Redmine Implementation Cookbook Final.pdf

7/25/2019 Redmine Implementation Cookbook Final.pdf

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Redmine

ImplementationCookbook



www.easyredmine.com 2

Table of ContentThe most often way of using Redmine .................................................................................................... 3

Before you get started with your settings... ............................................................................................ 3

Why should you follow our suggestion? ............................................................................................. 3

Setting ..................................................................................................................................................... 3

1) Custom fields ............................................................................................................................... 3

Formats of custom fields and examples .......................................................................................... 4

Where to set custom fields: ............................................................................................................ 6

2) Users ............................................................................................................................................ 7

Where to set users .......................................................................................................................... 8

3) Trackers ....................................................................................................................................... 9

Where to set trackers ...................................................................................................................... 9

4) Issue statuses ............................................................................................................................ 10

Where to set statuses .................................................................................................................... 10

5) Roles and Permissions ............................................................................................................... 11

Where to set roles and permissions .............................................................................................. 12

6) Workflow setting ....................................................................................................................... 16

Where to set workflow .................................................................................................................. 16

7) Spent time activities .................................................................................................................. 17

Where to set spent time activities ................................................................................................ 17

Where you will use spent time activities ...................................................................................... 19

8) Set up filters (queries) ............................................................................................................... 20

Recommended issue filters ........................................................................................................... 20

Where to set filters ........................................................................................................................ 21

Where to use filters ....................................................................................................................... 23

9) Homepages ................................................................................................................................ 24

10) General setting ...................................................................................................................... 24

Create project structure .................................................................................................................... 27

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Redmine Implementation Cookbook

The most often way of using RedmineMost of the users want a smooth workflow when working on their projects – to track time, to plan

project, to see the progress in order to know if they work effectively.

Here we show you the most elegant ways how to set up your basic Redmine setting in a way that

gives you great value. The point of this cookbook is to get the most from your Redmine with little

setting.

There are other cookbooks coming showing you specific setting for:

Software development companies

Marketing companies

Web developers

Architects

Before you get started with your settings...Think about who will be using Redmine and what are the main insights that you want to get. Having

concrete requirements will help you to create effective settings.

You should know the answers to these questions:

What do you want to get from your Redmine?

What is the main reason of using Redmine?

Why should you follow our suggestion?

Before you start creating projects and issues (issue can be understood in general as task, the

particular chores to be done on the project) it is important to create default setting for these entities

as well as setting of users and general setting of the application. That’s why we guide you through

the setting and we insist on the suggested order. If you keep suggested order you won’t have to do

any setting twice and you won't end up in a blind alley.

Setting

1)

Custom fields

If you already know that you want to track special information at basic entities (users, issues,

projects, time entries) create these fields in the beginning. If you don´t know about any of the fields

yet just skip this step.







Examples of the most often custom fields

Users – telephone, birthday

Projects – type of project, area, priority, client

Issues and trackers – price, standardized work specification, model, material

Formats of custom fields and examples

In the diagrams below, you can see all the available formats of custom fields in editing mode, which

are also listed on issue detail and shown on a list of issues.

Let’s explain the formats:

Text – a single text line, where you can add some specific information about the issue, which

you may later want to view on an issue report.

For example: location, type of hardware

Boolean – a binary option

For example: Paid issue?, Toolbox required?

Date – if start and due date are not enough to specify the issue

For example: Planned visit on-site, Review before closing issue

Float – decimal number

For example: Lengh of a cable, Unit price







Integer – whole number

For example: Number of units, Number of visits on-site

Link – link to a website. The value in this field will be clickable and can be directly open on

your browser

For example: Client’s website, Useful source of information

List – you can define a custom list of standard values to choose from

For example: OS of client, Material for fixing

Long text – unlike text, this provides more lines and therefore space for extended

description.

For example: detailed specification, possible risks

User – if assignee is not enough to define the ticket, you can add another field where you

choose a user from your Redmine

For example: Supervisor, Trainee







Where to set custom fields:

Go to ADMINISTRATION >> CUSTOM FIELDS. When clicking New Custom field, you will see all

entities, you can specify by custom fields.







When creating new custom fields, you may come across the following settings.

