Team Collaboration

QuickPlan supports team collaboration via iCloud Drive. Please take a look at the details.

When we work on a team project, we can expect more team collaboration features from the app than just sharing project files among team members. For example, the following requirements:

Moreover, we can think that the above requirements are self-evident nowadays. The corresponding costs should be very low or even free.

Collaboration on project plans is very difficult due to the complexity of relationships between project tasks. Many collaboration expectations are not possible. Even if some collaboration features are possible, their use is cumbersome, and their cost far exceeds expectations.

Real-time collaboration

The tasks in a project plan have closer relationships, such as a parent-child relationship and a task link relationship. Some task properties depend on project properties. For example, the project resource and project calendar affect the work and cost of the task.

Whether we can change one part of the project depends on other parts of the project, and changing one part of the project schedule affects other parts. It leads to logic issues when the same project is being worked on multiple devices (by different users or by one user) at the same time. Below are some cases that cause logic problems when editing on two devices at the same time:

Logically, a real-time collaboration on a project plan is impossible because there are close relationships between tasks and project properties in a project plan.

Collaboration based on the file locking mechanism

I get it. Since real-time collaboration can lead to unpredictable logical problems, how about the scenario where only one user is allowed to make changes to a project at a time? Yes, my requirement is just that all users can edit the same project, but not at the same time.

Yes, this is possible - we need a server to coordinate this by locking/unlocking the project file. The locking mechanism ensures that multiple users do not edit the file at the same time.

If you need the service through a server provided by a vendor:

QuickPlan is a document-based application; users own the project files they create (with a .qpp file extension). Users decide where to store the documents - on the device or removable storage by default, iCloud Drive, Dropbox.

So the decision and risks for security, safety, and cost are up to the users if they need team collaboration. There are some optional solutions for team collaboration based on files. You have full control over the security and protection of the project files.

Share project files with team members.

Oh! Security, safety, and cost. My projects are sensitive and important. So how about a way to share projects with other team members?

You have it at your fingertips. A project is saved as a .qpp file - sharing a project means sharing the .qpp file.

To share files across iOS and macOS devices, cloud storage services are usually a suitable solution. For example, Dropbox supports multi-platform operations with convenient file access/sharing.

For an enterprise, public cloud storage may not be an option for collaboration, as privacy is critical when selecting a solution. In this case, the MS SharePoint server may be a suitable solution to share files within the organization with easy access and permission control. Of course, your organization may also have other suitable file-sharing solutions.

Please be careful not to grant write permissions to multiple users at the same time, as simultaneous editing can cause logical problems. Example: If you ask a project member to help you update the project file, please grant the team member temporary write permissions. After the project file has been updated, please change the team member's permission back to read-only.

This way, other team members will have to install the QuickPlan app to open the .qpp file. No, I didn't mean that I only want to share the project content with the team members.

Oh, then please export the project to a PDF file for sharing.

The possible straightforward requirements

An..., what I want exactly is to get the task status updates from the team members. I don't want to have a meeting with the team to update the task status of the project, and I think the team members can update the task %Comp directly in the project.

In practice, one project member (usually the project manager) is responsible for maintaining the project plan, and the other project members just provide INPUT. Providing "input" does not mean editing the project file. For example, we can provide input in the meeting or via email. Suppose we have a system that allows project members to update task status directly. In this case, the project manager still needs to know the details because we may need to reschedule.

diting the project file can be done by the project manager or by an assistant. Allowing other project members to edit is not a good choice. Other project members only provide the input, such as the estimation information in an Excel file, if needed.

How do I proceed if I need assistance in working with team members on the project plan?

Please keep in mind that this is a big deal! We have some suggestions:

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