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VNCproject Web Client User Manual

Updated till 4.0.2.43 version

Getting started

Sign in

  1. On your computer, visit vncproject.vnc.biz.
  2. In the upper-right corner, click the avatar icon and then SIGN IN.
  3. Enter your credentials to the fields.
  4. Click LOGIN.

Edit account information

You can edit information like your email address, full name, period of payment, and display language.

  1. In the upper-right corner, click the avatar icon and then your name:

  2. You'll be redirected to the My account page. Under the Information section, you can view and change:

    • First name
    • Last name
    • Email
    • Language
    • Period of payment
  3. Click Save.

Change email notifications

You can control for which events you'd like to receive notifications by email.

  1. In the upper-right corner, click the avatar icon and then your name:

  2. You'll be redirected to the My account page. Under the Email notifications section, you can set the events about which you want to be notified by email:

    • For any event on all my projects
    • For any event on the selected projects only
    • Only for things I watch or I'm involved in
    • Only for things I watch or I am assigned to
    • Only for things I watch or I am the owner of
    • No events
  3. Choose whether you only want to receive notifications with high importance and thus filter out changes with low priority.

  4. Check the box next to I don't want to be notified of changes that I make myself if you do not want to be notified of your own changes.
  5. Click Save.

Customize personal settings

Your personal settings let you customize some elements of VNCproject to your liking, including font, time zone, display comments, and other attributes.

  1. In the upper-right corner, click the avatar icon and then your name:

  2. You'll be redirected to the My account page. Under the Preferences section, you can update the following options:

    • Hide my email address: If you want to keep your personal email address private, check the Hide my email address box.
    • Time zone: The time zone used for date and time information across VNC applications.
    • Display Comments: Choose one of the two methods to display comments: In chronological order (from newest to oldest) and In reverse chronological order (from oldest to newest).
    • Warn me when leaving a page with unsaved text: Choose whether or not to receive confirmation whenever you leave the page with unsaved data.
    • Font used for text areas: Choose which font you want to set as a default font.
    • Number of recently used projects in jump box: Choose the number of recently used projects in the Jump to a project box located at the top right of each page of VNCproject.
    • Issue's history default tab: Issue history is the overall history of the changes done on the issue/ticket. Choose which issue's history tab you want to set.
    • Code highlighting toolbar languages: Specifies which programming languages ​​are to be recognized and parsed accordingly. Default: c, cpp, csharp, css, diff, go, groovy, html, java, javascript, objc, perl, php, python, r, ruby, sass, scala, shell, sql, swift, xml, yaml.
    • Robot logo: Decide whom you prefer as your virtual assistant - Vincent or Vincenta.
    • Use TinyMce (Wysiwyg Editor): It allows non-technical users to format content without knowing how to code.
    • Default Page after login: Choose which page you see after logging in.
  3. Click Save.

Add alternate email address

You can add alternate email addresses in addition to your primary one that you can use to receive VNCprojects notifications. You can delete or disable notifications alternate emails at any time.

  1. In the upper-right corner, click the avatar icon and then your name.

  2. You'll be redirected to the My account page. Click the EMAILS button.

  3. Enter an email address into the Add Email Address field and then click Add.

Change account password

  1. In the upper-right corner, click the avatar icon and then your name.

  2. You'll be redirected to the My account page. Click the Change Password button.

  3. Enter your current password and your new password in the form displayed.
  4. Click Apply.

Update ICS export settings

VNCproject provides the option to export files for tickets list which then can be imported into any calendar application and all the tickets having start/due date will be reflected on the calendar.

  1. In the upper-right corner, click the avatar icon and then your name.

  2. You'll be redirected to the My account page. Click the ICS EXPORT button.

  3. Select proper options.
  4. Click Save.

You should see the notification stating ICS export settings have been updated successfully.

Create a checklist template

You can add templates (for example, a repeatable TODO list of tasks) and those templates can be attached with tickets. Once added, you will the checkboxes in the ticket so as to mark the TODO items as done/undone quickly.

  1. In the upper-right corner, click the avatar icon and then your name.

  2. You'll be redirected to the My account page. Click CHECKLIST TEMPLATES.

  3. Click NEW CHECKLIST TEMPLATES.
  4. Fill in the Name and Templates Items fields.
  5. Select the category name from the drop-down menu.
  6. Set visibility options - Visible to me only or Visible to any users.
  7. Click Create.

You can edit or delete a checklist template at any time from the Checklist template page. Click Edit or Delete next to the template you want to edit or delete accordingly.

