Skip to content

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 Profile 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.

  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 pencil icon.

  3. Hover the pointer over the current image and click Upload.
  4. Choose an image from your device and adjust the size of your photo, then click Apply.

You should see the notification stating Avatar uploaded successfully.

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.

Log out

  1. In the upper-right corner, click the avatar icon.
  2. Click Log 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, customize your capacity, and check a user's account information.

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.

Change display of cards on Agile Board

Cards on Agile Board can be displayed in theree ways:

  • Large. Display the ticket summary, ticket details such as Assignee, Project, Type, Statu, Priority, Due date, ID, Estimated time, and Spent hours, the progress bar, comments and tags.
  • Medium. Display the ticket summary and ticket details.
  • Small. Display the ticket title, assignee, status, priority, and the progress bar.

Click the respective icon to change to the view you want to see.

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.

Check a user's account information

Every user in VNCproject has an account where you can view all available data about that person. You can also connect with a user through video/audio calls, send a message, open a form to compose an email or create a task for them.

A user's account displays general information:

  • User profile picture (1).
  • Name (2).
  • Buttons that launch some actions in a corresponding VNC product (3):

    Button Action
    Audio call Redirects to VNCtalk and starts an audio call with a user.
    Video call Redirects to VNCtalk and starts a video call with a user.
    Chat Redirects to VNCtalk and starts a chat with a user.
    Email Redirects to VNCmail and opens a form to compose an email.
    New task Redirects to VNCtask and opens a form to create a task for a user.
    New ticket Redirects to VNCproject and opens a form to create a ticket.

    Note:

    The additional menu icon is visible to users with admin rights only. The administrator can click this icon to edit account information or go directly to VNCdirectory.

  • Tabs with a contact information. The data accessible via these tabs depends on your role within your organization (4):

    Tab Information
    Info Displays basic information with full name, role of a team member, email, timezone, and language.
    Recent activity Allows you to review your activity on VNCproject.
Check your account information
  1. Navigate to My page > Agile Board. You'll see all tickets assigned to you.
  2. Click your account picture. The sidebar of your personal space will opened.

Check someone else's user account
  1. Navigate to My page > Agile Board. You'll see all tickets assigned to you.
  2. Click Filter.
  3. Under the Assignee section, click the plus icon and select a user to open their user account.
  4. Click Apply. You'll see all tickets assigned to that person.
  5. Click a user's account picture and then the account picture again. The sidebar of their personal space will opened.

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.
  5. Once done, click Apply. To clear the filters, click Clear.

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.

Tickets are the building blocks of any project. A ticket could represent a bug that has to be fixed or a new feature that has 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 permission.

  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 project 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.
    • Target version: Select from versions created within the project.
    • Type: Define the type of the ticket.
    • Priority: Set the priority to Immediate, Urgent, High, Normal, and Low.
    • Analytic account:
    • Story points:
  4. Under the Tags section, click the plus icon to add tags and select a required tag from the menu.

  5. Under the Attachments section, click the plus icon and select a required file from your computer.
  6. Under theWatchers section, click the plus icon and select one or more project members to follow the ticket and receive email notifications.
  7. 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.

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

Edit a ticket

  1. Navigate to Projects > Issues.
  2. Apply filters to search for a required ticket.
  3. Click the ID ticket (#) field to open the page.
  4. Click the Edit button. You'll be redirected to the edit ticket page.
  5. Modify the ticket details.
  6. Once done, click Update.

Another way to edit the specific field inline is to hover the mouse over the field and click it.

Reassign a ticket to another user

There are two ways to reassign a ticket to another user.

Way 1. With opening a ticket.

  1. Navigate to Projects > Issues.
  2. Apply filters to search for a required ticket.
  3. Open the ticket. Under the Ticket Information section, click the current assignee name.
  4. Search for or select the person you want to assign.

Way 2. Without opening a ticket.

  1. Navigate to Projects > Issues. You'll see a list of tickets.
  2. Apply filters to search for a required ticket.
  3. Click the current assignee name field.
  4. Search for or select the person you want to assign.

You can also click the kebab menu icon to reveal additional menu. Hover the mouse pointer over the Assignee menu option and then select the person you want to assign.

Change a ticket priority

There are two ways to change a ticket priority.

Way 1. With opening a ticket.

  1. Navigate to Projects > Issues.
  2. Apply filters to search for a required ticket.
  3. Open the ticket. Under the Ticket Information section, click the Priority drop-down menu and then select a required option.

Way 2. Without opening a ticket.

