Workroom Settings

SwiftTasks is a powerful web-based task and project management software suite.

This project management software is part of the very core of SwiftCloud.

All SwiftCloud tools can leverage it – for example, Swift Marketing can create tasks for you to call or snail-mail specific people, specific messages, on specific dates, as can Swift CRM. Your daily calls from SwiftCRM will appear there.

Let’s jump into one of, what I think, is the most exciting areas of this project management software: Workrooms.

A workroom is a shared collaboration space for teams.

Workroom Settings

A real estate agent, might, for example have a few workrooms like:

  • Listings
  • Buyers
  • Marketing
  • Website Leads
  • Operations
  • Personal

Each of these then can be shared with various people, and priority can be specific to that room. “Listings” could then be broken down further into…

  • Listings
    • 123 Maple Lane
    • 456 Oak Street
    • 789 Pine Blvd

Each of those of course, a unique listing – with their own sharing. “Listings” as a whole can be shared to, say, an assistant and transaction coordinator, with their own login. Why is this exciting? Because the Transaction Coordinator then stacks and sorts the same project in the way that suits them best – like

  • Listings
    • Bob Jones
    • Sally Smith
      • 123 Maple Lane

While this isn’t by itself a big deal, it’s powerful in that it reflects your real-world systems. Furthermore when “Listings” is shared, any sub-projects inherit the sharing of the parent – so you could automatically share this to a boss or broker, assistant, appraiser, inspector, etc. – or of course, you can add them manually if you prefer.

To get started with workrooms, just visit Tasks >> Task Settings (http://swiftcloud.io/task/settings ) and on the right side click Add New by Workroom Settings. You’ll see options for:

  1. Tag Based
    To use this, just add a specific tag to any task, in any hierarchy that you have permissions for. We do a lot of website consulting, work-for-hire, custom software – so a task shared to us could then get re-shared to various workers – if we apply #wordpress for example, it automatically gets shared to Tejas and appears in his workroom, regardless of parent or child tasks – allowing it to stay in place in a larger project. This is best for specialists.
  2. Hierarchy based
    This is best for general assistants when there might be a lot of layers of sub-tasks and sub-projects. Simply choose a task, and the rules will apply to all child-tasks.
  3. Person based (i.e. Worker or Client)
    This is best if assign work only specifically, say, for freelancers on a pay-per-project basis but if you have multiple projects running with them. Good for social media, stuff to discuss with your coach, even personal tasks you might share with a spouse or child. This creates a single shared workroom automatically out of all tasks shared to a given person.

Note that priority is specific to the workroom

This is by design. Something that is a priority 100 to you might be only priority 1 to your design team if you’re behind on your bill by a month. This allows you to adjust priorities by worker, for example.

Anyway, this is just a glimpse of the power of the system – we use it all day, every day, and it’s well honed out of necessity. Jump in and try it!