Change an account photo

Your account photo (also known as an avatar) represents you in VNCproject and illustrates your comments. When you upload your avatar, you can resize and reposition it to make sure it looks great.

Way 1. By clicking Change Avatar button.

  1. In the upper-right corner, click the avatar icon and then your name.

  2. You'll be redirected to the My account page. Click the Change Avatar button.

  3. Click Browse and select a required photo/image.
  4. Adjust the size and position of your photo, then choose Save.

You should see the notification stating Avatar uploaded successfully.

Way 2. By clicking the avatar icon next to My account.

  1. In the upper-right corner, click the avatar icon and then your name.

  2. You'll be redirected to the My account page. Click the avatar icon located next to My Account.

  3. Click Browse and select a required photo/image.
  4. Adjust the size and position of your photo, then choose Save.

You can also remove your account photo or upload a new one at any time.

Delete the account

The option is available only for users with the admin rights.

  1. In the upper-right corner, click the avatar icon and then your name.

  2. You'll be redirected to the My account page. Click the collapse/expand arrow .

  3. Click Delete my account.

Sign out

  1. In the upper-right corner, click the avatar icon.
  2. Click Sign Out.

You can't remove your VNCproject account. The option is available only for users with the admin rights.

My page

My page allows you to display various blocks of information about your projects. My page consists of:

  • Dashboard. The dashboard provides you with access to information and updates that are important to you.
  • Agile Board. Agile boards provide a great way to see all tasks planned for a week. The versatility of Agile boards makes them a powerful visual tool for planning, tracking, and monitoring progress on any set of tasks.
  • Achievements. On the Achievements page, users can see their recent achievements at a quick glance, and also see their recent activity with the awards.
  • Release Notes. Release Notes provides a cross-project overview of the latest updates.
  • Calendar. The Calendar provides you with a more focused view of all tasks that have to be handled within the next days – or within a given time frame, regardless of their importance. This makes it easier for you to focus on assignments that come with a defined due date.

Dashboard

Dashboards get a full overview of all activities and projects. You can populate it by adding and configuring portlets. Portlets are the content blocks that display reports, issue lists, achievements, and other information. Each widget can be repositioned and resized on the dashboard.

To access the dashboard, navigate to My Page > Dashboard.

Add a page to the dashboard

From the dashboard, you can create new pages, give them names and add portlets to them.

  1. Navigate to My page > Dashboard.
  2. Click + Tab. A new tab should appear.
  3. Select the portlets you’d like to appear on this page by clicking the collapse arrow icon on the right.
  4. Check the boxes next to the portlets you’d like to appear on the the page.
  5. To save changes, click Save.

Duplicate a page in the dashboard

  1. Navigate to My page > Dashboard.
  2. Click a required page.
  3. Click the kebab menu icon and select Duplicate.

Rename a page in the dashboard

  1. Navigate to My page > Dashboard.
  2. Click a required page.
  3. Click the kebab menu icon and select Rename.
  4. Enter the dashboard name and click the check mark.

Delete a page from the dashboard

  1. Navigate to My page > Dashboard.
  2. Click a required page.
  3. Click the kebab menu icon and select Delete:

Agile board

Agile boards let you track progress in an intuitive, meaningful way. A quick look at a board is enough to tell you how many tasks you are currently working on, how many are completed, and how many are waiting in the backlog.

To access the agile board, navigate to My Page > Agile Board.

From Agile Board, you can create an agile card, meta roadmap and ticket, and customize your capacity.

Create an agile card

Issues are displayed as tasks cards on an Agile board, allowing teams to prioritize, assign and track issues efficiently. You can move cards with drag drop and edit them straight on the board.

  1. Navigate to My page > Agile board.
  2. On the bottom, click the plus icon and select New agile card.
  3. Customize the ticket form and tap Create.

Move a card on Agile board

Agile Board lets you create on the fly draggable cards.

  1. Navigate to My page > Agile board.
  2. Drag and drop cards to rearrange their importance.

Expand/ Collapse a card on Agile board

  1. Navigate to My page > Agile board.
  2. Click the kebab menu on the card and click Collapse card.

Edit a card in overlay on Agile board

  1. Navigate to My page > Agile board.
  2. Click the kebab menu on the card and click Edit in overlay.
  3. Edit the card and click UPDATE.

You can easily obtain and share a link to a card in VNCproject. When you're linking to a card then the person you're sharing the link with must have access to the card to open the link.

  1. Navigate to My page > Agile board.
  2. Click the kebab menu on the card and click Copy link.

You should see the the notification stating Link copied to clipboard.