  1. Navigate to Projects > Issues. You'll see a list of tickets.
  2. Apply filters to search for a required ticket.
  3. Click the current priority field.
  4. Select a priority from the menu.

You can also click the kebab menu icon to reveal additional menu. Hover the mouse pointer over the Priority menu option and then select a required option.

Change a ticket status

There are two ways to change a ticket status.

Way 1. With opening a ticket.

  1. Navigate to Projects > Issues.
  2. Apply filters to search for a required ticket.
  3. Open the ticket. Under the Ticket Information section, click the status field.
  4. Select a status from the menu.

Way 2. Without opening a ticket.

  1. Navigate to Projects > Issues. You'll see a list of tickets.
  2. Apply filters to search for a required ticket.
  3. Click the current status field.
  4. Select a status from the menu.

You can also click the kebab menu icon to reveal additional menu. Hover the mouse pointer over the Status menu option and then select a required option.

Change a ticket type

There are two ways to change a ticket type.

Way 1. With opening a ticket.

  1. Navigate to Projects > Issues.
  2. Apply filters to search for a required ticket.
  3. Open the ticket. Under the Ticket Information section, click the type field.
  4. Select a type from the menu.

Way 2. Without opening a ticket.

  1. Navigate to Projects > Issues. You'll see a list of tickets.
  2. Apply filters to search for a required ticket.
  3. Click the current type field.
  4. Select a type from the menu.

You can also click the kebab menu icon to reveal additional menu. Hover the mouse pointer over the Type menu option and then select a required option.

Change a ticket start/ due date

There are two ways to change a ticket start/ due date.

Way 1. With opening a ticket.

  1. Navigate to Projects > Issues.
  2. Apply filters to search for a required ticket.
  3. Open the ticket. Under the Ticket Information section, click the start/ due date field.
  4. Select a date from the calendar.

Way 2. Without opening a ticket.

  1. Navigate to Projects > Issues. You'll see a list of tickets.
  2. Apply filters to search for a required ticket.
  3. Click the current start/ due date field.
  4. Select a date from the calendar.

Change a project

  1. Navigate to Projects > Issues.
  2. Apply filters to search for a required ticket.
  3. Open the ticket. Under the Ticket Information section, click the project field.
  4. Select a project from the menu.

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 scroll to the Attachments section.
  4. click the plus icon and select a required file from your computer.

You can also add an attachment to the ticket through the Edit option.

  1. Navigate to Projects > Issues. You'll see a list of tickets.
  2. Apply filters to search for a required ticket.
  3. click the kebab menu icon to reveal additional menu. Select Edit menu option. You'll be redirected to the edit ticket page. Scroll to the Attachment section and click the plus icon.

Delete attachments in a ticket

The deletion process is non-reversible and hence must be exercised with caution.

  1. Open a required ticket.
  2. Under the Attachments section, hover over a picture/ photo/ file you want to delete and click the trash bin icon .

Download attachments in a ticket

  1. Open a required ticket.
  2. Under the Attachments section, hover over a picture/ photo/ file you want to delete and click the download icon .

Add a tag to a ticket

There are two ways to add a tag to the ticket.

Way 1. With opening a ticket.

  1. Navigate to Projects > Issues.
  2. Apply filters to search for a required ticket.
  3. Open the ticket. Scroll to the Tags section and then click the plus icon.
  4. Select a tag from the menu.

Way 2. Without opening a ticket.

  1. Navigate to Projects > Issues. You'll see a list of tickets.
  2. Apply filters to search for a required ticket.
  3. Click the current tag field.
  4. Select a tag from the menu and then click SAVE.

You can also click the kebab menu icon to reveal additional menu. Hover the mouse pointer over the Tags menu option and then tick a required option.

Create a recurring ticket

Recurring tickets repeat over a specified interval of time. To make a ticket recurring, add recurrence to it.

  1. Navigate to Projects > Issues.
  2. Apply filters to search for a required ticket.
  3. Open the ticket. Under the Recurrences section, click the plus icon. You will be redirected to the Add recurrence page.
  4. Select the following options:

    • Interval Number. This is an integer greater than 0 that specifies how often a ticket repeats. For example, if the recurrence rule is a weekly recurrence rule and its interval is 1, then the pattern repeats every week. If the recurrence rule is a monthly recurrence rule and its interval is 3, then the pattern repeats every three months.
    • Interval Units. This is a value that indicates whether the recurrence rule is daily, weekly, monthly, or yearly.
  5. Check the box next to Fixed schedule if you want to schedule your ticket.

