Project Management in Microsoft 365
Project management for contractors, engineers, architects, consultants, etc.
Page content: Intro > Customer Case > Tool Content > White Paper > Module Descriptions > Feature Descriptions > Highlighted Features > Contact
Page content: Intro > Customer Case > Tool Content > White Paper > Module Descriptions > Feature Descriptions > Highlighted Features > Contact
Cloud-based Project Management
Standard tool in Microsoft 365
The project management software is a standard tool in Microsoft 365 that supports numerous project types, such as construction projects, infrastructure projects, environmental projects, energy projects, and consulting projects. The tool can be customized to support a variety of project types, individual workflows, and project models.
The project software is configured in the two best configuration tools on the market: WorkPoint 365 and Microsoft 365 (SharePoint Online).
Easy and efficient project management
The project manager is met by significant demands:
- They must be agile while working in a structured manner according to predefined processes and procedures.
- They must have full overview of the project documentation.
- They must be efficient and meet deadlines.
- They must have an overview of the project progress, phases, milestones, and the status of the project.
- They must have full overview across projects.
If the project manager is to master all these disciplines, they will require an efficient and intuitive project management tool.
The project management software from digitalworkspace365 will support the project manager through the entire project lifecycle, from project initiation, through the phases of ideas, analysis, and planning, to project execution, implementation, and evaluation.
Download price list
Download price list
Get started the right way
Shorten the internal clarification process and ensure the result – and all at a fraction of the cost of a comparable tool.
Short delivery time
Get started quickly. The standard software is configured and installed on your SharePoint Online tenant in less than 30 days.
Security throughout the process
No surprises or hidden costs. You know what you get and what it costs. Predefined and transparent concept and delivery.
Easy to customize
The standard tool can be used as is or as a good starting point for a more complex business tool.
Future-proof platform
Opportunity to grow in the software. Start in one place and expand with additional business modules and features.
Subscription or fixed price - the choice is yours
Subscription – no initial costs – everything is included.
Fixed-price – tool configuration and installation included – additional purchases as needed.
Read our project management customer cases
The project software includes:
Project overview
Project overview of project documents, stakeholders, meetings, notes, emails, etc.
Process overview
Process overview including stage/gate management with an overview of project status and deadlines.
Quality assurance
Quality assurance with built-in approval procedures, notifications, control procedures, etc.
Automation
Automation of workflows, task assignment, notifications, control efforts, and approval processes.
Template center
Template center with document and email templates.
GDPR-compliant
Effective support of compliance processes regarding GDPR.
Employee dashboard
Employee dashboard with an overview of personal customers, projects, tasks, and action list with projects and tasks requiring action.
Management dashboard
Management dashboard with a global overview of the company’s customers and projects, as well as progress and adherence to deadlines.
Collaboration space
Collaboration space for exchanging documents with external stakeholders.
Search function
Search function with free text search that makes it easy and fast to find information and history about a project.
Version control
Automatic version control of documents ensures that all changes and approvals are always recorded.
Free white paper:
Project Management
– a deeper dive
Download the white paper and get:
- $Introduction to the project tool in Microsoft 365
- $Detailed overview of the content of each main module
- $Detailed overview of the content of each add-on module
- $Screenshots from the project tool showing its main elements.
Project Management in Microsoft 365?
The project management tool is targeted towards project managers in construction companies, engineering firms, architectural firms, consulting firms, production companies, etc. The project management software consists of a range of standard modules as well as add-on features that can be purchased as needed. The tool can be easily customized to individual needs.
Standard Project Management
Learn more about the Company module
Learn more about Contacts
Learn more about the Project module
Add on Cases
Learn more here
Add on Sales
Learn more here
Add on Contracts
Learn more here
Add on Audits
Learn more here
Add on modules
The project tool consists of the following base modules and features:
The standard project management tool consists of two base modules and one standard feature:
The tool can be expanded with eight standard features:
Project Management in Microsoft 365?
