# Tools

## Emails sent

Users can have a look at the list of the automatic emails sent.

All the information about the email, including the status showing whether the email was correctly sent or not.

## Emails to send

You must enable the Activate email grouping option in the global parameters

The programmed emails will be grouped in this screen before their automatic sending based on the period entered in the global parameters

## Sheduled Report

In reports, you can schedule sending emails for accurate reports. See: Report Sending programmation

You can get the list and details of this programming on this screen

Click on to cancelled the programmation

## Alerts

Users can have a look at the alerts sent.

By default, administrators can see all the alerts sent, and other users only see their own alerts.

Alert screen

Button Mark as read

The button is available if the user alert is not tagged “read” yet.

## Messages

You can define some message that will be displayed on the Today screen of users.

Optionally, the message can be shown on login screen.

You can limit the display by profile, project and user.

The message will be displayed in a color depending on the message type.

Section Description

Required Fields
Field | Description
--- | ---
Id | Unique Id for the message
Title | Header of the message
Message type | Type of message
Sart Date | Date when the message begins
End Date | Date when the message ended
Message | Complete text of the message
Profile | The message is limited to users with this profile
Project | The message is limited to resources allocated to the project
User | The message is limited to this user
Show on login screen | Show this message on login screen
Closed | Flag to indicate that the message is archived

## Message Legal

You can define a “legal” message that will be displayed when you log in from the home screen

You must click on the button I agree that the message disappears

## Import data

Imports data from CSV or XLSX files.

How to do

1. Select the element type from the list.

2. Select file format (CSV or XLSX).

3. Select the file.

4. Click on Import data button to start importing.

Report of the import

- Data that is not imported because not recognized as a field appear in grey text in the result table.

- Data that are voluntarily not imported (because must be calculated) appear in blue text in the result table.

Note

Import users

- The password field must be cut and pasted from the database because it is encrypted.

- If you enter some readable password, the users will not be able to connect.

Attention

- If you want to create new users don’t put any id because if id already exists, it will be overridden by the new (with possibility to erase admin user…).

- Always keep in mind that your import may have some impact on administrator user.

- So be sure to keep an operational admin access.

Note

Importing document versions

- Two ways to import document versions:

    - by describing only the version, with its standard fields.

    - by describing the document and the version (the name of the fields of the version will be followed by ‘(DocumentVersion)’, or its translation into the current language).

Note

CSV import

- The CSV import file may also include :

    - ‘importFile’ field that will give the link to the version file (this file will have to be reachable by the PHP server).

    - ‘target’ field that can be set to ‘DELETE’ (the file to be imported is deleted after import) or a directory name (the file to be imported is moved to this directory after import) or nothing (the file to be imported is not modified).

### File format

The content of the imported file must fit the element type description.

To know the data that may be imported, click on the button.

Names of columns

- The first line of the file must contain the name of the fields.

Note

- Names of columns can contain spaces (to have better readability).

- The spaces will be removed to get the name of the column.

Hint

- Look into the model class. The names are the same.

Date format

- Dates are expected in format “YYYY-MM-DD”.

### Data import process

Operations are performed, depending on whether the element type, the column or the column value.

Column Id

You may or may not add an “id” column in the file.

> Column “id” exists and “id” is set in a line

> - The import will try to update the corresponding element, and will fail if it does not exist.

> Column “id” does not exist or if “id” is not set in a line

> - The import will create a new element from the data.

Linked tables

For columns corresponding to linked tables (“idXxxx”), you can indicate as the column name either “idXxxx“ or “Xxxx” (without “id”) or the caption of the column (as displayed on screens).

> Numeric value

> - If the value of the column is numeric, it is considered as the code of the item.

> Non numeric value

> - If the value of the column contains non numeric value, it is considered as the name of the item, and the code will be searched for the name.

Columns with no data

- In any case, columns with no data will not be updated.

- Then you can update only one field on an element.

Clear data

- To clear a data, enter the value “NULL” (not case sensitive).

Planning elements

- Insertion into “Planning” elements (activity, project), automatically inserts an element in the table “PlanningElement”.

- The data of this table can be inserted into the import file.

Tickets

- Do not import the value of “real work” on tickets, even if it is specified in the import file.

### Automatic import

Imports can be automated.

Files placed on a defined directory will automatically be imported.

Note

- Automatic import parameters must be set in Global parameters screen.

- Background task must be started by Administration Console screen.

The files must respect some basic rules.

File name format

- File name format is : “Class”_”Timestamp”.”ext”

- Example of import file name: Ticket_20131231_235959.csv

> Class

> - The type of item to be imported (Ticket, Activity, Question, …).

> Timestamp

> - Timestamp defined to be able to store several files in the directory.

> - Format is free.

> - The recommended format is “YYYYMMDD_HHMMSS”.

> Ext

> - File extension, representing its format.

> - Valid extensions are CSV and XLSX.

File format

- The files must follow the ProjeQtOr File format.

- Files must be full and consistent.

  > Hint

  > - The files should not be directly created in the import folder.

  > - They must be created in a temporary folder and moved afterwards.

Import process

- Correctly imported files are moved to a “done” sub folder of the import folder.

- If an error occurs during import of a file, the full file is moved to “error” sub-folder of the import folder, even if there is only one error over many other items correctly integrated.

- You can get the result as a log file and/or email summary.

## Notifications

You can defined manually notifications in this screen

You receive notifications as soon as you authenticate on the login screen

When you are logged in, you have a reminder at the top of the screen.

You have the number of unread notifications

Hover over it for the list of notifications to appear

A slight color line in front of the name indicates the type of notification

- Red = alert

- Blue = information

- Yellow = warning

Click on the name of the notification to display its detail screen

You can also display the notification in the part below the menu

Click on an unread notification for discover the details

- The first icon indicates the type of notification

- the second icon indicates how the notification was created

    - System Notification

    - Manual Notification

- The third icon indicates if the notification has a definition. see: Notification System

- Click on the fourth icon for display the detail of the notification

Note

Type of alert

- type information

- type Warning

- type alert

- sum - Records all the type

## Audit connections

Audit connection proposes a view of “who is online”.

you can know which platform the user has logged on to, his browser and dates of his first and last access, as well as the duration of the connection

Note

The administrator has the possibility to force the disconnection of any user (except his own current connection, see: admin-console.