  6. Check the box next to Recur subtasks if you want to.

You can edit or delete a recurring ticket by clicking the pencil icon or trash icon next to it.

The Relate ticket option can be used to relate multiple tickets pertaining to the same issue to a single ticket.

  • Once you add the related tickets, they will appear in the Related Tickets section.
  • The Related tickets section is visible on both the original ticket and the related ticket.
  • Clicking on the related ticket will open the ticket in a new tab on your browser for easier viewing.

To relate a ticket:

  1. Open a ticket that you would like to relate to.
  2. Under the Related tickets section, click the plus icon to relate an existing ticket.
  3. From the Related to drop-down menu, select the type of relation between tickets.
  4. In the Ticket # field, enter the number of the ticket to be linked.
  5. Click the ADD button.

To delete the relation, click the trash bin icon next to it. The additional menu icon on the related ticket allows you to perform additional ticket actions such as:

  • Edit a ticket
  • Change status, type, priority, target version, assignee, % done, analytic account, and story points.
  • Add tags
  • Log time
  • Copy a ticket
  • Delete a ticket

Log time

Once you've started to work on a ticket, log time to keep a record of it. This will let you compare your original estimate with how long it actually took to resolve the issue.

There are 2 ways to log time.

Way 1. With opening a ticket.

  1. Open a ticket and then click the LOG TIME button at the top right. The Log Time modal box will open.
  2. Fill in the Hours and Comments fields and click CREATE.

Way 2. Without opening a ticket.

  1. Navigate to Projects > Issues. You'll see a list of tickets.
  2. Apply filters to search for a required ticket.
  3. Click the kebab menu icon to reveal additional menu. Click the Log time menu option. You'll be redirected to the Spent Time page.
  4. Fill in the Hours and Comments fields and click CREATE.

Watch a ticket

Watching means you receive notifications when things happen on a ticket. For example, when someone comments on or edits the ticket, you'll receive email notifications.

To watch an issue, open it and click the WATCH button at the top right.

You can also add watchers to make sure they're informed of important ticket updates.

  1. Open a ticket you want to define a watcher for.
  2. Click the Edit button at the top right.
  3. Scroll to the Watchers section and then click the plus icon.
  4. In the Add watchers dialog box, search for and select a user you want to assign as a watcher. Click Add.
  5. On the bottom, click the UPDATE button.

The selected watcher/ watchers will now automatically receive an email if the ticket is edited or its status changes.

To remove a watcher from a ticket, repeat the steps described above, but this time untick next to the watcher and then click UPDATE.

Copy a ticket

If you ever need to create a duplicate of an issue, there’s no need to do everything manually. Cloning enables you to duplicate a ticket, copying over most information from a ticket like the Title and Description fields and more.

Cloned tickets exist as a separate entity to the original ticket. Their only connection is that, upon cloning, the two tickets are linked — though you can unlink them any time.

There are two ways to copy a ticket.

Way 1. With opening a ticket.

  1. Open a ticket and then click the COPY button at the top right. You'll be redirected to the New Ticket page.
  2. Edit the information as needed. Uncheck the box next to Link copied issue if you want to unlink two tickets.
  3. Click CREATE.

Way 2. Without opening a ticket.

  1. Navigate to Projects > Issues. You'll see a list of tickets.
  2. Apply filters to search for a required ticket.
  3. Click the kebab menu icon to reveal additional menu. Click the Copy menu option. You'll be redirected to the New Time page.
  4. Change some attributes for the tickt or you leave everything unchanged. Uncheck the box next to Link copied issue if you want to unlink two tickets.
  5. Click CREATE.

Export a ticket as PDF

You can export tickets in the standard business document file format to share, print, and email them.

  1. Open a ticket you want to export as PDF.
  2. Scroll down to the bottom and click PDF.

Delete a ticket

To delete the tickets, you should have Delete tickets permission enabled. When the ticket is deleted, the following ticket-related items are also deleted:

  • Attachments
  • Comment and notes
  • Ticket activity entries

To delete a ticket:

  1. Navigate to Projects > Issues. You'll see a list of tickets.
  2. Apply filters to search for a required ticket.
  3. Click the kebab menu icon to reveal additional menu. Click the Delete menu option.
  4. Click OK in the delete confirmation dialogue box to permanently remove the ticket.

View tickets

There are multiple ways to keep track of tickets assigned to you, or tickets you've assigned to others.