Access a card timeline on Agile board

You can access the timeline view directly from your board.

  1. Navigate to My page > Agile board.
  2. Click the kebab menu on the card and click Show history.

Add time to a card on Agile board

  1. Navigate to My page > Agile board.
  2. Click the kebab menu on the card and click Log time.
  3. Customize the fields and click SUBMIT.

Open a card in a new tab

  1. Navigate to My page > Agile board.
  2. Click the kebab menu on the card and click Open in new tab:

Manage your capacity

  1. Navigate to My page > Agile board.
  2. Click the plus icon at the bottom and click Manage my capacity.
  3. Customize the capacity and click UPDATE.

Achievements

On the Achievements board, users can see their weekly achievements at a glance, and also see their recent activity with awards.

To check your achievements and productivity, navigate to My page > Achievements.

From here, users can also track and analyze the work of other team members throughout a project:

  1. Click Filters .
  2. Check the User box and select a required user from the drop-down list.
  3. Check the Date box and select a specific date period from the drop-down list.
  4. Click + Add Filters to filter tickets by priority, project, and type.

Release notes

Release notes provide information about new features, updates, and bugfixes.

To access release notes, navigate to My page > Release notes.

Calendar

The Calendar view within VNCproject provides you with a more focused view of all tasks that have to be handled within the next days – or within a given time frame, regardless of their importance. This makes it easier for you to focus on assignments that come with a defined due date.

To access the calendar, navigate to My page > Calendar.

You can an option to define filters to define a subset of tickets to be shown on the calendar. Open tickets are desplayed by default. By setting the filter you can change the condition of the tickets to be listed.

  1. Click Filters and then + Add Filter.
  2. From the drop-down menu, select the criteria you want to sort your tickets.
  3. Once done, click Apply. To clear the filters, click Clear.

Tickets

A ticket represents work that needs to be done.

Issues are the building blocks of any project. A ticket could represent a bug that have to be fixed or a new feature that have to be implemented.

Here's a ticket:

Create a ticket

Tickets are the most common items in VNCproject. A ticket can be added to a specific project. Users can create tickets within projects if given permissions.

  1. Navigate to My page > Agile board.
  2. On the bottom, click the plus icon and select Ticket.
  3. Complete all required fields. The fields with the asterisk are required.

    • Subject: Type the name of the ticket.
    • Estimated time: Determine the time required to complete a ticket.
    • Project: Select the froject from the drop-down menu.
    • Private: If Private is checked, the issue will be visible to a reduced list of users and project members (author, administrators, project managers, assignees, watchers).
    • Description: Write the resume of the ticket.
    • Status: If you are making a new ticket, you need to set the status to New. However, you can update the status of the ticket later on.
    • Assignee: Assign the issue to a user.
    • Start date and Due date: Type a date or tap the “calendar” icon to select date.
    • Type: Define the type of the ticket.
    • Priority: Set the priority to Immediate, Urgent, High, Normal, and Low.
    • Watchers: Choose one or more project members to follow the ticket and receive email notifications.
  4. When you're finished, select:

    • CREATE - if you want to create the ticket;
    • CREATE AND ADD ANOTHER - if you want to create the ticket and add another ticket.

After you click Create, the ticket will look similar to the below:

To check the created ticket, you should navigate to Projects > Issues.

Reassign a ticket to another user

  1. Navigate to Projects > Issues.
  2. Apply filters to search for a required ticket.
  3. Open the ticket and click EDIT.
  4. Select a person from the Assignee drop-down menu and click UPDATE.

Attach a picture/photo/file to a ticket

  1. Navigate to Projects > Issues.
  2. Apply filters to search for a required ticket.
  3. Open the ticket and click EDIT.
  4. Scroll down and click BROWSE.

Change a ticket status

  1. Navigate to Projects > Issues.
  2. Apply filters to search for a required ticket.
  3. Open the ticket and click EDIT.
  4. Select a status from the Status drop-down menu and click UPDATE.

Robot planning

VNC has integrated the Agile board into the project management tool VNCproject to promote the self-organization of team members. VNC is continuously improving the Agile board platform by using robots to support team members in planning and distribution of tasks. New virtual team members Vincent and Vincenta will be triggered at every time needed to keep the user's Agile board under the control and efficient. You can choose a favorite robot assistant (Vincent or Vincenta) in the account settings. The profile of the robot will be shown in all dialogs based on the option. By default, robot assistant Vincenta is selected. The robot appears in cases:

  • at the first login to plan the capacity;
  • when you are over or under the capacity plan;
  • when a new ticket is assigned to you;
  • when you should add spent time after some work. The work is blocked if you skip the robot 3 times;
  • when you should enhance the team planning.