Required – it is not possible to save an update or create the entity, if this field is empty

For all projects – will be automatically enabled on all your projects, you will not be able todisable it for certain projects

Used as filter – you will be able to filter entities according to this parameter

Searchable – by typing the value into search, you will get results of the entities containing it

Visible – you can hide the fields for certain role

Custom fields are enabled per project and tracker.

2)

Users

Add users using the button “new user”. When adding more users, use the button “save and

continue”. Don´t forget to set more users setting (see diagrams below)

- Sending information emails

-

Time tracking

- Showing issues history

-

Time zone – your users can be from whole world so don´t forget about this setting







Where to set users

Go to ADMINISTRTATION >> USERS







3) Trackers

For the beginning we suggest to start just with one tracker, which can be named “task”. In general

different trackers help you to sort your work more precisely.

When to use different trackers

- You have more types of work in your company that you want to track

- You have different workflow for different types of work

-

You want to fill different fields (follow different types of information) for specific type of

work

Some examples of trackers

- Bug – for IT companies – tracker with different workflow and specific custom fields

-

Customer request ticket – add custom fields where can be set requests details

- Design ticket

- Helpdesk ticket – different workflow, custom fields like external e-mail

Where to set trackers

Go to ADMINISTRATION >> TRACKERS







Settings of a tracker:

Not all types of work are needed on all projects, so you can select only the projects where each

tracker will be active.

You can also set which fields are enabled on the tracker.

4) Issue statuses

For the general usage we suggest you these statuses:

New – a new issue was created and so far no work on it has been done

Realization – issue is assigned to a user and being currently worked on

Consultation – in order to complete the work, there is some consultation between coworkers

required. Issue is being reassigned for clarifications

To check – issue is assigned to the person, who is provides the final review before closing it

Done – issue closed; issue was successfully resolved, finished, closed Canceled – issue closed; issue was closed before full completion according to the assignment

Where to set statuses

Go to ADMINISTRATION >> ISSUE STATUSES







Issue closed – statuses can indicate that the issue is closed – no longer active. Make sure to set the

respective statuses for closed issues. It will be very handy later on, when you will only want to filter

and list only open or closed issues.

5) Roles and Permissions

To work on project user has to be in “role”, this role says what this member is supposed to do in the

project and takes specific permissions.

You can have many roles and many combinations of permissions. We recommend you to start with

these:

Manager – can create projects, set the project, set all the project modules, create issues

Worker – can create issue, edit own issue, track time

External – can see only his issues, can track time

Administrator is usually someone from the managers, this user can see all the data and edit all the

information. To set someone as administrator check the checkbox at users detail.







Where to set roles and permissions

Go to ADMINISTRATION >> ROLES AND PERMSSIONS

It is possible to sort the roles, which you can use to determine their hierarchy.

By clicking on the button “Permissions report”, you will see a neat matrix of permissions enabled for

each role. By clicking on a certain role, you will see the permissions relevant to that role along with

some other specific settings of that role.







For example, you can only set external user to only view his own issues.







Below are our recommended settings for the roles we listed.







In the initial configurations you may only start focusing on general permissions, issue tracking and

time tracking permissions.







6) Workflow setting

Workflow combines setting of trackers, statuses and roles. It shows you what role can change status

of what tracker.

Using the example for tracker “bug” – only manager can close this tracker to status “done”. Worker

can change the status only to “to check”.

In general – managers can close the issues, workers can´t – they always have to use “to check” status

and assign the issue to their manager

You can copy already created workflow for other tracker – use the button “copy”

Where to set workflow

Go to ADMINISTRATION >> WORKFLOW

1.

First choose the role and the tracker to configure, then click Edit. The lines represent the

current status of the issue, while the rows represnt the statuses which the role can set when

updating the issue. In this example, we can see that role manager is basically omnipotent. In

the diagram below, you can see that worker can only actively use 3 statuses and is not able

to close the issue, reopen and issue, etc.2. It is possible add further status changes if the user is assigned to issue or if he is author.

3. Copy workflow button – to use an existing setting on new role/tracker combination.







Worker can only use the statuses – Realization, Consultation and To check when working on issues in

tracker Bug. However, if he is the author – he reported the bug, he can also close the issue.

7)

Spent time activities

Spent time activities setting is necessary when you want to track spent time.

