Getting started with a new tool is never easy - regardless of how intuitive or how easy it is to use or to install. The following questions have been asked repeatedly by new users and administrators of ONEPOINT Projects. We hope that our answers are helpful.

End User FAQ

Login, Preferences, Access Permissions

What is my user name?

Please ask your team leader or internal admin of ONEPOINT Projects for your user name and password.

How can I access and change my user preferences?

Click on your user name in the right upper corner. After clicking “Preferences” in the drop-down menu, you are able to change some general settings like your language, your password, etc.

How can I change the language?

Click on your user name in the right upper corner. After clicking “Preferences” in the drop-down menu, there should be a drop-down menu “Language” where you can select and change your language.

How can I change my password?

Click on your user name in the right upper corner. After clicking “Preferences” in the drop-down menu, you can change your password in the corresponding “Password” field. When using LDAP / Active Directory, the password needs to be reset directly in LDAP / Active Directory.

I forgot my password, what can I do?

You can use the “Forgot password” field on the login page if your user has a valid email address. In this case an email gets sent to you and you can reset your password. Alternatively, you can either ask a system user to reset your password in the system settings of ONEPOINT Projects in the properties of your user.

I am a manager user, why am I not able to create a new portfolio, project, pool, resource, or report?

Most likely you do not have manager permissions on the object above, e.g. on the portfolio or pool. Users with administrator permissions can give you the corresponding permissions on the object by adding you to the “Permissions” section in the properties of the object.

Why am I not able to assign resources to the project team although I am a project manager?

Most likely you do not have manager permissions on the resources. In this case, you can either ask a system user for these permissions or alternatively, you can use the workflow “Resource Assignment Approval” workflow (needs to be activated in the system settings of ONEPOINT Projects). You can request a resource via this workflow. Users with managing permissions on this resource can approve or deny this request afterwards in the tab “My To-Dos”.

How do ONEPOINT’s access levels work?
  • System Users have administrator access to all objects and are able to edit all fields by default.
  • Managers own information, e.g. only the managers of resources are allowed to assign them to a project and only project managers are allowed to edit and control the project plan.
  • Contributors can contribute to information, e.g. they can track time and costs for their assigned activities, add comments and to-dos, but they do not own the objects.
  • External Contributors have the same rights as contributors, but system users can set the visibility for this access level separately.
  • Time Tracking Users only have access to the tool group “MY WORK” and * Observers can only view information, but they are not allowed to change it.
  • Observers can only view information, but they are not allowed to change it
  • Customers are similar to Observers, but this access level allows to give restricted access to customer users for their projects.
  • External Users cannot sign on into ONEPOINT Projects and are used for connector options like the Jira Connector Option and Exchange Connector Option.

My Work

What is the meaning of the different symbols in “My To-Dos” and “My Activities”?

Check out our Cheat Sheet and have all important ONEPOINT Projects symbols, helpful explanations and useful keyboard shortcuts at a glance. The Cheat Sheet is available via: https://www.onepoint-projects.com/resources/documents/onepoint-cheat-sheet-en.pdf

I know that I am assigned to project activities, why am I not able to see them in “MY WORK/My Activities”?

Most likely the project manager did not check-in the project plan yet, therefore the project activities do not appear inside the tab “My Activities”.

Projects

How can I find projects in ONEPOINT?

There are several ways to find projects in ONEPOINT. You can select them in the project navigator which is available at the left side in the tool group “PROJECTS”. Furthermore, they are visible in the tabs on portfolio level. A click on the project name directly leads you to the corresponding project. Additionally, you can use the menu bar item “Search” in the right upper corner to find a project.

How do I create a new project in ONEPOINT?

Navigate to the tool group “PROJECTS / Project List” and select the portfolio to which you want to add a new project in the project navigator on the left side. Use the toolbar button “New Project”.

How do I create a new portfolio in ONEPOINT?

Navigate to the tool group “PROJECTS / Project List” and select the portfolio to which you want to add a new portfolio in the project navigator on the left side. Click on the small arrow beside “New Project” and use the toolbar button “New Portfolio”.

What is the meaning of the different symbols in the project navigator?