From the case 2 to the case 5, the robot pop-up will be triggered 1 times outside the AB (Replan).
During the working days, the user logs time spent or updates tickets or a new ticket is assigned to the user. Robot will be triggered again. It means that if you are working on AB, you will not get the pop-ups from the case 2 to the case 5.

Choose the robot assistant

Users can choose their preferred virtual assistant:

  • Vincent.
  • Vincenta.

To choose a virtual assistant on the user account page:

  1. Click the avatar icon in the upper right corner and click your name.
  2. Select Vincent or Vincenta from the Robot logo drop-down menu.
  3. Click Save.

Case 1: at the first login to plan the capacity

This case includes 4 steps:

  1. Introduction.
  2. Capacity check.
  3. Fix problems.
  4. Finish.

Step 1: Introduction

When you go to the Agile board at the first login, you should see the following:

You can see that there are some possible options:

  • Let's start - if you want to continue the planning with Vincent/Vincenta robot and move to next step "Fix problems".
  • No, thanks - if you want to cancel the planning with Vincent/Vincenta robot.
  • Remind me later - if you want to choose the time option in the dropdown list to continue the planning with robot later.
  • Don't show this screen again - if you do not want this screen to be displayed.

Step 2: Capacity check

The robot suggests to update the daily capacity for all working days of the week starting from the current date (max. 5 days planning).

  1. To plan your capacity, you should click Let's start at the previous step ("Step 1: Introduction").
  2. To plan your capacity for each day in next 5 days, click Yes, thanks:

  3. In the modal window that opens, select your working hours from From and To drop-down menus:

    You can customize the capacity and availability with the 24h "time range" per day. The start time and end time of the working days can be selected from 12:00 am to 11:30 pm with 30 mins cycles. This timing is aligned with your time zone.

  4. Enter the number in the Daily capacity field:

    The pie chart displays the availability during the day (grey) and capacity (green). You can change the capacity or availability and it gets reflected on the pie chart.

  5. To configure your capacity for the next day, click Next at the bottom. Again select your working hours from From and To drop-down menus and enter the number in the Daily capacity field.

  6. To go back to a previous day and reconfigure the capacity for it - click Previous at the bottom. To continue and configure your capacity for the next day - click Next at the bottom.
  7. Configure your capacity for the remaining days and click Next at the bottom.

After you plan your capacity, it will be updated on the pie chart icon next to the respective date on the top bar with days. If you hold the pointer over the pie chart icon , you can see the daily capacity and availability in the info box:

To check all 5 days capacity plan again at a glance and configure capacities for any particular date, click the plus icon at the bottom right corner and click Manage my capacity.

You should see the capacity plan:

Step 3: Fix problems

Ticket(s) can have the following issues:

  • Ticket is overdue: x days - it means that you should update a due date;
  • Missing due date - it means that you should add a due date;
  • Missing time estimation (ETA/OTA) - it means that you should add the ETA;
  • Ticket is "In Status" for more than 3 days - it means that you should update a ticket status or change its start date;
  • These tickets are done with 100% but not closed - it means that you should close a ticket of update OTA and continue to work;
  • Tickets have x hours overbooked - it means that you should update the reasons of time overrun in the comments. The added reasons will be displayed in the ticket and in the timesheet;
  • Ticket is assigned to the day where capacity = 0 - it means that you should move a ticket to the other day or update the capacity of the current day.

To review tickets:

  1. Click Yes, let's continue:

  2. The robot will fade all other cards except the one that needs attention. The issues will be listed in the floating box, and highlighted (with the red border) in the card, for example:

    The progress bar at the bottom will be positioned to "Fix problems" with a blue pencil.

  3. To edit a ticket you can click:

    • Edit in overlay - if you want to open/edit a full card in a lightbox.
    • the ticket number link - if you want to open a ticket in a new tab:

    • After you fix all issues within the card, you should see green checkboxes in the list:

  4. Click Show Next to check the next ticket.

  5. Click Skip all if you don't want to fix issues in other tickets. Otherwise, the robot will run this process in a loop until you have updated all the tickets and fixed all issues that exist in Agile Board.

    • In case you have only 1 issue and you fix it, then no robot pop-up will be triggered any more.