If you want to have one general activity use just activity “work”. Once you decide to do more

sophisticated time tracking and have more specific data, you can start using different types of

activities:

Meeting

Programming

Analyses

Testing

Where to set spent time activities

Go to ADMINSTRATION >> ENUMERATIONS >> ACTIVITIES (time tracking)







Setting Active means that this activity is enabled on new created projects. If disabled, you need to

activate the activity on new projects manually. This is useful for only specific activities on a smaller

number of projects.







Where you will use spent time activities

Logging spent time on issue updating

Logging time manually







8) Set up filters (queries)

Filters help you to see the issues and projects you want to see including all details.

Saved filters are ready to be used at any time by both, you and other users. You can also use these

filters at your homepage and project homepage.

When creating filters you can of course use your custom fields.

Recommended issue filters

If you are a manager, your staff will be having you check their work to approve it has been done

correctly, so you can filter out issues which are assigned to you in status “To check”, hence the first

saved filter.

You may also want to list all issues once in a period as a kind of a report of what still needs to be

done on a project.

Then there are some public queries you can set for all users to list their high priority or overdue

issues.







Where to set filters

Filters can be set for issues and spent time. The principle is the same for both of them. Let’s take

issues list as an example.

Directly below the “Issues” header is the filtering component. From Add filter dropdown box, choose

an attribute. Afterwards, specify the conditions for this attribute. In the diagram above, the only

filtering criterion is status and only open statuses are chosen.

Furthermore, it is possible to define which attributes are shown in the list. Select columns from one

box and move to the other using the arrow buttons between them. This way you can simply choose

which attributes to see in the list and which to hide.

For repetitive issue listings, you can save the filters in order to not to have to always set them from

scratch. In Redmine, these are called custom queries.







Referencing the diagram below. We are preparing a filter which will show all the users their issues

that passed their due date.

1.

Choose whom should the saved query by visible to. This is especially useful, if you want to

prepare some listings for your whole team. But of course there are some lists, which are only

useful for your own work.2. If you disable default columns, you can set which attributes should be shown in the list (2a.)

3.

Define the filtering attributes. We used the filter for assignee <<me>>, which is applied to the

user who opens the list. This is how you can define such a filter accross the whole system to

your whole team.







Where to use filters

From projects tasks list:

(In this case, grouped by assignee.)







From projects general tasks overview:

9)

Homepages

Redmine allows you to configure your personal page – My page. You can choose from a few of

modules to show you what data you need (your reported issues, your assigned issues, spent time,…)

On your homepage you should have the most important information – to see them immediately after

login or to get them after one click.

10) General setting

We are almost ready now to create projects. Before we start we prepare default setting of projects

and issues.

Go to ADMINISTRATION >> SETTINGS >> PROJECTS and set:







1. Default modules enabled on new projects

2.

Default trackers enabled on new projects

You can also set:

1.

Application title

2. Hostname and path

3. Application e-mail







In ADMINISTRATION >> SETTINGS >> GENERAL (EMAIL NOTIFICATIONS) respectively.







Create project structure

Now your Redmine is ready! Create projects, tasks and start working!

Add team members

-

User + role

-

Group + role

If you add a group to the project, it means that all users who are members of the group areadded to the project. If you remove the user from a group, he will also be removed from the

project. If you add new users to the group, they will also be added to the project. If you add

user into the project individually, these rules do not apply.

Create issues

Now your project is ready to be filled with issues. Simply click on new issue and start planning your

project.

Good luck and don´t forget to tune your setting once in a while!






Easy Redmine Can Help You With:

Basic Project Management

Project and tasks

Personal dashboard for work management

Project dashboard

Gantt chart for project planning

Project Management in mobiles

Project documents

Time tracking on projects, tasks, by usersProject templates

Quick project planner

Quick “to-do” reminders

Project Chat

Branded PDF exports

Project statistics

Project graphs and charts

Customer Management

Help Desk

CRM – Management of sales activities

Invoicing

Contacts

Finance Management

Project Budget and Cash-flow

Project Price Calculations and Quotations

Payroll and invoicing sheets

Transactions and personal finances

Resource Management

ResourcesAttendance

Advanced

Agile Development (Agile board for SCRUM,

KANBAN)

Project knowledge base

Meeting Calendar

Time sheets

Alerts – Early Warning System

Social Wall

Task Sequences

Custom fields formula

Marketing Automation

Redmine Implementation Cookbook Final.pdf

Documents

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