Check out our Cheat Sheet and have all important ONEPOINT Projects symbols, helpful explanations and useful keyboard shortcuts at a glance. The Cheat Sheet is available via: https://www.onepoint-projects.com/resources/documents/onepoint-cheat-sheet-en.pdf

Portfolio
What are the “top projects” shown in the portfolio overview?

Generally, top projects are ranked based on the amount of the planned costs. If they do not exist, top projects are ranked based on the amount of the planned effort.

How can I define new pipeline stages?

New pipeline stages can be defined in system settings under “CUSTOMIZE / Pipeline” by using the toolbar button “New Stage”.

How can I define new criteria for the portfolio analysis?

New criteria can be defined in system settings under “CUSTOMIZE / Criteria” by using the toolbar button “New Criterion”. You can define general criteria as well as criteria that are linked to project fields. The available project fields get listed in the drop-down menu “Linked Field” in the properties of the criterion.

Where can I create portfolio scenarios?

New portfolio scenarios can be created on the "Dates" tab on portfolio level in the drop down menu “Scenario”.

How can I exclude projects from a certain scenario?

Projects can be excluded from a scenario by selecting the project and pressing the backspace key.

What are the effects of moving projects on portfolio level in a scenario?

The effects of moving and/or removing projects can be seen in the resource allocation and utilization. It is possible to select different scenarios on the tabs "Allocation" and "Utilization" and to check which effects they might have on the resource utilization. In addition, it is possible to compare different scenarios and their effects and your resources.

Is there a way to make the scenario real?

Unfortunately, there is no such feature at the moment. If you want to realize the scenario, the properties of the project and the project plan need to be adjusted accordingly.

Projects
Overview
How does the project cockpit work?

The project cockpit provides an overview about the progress of costs, resources and dates. Additionally, the pipeline stage, the overall project progress as well as the project phases get shown. Check out our Cheat Sheet and have all important ONEPOINT Projects symbols, helpful explanations and useful keyboard shortcuts at a glance. The Cheat Sheet is available via: https://www.onepoint-projects.com/resources/documents/onepoint-cheat-sheet-en.pdf

Properties
How can I create project templates?

You can either create a new project template by clicking on the arrow next to the toolbar button “New Project” and select “New Template”. Alternatively, you can save existing projects as templates by using the toolbar button “Save as Template” in the project properties.

Why am I not able to assign resources to the project team although I am a project manager?

Most likely you do not have manager permissions on the resources. In this case you can either ask a system user for these permissions or alternatively, you can use the “Resource Assignment Approval” workflow (needs to be activated in the system settings of ONEPOINT Projects). You can request a resource assignment via this workflow. Users with managing permissions on this resource can approve or deny this request afterwards in the tab “My To-Dos”.

Why are users displayed in grey in the permissions of projects?

Users displayed in grey are either project contributors or a project manager of the project. By adding project contributors to the project team, they automatically own permissions on the project that are shown in grey in the “Permissions” tab.

What is the effect of enabling the checkbox “Link Duration to Effort”?

If this checkbox is enabled, effort and duration of activities are linked in a way that the duration is calculated from the effort and the assigned resources and vice versa. If this checkbox is not enabled, duration and effort can be independently planned.

Which progress modes exist in ONEPOINT and how do they work?

ONEPOINT offers the following progress modes:

  • Contributor Estimations: Project contributors of a project can track time, costs and estimate a remaining value for their linked activities. With the estimation of the contributors for the remaining effort and costs, the percentage of completion is automatically calculated for the respective activity. Project managers can correct the estimations of the project contributors in the “Controlling” tab.
  • Automatic: Project contributors can track time and costs for their linked activities, but they cannot estimate a remaining value. The progress is calculated automatically by the actual effort. Only the project manager is able to enter revised values inside the “Controlling” tab if the activities need more time or costs than planned.
  • % Complete: This setting allows to manually set the % complete values. It can be given by the project contributor and be overwritten by the project manager. With this selection, you get the additional option to select whether time tracking by the contributors should be allowed or not.
    • enable time tracking: The project contributor can enter the actual effort and the % completed.
    • disable time tracking: Only the % completed can be entered by the project contributor.
Planning
How can I show the effort in days rather than in hours?

