ZCOPE Blog

ZCOPE Tip: Versioned documents

In ZCOPE, documents are not only saved centrally but also in a versioned form. This means, that you can upload an updated version as an addition to already existing documents – the older version will be kept.

Thus e.g. design developments can be reproduced chronologically correct or different people can work consecutively on the same document.

ZCOPE Tip: The „internal“ feature

Even if we support transparency in projects – there are things that should remain „among us“, therefore „internal“. All employees of the account owner automatically have the „internal“ status and thus more rights and access to more data.

But also people from outside of the company can get the „internal“ status, e.g. an agency on friendly terms, with which also confidential information will be shared. Due to the extended settings, certain things can remain within one company: in this case one simply deactivates the reading and writing rights of the corresponding area (e.g. time tracking).

What can be marked as „internal“?

• Tasks
• Dates
• Documents
• Blog entries (of course the corresponding comments are „internal“ as well)

Task lists cannot be „internal“ as there would be too many dependencies in the case of task moving between multiple lists.
Budgets are invisible for not-“internal“ team members by default (this can be changed redefining the extended settings).

The project manager can adjust the „internal“ settings. Only „internal“ project members can  mark elements as „internal“.

ZCOPE Tip: Extended settings

Not every team member should have access to all information resp. the right to write. E.g. trainees should be able to see tasks but shouldn‘t be authorised to create new ones: they get reading rights for this section but the writing rights will be deactivated.

Extended settings can be defined for the following areas:

• Tasks
• Time tracking
• Dates
• Budgets
• Documents
• Project blog

These settings can be determined for all project members, no matter if internal or not. The latter by default have fewer rights – this can be changed with the extended rights.

ZCOPE Tip: Connections (task lists, milestones, documents, blog posts)

In ZCOPE you can connect documents and blog posts with task lists and tasks.

I will illustrate this tip with a case study. Let‘s suppose the task list is called „Design website“ and there is a task called „header image“.

The design company uploads a draft for the image and connects it with the task. At the same time a conversation resp. feedback is started in the blog. The design company writes that the first draft was made according to the requirements mentioned at the last meeting but that it became obvious during the design process that the text was too long and if it could be shortened. Also this post will be connected to the task. The customer sends a suggestion for the shorter text and wants the font colour to be slightly darker. The design company edits the image and uploads the new version.

A corresponding icon will be shown with the task if it‘s connected to a document or a blog post. By clicking on the icon one gets to the latest version of the document or the blog post.