The project management tool is targeted towards project managers in construction companies, engineering firms, architectural firms, consulting firms, production companies, etc. The project management software consists of a range of standard modules as well as add-on features that can be purchased as needed. The tool can be easily customized to individual needs.
Standard Project Management
Learn more about the Company module
Learn more about Contacts
Learn more about the Project module
Add on Cases
Learn more here
Add on Sales
Learn more here
Add on Contracts
Learn more here
Add on Audits
Learn more here
Add on modules
The project tool consists of the following base modules and features:
The standard project management tool consists of two base modules and one standard feature:
The tool can be expanded with eight standard features:
Modules
Company Module
The base module Companies contains information about leads and customers and provides an overview across customer segments. The company’s master data can be entered manually or imported from the ERP system.
Read more about the content of Companies
The company module includes:
- Company overview page: Overview of relationship type and master data, as well as documents and emails related to customers, suppliers, and partners.
- Company status: Stage management to indicate the status of the company.
- Company overview: Overview across companies with filtering options for all registered company data.
- Company contacts: Overview of contacts at the companies.
- Search function: Search based on all registered metadata and free text search.
Project Module
The project module includes a complete project management tool for process support and structuring of a wide range of project management methods, such as PRINCE2, Scrum, Waterfall, Agile, PMBoK, Six Sigma, and Kanban. Get control of project documents, stakeholders, status, phases, deadlines, tasks, and history.
Read more about the content of the project module
Read more about the content of the project module.
- Project overview: Overview of all metadata, documents, email correspondences, tasks, risks, project stage, relationships, etc.
- Project templates: Predefined project templates that support different project types.
- Stage-gate management: Stage management of project phases and gate management to ensure adherence to processes throughout the project.
- Monitoring and alerts: Monitoring of deadlines and reminders to the project manager.
- Portfolio overview: Overview across projects with filtering options for all registered metadata.
- Search function: Search based on all registered metadata and free text search in text files, PDF files, and email content.
- Project plan with timeline, task management, and checklist. Can be combined with gate management in the stage model.
- Change log with registration of changes in the project plan.
Features
Task Management
Task management allows for managing, controlling, and assigning tasks. Task assignments can be done manually or automatically triggered by a phase shift or workflow. With task management, the company can easily and securely automate repetitive tasks across projects or cases, and gain an overview of task types, deadlines, task owners, task progress, and more.
Read more about the content of task management
Task management includes:
- Intuitive task panel: displayed and used on cases, projects, contracts, etc.
- Task overview: overview of “My tasks,” completed tasks, and ongoing tasks.
- Task status: overview of task progress.
- Deadlines: monitoring task execution deadlines.
- Task responsible: overview of who is responsible for the task.
- Automated task assignment, e.g., when creating a project, changing phases during the project, or project completion.
- Role-based task assignment: automatic assignment of tasks to individuals based on their role according to the case, project, customer, etc.
- Task overview across projects, cases, employees, customers, etc.
- Option to combine task management with visual overview in a Gantt chart.
Risk management
The Project Risk Management module provides an overview of the risk factors that can affect the project in the short and long term. It is necessary to know the risks to be able to manage them. The risk management module structures the work of identifying and defining potential risks, managing risks, and taking the necessary safety precautions.
Read more about the content of risk management
The risk module includes, among other things:
- Risk assessment: workspace for registering risk factors and their derived consequences.
- Risk mapping: rating of risks based on a risk score.
- Risk matrix: graphical display of risks in a risk matrix based on risk score.
- Risk profiles: risk management profiles for companies and projects.
- Risk overview: overview of risks across companies and customers with filtering options for all registered risk elements, providing a good overview of the company’s total risks.
- Risk monitoring: monitoring risks based on a predefined risk calculation.
- Alerts: automatic notification if the risk exceeds predefined risk threshold values.
Gantt Chart
The Gantt Chart is a project management tool that provides a Microsoft Project-like user interface for planning and managing tasks and projects. Get an overview of projects and tasks across the organization. Manage tasks, projects, relationships, and resources in an intuitive and visual timeline.