Click on your user name in the right upper corner and select “Preferences” in the drop-down menu. There you can enable the checkbox “Show effort in days”. After confirming the dialog, the effort gets shown in days rather than in hours.

I am a project manager, why am I not able to assign myself to work packages and milestones?

Most likely your user does not have a linked resource, therefore the resource cannot be assigned to work packages and milestones. You can link your resource to your user by opening the resource properties and simply setting the "Linked User" to your user.

I am a project manager, why am I not able to assign resources to work packages and milestones?

Most likely the resources are not assigned to the project team and can therefore not be assigned to work packages and milestones. Resources can be assigned to the project team in the project properties in the “Project Team” section or in the “Projects” section in the resource properties.

What is the meaning of the different symbols in the activity list?

Check out our Cheat Sheet and have all important ONEPOINT Projects symbols, helpful explanations and useful keyboard shortcuts at a glance. The Cheat Sheet is available via: https://www.onepoint-projects.com/resources/documents/onepoint-cheat-sheet-en.pdf

How can I include a subproject?

Select the project to which you would like to add a subproject. Click “Edit” and select the toolbar button “Include Subproject” which can be found in the toolbar at the bottom far on the right side. All public marked activities of the subproject are shown in the master project afterwards.

Controlling
Project contributors can estimate a remaining effort when tracking time. How can I prevent this?

Most likely the project has the progress mode „Contributor Estimations”, therefore contributors can estimate remaining effort. To prevent this, you can change the progress mode to “Automatic” in the tab “Advanced” in the project properties. When using this progress mode, contributors are not able to set a remaining effort.

Why is the activity closed although “%Completed” shows less than 100%?

The status of an activity and the “%Completed” are not directly related in ONEPOINT. Most likely this case will occur when using the Jira Connector Option. For example, you can track some of the planned effort and close the activity in Jira without setting the remaining effort to 0h. Due to this fact, the activity can show less than 100% and be closed, because the corresponding checkbox is enabled.

The risk names are too long inside the risk chart, how can I show only the risk numbers inside the chart?

A setting “Show only risk numbers in risk charts” is available inside the system settings under “ADMINISTRATE / Settings”. After activating this setting, the risk number gets shown in the risk chart instead of the risk descriptions.

Why can’t I drag & drop the work packages to another status column in the Kanban board?

Only work packages and milestones of projects using the progress mode "%Complete" can be dragged and dropped between the different status columns. To-Dos of all projects can also be dragged and dropped between the different status columns without changing the progress mode.

To-Dos
How can I create a topic for to-dos?

Simply click in the column „Topic” and type the name of the topic. After selecting another column, the topic gets automatically saved.

Meetings
How can I change the topic of a meeting so that only the to-dos of this topic get shown?

When creating a new meeting, the field “Topic” is available. When selecting a specific topic, all to-dos which belong to this topic, are visible in the corresponding meeting afterwards.

Resources

How do I create a new resource pool in ONEPOINT?

Navigate to the tool group “RESOURCES / Overview” and select the resource pool to which you want to add a new pool in the resource navigator on the left side. Use the toolbar button “New Pool”.

How do I create a new resource in ONEPOINT?

Navigate to the tool group “RESOURCES / Overview” and select the resource pool to which you want to add a new resource in the resource navigator on the left side. Use the toolbar button “New Resource”.

Why am I not able to assign resources to the project team although I am a project manager?

Most likely you do not have manager permissions on the resources. In this case you can either ask a system user for these permissions or alternatively, you can use the workflow “Resource Assignment Approval” workflow (needs to be activated in the system settings of ONEPOINT Projects). You can request a resource via this workflow. Users with managing permissions on this resource can approve or deny this request afterwards in the tab “My To-Dos”.

Are there any file templates for importing resources or customers into ONEPOINT Projects?

File templates for importing resources, unavailabilities, customers and multiple projects are available. They can be downloaded by pressing and holding the “Alt” key while clicking the “Download Import Template” button on the corresponding tab.

