In the previous post I mentioned that we have been using a development version of activeCollab 1.0 for our own project management needs. We are really happy (while being 100% objective :) ) with it, although it’s not yet completely finished.
We think that the only way to develop a great product is to actually use it. Having said that, we started using activeCollab 1.0 as soon as we built features that are essential to our development process – task management and the platform for writing and sharing content. From that day we discovered and fixed a ton of small details that we missed during development.
Here is a little example – I already wrote that one of my favorite features in activeCollab 1.0 is ability to star (bookmark) objects and have them all listed on one page.
During the first few days I noticed a glitch with a specific feature. When I select a task, unstar it and mark it as completed - it’s a three step process - obviously. But, if you have JS disabled - it means 3 page reloads. That is too much for something that you do over and over again so I sat down and less than 30 minutes added a simple way to select as many objects as you want and edit them in one click, including unstar and complete. The process of unstaring an object and marking it as done now takes just a few clicks (to mark objects and select the action), as well as no page reloads if you have JavaScript turned on.
Small tweaks such as the one I mentioned really make a difference. The only way to notice a need for such a tweak is to actually use your own product and that’s why every development team should use their own product, not just build what software architects and management order them to build.
For the past few weeks we have been using activeCollab 1.0 for our own internal project management needs - planning activeCollab 1.0. Well, that sounded odd. Although version 1.0 is still under development and some pieces of the application aren’t completely worked out, it’s already usable and really helps us stay on track.
Version 1.0 is as you already know, packed with new features. One of my favorite features is the ability to star (bookmark) any item (discussion, file, task…) and easily access it. It’s nothing fancy, but it’s simplicity and usefulness helps me stay productive.
You can use starred objects for whatever you want – there is no workflow enforced. I use them to keep track on things that I’m currently working on across all projects.
I usually keep around 10 task starred even though I know that I cannot finish all of them during a single day. This way I can pick tasks that I’d like to work on among all the tasks that I starred. If there is less than 10 starred tasks I go to the tasks page and star a few more that I feel I’d enjoy working on that day. I keep my Starred page always open in a separate tab so I can always see stuff that needs to be done. If I need to go somewhere I just hit the print button, grab my laptop and I’m all set.
This is a perfect example of what we are trying to do – make activeCollab fit your workflow, not enforce it’s own. You will be able to use starred objects for whatever you want – to bookmark important documents or discussions, filter things that you need to do, or anything else you can think of - basically, it’s the best thing since slice bread. Oh my, there’s that marketing lingo coming up. In any case, use it, abuse it... For now, wait for it. :)
The first change you will notice in activeCollab 1.0 is the new interface, and it’s most obvious new commodity – the new navigation system. We sat down and redesigned the system from the ground up in order to make it more usable as well as visually more pleasing.
(click for larger image)
- This set of options lets you quickly access your profile or logout from the system.
- A logo of the owner company is shown on every single page and can be changed within the Setting panel. By default, it links back to the dashboard.
- These are the main activeCollab sections – always at hand and packed with shortcuts to make common tasks like jumping to a project as seamless as possible.
- Instead of permanently removing objects from the system, activeCollab 1.0 moves them to the Trash, giving you the opportunity to restore or completely remove them. As with your desktop trash, this makes recovering objects simple as well as removes the need for the nagging “Are you sure?” questions while moving items to the Trash.
- Starred objects works basically like bookmarks in your favorite browser – letting you mark the objects important to you. You can use this feature to mark things you are currently working on, plan to work on or that you just use frequently. All the starred objects are listed on one, easy to access page.
- Now, you can search through companies, people and projects from the globally available search bar. Just type in what you are looking for and let activeCollab 1.0 do the rest.
- Adding new messages, tasks, files as well as other objects is easy – and you can do it from anywhere in the system. No need to go to a specific page just to add new objects.
While trying to add new features available in activeCollab 1.0, we have tried to keep the interface as simple as possible. Even with all the lab testing, detailed studies into the way how humans interact with graphic user interfaces and all the group therapy our designer had to go through while designing the interface – we do want to hear what you think about it!
There are three roles that a user could have in activeCollab 0.7.1:
- Owner company member with administration permissions
- Owner company member without administration permissions
- Members of client companies
While this setup would do the trick in most situations, it wasn’t flexible enough and created problems in some situations, especially to people who wanted to let their clients create projects or had contractors on board. In order to address these issues, we made a more flexible roles and permissions system in activeCollab 1.0.
Here is a part of the “Roles” chapter from the “activeCollab 1.0 User Manual”. Please note that this is an early draft of the User Manual and that it might change by the time we launch.
There are two groups of users in any activeCollab setup:
- Members of owner company
- Members of client companies
Any member of the “owner company” has a role he or she plays in the system. By default activeCollab ships with four predefined roles:
- Administrator
- Project manager
- Contractor
- Company member
Every role has its own set of permissions. For instance, project managers don’t require access to administration but they certainly need to be able to start new projects and manage existing ones. On the other hand, members and contractors are just involved in the project. They don't do any project management or administration so they don't require those permissions.
You are not limited to predefined roles. Setting up and managing roles is easy thanks to the role management tool in the administration section. The roles management tool lets you define new roles, see who has specific roles, alter them.
Note: In order to make the delete option available there must not be any members with that role assigned.
Clients have a simpified role system.
- Company manager
- Member
Every client company needs to have at least a company manager. The manager has some extra permissions, for example he or she can alter company details and manage accounts of other members. If the client company logo changes or one of their members changes his or her email address they can handle the change themselves without the need to contact your stuff and distract them from their regular duties.
The number of users the client company manager can create is limited with the "Max. members" property. It can also be set to 0 in order to remove any limitations (the manager will be able to add as many users as needed).
Note: If you decide to let your clients create new projects in the system you just need to open - Administration / Settings / General settings, and make sure that the option "Let clients start new projects" is enabled.
While roles define permissions on a system level there are also project level permissions that let you specify what users can and cannot do per project – giving you more flexibility when needed.
So, now you know how roles and permissions work. We dare you to find a flaw in the system! Remember, if you do “crack the code” – let us know!
So we asked you to apply for a beta account... And what happens? Due to the huge amount of applications we've decided to turn activeCollab into an beta sign-up app...
Ok, so we're kidding – but with the whole Web 2.0 feat. beta status going around you can't blame us. :) We were planning to keep the beta sign-up page open until the actual beta kicks off, but because of the overwhelming number of applications and the fact that an actual human being has to go through them – we decided it's time to close the application phase of the beta.
Further instructions about the beta will be posted on the blog and also sent to those of you who applied – so stay tuned. If you have any questions about the activeCollab 1.0 beta program, you should check the FAQ list or ask in the commments if you don't find an answer.
Now it's time to go through all your applications... Thanks for your interest, the extra coffe I'll be buying to stay awake – and see you in beta!
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