As a project owner, you will be able to manage what happens to your project. After logging into BLUE, you can view your project list by clicking on Projects in the left panel.
Your projects will appear in the right side of the panel when selecting My Active Projects. You can switch to All Active Projects, to view projects assigned to other project owners.
BLUE provides Search options and filters on the All Active Projects list that will allow you to narrow down your search to find projects easier and faster. See Project and Task Search for more information.
Note: To open a project in a separate tab or window, right-click on the project link.
Working on your project
As a project owner, you will be able to manage your project while it is in draft, suspended, or in progress. While on your project, you can view its list of tasks, as well as the visual graph of the workflow. See Tasks for more information on working on different tasks.
To view information about the project, including its attributes and related projects, click on the Project Details icon 
.
The Project Details will display the Project Summary, Attributes, and Related Projects areas. See Related Projects for more information about projects you can link to. If you are the project owner, you will be able to edit any of the areas in this section.
To assign tasks, click on the Assign Users icon 
. This will allow you to set up task assignments for each group role.
To take actions on your project, click on the more options icon 
.
To create a duplicate copy of your project, click Copy Project.
To modify your project, including attribute values, click Edit.
To change who the project owner is, click Set Project Owner.
To pause your project and its tasks from progressing, click Suspend.
To resume your project and allow the progression of tasks, click Resume.
To terminate your project and cancel all tasks, click on Cancel.
To invite users to your project, click Invite.
Editing a project
As a project owner, you will be able to modify your project’s details and attributes. When you click on Edit, the Edit Project window will appear. Some of the summary information, such as the project name, number, owner, or forecast method can be changed. The fields that cannot be modified include the process template and the start date (if the project is in progress).
Entering project date values
To fill in a project date value, click on the date field to bring up the calendar. You can choose a month from the drop down, or use the arrows to navigate between months; type a year in the input box.
Copying a project
To copy a project, click on the Actions menu to see the Copy Project option.
In the “Copy Project” window that is displayed, you can edit the project name, folder type and folder fields. The process template of the project being copied will be selected by default and cannot be modified. You can also choose whether you want to copy the attribute values to the new project.
Limitation: If you try to copy a large project with more than 750 workflow items or 100 sub-processes, you will see a warning that having multiple large projects could lead to performance issues. You can choose to not copy the project by clicking Cancel, or click Confirm to continue and copy the project.
However if you try to copy a project with more items than allowed by your system administrator (eg. 1000 workflow items and 250 sub-processes), you will receive a pop-up dialog warning you that the project cannot be copied. You will not be able to copy the project.
If the project you are copying has auto-generated sub-process names, the exact names of the sub-processes will be copied. You can edit the sub-process in the new project and select “Regenerate Name” to auto-generate the name for the new project.
Inviting others to a project
If you are a project participant, such as a project owner, sub-process owner, or task owner, and if your group rights allow, you will be able to invite other users, who are not in the project, to view it. To invite a user to a project, click on the Actions menu to see the “Invite” option.
Note: This is a template setting, and may not be available on your project.
Select one or more users by typing their name. A list of users matching your entry will appear. In addition, you can add a comment, if you would like a message to be in the email.
Once you have selected users and saved, they will receive an email notification inviting them to view the project via a link that will grant them view-only access to the project. The invitees will also have access to the project chat area.
Note: The “Invite” option is available only if the template the project was created from, had the “Allow Project Invite” option enabled.
Deleting a project
As a project owner, you will be able to delete projects that are no longer needed.
The option to “Delete” will appear in the Actions menu of the project only when the project is in Draft.
Once you have chosen to delete your project, it will be removed from the system and can’t be recovered.
Managing tasks
Tasks tab
The list of the project’s tasks are listed in the tasks tab.
Here you can view and manage each task. Click on the task row to view the task’s details in the right panel. In this view, you can edit the task, suspend it, bypass the task, edit the task owner, or change the task’s duration. Some actions will be available while the task is in progress, but some may only be available when the project is suspended.
If you are making significant, multiple changes, suspend the project first, to prevent task owners from completing their tasks while you are making these changes. All changes are immediate and others will be able to see the changes once you resume the project.
To edit a task, click on the edit icon 
.
To pause a task, click on the suspend icon 
.
To bypass a task, click on the bypass icon 
.
To set the task’s assignments, click on the more options icon 
or click on Edit next to the task owner’s name.
