Hmm Zapty gets spiced up … in release dated June 18, 2016

Projects are no longer in preview and Security has been tightened a wee bit. We have summarized below what we have released today for the Web browser version and the Android app Zapty v1.53.166 and iOS app Zapty v1.1.4.

 

Projects: No more in preview…

Here is what you get to do in this release (Project Admins only!)

  • Add / Remove Stages; essentially creating your own workflow!!
  • Rename a project
  • Change the project folder
  • Add / Remove Users, Teams from the project

Editing project stages

Now isn’t this fun? Of course Project Admin’s only.

Why would you need to edit stages?

Take an example of the Customer on-boarding process. You need to edit the stages for this process.

CustomerOnboarding

 

Where do you start?

Okay let’s first find out how to access the stage editing screen. If you are the Project Admin you get to see the little pencil icon (Stage Edit) in the Project Stage View.

StartedHere

Clicking will open the Manage Stages screen…

15ManageStages

Now let us say we want to add a stage ‘Team Allocation’.

Just type ‘Team Allocation’

1.1TypeStageName

Click on the color square…

2StageNameColor

Select the color of the stage based on where it fits in…

Blue color is typically for new tasks – you get to add tasks Only in the blue color stages.

Orange color is for stages where tasks are in progress, some work is happening, some action needs to be taken or anything that involves some activity.

Green color stage is for tasks that are either completed or ready to be closed out / a sort of end point for the tasks. Where typically no action is required except for closure of the task.

In this example we select an Orange stage for ‘Team Allocation’ and click on the little green tick below “Team Allocation’ to confirm.

3StageAdded

Now let us rename an existing stage ‘in progress’ to call it ‘Technical Call 1’. Click on the stage name and edit the name, hit enter. Having done that you can drag and drop to re-arrange the stage order.

4DragDropStageArrange

Now let us go ahead and rename the ‘Done’ to ‘Customer Onboarding Success’, and continue adding stages. Here is how…

6AddStage2

In the same way add the remaining stages…

7.1Remaining Stages

Hit ‘Apply to Project’ to confirm. This is what you see…

8.1Confirm

Once done hit the ‘close pane’ button at the top

ClosePane

… and this is your new Stage view! That simple!!

9.1FinalStageView

Now if you went ahead and created tasks then it will look something like this…

FinalViewWithTasks

Having created tasks you will also need to move them across stages as your work progresses. See how…

Movestage2

Project Settings

First of all, you need to know how to open up Project Settings.

0ProjectSettings

In the projects list page there is an arrow to open Project settings, click on it and this is what you will see…

0ProjectSettingsPane

Here you can rename a project, change/add folders, add/remove users, teams.

Rename a Project

To rename a project simply click on the pencil icon next the the project name, edit the name…

3ProjectNameEditIcon

…and hit enter.

4ProjectNameChanged

Change folder

To change or add a folder click on the pencil icon next to the folder name, edit…

1FolderNameEditIcon

…and hit enter.

2FolderNameChanged

So then get to see the changes in the Projects list as well as the Sidebar.

4zProjectFolderAndNameChanged

Add / remove users, teams

You can do this in the same Project Settings page. Let us see how…

Click on the blue “Add User / Team” button.

5AccessRightsSection

You get a pop up where you can select a user or a team.

6AddUserPopUp

7SaraAdd

For this example select us select Sara Lucas. You can either add her as an Admin…

8AsAdmin

… or as a Member

9AsMember

Let us select member and click on ‘Add‘; here is what happens. Sara Lucas gets added as a Member.

10Added.Wait

You do get a brief pause till all required access is given, don’t worry you see this in a few minutes…

11AddedConfirmed

Sara Lucas got added to the project with appropriate access for a Member.

Now if you want to remove someone. Let us remove Kim from the project by clicking the cross against here name in the Access Rights list.

12KimRemoveConfirm

In case you clicked on the cross by mistake you do get a chance to ‘Cancel‘ the action. But if you do want to proceed hit ‘Remove‘ on the pop up.

13RemovePendingUpdate

Here again, it takes a few minutes to remove all access from the Project. Once the operation is complete the Kim is removed.

 

 

Checklists in a task

This is something very cool. Let me show you…

You can either send out a task wth a checklist arranged in folders or just do the same after creating a task.

Send a Task…

1.SendTask

…click ‘more’

2.SendTaskMore

There is a new section for Checklist

3.ChecklistInSendTask

So let us give this task a title and then start adding checklist items

4.AddFolderCheckitem

Once created you can always drag and drop to re-arrange. Here I have shown how to do this when a task has with checklist has been created.

5.EditDragDropOfCheckitems

You can also set a checklist item as Mandatory so that the task cannot be completed without confirming / checking the checklist item.

6.EditCheckItemMandatory

Now try to complete the task without checking this items and this is what you see…

7.TrytoCompleteWOMandatory

To complete the task you need to check the Mandatory item in blue color…

8.CheckMandatoryToCompleteTask

Now you can go ahead and complete the task.

You can also add more checklist items…

9.AddCheckiteminTask

Oh yes, you can also add a note to you checklist item which the assigned user or anyone else can read / you could include some kind of instructions for completing that checklist item!

10.AddNotetoCheckitem

And view it too! Just click on the icon against the checklist item.

11.ViewCheckitemNote

You can also add more folders and checklist items based on how you want to arrange them.

12.MoreFoldersCheckitems

Or just delete unwanted checklist items…

13.DeleteCheckItem

There you have your checklist with notes arranged the way you want it!

 

Google Drive Integration and more…

If you are using Google Drive for your documents, this is going to be fun, I promise you.

There are two ways you can associate a Google Drive document

  • Paste a Google Drive Link, or
  • Pick a file directly from Google Drive

The upload file option now looks like this…

GD.Menu

Let’s go step by step and see what happens.