    • If you have more than 1 issue and you don't fix all of them, the robot will display the pop-up again. Once issues are fixed, you can move to other pages or refresh a browser. Then the robot will not be triggered again any more.

  6. You can close the Robot planning any time by clicking X button at the bottom right:

Step 4: Finish

As soon as you fix all issues in tickets, you should see the summary. Click Done:

Case 2: when you are over or under the capacity plan

When you are over or under the capacity, you should see the following, for example:

As you can see there are several possible options:

  • No, thanks - if you want to close the robot's pop-up;
  • Adjust estimation - if you want the robot to show the Agile board in a new tab and to highlight the total ETA/OTA and the ETA/OTA of each ticket of the day;
  • Move ticket - if you want the robot to show the Agile board in a new tab, highlight the total ETA/OTA and all tickets of the day;
  • Fix Capacity - if you want the robot to show the capacity planning of a day and highlight the date.

Case 3: when a new ticket is assigned to you

When a new ticket is assigned to you, you should see the following, for example:

As you can see there are several possible options:

  • No, thanks - if you want to close the robot's pop-up;
  • Edit in overlay - if you want the robot to show the ticket and highlight the date;
  • Fix Capacity - if you want the robot to show the capacity planning of the day and highlight the date.

If a new ticket is assigned to you and it has no issue, you should see the following:

You can click:

  • No, thanks - if you want to close the Robot planning;
  • Yes, let's continue - if you want the robot to show the ticket on the Agile Board to edit it in overlay again;
  • Fix Capacity - if you want the robot to show the capacity planning of the day and highlight the date.

Case 4: when you should add spent time after some work

The robot will remind you in case of missed time entries after some work.

Case 5: when you should enhance the team planning

The robot can be enhanced for the team planning.

To choose their team member(s), the team lead can do the following:

  1. Click the kebab menu and click Admin:

  2. Click Users:

  3. Search for a required user and click it.

  4. Under Information, find the "Team users" point.
  5. Click and select or search for a required user:

  6. Once done, click Save at the bottom.

The team lead will receive a robot pop-up, which shows all criteria of problems of the team member(s).

For each problem of each team member, only the number of tickets with problems will be shown. But the team leader can hover mouse over the number to open the hyperlinks and check all issues at the Issues' page of the team member.

The team lead can click:

  • Done to close the pop-up
  • Inform user(s) to inform all team members. There is a check box next to the member's name to select the member to inform:

After the team lead clicks Inform user(s), the team member will receive this pop-up from the robot:

The team member should click Yes, let’s continue to fix all problems.

Block all pages when a user has overdue/open tickets

  1. Use the rules of blocking also for all pop-ups outside of AB (over/under cap).
  2. Robot informs the user if they didn't update their AB. (Every 1 hour after they log in in Redmine).
  3. After 3 times discard the popup in #2 then block the work in VNCproject.
  4. We add also a list in plugin configuration to choose the users manual , who don't get the block in #3.
  5. Send notification to VNCtalk (Every 4 hours):

    "Hello [User name], we found some inconsistency in your tickets. We blocked your timelog until you fix all open and overdue tickets."

  6. Add a list in plugin configuration to choose "Statuses NOT included for robot (only robot check)"

  7. Exclude the tickets in versions marked as "Backlog" and Incidents.

Customize the Robot Planning plugin

This section is for users who have an account with the Admin rights.

Admin can:

  1. Set the percentage of overbooked tickets and the percentage of remaining capacity relate to ETA/OTA values via plugins.

    • The robot will remind a user in case there is an overbooking of time spent. A ticket with time spent > xx% ETA (initial estimate). And default value = 20%.
    • The robot will remind a user in case of over/under capacity with default value = 15%.
    • The robot will remind a user in case the status of any parameter is not logical with the other ones.
  2. Trigger the robot based on the chosen projects/trackers/users. If a project or a tracker is selected, the robot will be triggered in all 6 cases:

    • at the first login to plan the capacity;
    • when you should fix problems in ticket(s);
    • when you are over or under the capacity plan;
    • when a new ticket is assigned to you;
    • when you should add spent time after some work. The work is blocked if you skip the robot 3 times;
    • when you should enhance the team planning.

    If a project or a tracker is NOT selected, the 2nd case (when you should fix problems in ticket(s)) will disappear in this project. Robot shows issues of other projects which are selected only.

The robot will remind a user/team leader via email to update the corresponding topic after a user exited from the Robot popup by a defined number of times:

  • Robot Threshold to send email to user: 3 times.
  • Robot Threshold to send email to team leader: 3 times.