Strategy

How can I link goals to initiatives?

Simply double-click the initiative inside the tab “STRATEGY / Planning” and add the goal with the “+”-button in the corresponding tab. More information on the Strategic Management Option is available in our tutorial: https://www.youtube.com/Strategic-Management-Option

How can I link initiatives to projects?

Simply double-click the initiative inside the tab “STRATEGY / Planning” and add the project with the “+” button in the corresponding tab. More information on the Strategic Management Option is available in our tutorial: https://www.youtube.com/Strategic-Management-Option

Customers

I am a manager user; how can I create customers?

The tool group „CUSTOMERS” is hidden by default. Users with the access level “System” can make them visible by enabling the corresponding checkbox for managers in the system settings at “CUSTOMIZE / Tools”. Afterwards managers are able to see this tool group and can create new customers there.

Reports

What is a simple report?

Simple reports are individually created reports which query information directly from the database and can be shown in different layouts e.g. a tabular or chart layout. After selecting a report type, different fields can be chosen and are used as columns in the simple report. The resulting lines can then be grouped and sorted by the selected fields. The data selection can be limited using query and input criteria. Finally, individual permissions can be assigned to the report.

What is a document report?

Document reports contain different subreports that query information of specific fields in ONEPOINT Projects. They can be created by clicking on the arrow next to “New Simple Report” and selecting “New Document Report”. Based on the business object selected, you can add different sub reports to the document style report by using the “+” button.

What is a compound report?

Usually a compound report contains a summary report and a detail report. The summary report is the beginning of the compound report containing one or more pages. The detail report is used to represent the data of each contained object (project, resource or user depending on the selected business object). This report can be executed for multiple objects, e.g. all projects of a portfolio.

Is it possible to customize the layout of reports?

Customizing the layout of reports is possible for the Enterprise Server edition by using the tool Jaspersoft Studio Tool. Detailed information on this tool can be found at: http://ftp.onepoint-projects.com/documentation/reports/customizing-report-templates.pdf
Note: Customizing the layout of reports is not possible on the Cloud.

Is it possible to configure the report footer?

The report footer can be configured in the system settings under “ADMINISTRATE / Settings” by adding the organization name in the corresponding field. The current date on the left and the page number on the right are inserted by default.

Printing

I tried to print a chart, but the boxes are missing in the printed version, why?

By default, printing background images and colors is disabled in most browsers. You can enable this setting by following the steps listed below dependent on the browser you are using:

  • Mac (all browsers): "Print background images" and "Print background colors" is usually an option of the "Print" menu.
  • Firefox (Windows): Firefox menu - "Print" - Page Setup - Activate "Print Background (colors & images)"
  • Internet Explorer (Windows): Gear button (right upper corner) - "Print" menu - "Page Setup" - Activate "Print Background Colors and Images"
  • Google Chrome: Usually no explicit setting is required
  • Edge (Windows): Edge does not offer printing background images and colors.

Administration FAQ

System Settings

How can I hide or show tabs for specific user levels?

The visibility of tool groups and tabs can be controlled in the system settings at “CUSTOMIZE / Tools” by enabling or disabling the corresponding checkboxes.

How can I change the logo in the UI and in reports?

You can upload a custom header logo as well as a custom report logo in the system settings under “ADMINISTRATE / Settings” in the “User Interface” section.

How do I create new users?

New users can be created in the system settings under “ADMINISTRATE / Users” by pressing the toolbar button “New User”. For Cloud please note that you do not need to enter the site name (e.g. @test.at) when creating new users. The site name is only required when signing in into ONEPOINT Projects.

How can I change the name of the administrator user?

Navigate to the system settings and “ADMINISTRATE / Users” and double-click the user ”Administrator”. Now you are able to change the name of the user.

How can I change the notification sender email address which is shown when notifications from ONEPOINT get sent?

The notification sender email address gets shown in the automatic emails which can be enabled in ONEPOINT. You can adjust this sender email address in the system settings under “ADMINISTRATE / Settings” in the “System”-section.

Connector Options

I am interested in the Jira Connector Option - how can I get started?