Read more about the content of the Gantt Chart
The Gantt Chart includes:
- Drag and drop functionality for moving tasks or projects.
- Move the time marker to change the completion percentage of a task or project.
- Resource allocation of employees or materials to a task or project.
- Shortcut menu: add new tasks and projects or indent, outdent, delete, or edit an existing task or project.
- Work breakdown structure: break down project activities into different submodules.
- Work interval: define the start date and end date of the task or project.
- Work week: mark working days or productive days of a project.
- Time interval setting: hour, day, week, month.
- Relationships: establish relationships between tasks or projects.
- Export Gantt chart and content to Excel or PDF.
Transmittals
The transmittals module allows for collecting documents in document packages (transmittal packages). The documents in the document packages are locked in versioning as a security and documentation for the content of the document package. This way, you can continue working with the original document without affecting the content of the document package. The document package can be sent to customers, collaborators, and suppliers.
Read more about the content of transmittals
Transmittals include:
- Predefined transmittal process with intuitive document collection, preparation, and sending.
- Document overview of documents in the document package, including document name, date (last modified), source item URL, version, file type, and document type.
- Process overview of the stages in the transmittal process (Collection -> Preparation -> Sending).
- Status overview showing the progress and an overview of the status across transmittal packages.
- Checklist with a timeline.
- Coversheet created automatically in the sending phase and sent to the recipient with links to the documents in the document package.
- Mail transmission of the coversheet to the transmittal recipient.
Relationship Management
Relationship management enables the creation of “one-to-many” and “many-to-many” relationships across various entities. This allows for establishing connections between cases, projects, contracts, contacts, customers, suppliers, and collaborators.
Read more about the content of relationship management
Relationship management includes:
- Creation Workflow: Intuitive workflow that guides the user through the creation process.
- Two-Way Relationships: Relationships are automatically created as two-way relationships, registering the relationship at both ends.
- Relationship Overview: Intuitive overview of relationships.
- Relationship Description: Description of the nature of the relationship.
- Link: Link to the relationship for quick access to the relationship page.
Express Mail and Document Journalizing
Express mail and document journalizing empower the salesperson to perform 80% of sales work directly in Teams, Outlook, Word, Excel, and PowerPoint. From the Express sidebar, users can easily journalize, open, search, and create sales cases, documents, tasks, contacts, leads/customers, and journalize emails.
Read more about the content of express mail and document journalizing
Express mail and document journalizing include:
- Direct Access to CRM tool in Teams: Work with sales cases directly in Teams.
- Express Sidebar in Outlook, Word, Excel, and PowerPoint: Provides direct access to the CRM tool in the Office programs.
- Drag and Drop: Makes it easy to journalize emails on sales cases and leads/customers.
- Search Function for retrieving sales cases, leads/customers, and contacts.
- Function for creating sales cases, leads/customers, contacts, tasks, letters, and emails from the template library.
- Other options include marking favorites, adding documents to emails, on-the-fly conversion to PDF, and much more.
Project BI Dashboard
The standard Power BI Dashboard is tailored for the project management tool. Gain a graphical overview across projects, tasks, project members, and deadlines. Click on graphs or charts to view detailed information and relationships.
Read more about the content of Power BI Dashboard
Power BI Dashboard includes:
- Overview of projects and important project information.
- Overview of projects divided by stages, project managers, months, customers, and resources.
- Overview of critical projects.
- Direct links to project sites.
- Filters for refined project views.
- Overview of active tasks and important task information.
- Overview of tasks by completion status.
- Overview of own tasks and follow-ups.
- Overview of tasks divided by projects and stages.
- Direct links to tasks.
- Filters for refined task views.
Automatic Mail Journalizing
The Automatic Mail journalizing add-on module ensures that all incoming and outgoing emails are automatically saved to leads/customers and contacts. Emails are automatically journalized in the tool before they reach the employee’s inbox. This means that emails cannot be deleted without the company’s IT administrator.
