Managing Projects

Overview

This page covers setting a project up and looking after it: creating one by hand or in bulk from a spreadsheet, deciding who can reach it, and editing, archiving, or deleting it once it is running. For the projects list itself, see Introduction to Projects, and for working inside a project, see Working in a Project.

Creating a Project

Creating a project is limited to people allowed to manage projects. Select Create Project in the Action Pane to open the Create a project form.

1. Enter a Project Number and a Project Name. The name is always required, and so is the number unless a template numbers the project for you.
2. Choose a Project Type from the dropdown (your organisation defines the available types), and confirm the project manager field, shown here as Select Project Manager though your organisation may label it differently. It is prefilled with you.
3. Optionally enter someone in the Select External Project Manager field, and choose a Select Document Controller where your organisation shows that field.
4. Enter a Start Date and a Due Date where your organisation shows them.
5. If your organisation uses configurable workflows, leave the Use Configurable Workflow toggle enabled and choose from the Project Workflows multi-select. This panel is only offered to document controllers.
6. Leave Allow Native Downloads enabled to let native files be downloaded freely, or disable it so that only users with explicit download permission, or users assigned to the document, can download them.
7. Enter a Description to summarise the project's purpose.
8. Select Create Project. The button stays disabled until the required fields are filled, and its label changes to "Creating Project..." while the project saves.

Which fields are required depends on your organisation's settings. The project type, the project manager, the document controller, and the dates can each be required, and some may not be shown at all. Required fields are marked.

If your organisation enables the project status field, a Project Status dropdown also appears, and your organisation's own project tags each add their own field, some of which can be required. A Create Project Role box lets you "Create a project role to grant repository permissions at the project level?".

If your organisation has project templates enabled, the form also offers a Use a Template selector at the top and a Create as Template box further down. The template selector appears for project managers. Both are covered in Project Templates.

Uploading Projects

Select Upload Projects in the Action Pane to open a file picker directly; there is no dialog and no template to download. Choose an .xlsx spreadsheet of up to 500 KB, which Lunr scans for viruses before processing it.

Recognised column headings are Project Number, Project Name, Project Type, Project Manager (matched on "First Last"), Start Date, Finish Date, Description, and Project Status, with dates entered as dd/MM/yyyy. Rows without a project number are ignored. An existing project is matched by its project number, and only its name, description, start date, due date, and manager are updated, its number, type, and status are left alone. A new project is not created if its status is Complete, Closed, or Cancelled. A project manager matched from the spreadsheet is added to the project as a member. Once the upload finishes, Lunr reports how many projects were added, updated, and skipped.

Project Templates

If your organisation has project templates enabled, a template is an ordinary project marked as a template, so you edit it like any other project, and new projects can be created from it with its folder structure, tags, and settings already in place. See Project Templates for how to create and use one, and exactly what is and is not copied.

Project Members and Access

Members

Select the gear icon next to the Members label in the project header to open the Project Members popover, headed "Project Members" with the subtitle "Manage team members and their access levels". Use the "Search for team members" field, placeholder "Start typing a name...", to find someone. Each row shows a green Full badge, or CR Only where the member has that level, the member's avatar, name, username, or email address, and a Remove button. Where your organisation does not use Change Requests Only access, a footer note reads: "Selected members will have full access to project folders, documents and change requests." Where it does, the footer instead explains the two levels: Full Access ("Access project folders, documents and change requests") and CR Only ("Participate in change requests and reviews only").

For the same list with more detail, select Members from a project's Options menu in the projects list to open the full Project Members page. An Add Project Member panel lets you add someone by name and choose an Access Level of Full Access ("Can view and edit all project documents and settings") or Change Requests Only. A filter row offers All Members, Full Access, and CR Only views, alongside a member count, and each member appears as a card with their access-level badge, name, handle or email address, avatar, and a remove cross.

The Change Requests Only level lets a member "only participate in change requests and reviews"; the filter row shows this as CR Only. Where your organisation uses it, each member card also has a dropdown for changing that member's access level. A Change Requests Only member can only upload documents into a change-request folder they belong to, not to the project root, and some change-request tags are hidden from them.

Members can be managed by project managers, and by an external project manager who is a member of the project; anyone else sees "Only project managers or this project's external manager can manage members." An external project manager sees "As an external project manager, you can only invite people from" their own company, unless they are also an external project coordinator. Removing someone from a project also removes them from every folder in it, from the project's role, and from their favourites.

Document Access

Project membership is enough to reach documents sitting at the project root. A document filed inside a folder also needs folder access, either because the folder is open to the project, because the person is shared into it, because they are allowed to see every project folder or manage projects, or because they are the project manager.

Role Access

Select Role Access in the Action Pane to open the Project Role Access page, headed with the project name, then "Assign Role to Project" with the note "All users in the selected role will gain access to this project and its content." Choose a role from the Role dropdown and select Add Role. Assigned roles are listed below under "Assigned Roles", with a count, and each has a Remove button. Once every role has been assigned, the dropdown reads "All available roles have been assigned to this project." This page is limited to administrators.

Editing a Project

Select Edit from a project's Options menu in the projects list to open the Edit project form. It carries the fields of the create form, minus the template selector, the Create as Template box, and the Create Project Role box, and the External Project Manager and Document Controller fields have no "Select" prefix. It also has a Checklists block listing the checklist templates from your organisation's library that apply to this project, which needs checklists enabled and is limited to people who manage checklist templates. Add one using a Checklist template dropdown, an Attaches to dropdown (Change request or Project), an Attach automatically to new change requests box, and an Add checklist button.

Administrators also see an Advanced settings link in the footer, opening the Advanced project settings dialog: "These settings override organisation-wide defaults for this project. They're only visible to administrators." It offers a Change Request upload v2 toggle, which applies the folder's default document type when Change Request document uploads use the v2 endpoint, and shows whether the project currently matches or overrides the organisation default, with a link back to the default. A Form recognition model setting reads fields from uploaded forms into document tags, using the organisation's field mappings, once your organisation has added one. Select Apply to save, or Cancel to discard.

Select Save project to save your changes. If the project is itself a template, a Project number format field also appears on this form.

Archiving or Deleting a Project

Open a project's Options menu in the projects list to archive or delete it. Archiving or deleting an active project is only possible from this list, not from inside the project. This menu offers Edit, Members, Archive, and Delete, and is limited to people allowed to manage projects. Once a project is archived, Archive is replaced with Unarchive; once it is deleted, Delete is replaced with Undelete. Archive and Delete act at once, without asking you to confirm, and both remove the project's role if it has one.

• Select Archive to take a finished project out of the default list while keeping it available for reference, or select Unarchive to bring it back into active use. Unarchive opens an Unarchive Project dialog asking "Unarchive this project?", with an optional Create a role for this project box, then select Submit. Undelete works the same way.
• Select Delete to soft-delete a project, or select Undelete to restore it. If a delete fails, for example because the project has related data such as existing change requests, Lunr shows "Cannot remove this project because it has referenced data (for example existing Change Requests). Please archive it instead."

Select the Show archived projects or Show deleted projects box in the filter panel to find an archived or deleted project again; both boxes only appear for people allowed to manage projects. In the projects list, an archived project shows an archive-box icon and a deleted project a bin icon beside its name, and both show a badge in the project header. Other users cannot open an archived or deleted project.