Below are a few common questions from our customers. Click to open/close and view each answer. If your specific question isn't answered here, feel free to reach out to us via chat or email.

Q: How can I recover a project/document I’ve recently deleted?

A: In the Projects module more menu, Administrators can access an option for the Projects Recycle Bin which, when clicked, will take you to a list of all recently deleted projects. Here you can check the box(es) next to the project(s) you wish to restore, and click the "Restore Project" button. 

Projects only remain in the Recycle Bin for 14 days before being permanently deleted by Workzone automatically. Also, deleted project names have a suffix added with deletion details (i.e., "recycled-[date and time]").

Similarly, the Documents module contains a "Recycle Bin" option on the left hand side, along with a  "Restore Files" button.

Q: Why do tasks change order when the dates are changed?

A: Tasks are sorted by their end date. Workzone prioritizes, by placing at the top, those tasks which are scheduled to be completed first. If the end date on a task changes to a later date, any tasks with a now earlier end date will be moved above, while any with a later end date will move below. This behavior is a normal part of Workzone and cannot be disabled or changed. Workzone places the task with the earliest end date at the top of a set of tasks and orders the list from top to bottom. If the date of a task is changed its order changes as a result. To curb this behavior, use dependencies to link your tasks start and end dates. Learn more about dependencies here.

Q: How do I change the start and/or end dates for my project?

A: Project dates summarize, or reflect, the dates of the tasks inside of it. In order to change the dates for the overall project, project managers should edit and change the dates for the tasks inside the project. Task dependencies can help with this process. Instead of editing tasks one by one, managers can efficiently change the dates for dependent tasks at once. Learn more about dependencies here.

Q: Is there any way of adjusting more than one task’s details at a time (for example, setting someone as responsible for several tasks at once)?

A: Yes. Select the tasks in the Projects module is and find the the "Edit Multiple" button. Clicking that will bring up several fields that can be altered for all of the selected tasks at once. Once the desired changes are made, the "Modify These Tasks" button will save the changes. Learn more about editing (multiple) tasks here.

Q: How do I create a template to save time on building patterned or repeating projects?

A: For Administrator and Manager users, templates can be edited or created by navigating to the Projects module more menu (three vertical dots) and selecting "Project Templates". 

Manager users (as well as Administrators) can also create a template directly from an existing project, found under the project more menu (three vertical dots) to the left of the project’s name in the Projects module.

Learn more about templates here.

Q: When creating a project and copying tasks from a template, why does the "end on" date chosen for the template vary from the actual last task?

A: Under a 5-day work week, Workzone performs a calculation of the duration of the template and counts backwards from the specified "end on" date that number of weekdays. When doing so, some tasks may have their individual end dates fall on ineligible workdays (weekends and holidays), which requires a slight adjustment in the project’s overall end date. The larger/longer the template, the more likely this variation can occur, but it generally shouldn’t be more than a few days.

Q: Are there pre-built templates in Workzone?

A: Not directly, but we can help you establish relevant templates of your own or add example templates to your site from a variety of industries. To do so, please contact us at (610) 275-9861 or help@workzone.com. Or, feel free to review our marketing-focused downloadable templates here

Q: Why am I unable to view any other projects than this one?

A: The likely cause is a filter to show one project exclusively. In the example below, there is a filter showing a single project "Capabilities Brochure" circled in orange, which can be removed by clicking the X in the block for that particular filter.

Q: How do I remove a completed project from being listed alongside active projects, while preserving it historically?

A: From the Projects module, select the project with the checkbox to the left of the project name, select "Update Project State" and choose the "Completed" option. To view "Completed" projects, you can do so by adjusting Workzone’s filters. Learn more about project state here.

Q: Are users able to have different permissions in different workspaces?

A: No, but you can restrict users to particular workspaces (unless they’re an Administrator). Also, individual items can be locked, such as projects and documents, to remain invisible to all but a select group of users.

Q: What can each user role do in Workzone?

A: Workzone has five different roles that can be assigned to users, designed to reflect the role they play and the level of access they should have in Workzone. Each user has the same user role across all workspaces and projects in Workzone. For an overview of user types, click here

Q: How can I control or prevent getting emails from Workzone with information that doesn’t pertain to me?

A: If you’re an Administrator user on your Workzone site, you can go to settings page for all workspaces (represented with a small gear in the top right corner), where there are several AUTO NOTIFICATIONS settings that can be adjusted (see screenshot below). Additionally, you can go to Setup for a single workspace, changing email notifications sent by that workspace in particular.

For any logged in user, accessing your user menu, where your picture or initials appear in the top right, will provide a link to "My Settings" which also has notifications for certain reports that are sent automatically. Here you can adjust the frequency of these reports at will.

Many of these reports can be filtered in Workzone to display specific items and, once changed, these changes are also reflected in the emailed version. For example, the To-Do List is helpful to most users by being filtered for their own personal responsibilities, but filtering the To-Do List to some other user does change the list to show that user’s responsibilities instead. This results in a different user’s (whoever the "Responsible" filter is set to) assignments displayed in the emailed version of the To-Do List.

Remember, if your specific question isn't answered here, please don't hesitate to reach out to us.
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