Read more about the content of automatic mail journalizing
Automatic mail journalizing includes:
- Automatic Mail Backup in Microsoft Azure Cloud.
- Rule Management: Rules and exceptions can be set up to ensure that confidential emails cannot be accessed by unauthorized individuals.
- Journalizing Flags that mark emails as automatically and/or manually journalized across multiple recipients.
- Intelligent Journalizing Suggestions that propose journalizing of contracts based on intelligent pattern recognition.
- Automatic stamping of metadata ensures that emails can be easily retrieved through search and filtering based on sender information and destination in the CRM tool.
- GDPR Compliance with classification and rights management.
Modules
Company Module
The base module Companies contains information about leads and customers and provides an overview across customer segments. The company’s master data can be entered manually or imported from the ERP system.
Read more about the content of the company module
The company module includes:
- Company overview page: Overview of relationship type and master data, as well as documents and emails related to customers, suppliers, and partners.
- Company status: Stage management to indicate the status of the company.
- Company overview: Overview across companies with filtering options for all registered company data.
- Company contacts: Overview of contacts at the companies.
- Search function: Search based on all registered metadata and free text search.
Project Module
The project module includes a complete project management tool for process support and structuring of a wide range of project management methods, such as PRINCE2, Scrum, Waterfall, Agile, PMBoK, Six Sigma, and Kanban. Get control of project documents, stakeholders, status, phases, deadlines, tasks, and history.
Read more about the content of the project module
Read more about the content of the project module.
- Project overview: Overview of all metadata, documents, email correspondences, tasks, risks, project stage, relationships, etc.
- Project templates: Predefined project templates that support different project types.
- Stage-gate management: Stage management of project phases and gate management to ensure adherence to processes throughout the project.
- Monitoring and alerts: Monitoring of deadlines and reminders to the project manager.
- Portfolio overview: Overview across projects with filtering options for all registered metadata.
- Search function: Search based on all registered metadata and free text search in text files, PDF files, and email content.
- Project plan with timeline, task management, and checklist. Can be combined with gate management in the stage model.
- Change log with registration of changes in the project plan.
Features
Task Management
Task management allows for managing, controlling, and assigning tasks. Task assignments can be done manually or automatically triggered by a phase shift or workflow. With task management, the company can easily and securely automate repetitive tasks across projects or cases, and gain an overview of task types, deadlines, task owners, task progress, and more.
Read more about the content of task management
Task management includes:
- Intuitive task panel: displayed and used on cases, projects, contracts, etc.
- Task overview: overview of “My tasks,” completed tasks, and ongoing tasks.
- Task status: overview of task progress.
- Deadlines: monitoring task execution deadlines.
- Task responsible: overview of who is responsible for the task.
- Automated task assignment, e.g., when creating a project, changing phases during the project, or project completion.
- Role-based task assignment: automatic assignment of tasks to individuals based on their role according to the case, project, customer, etc.
- Task overview across projects, cases, employees, customers, etc.
- Option to combine task management with visual overview in a Gantt chart.
Risk management
The Project Risk Management module provides an overview of the risk factors that can affect the project in the short and long term. It is necessary to know the risks to be able to manage them. The risk management module structures the work of identifying and defining potential risks, managing risks, and taking the necessary safety precautions.
Read more about the content of risk management
The risk module includes, among other things:
- Risk assessment: workspace for registering risk factors and their derived consequences.
- Risk mapping: rating of risks based on a risk score.
- Risk matrix: graphical display of risks in a risk matrix based on risk score.
- Risk profiles: risk management profiles for companies and projects.
- Risk overview: overview of risks across companies and customers with filtering options for all registered risk elements, providing a good overview of the company’s total risks.
- Risk monitoring: monitoring risks based on a predefined risk calculation.
- Alerts: automatic notification if the risk exceeds predefined risk threshold values.