To customize the Robot Planning plugin:

  1. Click the kebab menu and click Admin:

  2. Click Plugins:

  3. Search for Redmine Robot Planning plugin and click Configure next to it:

    You should see the following:

  4. Customize the fields:

    • To delete something from a field, click .

    • To add something, click .

  5. Click Apply.

Robot planning configuration

The Robot is configured based on roles and permission. By default the robot is disabled for all roles, so also disable for all customer roles (except the Admin role).

  • If the permissions "View robot planning in ab card" is enabled for any role, the robot will be triggered on AB in cases from “at the first login to plan the capacity” to “when you should fix problems in ticket(s)”.
  • If the permissions "View robot planning" is enabled for any role, the robot will be triggered on other pages in case a new ticket is assigned to a user or replan in case of over/under the capacity.

To customize "View robot planning" or "View robot planning in ab card" permissions:

  1. Click the kebab menu and click Admin:

  2. Click Roles and permissions:

  3. Click a required role. Scroll down till Robot planning block and customize the checkboxes there:

  4. Click Save at the bottom.

Meta roadmaps

The Meta Roadmap feature within VNCproject allows team members and management to get the big picture on the current state of the project that helps assess and organize the work to be executed by the team. Learn more about what a meta roadmap is and how to create a meta roadmap for you and your team.

Projects

Access the projects

To access all existing projects, navigate to Meta roadmaps/Projects > Projects.

Access the issues

To access all existing issues, navigate to Meta roadmaps/Projects > Issues.

Bulk edit issues

You're able to perform an action on multiple issues in one go, allowing you to save time and be more efficient.

You can change only one attribute in all the selected issues (such as Status, Type, or Priority) or multiple attributes at once (such as Status and Type together). To change only one attribute in all the selected issues, just select it from the available options in the drop-down menu and confirm by left-mouse click. The change will take effect immediately:

In order to change multiple attributes in one go, follow the steps mentioned below:

  1. Open VNCproject.
  2. Navigate to Meta roadmaps/Projects > Issues.
  3. Tick the issues you want to edit and then click with the right mouse button anywhere in the area of selected issues. From the drop-down menu that opens, select Edit:

  4. A new form will open where you can bulk update most of the same properties as an individual ticket, including ticket status, project, priority, and more:

  5. Click Submit to save updates.

Bulk add issues to the meta task

You can select multiple issues and bulk add them to the meta task.

  1. Open VNCproject.
  2. Navigate to Meta roadmaps/Projects > Issues.
  3. Tick required issues and then click with the right mouse button anywhere in the area of selected issues. From the drop-down menu that opens, select Edit:

  4. In the Meta task ID field, enter the number for the meta task you'd like to merge the selected issues into:

  5. Click Submit.

Bulk delete issues

You can select multiple issues and delete them at the same time.

  1. Open VNCproject.
  2. Navigate to Meta roadmaps/Projects > Issues.
  3. Tick issues you want to delete and then click with the right mouse button anywhere in the area of selected issues. From the drop-down menu that opens, select Delete:

  4. When prompted, click Yes to confirm that you want to delete the issues.

Bulk copy issues

You can copy up to 500 issues at once.

  1. Open VNCproject.
  2. Navigate to Meta roadmaps/Projects > Issues.
  3. Tick issues you want to copy and then click with the right mouse button anywhere in the area of selected issues. From the drop-down menu that opens, select Copy:

  4. In the copy screen, there are a few change properties given to the users, which are as follows:

    • Project
    • Type
    • Priority
    • Assignee
    • Estimated time
    • Meta task ID
    • Release notes category
    • Release notes type
    • Story point
    • Privacy
    • Start date
    • Due date
    • % Done

    You can change some attributes for all the issues in bulk or you can leave everything unchanged.

  5. Select Copy to create the copies.

Check overall spent time

To check overall spent time, navigate to Meta roadmaps/Projects > Spent time.

Timesheet

A timesheet is a report that provides the information about all working hours of all users for a particular period of time (a week, a month etc.) in VNCproject. The timesheet report consists of 3 blocks:

  • Filters
  • Summary Information
  • Main timesheet

"Filters" block

You can filter timesheets by projects, user, activity, comment, hours, keywords, status, and so on. By default, the filters “Period” and “User” are selected:

  • Period: Displays the spent time of the selected period for the payment.
  • User: Displays a name of a selected user.
  • Closed: Displays all closed tickets in the selected period for the payment.
  • Group results by: Displays the options by which to group results.

