Knowledge Base
As we receive questions from users, we will post answers in this section. The entries are sorted by the most recent date first within each function.
General
Downloads
Why is there a warning that the download file is not a commonly downloaded file and could harm my computer?
Most virus software warns you whenever an executable file is downloaded from an unfamiliar source. Our installer software is an executable file. Since the file is coming from our web site, which may be a new site to you, you may get this warning. The file is virus free as it tested each time we build an installer file. (You may be able to eliminate this message in Internet Explorer by selecting Tools > Internet Options > Security > click on the green check mark “Trusted Sites” > Sites and adding our web site to the list.) (ID: 10000; edited: 1/21/2015.)
Sample Data
If I have both sample and good data in the system, how do I remove just the sample data?
The process to remove sample data (Admin Portal > Admin > Utilities) will eliminate ALL data in the system and reset all serial numbers back to xx000000. If you have mixed data and only want to remove the sample data, you need to do this manually. In most cases, this will remove all the data related to that record as well – e.g. deleting a Contact will delete their Time Sheets, their To Do’s, Notebook records, etc. Manually deleting data does NOT reset serial numbers. (ID: 10011; edited: 6/3/2015.)
Printing
Can I print from my iPad?
Yes. But the printer or the print server you are connecting to needs to be compatible with Airprint. (ID: 10013; edited: 6/3/2015.)
Contacts
Personal Records
If I sign on as another user why can I not see my own data as well?
Security controls this access. You can only see you own records when you have signed on with your ID. If you sign on as someone else, you cannot access your own records. (ID: 10014; edited: 6/3/2015.)
Documents
Deleting Links
If I delete a link from a record to a document, does the document remain?
Yes. Deleting the link to a record in a function will remove the reference to that record only. All other links, if any, will remain. Deleting the document itself will remove all records links in all functions. (ID: 10010; edited: 6/3/2015.)
Secure Documents
How do I prevent someone looking at a Secure Document?
To prevent unauthorized access, have the Document owner lock the Document. (ID: 10018; edited: 9/22/2015.)
Document Locations
Is it better to store the Document as a ‘Reference’ or as a ‘Local’ one?
If it is ‘Reference’, it can be stored anywhere. This is good but it can be moved or deleted. As ‘Local’, it will be stored in Maestro Program Office – which may be a better place to locate all related project documents. (ID: 10019; edited: 9/22/2015.)
Tasks
Moving Subtasks
When I move a Subtask to a Task, do the Steps move as well?
Yes. The Steps are linked to the Subtask and they move with it. (ID: 10016; edited: 9/22/2015.)
Teams
Why would Subtasks and Steps have Teams as well?
The Team would be the group responsible for the overall Task. However other Teams (groups) may be called upon to carry out some of the Subtasks and even some of the Steps. (ID: 10017; edited: 9/22/2015.)
Reference ID
Is the Reference ID needed?
No. It is there to provide a link back to another numbering system such as a methodology, handbook, scope guide, standard, reference, rule, etc. (ID: 10020; edited: 9/22/2015.)
Time Sheets & Expense Accounts
Changing Time Rates and Costs
How do I change a rate or a cost on a time sheet?
Once posted, a record cannot be changed. If the time line has not been posted you can change it in the Admin Portal with the Manage Time Sheets function. To correct a POSTED entry, reverse the entry and then post a new time line with the correct data. (ID: 10015; edited: 6/15/2015.)
Admin Charges
How do I handle time for PTO, training, holidays, etc?
All time and expense entries need to apply to a project. For admin type charges, you could set up a project called INTERNAL. Then set up a phase called ADMIN. Within the phase, set up subphases for each major area such as PTO, TRAINING, HOLIDAY, etc. Since each subphase can have its own accounting codes, the system will allow you to track time and expenses to each area with different coding. Other phases could be used to handle special internal projects – all under the ADMIN project. Then just setup another Phase and the appropriate Suphases. (ID: 10009; edited: 3/26/2015.)
Invoicing
Is there a process to create invoices?
An automated invoicing function is in the process of being developed. This will allow direct invoicing from the system. Until then, you can export your time and expense lines to Excel and create invoices from there. (ID: 10005; edited: 2/3/2015.)
Entering Time Sheets and Expense Accounts
Why can’t I enter time sheets for a Contact?
In order to enter a time sheet, the “System User?” field for the Contact must be set to “Yes”. (ID: 10004; edited: 1/22/2015.)
Posting Errors
How do I correct a posting error?
Once posted, a record cannot be changed. To correct an entry, reverse the entry and then post a new time line with the correct data. (ID: 10001; edited: 1/21/2015.)
Time Rates & Costs
How do I set time sheet billing rates and costs?
Set the person’s default billing rate and cost in their Contacts record. Rates and costs can also be set in a person’s Contact Default record. (ID: 10002; edited: 1/21/2015.)
Review & Approval
Who should Review time sheets and expense accounts? Who should Approve them?
A good practice would be to have the person most familiar with the timekeeper’s time and expenses do the Review. Then have someone in the PMO (Project Management Office) Approve the time sheets and expenses before final posting. (ID: 10003; edited: 1/21/2015.)
Security
Number of users
Can I add more than the licensed number of users?
Yes. But only the licensed number of users can be active. So you can add all your users and just activate the the ones that you need at any point in time. (ID: 10012; edited: 6/3/2015.)
Work Orders
Using Work Orders
Do I need to set up Work Orders?
They are not required but they are the only way to create budget amounts for a project (or phase or subphase). Think of them as approved budget or contract amounts. By using Work Orders you can look at the budget versus actual amounts for any part of your project. (ID: 10006; edited: 2/3/2015.)
Why Work Orders versus Contact Default records?
Work Orders create budget for a project (or phase or subphase). Think of them as approved budget or contract amounts. Contact Default records create the default parameters for a person for a project. These records set up the default level, billing rate, team, etc. for the person so that this data can be defaulted when entering a time sheet line. (ID: 10007; edited: 2/3/2015.)