Setting up the project view
The guided path for the project builder – components, tabs, visibility, documents, print layouts and project list, with everything you can leave out
The project view is a building kit: admins decide which tabs exist, which building blocks (components) sit on them and who sees what. The settings apply to all projects. This page walks through the setup in the order in which the parts build on each other.
Where the settings are
Everything is under System → Projects (permission Project settings) in the tabs Component Settings, Tab Settings, Print Layout Settings and Project overview builder.
The builder chain
All four areas use the same pool of components:
| Area | What happens here |
|---|---|
| Component Settings | Create building blocks: text fields, drop-downs, checkboxes, titles, links, folders. They are only created here; they become visible once they are placed. |
| Tab Settings | Build the project page: create tabs, drag components into them, fill sidebars, set visibility per tab. |
| Print Layout Settings | Arrange components for PDF exports. |
| Project overview builder | Arrange components as columns of the project list. |
The special components that ship with artwork (calendar, shifts, budget, project team, artist residencies, BI key figures …) bring their own logic and cannot be deleted.
Stage 1: Start with the default tabs
A new house has six ready-made tabs: Project information, Schedule, Checklists, Shifts, Budget and Comments. With these, the project view can be used without further setup.
- Check which tabs your house does not need and delete them. Create tab from template brings missing default tabs back at any time.
- Decide which tab opens first when a project is opened (Default switch on the tab). Without a choice it is the first tab the person may see.
- Keep at least one tab that is Visible for all.
Stage 2: Add your own content
Create components. Component Settings → Create a new component: choose the type (cannot be changed later), give it a name to find it again (it does not appear in the project) and fill in the fields – label, pre-filled value, Placeholder, the Options for drop-downs, font size and Section bar for titles.
Create tabs. Tab Settings → Create tab: name and visibility. Put components from the palette on the right into the tab by drag & drop or with the plus on the component. Group related items in a folder (collapsible section) and write hints into the Tooltip text of the placement.
Use the sidebar. Every tab can have a narrow sidebar on the right with its own sub-tabs. It suits information you need alongside the main area, such as the project team or shift information. Folders cannot go into the sidebar.
Check with a real project – with a project team member with and without write access.
Cutting tabs by topic or by department
Tabs can be cut in two ways. Each house chooses freely, and both can be mixed.
| Cut | Example tabs | Suits houses where |
|---|---|---|
| By topic | Project information · Events · Technology · Communication · Finance · Documents | many departments work on the same topics and everyone may see everything |
| By department | Dramaturgy · Production · Technology · Press · Administration | departments have their own work areas and some content should only be visible to them |
One component in several tabs
The same component may sit in any number of tabs. In each tab it shows the same record of the project: what someone writes into the field Technical requirements in the Technology tab appears immediately in the Production tab. Each piece of information is thus maintained in exactly one place, even when several departments need it.
- Especially useful with department tabs and restricted visibility: shared fields sit in several department tabs, confidential ones in only one.
- The palette shows with Used: N how many tabs a component is in.
- Permissions belong to the component, not to the placement. If you need different rights in one place, create a second component.
- Folders share their content too: the same folder shows the same components in every tab.
Stage 3: Visibility and sensitive data
Visibility works on three levels that must all apply:
- Project access – being in the project team or holding global project rights.
- Tab visibility – Visible for all or only selected users and teams. Restricted tabs cannot be opened through a direct link either.
- Component permissions in the component settings – No further restriction, Visible to everyone with project access, only the following may also edit … or Only the following may see …. They only restrict and never extend; editing always requires write access to the project.
Admins see all tabs and components. People with Write permissions for all projects are exempt from component permissions but only see the tabs that are visible to them. artwork also enforces these rules on the server: anything a person may not see is never sent to their browser.
Distributing documents deliberately
The Documents component shows the files of the tabs you select when placing it (Only include current tab or Select tabs). Uploaded files belong to the tab in which they were uploaded. This lets you protect sensitive files:
- The restricted tab Administration has a Documents component that only includes this tab. Contracts and calculations uploaded there appear in no other tab.
- The general tab Project information has a Documents component that includes Project information, Technology and Press – but not Administration.
- All Documents shows all files of the project from the tabs the person may see. All Comments and All Checklists behave the same way.
- The tab selection of a placement can be changed via Edit.