All information on the Jira Connector Option and how to get started are available in the Jira manual which can be downloaded via: http://ftp.onepoint-projects.com/documentation/latest/onepoint-jira-connector-configuration.pdf

I am interested in the Exchange Connector Option - how can I get started?

If you are using the Exchange Connector Option on our Cloud, please contact the Support team by sending an email to support@onepoint-projects.com. For Server installations all information on the Exchange Connector Option and how to get started are available in the corresponding manual which can be downloaded via: http://ftp.onepoint-projects.com/documentation/latest/onepoint-eosync-manual.pdf

I am interested in the SAP Connector Option – how can I get started?

Please contact our sales team by sending an email to info@onepoint-projects.com. They will provide further information and explain how to install and configure the SAP Connector Option for your needs.

I am interested in the Confluence Connector Option – how can I get started?

All information on the Confluence Connector Option and how to get started are available in the Confluence manual which can be downloaded at: http://ftp.onepoint-projects.com/documentation/latest/onepoint-confluence-connector-manual.pdf

Server Installation & Configuration

What are the system requirements for using ONEPOINT Projects?

The supported system requirements can be found in chapter 1 of the installation manual. This manual is available in the “doc”-folder of the ONEPOINT zip-archive. Additionally, it can be downloaded from our website via: http://ftp.onepoint-projects.com/documentation/latest/onepoint-server-installation.pdf

Where can I find the "Onepoint Project Home" folder?

The folder "Onepoint Project Home", containing the directory "onepoint", will be created by default in the home-folder of the user account that started Tomcat. If you are not sure where the folder is located, go to the system settings of ONEPOINT Projects in “ADMINISTRATE / Settings” in the “System” section, at the end of the page you will find the file path of the “Onepoint Project Home” folder.

Users of Windows operating systems will usually start Tomcat as a "System" service and the folder is usually created in C:\Windows\system32\config\systemprofile\Onepoint Project Home\. Since this could lead to side effects, we recommend forcing a different location for this folder by following these steps:

  1. Simply define an Environment Variable called ONEPOINT_PROJECT_HOME which contains the full path to the new location (Mac OS X or Linux users could do this inside Tomcat's file "setenv.sh", using the command "export", Windows users can add Environment Variables inside the Windows Control Panel)
  2. Restart Tomcat
  3. Again, connect to the web-application using your web-browser.
Where can I find the license file?

You can find the license file in the “Onepoint Project Home” folder of the server on which you have installed ONEPOINT. If you are not sure where the folder is located, go to the system settings of ONEPOINT Projects in “ADMINISTRATE / Settings” in the “System” section, at the end of the page you will find the file path of the “Onepoint Project Home” folder.

Where can I find the configuration file?

You can find the configuration file in the “Onepoint Project Home” folder of the server on which you have installed ONEPOINT. If you are not sure where the folder is located, go to the system settings of ONEPOINT Projects in “ADMINISTRATE / Settings” in the “System” section, at the end of the page you will find the file path of the “Onepoint Project Home” folder.

How can I integrate LDAP / Active Directory in ONEPOINT?

More information on the integration of LDAP / Active Directory can be found in chapter 6.9 of the installation manual. This manual is available in the “doc” folder of the ONEPOINT zip-archive. Additionally, it can be downloaded from our website via: http://ftp.onepoint-projects.com/documentation/latest/onepoint-server-installation.pdf

What can I do when my users notice effects like an operation taking much longer than usual and “OutOfMemory” or "GC overhead limit exceeded" errors in the UI and the ONEPOINT log files?

Tomcat by default only uses a fraction of physical memory, therefore, ONEPOINT Projects can run out of memory if you use large project plans or many users. In this case, we would recommend increasing the Tomcat memory settings. For productive installations, we recommend to use at least 3-4 GB for your Tomcat. Further information on the Tomcat memory settings can be found in chapter 3.4 of the installation manual. This manual is available in the “doc” folder of the ONEPOINT zip-archive. Additionally, it can be downloaded from our website via: http://ftp.onepoint-projects.com/documentation/latest/onepoint-server-installation.pdf

Ready for the next step?

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