselect the Status (Icon), Status Indicator (Icon), and Assigned To Columns.
- Select the % Complete column.
- Click OK.
The report will load with your personal settings. This is the report that loads when you visit the page.
Toggle between a Personal and Shared Report
If the displayed report is a personal one, the Personal button will light up.
Click the Shared button to toggle back to the original shared version.
Reset a Personal Report
- Click Columns in the Personalize this Report section.
- Click Reset.
- Click OK to confirm.
- Click the Filters button in the Personalize this Report section.
- Click the Reset button.
- Click OK to confirm and the report will now default back to the Shared version.
6. Manage Work and Documents
In this section you will learn how to keep the details of your work items up-to-date and how to log issues and use document libraries.
Update Progress on Assigned Work
You can update work items one by one in a list or simultaneously update multiple items using the Datasheet view.
Form Based Update
Form based update means using the form belonging to the list. In this exercise, you will update progress on a single work item and mark them as an issue.
- Click Tasks Update on the Quick Launch.
- Select Edit Item from a list item’s drop down menu.
Click on the item to open it and click Edit Item on the list item’s tool bar.
- Make some changes, including updating the % Complete and selecting the Issue Indicator and adding an Issue Description.
- Click Save.
Note: Selecting the Issue Indicator means that the task will now display in Issue reports: this is a useful way of notifying the Project Manager that an item requires further attention.
Quick Edit Based Update
The Quick Edit is a spreadsheet-like view where you can update several items at once.
- Select edit this list.
- Experiment with the Quick Edit- it is quite similar to a spreadsheet in that you can drag and drop values down a column.
- Make changes to multiple items.
- Click Stop editing this list to return to the default view for the list.
Create an Issue Item via Form Entry
- Click Issues Update on the quick launch.
- Click new item.
- Fill out the form with some details.
- Make yourself the assignee and your manager the owner.
- Click Save.
Use Document Libraries
Upload to a Document
- Click Documents on the Quick Launch.
- Click new document.
- Click Browse, navigate to a Word document on your computer, select it and click Open.
- Click OK.
Note:You can also drag a file into the document library-try it!
Edit a Document in a Library
- Click Edit on the document menu.
- Click OK.
- Enter your login credentials, if asked.
- Make some modifications to the document and save and close it.
Note: For more detailed information, please see the Microsoft Introduction to Document Libraries article.
- Update several columns in a Task item via Form Entry.
- Update several columns in a Task item using the Datasheet View.
- Create a new Issue via Form Entry.