"Summary information" block

"Summary Information" block contains the following information:

Column Description
Total ETA It is the total actual estimated time of all tickets.
Total time overrun It is the sum of all overbooking hours.
Total Paid Tickets It is the number of all paid tickets.
Total approved tickets It is the number of all approved tickets for the payment.
Total "To be decided" tickets It is the number of all tickets, which are still to be decided.
Total rejected tickets It is the number of all rejected tickets.
Total invoiceable tickets It is the sum of all paid/approved/rejected tickets.
Net invoiceable tickets in period It is the sum of all approved/rejected tickets.
Calculated hours for payment V1 It is the sum of total spent hours in ticket, which can be paid without overbooking hours.
Total spent time in period It is is the total spent time of all tickets for a selected user in the chosen period.
Total spent time in all tickets It is the total time spent by a user in all selected tickets in a timesheet.
Total paid hours It is the sum of all spent hours in the column "Hours to be paid" in "Main timesheet" block, which are marked as paid.
Total approved hours It is the sum of all spent hours in the column "Hours to be paid" in "Main timesheet" block, which are marked as approved.
Total "To be decided" hours It is the sum of all spent hours in the column "Hours to be paid" in "Main timesheet" block, which are marked as "to be decided".
Total rejected hours It is the sum of all hours in the column "Rejected hours" in "Main timesheet" block, which are marked as rejected.
Total invoiceable hours It is the sum of all spent hours in the column "Hours to be paid" in "Main timesheet" block, which are marked as "Paid/Approved/Rejected".
Net invoiceable hours in period It is the sum of all spent hours in the column "Hours to be paid" in "Main timesheet" block, which are marked as "Approved/Rejected". These hours will be calculated for the payment.
Calculated hours for payment V2 It is the sum of total spent hours in ticket, which can be paid without all rejected hours.

At the bottom of the timesheet report, the user with admin rights can click:

You can separate permissions for approval timesheets at Roles and permissions > Time tracking:

Permissions:

  • Edit comment controlling
  • Edit comment developer
  • Edit comment team lead
  • Edit approved hours
  • Manage timesheet
  • Enable "Calculated hours for payment V1 and V2"
  • View “Invoiceable tickets/hours”
  • View timesheet for invoice

"Main timesheet" block

"Main timesheet" displays the detailed time log for each ticket in a comprehensive table with many criteria:

  1. Project: Displays a project for which a ticket is created. The project name is linked directly to the respective project.
  2. Owner: Displays a ticket author. The ticket author is linked directly to the respective user.
  3. Member: Displays all users who adds time to a ticket.
  4. Date: Displays a date of each entry. Click Expand all to see details.
  5. Activity: Displays an activity of each entry, for example: Development, Testing, Meeting etc. Click Expand all to see details.
  6. Issue: Displays a ticket type (Bug Report, Feature Request, Change Request etc.), a ticket number and description. The ticket type and number are linked to the respective ticket and makes it easily accessible.
  7. Related issues: Displays related issue(s) for the issue in the column "Issue".
  8. Version: Displays a roadmap/version a ticket belongs to.
  9. Comment: Displays comments of each user per individual entry.
  10. Hours: Displays the hours sum of each added entry.

    In case the timesheet results are grouped by tickets, the user can check more details.

  11. Initial ETA, Current ETA, ETA Changes: 3 different columns display the initial estimated time, current estimation and the hours number of ETA adjustments.

  12. Total hours spent in ticket: Displays the total spent time of a user in a selected ticket. You can separate the spent time of each user based on filters.
  13. Difference (Time overrun): If more hours are added to a ticket than the original planned ETA, this counts as time overrun and is reported in a separate column. (Difference = Total hours spent in ticket - current ETA).
  14. Rejected Hours: If the ETA is changed or spent time is significantly higher than the current ETA (creating a time overrun), these overbooked hours can be rejected in a ticket.

    Rejected hours = ETA Change hours + Difference (Time overrun) hours.

    • The "Rejected hours" will be changed to 0 if the "Hours to be paid" is the same as the "Total hours spent in ticket".
    • The "Rejected hours" will be disable if the "Approval / Payment Status" of the ticket is "To be decided".
  15. Approval / Payment Status: Displays the approval and the payment status of all tickets. In each ticket row, you can check in the drop-down menu 4 different statuses:

    • Approve
    • Reject
    • To be decided
    • Paid

    If the status is set, a timestamp is generated next to it with a quick text info about the approval and the payment (who approves / rejects / pays and when). This option is only editable if a user has the required permission (role: Controller).