  • On a ticket page

The easiest way to see a ticket is on the page it was created on. It's easy to see the ticket's details: when it was created, who it's assigned to, when it's due, etc.

You can quickly view related ticket details by hovering the mouse pointer over the related ticket title.

  • On Agile Board

The Agile Board gives you a place to see all the tickets relevant to you.

To access the Agile Board, go to My page > Agile Board. Click Filters to filter tickets by the author, assignee, status, due date, and other attributes.

To quickly view ticket details when you're on the board, hover the mouse pointer over the ticket title.

  • On the project issues list

You can access the issues contained in that project navigating Projects > Issues. The issues are displayed as a list and have several filters you can select to view the issues relevant to you.

  • In a timesheet report

The timesheet report is a great way to track tickets assigned to a specific user or project.

Perform bulk actions on tickets

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

You can change only one attribute in all the selected tickets (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 tickets, 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. Navigate to Projects > Issues.
  2. Tick the tickets you want to edit and then click with the right mouse button anywhere in the area of selected tickets. From the drop-down menu that opens, select Edit.
  3. 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.
  4. Click Submit to save updates.

Bulk add tickets to the meta task

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

  1. Navigate to Projects > Issues.
  2. Tick required tickets and then click with the right mouse button anywhere in the area of selected tickets. From the drop-down menu that opens, select Edit.
  3. In the Meta task ID field, enter the number for the meta task you'd like to merge the selected issues into.
  4. Click Submit.

Bulk delete tickets

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

  1. Navigate to Projects > Issues.
  2. Tick tickets you want to delete and then click with the right mouse button anywhere in the area of selected tickets. From the drop-down menu that opens, select Delete.
  3. When prompted, click Yes to confirm that you want to delete the issues.

Bulk copy tickets

You can copy several tickets at once.

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

  4. Select Copy to create the copies.

Watch/ Unwatch tickets in bulk

It's possible for you to watch/ stop watching tickets in bulk.

  1. Navigate to Projects > Issues.
  2. Tick tickets you want to copy and then click with the right mouse button anywhere in the area of selected tickets. From the drop-down menu that opens, select Watch/ Unwatch.

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 the 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 case 2 to case 5, the robot pop-up will be triggered 1 time 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. The robot will be triggered again. It means that if you are working on AB, you will not get the pop-ups from case 2 to 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. 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, click the Robot logo drop-down menu and select Vincent or Vincenta.

  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 the 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 the 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 updating the daily capacity for all working days of the week starting from the current date (max. 5 days of 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 the 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.
  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 the 5-day capacity plan again at a glance and configure capacities for any particular date, click the plus icon at the bottom 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 the 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 for 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 Good, 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. The progress bar at the bottom will be positioned to "Fix problems" with a blue pencil.

  3. Click the ticket number link, if you want to open a ticket in a new tab.
  4. Click Skip all if you don't want to fix issues in other tickets.
  5. Click Edit in overlay, if you want to open/edit a full card in a lightbox.
  6. Click Show Next to check the next ticket.
  7. You can close the Robot planning at any time by clicking the close icon at the bottom right.

If you ckick Skip all, 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 anymore.
  • 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 anymore.

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 and it has issues, 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 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 and click . Then select or search for a required user.

  5. 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 the mouse over the number to open the hyperlinks and check all issues on 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 to 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 time log until you fix all open and overdue tickets."

  6. Add a list in plugin configuration to choose "Statuses NOT included for the 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 a 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. The 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 a defined number of times:

  • Robot Threshold to send email to the user: 3 times.
  • Robot Threshold to send email to the 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.
  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 disabled 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 then select Admin.
  2. Click Roles and permissions.
  3. Click a required role. Scroll down till Robot planning block and customize the checkboxes there.
  4. On the bottom, click Save.

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

To access all existing projects, click Projects on the top navigation menu. Projects consists of:

  • Projects. The projects list shows all active projects by default.
  • Activity. In the "Activity" tab, you can see activity across all items from all users on the project.
  • Issues. General Issues list shows all existing issues.
  • Spent time. In the "Spent time" tab, you can see all logged time by users within VNCproject.
  • Gantt. The gantt chart displays issues that have a start date and a due date or are assigned to a version with a date.
  • 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.
  • News. In the news area you can view news items about the project or any subject you like.

Projects list

The projects list shows all active projects by default. To view all projects (active, inactive, closed, archived projects) change the status filter to All. Administrator can create new projects in this list and do other administrative operations.

To access all existing projects, navigate to Projects > Projects.