Restricted tabs stay protected
If a Documents component includes a restricted tab, that tab's files are only shown there to people who may also see the restricted tab. Everyone else only sees the files of the other tabs. Downloading a file also requires access to its tab, unless the file was explicitly shared with the person.
Comments and Checklist work the same way: when placing them, you choose which tabs they collect content from, and each person only sees the content of the tabs they may see. This also applies to components inside folders. To change the selection, remove the component and place it again.
External access
When a tab is shared with external people, they see all externally displayable components of this tab, regardless of internal permissions. Create a separate tab for this, most easily via Create tab from template → Production inquiry. External access
Stage 4: Print layouts
Print layouts turn project data into a PDF. Several standardised exports for fixed purposes have proven better than one general layout. Each layout stays short, and the person printing does not have to choose anything.
| Layout | Possible components |
|---|---|
| Production profile | Project title, Project basic data, Project period, Project Attributes, Artists, Short description |
| Technical info | Project title, Relevant Dates For Shift Planning, General Shift Information, Shifts, Project material issue, text area Technical requirements |
| Event and running schedule | Project title, Bulk Event Create Component (as an event list), Shift Contact Persons |
| Guest performance and residencies | Project title, Artist residencies, CRM contact list |
| Press | Project title, Project period, Press & public relations, Website text, Link List |
| Internal budget | Project title, Budget Informations, Project Budget Deadline, Project cost center display component |
Create the layout. Print Layout Settings → Create print layout: name, description and the number of columns for the header (1–5), body (1–3) and footer (1–5). The column counts are fixed after creation. Use one column for the body: with several columns the special components cannot be used.
Arrange components. Drag components from the palette into header, body and footer; the body adds a new empty row automatically. In header and footer each column can also carry a free note, for example "Internal version".
Release it. Switch on Should this print layout be available?. Only active layouts can be chosen in the project.
Print. In the project, choose a layout via the printer icon in the header and click Print. artwork opens a window with the browser's print dialog; choose Save as PDF there. An active pop-up blocker prevents the window.
- Your own components (except folders) and most special components can be printed. Components with a tab selection (Documents, Comments, Checklist), Calendar, Budget (the table) and the Sage invoice overview cannot; for lists, use the variants All Documents, All Comments and All Checklists.
- Newly created components can take up to ten minutes to appear in the print layout palette.
Print layouts respect visibility
A print layout only outputs what the printing person may also see in the project view. Components set to Only the following may see … and components that only sit in tabs invisible to that person stay empty in the PDF. All Documents, All Comments and All Checklists only contain content from tabs the person may see. The same layout can therefore be more or less complete depending on who prints it.
Stage 5: Adapt the project list
The Project overview builder sets the columns of the project list for all users, for example genre, project management or a drop-down Contract status. Project title and actions are fixed; each component can appear once as a column. Columns from components with restricted visibility are only shown to people with the right. Project overview builder
Dependencies at a glance
| Component | Needed for |
|---|---|
| Business Intelligence | Entering key figures on the project; without it the BI dashboard stays empty and shows a hint |
| Shifts | Shift planning in the project; after saving a shift and from notifications artwork jumps to the first tab with this component |
| Budget | Project budget; links to the budget open the first tab with this component |
| Calendar | Links from the calendar open the first tab with this component, otherwise the default tab |
| Sage invoice overview | Booked invoices in the project; only in the palette when the Sage interface is active |
| CRM contact list | Lists of people such as arriving guests; needs at least one allowed contact type |
| Documents in a shared tab | Uploads by external people |
What you can leave out
| Leave out | Effect |
|---|---|
| Your own components and tabs | The default tabs suffice for most houses |
| Sidebars | Everything is in the main area |
| Folders | Long tabs are not divided into collapsible sections |
| Restricted visibility | Everyone with project access sees all tabs and components |
| Budget tab | No project budget in the project |
| Shifts tab | Only sensible if you do not use the duty roster |
| Business Intelligence component | No BI dashboard |
| Print layouts | The printer icon in the project shows "No print layouts available" |
| Project overview builder | The project list keeps its default columns |
Common pitfalls
- A tab is visible to nobody: restricted, but without selected people or teams. The tab card then shows No access configured.
- A field is empty in one tab and filled in another: they are two different components with the same label. The number under Used shows whether a component is placed more than once.
- A document has "disappeared": it is in a tab that the Documents component does not include, or in a tab the person may not see.
- Deleting a component also removes all values already entered in projects.
Back to Setup for administrators or on to setting up the duty roster.
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