Paste a Google Drive Link

On clicking “Paste Google Drive Link” you get a pop up asking you to paste the Google Drive document ‘share’ link.

2GDfileLink

Go ahead paste a link…

3GDPasted

Click ‘Okay’ and this is what happens for the first time…

4FirstTimePermissionNeeded

Click on ‘Take me to Google Account selection’ allows you to select the account. Here is mine…

5SelectAccount

Select the account and Allow permissions…

6AllowPermissions2

 

And the file name with the link to the Google Drive document is uploaded to the conversation.

7FileLinkinConversation

Pick a file directly from Google Drive

Click on the Menu option and you will see this…

GDrive3

If it isn’t the correct account you can click on ‘Switch Account’ at the top right and select another account. 

Proceed selecting a file from Google Drive and here is what happens…

… the file name and the link to the file are uploaded to the Conversation.

7FileLinkinConversation

You may wonder why there was no message asking for ‘Allow’ permissions? Well, this happens on the first time. Next time around you do not need to since you have already ‘Allowed’.

Now directly open the Google Drive link…

OpenGDLink

Are you Invisible!!

Yes, you can stay invisible if you need to 🙂

Here is the option…

MakeMeInvisible

Just click on “Make me invisible”. You are set to invisible that means you appear Offline for others.

AppearOffline

If you do want to get back to Online or Busy as the case may be then you just need to clear the invisible status from here…

ClearInvisibleStatus

And you are back to Busy as before. Or if you were Online then back to Online. Either way, it is based on whether you were in DND mode or not.

If you happen to stay Invisible and close Zapty; and then come back later…

.. for a brief moment you get to clear your Invisible status if you want to! Else you can always use the option given above to “Clear invisible status”.

Comeback.GetToClearInvisibleStatus

 

Having setup an Organization … you do need some Security don’t you!

Yeah, we have Settings at Organization level. And for a Team which can be overridden while creating a task.

Organization Settings

Take a look at what you (Admins Only!) can set at an Organization level.

Click Settings in the Sidebar

SettingsSidebar

You get to see Organization settings

OrgSettings3

You can control the following via these settings:

  • Who can create a Team
    • Here only those who have access can create a team in your organization; others cannot.
  • Who can create a Discussion
    • Only those given this access can start a discussion.
  • Who can create a Project
    • Project creation is limited to those with this access.
  • Who can invite Members
    • Yes, you can restrict who can invite Members to the organization.
  • Who can invite Guests
    • You can restrict who can send Guest invites too.
  • Who can view Trash
    • You get to restrict who can view and restore items from trash!

We have set certain factory settings which you could change. The Everyone team gets access to all by default; so if you do not need security then you need not touch anything. But if you do need tighter controls here is how you can add / remove access rights for individuals and teams.

Click on Modify against the security you want to change.

ModifyBtn

You get small pop up window where you can Add or Remove a user / team.

Add.Remove.User.Team

The same reflects in the Settings page when you close the window.

SecurityAccessChanged

You can Modify access for all in the same way. Easy.

Team Settings

Now for some more granular settings for Teams. In the Teams list you get an Option called ‘Settings’ if you are the Team Admin.

TeamSettings

This brings up the Settings page for the Team.

TeamSettings

What can you control within a Team?

  • Can member post messages/tasks
    • If you want members to send only messages and upload files then you need to set as “Only messages and files”.
    • If you want to allow members to send messages, upload files, create/send tasks/polls/approvals or utilize configured video calling then set as “All menu options”.
    • If you don’t want members to do anything except receive messages, files, tasks, then set as “None”.
    • Default for a new team is “All menu options”.
  • Can member Edit messages
    • While we have given a feature of allowing to edit a message that is sent out you can set as “Any member” if you want to retain current allow all to edit.
    • Or, set as “Creator of message” if you want only the sender to edit their message.
    • Default for a new team is “Creator of message”.
  • Can member Delete messages/task/files
    • Exactly similar thought here. Having given access to delete; you may continue same by setting it as “Any member”.
    • Or, restrict deletion of message, task, files only for sender by setting as “Creator of message”.
    • Default for a new team is “Creator of message”.

What can you default for a Task?

  • Hide result for Poll and Approvals
    • If you set as “No” then while creating a Poll or an Approval the option to Hide result is defaulted to No. Which you can always change while sending the Poll or Approval.
    • If you set as “Yes, till all responses are received” then
    • If you set as “Yes” then the Hide Result is defaulted to Yes; while sending.  Which you can change.
    • Default for a new team is “Yes”.
    • This has been given to simplify sending Poll and Approvals; the sender need not have to think about this every time.
  • See Audit log in Inbox
    • This one is very interesting; if you set this as No then the audit messages for all tasks that are sent within the team are blocked from everyones Inbox (you can still see them when you open the task). But if sender wishes to change to Yes then he can while sending the task.
    • Default for a new team is “Yes”.
  • Allow recipients to Post messages
    • If you are sending out a task to a large group this is something that you may want to think carefully before setting this as Yes. This option restricts recipients of the task from sending messages/tasks or file uploads. However, if you do want them to ask questions or discuss then you do need to set this option as “Yes”.
    • If “Yes” it is allowed.
    • If “No” then it is not allowed.
    • Again it is just a default which can be changed while sending the task.
    • Default for a new team is “Yes”.

How do you Save changed settings?

Change any option you need to and click on ‘Apply Changes‘ at the bottom of the page. If you messed up, then just click on ‘Discard‘; which will revert change to what it was before you started making the change.

ApplyChanges.Discard

 

 

Go on, start exploring! Login to Zapty now.

We are all ears when it comes to feedback and would like to know what you felt about our latest version.