Create a project

Users with admin rights can create a project. In some cases by non-administrator users, depending on the permissions given.

  1. Navigate to Projects > Projects.
  2. Click the New project button. You'll be redirected to the "New project" page.
  3. Under the Basic Info, fill in the following fields:

    • Name. The field should contains a project name.
    • Description. The description appears on the project overview.
    • Identifier. Identifier is used by the application for various things (eg. in URLs). It must be unique and cannot be composed of only numbers. Once the project is created, this identifier cannot be modified.
    • Homepage. Homapage link that appears on the project overview.
    • Subproject of. If creating a subproject, choose a parental project to assign to (if at least one project is already created).
    • Subproject type. Define a project type.
    • Public. Check the box next to the Public if you want that a project can be viewed by all the users.
    • Inherit members. Check the box next to the Inherit members if you want to add members from the parent project automatically.
  4. Under the EVM data section, select EVM type from the drop-down menu.

  5. Under the Products section, check the boxes next to products are to be added to the project.
  6. Under the Modules section, check the boxes next to modules are to be added to the project.
  7. Under the Trackers section, check the boxes next to trackers are to be added to the project.
  8. Under the Custom fields section, check the boxes next to issues custom fields are to be added to the project.
  9. On the bottom, click Create.

Create a project version

To create a version:

  1. Navigate to Projects > Projects.
  2. Choose the project that you want to version and click the kebab menu icon next to it and then New version. You'll be redirected to the "New vesrsion" page.
  3. Give the version a name.
  4. Optionally, add a description and features.
  5. From the drop-down menu, select a status. The status allows you to control how issues can be assigned to the version:

    • Open: no restriction (default).
    • Locked: can not assign new issues to the version.
    • Closed: can not assign new issues and can not reopen assigned issues.
  6. From the drop-down menu, select the sharing type. This option allows you to share the version with other projects, so that issues from these other projects can be assigned to the shared versions. Each version can be shared with:

    • With subprojects: all the descendant projects.
    • With projects in the project hierarchy: ancestors + descendants (needs versions management permission on the root project).
    • With projects in the project tree: root project + all its descendants (same as above).
    • With all projects: Can be set by admin users only.
  7. Optionally, add a due date for the version will be completed.

  8. Optionally, assigh a wikipage to the version.
  9. Click Create.

Project overview

The Project overview will give you an overview of the whole project.

  • Under the Issue tracking section, you will get an overview of how many task are open and closed for each tracker specified for the project.
  • Under the Members section, you can see who are the members of the given project and in particular who is the administrator of the project.
  • Under the Latest news section, you can see which are the latest news for the particular project.

Create a subproject

It is possible to use subprojects in VNCproject. Creating a subproject is a great option if you want to have smaller projects under the parent project to be able to aggregate the information to a common report.

  1. Navigate to Projects > Projects.
  2. Click a required project. You should be redirected to the Overview page.
  3. In the upper right corner, click the kebab menu icon and then select New subproject.

Create a category

Specific issue categories are created within a project. No categories are predefined. When categories are created, every new issue within the project can be added to a category (an additional field appears in the form).

Creating issue categories allows automatic issue assignment to specified project members, depending on the category selected at issue creation.

  1. Navigate to Projects > Projects.
  2. Click a required project. You'll be redirected to the Project overview page.
  3. In the lower right corner, click the plus icon and then select New category.
  4. Give the category a name.
  5. Optionally, select an assignee from the drop-down menu.
  6. Click Create.

Every issue category can be edited or deleted.

Close a project

Close a project means that a closed project is still be accessible like a regular project but nothing can be changed anymore. It is read-only.

  1. Navigate to Projects > Projects.
  2. Click a project you want to close. You should be redirected to the Overview page.
  3. In the upper right corner, click the kebab menu icon and then select Close.

Copy a project

  1. Navigate to Projects > Projects.
  2. Click a project you want to copy. You should be redirected to the Overview page.
  3. In the upper right corner, click the kebab menu icon and then select Copy.
  4. You will get the new project form prefilled with the settings of the copied project. On the bottom, under the Copy section, choose what should be also copied to your new project:

    • Members
    • Versions and Files
    • Issue categories
    • Issues
    • Custom queries
    • Documents
    • Forums
    • Wiki pages
  5. Click Copy.

Edit a project

Users with admin rights can configure the project on the projects' settings page.

  1. Navigate to Projects > Projects.
  2. Click a project you want to copy. You should be redirected to the Overview page.
  3. In the upper right corner, click the kebab menu icon and then select Settings.
  4. Use the links on the top navigate between the different project settings. Read the sections below for a description of each setting.