To edit the task’s duration, click on Edit next to the task’s due date.
For information on managing review cycles, see Managing Review Cycles.
Assigning to Out-of-Office Users
Out-of-office users are shown in all project, sub-process and task assignment user drop downs with a red dot and tooltip indicating their status. Out-of-office users may be assigned to projects, sub-processes and tasks, except when delegating or escalating, which is not allowed. In this case, the user will see an error if they try.
Any tasks that have been assigned to a user while they are out of office will be reassigned to their proxy or escalated to the sub-process or project owner if the task’s status changes to In Progress.
Here is an example drop down showing an out-of-office user:
Multi-select task operations
Project managers can use these features to perform batch actions to speed up and simplify their work. To navigate to the project tasks click on the tasks tab from the project details page.
Enable multi-select
Click on Task List Settings, the gear icon on the right above the tasks.
Check the Enable multi-select option.
Batch bypass
Select the tasks you would like to bypass.
On the right panel, click the bypass icon.
Note: Bypassing Approval tasks which were rejected in the previous cycle is not allowed in batch, but they may be bypassed one at a time.
Provide a comment, notification preferences, and confirm bypassing the tasks by clicking OK.
Batch edit task duration
Select tasks to change their duration.
On the right panel, click the edit icon.
Provide the new duration and confirm by clicking OK.
References tab
On the References tab you will see a list of project reference files that you have access to. These include project reference files that were uploaded through tasks and those that were uploaded or attached directly to the References tab.
For more information about project references, see Reference Files.
Here is an example project References tab, showing a reference file details panel.
Assignments tab
You can also view and make changes to task assignments for one or more project items on the Assignments tab. The Assignments tab is organized by swimlanes (roles).
Each swimlane role defined for the project will be listed here in alphabetical order. Each task for that role is listed below it. Clicking on a role or task will open the left panel so you can select who the owner will be for a task or for all tasks within that role.
Note: You can only make changes to the tasks for one role at a time. Use the expand and collapse all links to show and hide the full list.
Project Assignments with Task Replication
Some templates may be configured to automatically create tasks based on the selected attribute values. When this is the case, the project Assignments tab shows swimlane roles grouped by attribute value, making it easier to assign tasks.
Note: Replication is an advanced feature which requires template configuration and may not be available in all systems or templates. For more information, please contact your administrator.
When task replication is used, the project assignments are grouped by the replication values used to create the tasks. In the following example, the attribute is “Countries” and it has two values: Canada and United States.
Because the tasks are grouped by attribute value (i.e. Canada), project owners can quickly assign tasks based on this replication value. In the example above, you could assign all of the US tasks to one user, and all Canada tasks to another.
For more information about replication, see Task Replication.
Setting Project Assignments
To set the assignments, select the task checkboxes for the tasks you’d like to assign, then click the Assign icon 
in the right panel.
In the Set Task Owner dialog, choose the group and task owner. Click OK.
Notify Subscribers
Project owners can select users, groups, or external parties to be notified, if the option to Notify Subscribers has been configured in the template. For each task and sub-process, select the option to “Edit.” Select either a group or user, or type in an email address manually. It is best to add subscribers to each task BEFORE a project is started.
The message to subscribers is configured in the template and cannot be changed. If Notify Subscribers is not configured, this option will not appear when editing a task.
Once selected and saved, notifications will be sent out for any completed task, sub-process, milestone, automation task, or transfer to library task.
Note: If subscribers are not selected before a task is completed, the system will not send out any notifications to subscribers.
Project History
The project history is an audit history to all activity that has been performed on the project. This can be used to identify what changes were made by which user and when. To navigate to the project history click on the history tab from the project details page.
History Search
If the left sidebar is not visible, click on the search icon on the top left.
Use the search filters to narrow down the result set. Once you make a selection in the search, the results are automatically filtered based on your input.
History Sorting
To sort the results based on a specific column, click the name of the column, up or down arrow will show next to the column name indicating the direction of sorting.
To change direction of sorting click again on the same column.
History Export to Excel
To export your filtered history click on the Export to Excel button on the top right corner.
Follow the download prompt instruction to save your Excel file.
For more information on project-related topics, visit these links…
To learn more about project chat, see Project Chat.
To learn more about creating projects, see Projects.
To learn more about working on tasks, see Tasks.
To control who reviews and approves in subsequent review cycles, see Managing Review Cycles.