Gantt Chart
The Gantt Chart is a project management tool that provides a Microsoft Project-like user interface for planning and managing tasks and projects. Get an overview of projects and tasks across the organization. Manage tasks, projects, relationships, and resources in an intuitive and visual timeline.
Read more about the content of the Gantt Chart
The Gantt Chart includes:
- Drag and drop functionality for moving tasks or projects.
- Move the time marker to change the completion percentage of a task or project.
- Resource allocation of employees or materials to a task or project.
- Shortcut menu: add new tasks and projects or indent, outdent, delete, or edit an existing task or project.
- Work breakdown structure: break down project activities into different submodules.
- Work interval: define the start date and end date of the task or project.
- Work week: mark working days or productive days of a project.
- Time interval setting: hour, day, week, month.
- Relationships: establish relationships between tasks or projects.
- Export Gantt chart and content to Excel or PDF.
Transmittals
The transmittals module allows for collecting documents in document packages (transmittal packages). The documents in the document packages are locked in versioning as a security and documentation for the content of the document package. This way, you can continue working with the original document without affecting the content of the document package. The document package can be sent to customers, collaborators, and suppliers.
Read more about the content of transmittals
Transmittals include:
- Predefined transmittal process with intuitive document collection, preparation, and sending.
- Document overview of documents in the document package, including document name, date (last modified), source item URL, version, file type, and document type.
- Process overview of the stages in the transmittal process (Collection -> Preparation -> Sending).
- Status overview showing the progress and an overview of the status across transmittal packages.
- Checklist with a timeline.
- Coversheet created automatically in the sending phase and sent to the recipient with links to the documents in the document package.
- Mail transmission of the coversheet to the transmittal recipient.
Relationship Management
Relationship management enables the creation of “one-to-many” and “many-to-many” relationships across various entities. This allows for establishing connections between cases, projects, contracts, contacts, customers, suppliers, and collaborators.
Read more about the content of relationship management
Relationship management includes:
- Creation Workflow: Intuitive workflow that guides the user through the creation process.
- Two-Way Relationships: Relationships are automatically created as two-way relationships, registering the relationship at both ends.
- Relationship Overview: Intuitive overview of relationships.
- Relationship Description: Description of the nature of the relationship.
- Link: Link to the relationship for quick access to the relationship page.
Express Mail and Document Journalizing
Express mail and document journalizing empower the salesperson to perform 80% of sales work directly in Teams, Outlook, Word, Excel, and PowerPoint. From the Express sidebar, users can easily journalize, open, search, and create sales cases, documents, tasks, contacts, leads/customers, and journalize emails.
Read more about the content of express mail and document journalizing
Express mail and document journalizing include:
- Direct Access to CRM tool in Teams: Work with sales cases directly in Teams.
- Express Sidebar in Outlook, Word, Excel, and PowerPoint: Provides direct access to the CRM tool in the Office programs.
- Drag and Drop: Makes it easy to journalize emails on sales cases and leads/customers.
- Search Function for retrieving sales cases, leads/customers, and contacts.
- Function for creating sales cases, leads/customers, contacts, tasks, letters, and emails from the template library.
- Other options include marking favorites, adding documents to emails, on-the-fly conversion to PDF, and much more.
Project BI Dashboard
The standard Power BI Dashboard is tailored for the project management tool. Gain a graphical overview across projects, tasks, project members, and deadlines. Click on graphs or charts to view detailed information and relationships.
Read more about the content of Power BI Dashboard
Power BI Dashboard includes:
- Overview of projects and important project information.
- Overview of projects divided by stages, project managers, months, customers, and resources.
- Overview of critical projects.
- Direct links to project sites.
- Filters for refined project views.
- Overview of active tasks and important task information.
- Overview of tasks by completion status.
- Overview of own tasks and follow-ups.
- Overview of tasks divided by projects and stages.
- Direct links to tasks.
- Filters for refined task views.