Project details

Click Project in the Project settings navigate, and edit the project details as your liking. Note:

  • Identifier is unique and cannot be changed after the project's creation.
  • Homepage is a link that appears on the project overview.
  • Public project can be viewed by all the users, including those who are not members of the project. If unchecked, only the project members have access to it.
  • Inherit members means a possibility to inherit members from the parent project while creating a subproject.
  • Under the Moduls section, you can choose the modules you want to use for the project. Disabling a module doesn't delete the associated data. It only prevents users from accessing it. After a module was disabled, it can be re-enabled with all its data.

You can for example disable 'Issue tracking' module for a single project. Existing issues are not deleted. You will be able to access them if you re-enable the module.

Members

From here, you can delete/ add project members and edit their roles. Project members can perform multiple roles on the same project.

Issue tracking

Issue tracking provides issue tracking feature, including issue categories, versions, the Roadmap and version overviews

  • Trackers. You can select the trackers that you want to use for issues of the project. Only users with admin rights can define new custom fields.
  • Custom fields. You can select the issues custom fields that you want to use for issues of the project. Only users with admin rights can define new custom fields.

Versions

Projects versions allow you to schedule and organize changes. You can assign issues to versions and then view the list of assigned issues for each version on the roadmap.

You can also assign a wikipage to a version which will be added to the roadmap and the version overview.

Issue category

Issue categories allows you to organize issues. Categories can for example correspond to the different components of your project.

You are able to configure your own set of issue categories for each individual project. It is also possible to auto-assign new issues to a specific user based on the chosen category of the newly created issues.

Repository

A repository can be associated with each project. Once the repository is configured, you can browse it and view the changesets.

Forums

Each project can have one or more discussion forums.

Time tracking

There are activities you can enable or disable by checking/ unchecking the box next to it.

Issues list

Issues list shows all existing issues. Every issue has its own ID #.

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

Another way to access Issues list is to:

  1. Navigate the Projects > Projects.
  2. Click the View all issues button.

From the Issues page, you can filter issues, manage issues list columns, perform bulk actions on issues, and more.

Filter issues

Since issues are essential and often numerous items in VNCproject, there are additional functions in the Issues list as well as sorting by clicking on every column’s name (sorting is available if a column name is marked in blue in all lists).

You can filter issues by status, name, member, priority, type, tags, and so on. By default, the filter "Status" is selected.

To extand filtering options:

  1. Click Filters and then Add filters.
  2. Select the filter you want to apply.
  3. Group issues by the values in a selected column.
  4. After setting filters, click Apply to filter the issues list. Clear to return to default filter and sorting settings, or the save icon to create a new query.

The options menu , when expanded, gives you the opportunity to manage Issues list columns (add, remove, reorder).

Project activity

Within VNCproject, you can view activity on your project in the project's Activity area.

In the Activity tab, you can see activity from all users on the project, including task updates and status changes.

The activity feed will be grouped by time, and you will also see a timestamp to the left of each item.

To access overall project activity, navigate to Projects > Activity.

Another way to view project activity is to:

  1. Navigate the Projects > Projects.
  2. Click the Overall activity button.

Spent time

In the "Spent time" tab, you should see the amount of time spent working on issues throughout the projects. From here, you can sort issues by clicking on every column’s name, add spent time entries, delete entries, and modify exisiting ones.

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

Another way is to:

  1. Navigate the Projects > Projects.
  2. Click the Overall spent time button.

Log time

You can log time log hours at project level by clicking the Log time button from the "Overall Spent Time" view. On the Spent time page, fill in the date, hours you've spent on the project, comment, and type of activity.

Edit a time entry

You can add more time to an existing time entry.

  1. In the Spent time tab, select the time entry you want to edit.
  2. Click the pencil icon next to it. You can also click the kebab menu icon and then select Edit.
  3. You'll be redirected to the Spent Time page. Click hours to edit the field directly.
  4. Once done, click Save.

Change time entry's activity

You can change the activity under which spent time is logged.

  1. In the Spent time tab, select a required time entry.
  2. Click the kebab menu icon next to it and hover the mouse pointer over the Activity. Select a right option from the drop-down menu that appears.

Delete a time entry

You can permanently delete a time entry from VNCproject.

  1. In the Spent time tab, select the time entry you want to delete.
  2. Click the trash bin icon next to it. You can also click the kebab menu icon and then select Delete.
  3. When prompted, click Yes to confirm that you want to delete the time entry.