  16. Hours to be paid: Displays the amount of hours, which are suggested to be paid.

    • By default or by checkbox "To be decided" the "Hours to be paid" in each ticket row will be calculated with this formula:

      if "Rejected hours" <= 0 then "Hours to be paid" = "Total hours spent in ticket";
      if "Rejected hours" > 0 then "Hours to be paid" = "initial ETA".

    • The hours in this column can be editable before the approval (by Controller role only).

    • After the spent time of a ticket is approved (checkbox "Approved"), the "Hours to be paid" will be changed equal to "Total hours spent in ticket".
    • If a ticket is paid, the status in the checkbox will be changed from "approved" to "paid" and the paid hours are equal to the approved hours in the column "Hours to be paid":

  17. Comment (Controlling, Developer, Team lead): 3 columns display Controller's, developer's, Team Lead's comments.

  18. Medal: After a ticket is closed, you will be able to see the achieved medal for each ticket. These medals are synchronized with the medals at the “Achievement page”.

Generate a timesheet report

Using the filters, you can easily generate a timesheet report:

  1. Click the kebab menu icon and then Timesheet:

  2. Click TIMESHEET FOR INVOICE:

  3. Select a required date period from the Period drop-down list.

  4. Click the plus icon next to User and select a required user. You can also select multiple users by using the plus icon.
  5. Select a required option from the Closed drop-down menu.
  6. Select required option from the menu Group results by drop-down menu that contains options to group results by a project, member, date, activity, issue, version.
  7. Click APPLY.
  8. Click the icon highlighted in circle below to add the timesheet as a saved query:

  9. The timesheet is also available as download in .csv and .pdf.

At the bottom of the timesheet report, the user with admin rights can click:

You can also customize the payment period: monthly or weekly. By default, the monthly payment is selected. For this:

  1. On the top navigation bar, click the kebab menu icon:

  2. From the drop-down menu, select Admin.

    Note:

    On big screens, the Admin menu item may appear in the top navigation bar instead of the kebab menu icon:

  3. Click Users.

  4. Click the user for whom you want to customize the payment period and select a required option from Period of payment drop-down menu:

  5. Finally, click Save at the bottom.

Timesheet approval flow

Timesheet approval helps keep track of which employees’ timesheets have been checked for accuracy before creating an invoice.

  • The Admin and users with Manager or Supervisor access privileges can approve timesheets.
  • Approving timesheets is an optional step in preparing your pay period hours for processing.
  • A timesheet becomes unapproved when an edit is made to it.

Approve a timesheet to communicate that the time sheet has been reviewed for accuracy.

  1. Open VNCproject.
  2. Navigate to Timesheet:

  3. Select the period you want to view and the user:

  4. Check/review Timesheet in detail.

    • If there are no rejected hours in the tickets, all tickets will be approved and processed for payment.
    • If there are any rejected hours in tickets, the status of these tickets will be changed to "Rejected" or "To be decided” by Controlling.
  5. Feedback for rejected/ to be decided tickets have to be added in 3 columns: Comment controlling/ Comment developer/ Comment team lead by the respective team member: Developer, Team Lead, Controller. Clarifications and all reasons for the overbooking or the ETA Changes will be given in each ticket.

  6. Review the tickets again.

    • If all questions or issues around the tickets have been clarified, these tickets will be approved and processed for payments.
    • If the issues can not be clarified, these tickets will be rejected and the "Hours to be paid" will be adjusted and recalculated.
  7. After the timesheet is approved for payment, the billing process can be completed.

Sometimes, you want to be able to get to the particular issue that you're interested in. Search can help you in this scenario.

The Search box is located at the top right of your screen, in the VNCproject header bar. To use the search, just type what you're looking for and press Enter.

If you type #(TicketID), you will jump straight to the ticket. For example, if you type in #1001-47, and press the Enter button, you will be redirected to the ticket "#1001-47".

Typing the search keyword in the search field and pressing Enter will immediately take you to the advanced search and results page:

You should see that found results are highlighted in yellow and categorized by issues, projects, and resolutions, for example:

If the matches aren´t what you are looking for, you can choose where and what you want to find as well as set some advanced settings. If the item you are looking for is in a particular project, you can choose it directly by ticking the particular checkbox:

Drop-down lists enables you to filter your results by Author, Status, Start date and Due date, Project, Assignee, and Priority:

You can also determine whether you want to perform a search of all words or search by titles:

Save found results as a template

To save found results as a template, click at the top right of the Search field:

You can find the saved template under the SAVED SEARCH section.