Automatic Mail Journalizing
The Automatic Mail journalizing add-on module ensures that all incoming and outgoing emails are automatically saved to leads/customers and contacts. Emails are automatically journalized in the tool before they reach the employee’s inbox. This means that emails cannot be deleted without the company’s IT administrator.
Read more about the content of automatic mail journalizing
Automatic mail journalizing includes:
- Automatic Mail Backup in Microsoft Azure Cloud.
- Rule Management: Rules and exceptions can be set up to ensure that confidential emails cannot be accessed by unauthorized individuals.
- Journalizing Flags that mark emails as automatically and/or manually journalized across multiple recipients.
- Intelligent Journalizing Suggestions that propose journalizing of contracts based on intelligent pattern recognition.
- Automatic stamping of metadata ensures that emails can be easily retrieved through search and filtering based on sender information and destination in the CRM tool.
- GDPR Compliance with classification and rights management.
Highlighted Features
Digital Project Folder with Project Overview
The project folder works like a traditional plastic ring binder with dividers and tabs, collecting and organizing project documents, emails, notes, etc. The project folder or sub-elements of the project folder can be easily and securely shared with internal and external collaborators.
Project Life Cycle Management
The Project Management life cycle supports the entire life cycle of a project, from intelligent project initiation to idea generation, analysis, and planning, and through project execution, implementation, and evaluation. The tool supports phase control of the project life cycle as well as gate control, with features such as automated task assignment, notifications, control authorities, and approval processes.
Automation
The project management tool includes the ability to automate workflows and notifications. This can include approval workflows, control processes for quality assurance, and notifications for deadline breaches.
Task Management
Keep track of project tasks with efficient task management. Tasks can be assigned automatically based on roles, during project initiation or phase transitions, or tasks can be assigned manually. The task manager provides a good overview of task status, including who has been assigned the task, the progress of the task, whether the deadline has been exceeded, and more.
Template Library
With the template library, the project manager can use predefined document and email templates. Document and email templates are created and maintained in a central library. The process of creating and maintaining templates is easy and intuitive, using Word’s mail merge function. Templates can be tagged to segment them according to specific project types, so templates are displayed only in relevant contexts. Master data from customers and client information is automatically merged into a document or email. If you have purchased the Express Mail and Document journalizing module, the template library can also be accessed from Teams, Outlook, Word, Excel, and PowerPoint.
360-Degree Project Overview
The project tool provides a 360-degree overview of projects. The tool has several predefined views, such as “My Projects,” “My Clients,” and “Action List,” which shows which projects and tasks require immediate action. This can include deadline breaches, for instance.
In addition, the tool includes global views across projects and clients. The views can be refined and filtered based on the metadata registered on the project. This way, you can have an overview of the number of projects and how they are distributed, such as by project types, clients, countries, and project managers. The list views can be complemented by graphical Power BI views (Business Intelligence).
FACT BOX
- Standard software in Microsoft 365: The project tool is configured in the two best configuration tools on the market: WorkPoint 365 and Microsoft 365 (SharePoint Online).
- Work in Microsoft 365 applications: Work with projects in familiar Microsoft applications: SharePoint Online, Microsoft Teams, To-Do, Planner, Outlook, Excel, Word, and PowerPoint, and the Power Platform.
- Ownership of your own data: The project tool is hosted as a business application in SharePoint. Your data resides in your own SharePoint Online tenant. This means you have 100% ownership of your own data.
- Fully scalable: The project tool is operated in Microsoft Cloud. This means the tool does not require you to have local servers available. The tool can thereby be scaled as needed.
- Easy access: You only need an internet connection. Then you can access the project tool through a web browser via PC, tablet, or mobile phone.
- Role-based rights management to ensure compliance with company security policies based on roles.
- Single sign-on: Easy and secure access control with Microsoft Authorization.
Do you need efficient project management in Microsoft 365
– or are you just curious?
Then don’t hesitate to contact me for a non-binding conversation about the possibilities.