Gantt Chart

Gantt chart is a specialized bar chart used to provide a graphical overview and schedule of all tasks (issues/ tickets) or to indicate the work elements and dependencies of the project.

This is a chart with rectangular bars. The length of each bar is proportional to the time value necessary for each task. You can compare two or more task durations very easily on the Gantt chart. The final product illustrates the schedule of a project.

Easy Gantt is intended to be used mostly by project managers.

News

In the News tab, you can publish news items about the project or any subject you like.

You can give the news item a title, a summary and the detailed description. The summary will be displayed in the Latest news area of the project overview.

If you have the permissions to create news items, then you can add/edit/delete an existing news entry.

Create a news item

If you have the permission, you create new news items.

  1. Navigate to Projects > Projects.
  2. Click a required project. You should be redirected to the Overview page.
  3. In the lower right corner, click the plus icon and select Add news. You'll be redirected to the Add news page.
  4. Fill in the Title, Summary, and Description fields and add attachemnets as needed.
  5. Click Create.

Edit a news item

  1. Navigate to Projects > Projects.
  2. Click a required project. You should be redirected to the Overview page.
  3. Under the Latest news section, click the news item you want to edit.
  4. Click the Edit button. You'll be redirected to the Add news page.
  5. Change information in the Title, Summary, or Description fields.
  6. Upload or delete attachments.
  7. Click Save.

Delete a news item

  1. Navigate to Projects > Projects.
  2. Click a required project. You should be redirected to the Overview page.
  3. Under the Latest news section, click the news item you want to edit.
  4. Click the Delete button.
  5. When prompted, click Yes to confirm that you want to delete the new item.

Documents

The "Documents" module provides quick access to all your documents and their management directly from VNCproject.

Users can create new documents within projects if given permission.

  1. Navigate to Projects > Projects.
  2. Click a project you want to create a new document for. You'll be redirected to the Project overview page.
  3. In the lower right corner, click the plus icon and then select New document.
  4. From the Category drop-down meny, select what type of documenation you want to create — User documentation or Technical documentation.
  5. Give a document name.
  6. Optionally, describe a document.
  7. Optionally, upload attachemnts.
  8. Click Create.

Another way to create a new documents is:

  1. Navigate to Projects > Projects.
  2. Click a project you want to create a new document for.
  3. Click Documents on the second-level navigation menu.
  4. Click the New Document button.

Once documents have been uploaded, the title is used as the link to download the attached documents, and add more if necessary.

Files

Each project can have a Files module.

To add a new file:

  1. Navigate to Projects > Projects.
  2. Click a project you want to add a new file to. You'll be redirected to the Project overview page.
  3. In the lower right corner, click the plus icon and then select New file.
  4. Select a version from the Version drop-down menu.
  5. Upload attachments.
  6. Click Add.

There is another way to add a new file:

  1. Navigate to Projects > Projects.
  2. Click a required project.
  3. Click Files on the second-level navigation menu.
  4. Click the New File button.

All uploded files are stored in the Files directory.

A sortable table shows the details of all the uploaded files.

  • File: Displays a file title.
  • Date: Displays a date when the filw was uploaded.
  • Size: Displays a file size.
  • D/L (Download Count): Displays the number of downloading.
  • Checksum:

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:

  1. Filters
  2. Summary Information
  3. 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.

Column Description
Period Filtering timelogs by Date (exact, ranges, last week/month, etc.).
User Filtering timelogs by User.
Add filter Filtering timelogs by several criterias, using same mechanisms as known from issue filtering: Project, Activity, Comment content, Logged hours, etc.
Group results by Grouping of the results (including group sums): Date, Activity, Project, Member, Issue, Version.

"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. To do that:

  1. Click the kebab menu and then select Admin.
  2. Click Roles and permissions.
  3. Click a required role.

  4. Scroll down till Time tracking block and customize the checkboxes there.

  5. On the bottom, click Save.

Tima tracking permissions:

  • View spent time. Allow a user to view the time logs on the project.
  • Log spent time. Allow a user to log time on the project.
  • Edit time logs. Allow a user to edit any time log.
  • Edit own time logs. Allow a user to edit its own time logs only.
  • Manage project activities. Allow a user to add/edit/delete activities.
  • Log spent time for other users. Allow a user to time track for other users.
  • Import time entries. Allow a user to import time entries via CSV in VNCproject.
  • Log time in past. Allow a user to log hours for the past dates.
  • Edit comment controlling. Allow a user to edit a comment controlling.
  • Edit comment developer. Allow a user to edit a comment made by a developer.
  • Edit comment team lead. Allow a user to edit a comment made by a team lead.
  • Edit approved hours. Allow a user to modify/delete log hours after approval.
  • Manage timesheet. Allow a user to monitor/ analyze/ record work hours employee timesheets.
  • Enabled calculated hours for payment V1 and V2. Allow a user to enable calculated hours for payment V1 and V2.
  • View 'Invoiceable tickets/hours'. Allow a user to view 'Invoiceable tickets/hours'.
  • View timesheet for invoice. Allow a user to view timesheet for invoice.

"Main timesheet" block

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

Column Description
Project Displays a project for which a ticket is created. The project name is linked directly to the respective project.
Owner Displays a ticket author. The ticket author is linked directly to the respective user.
Member Displays all users who adds time to a ticket.
Date Displays a date of each entry. Click Expand all to see details.
Activity Displays an activity of each entry, for example: Development, Testing, Meeting etc. Click Expand all to see details.
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.
Related issues Displays related issue(s) for the issue in the column "Issue".
Version Displays a roadmap/version a ticket belongs to.
Comment Displays comments of each user per individual entry.
Hours Displays the hours sum of each added entry. In case the timesheet results are grouped by tickets, the user can check more details.
Initial ETA, Current ETA, ETA Changes 3 different columns display the initial estimated time, current estimation and the hours number of ETA adjustments.
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.
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).
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".
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).
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".
Comment (Controlling, Developer, Team lead) 3 columns display Controller's, Developer's, Team Lead's comments.
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 Timesheet.
  2. Click the TIMESHEET FOR INVOICE button.
  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. Click Add filter to filter results out by other attributes.
  6. Click Group results by to group results by a project, member, date, activity, issue, or 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. Click the kebab menu and then select Admin.
  2. Click Users.

  3. Click the user for whom you want to customize the payment period.

  4. Select a required option from the Period of payment drop-down menu.
  5. On the bottom, click Save.

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. Click Timesheet.
  2. Select the period you want to view and the user.
  3. 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.
  4. 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.

  5. 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.
  6. 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 #1000-01, and press the Enter button, you will be redirected to the ticket "#1000-01".

To use "Advanced Search":

  1. Click the filter icon . Advanced search modal box will open.
  2. Under the Basic Search section, check the box next to the projects to limit search to specific types of entries.

    • Search titles only and Open issues only can be enabled to limit results.
    • To exclude words in attachment content when searching, click Do not search attachments.
    • To include words in attachemnts when searching, click Search attachment filenames and descriptions.
    • To search words within attachment only, click Search attachments only.
  3. Under the Advanced Search section, you can filter your results by Author, Status, Start date, Due date, Project, Assignee, and Priority.

  4. Under the Conditionals section, you can connect your search words together to either narrow or broaden your set of results.

    • The three basic boolean operators are: AND, OR, and NOT.
  5. On the bottom, click Apply.

Another way to use Advanced Search is to:

  1. Type the search keyword in the search field and press Enter. That will immediately take you to the advanced search and results page.
  2. Found results are highlighted in yellow and categorized by issues, projects, and resolutions.
  3. 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.
  4. You can also determine whether you want to perform a search of all words or search by titles.
  5. Drop-down lists enables you to filter your results by Author, Status, Start date and Due date, Project, Assignee, and Priority.
  6. Determine which results to show first — New first or Oldest first.

Conditionals

Conditionals use to:

  • focus a search, particularly when your topic contains multiple search terms.
  • connect various pieces of information to find exactly what you're looking for.

Example: meta task (title) AND Alice Glass (author) AND 06/09/2022 (start date).

Using AND

Use AND in a search to:

  • narrow your results;
  • tell the database that ALL search terms must be present in the resulting records.

Example: Alice Glass (author) AND New (status) AND Helpdesk (project).

Using OR

Use OR in a search to:

  • connect two concepts;
  • broaden your results, telling the database that ANY of your search terms can be present in the resulting records.

Example: Alice Glass (author) OR John Donne (author).

Using NOT

Use NOT in a search to:

  • exclude entries from your search;
  • narrow your search, telling the database to ignore concepts that may be implied by your search terms.

Example: Alice Glass (author) NOT In progress (status).

Save found results as a template

To save found results as a template:

  1. Click at the top right of the Search field.
  2. You can find the saved template under the SAVED SEARCH section.