Admins: Getting Started Guide

Learn how to set up your company and use Gryffin to organize your team.

Creating & Tracking Projects

In Gryffin, your project hub brings together all the pieces of your project together so you can see your progress in a single glance.

  • Creating a New Project

Find the workspace you want to create a project in, then click the button in the top-right corner.

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  • Start by choosing your workflow.
  • Choose the first status (If you have set a default first status, this will appear automatically. The first status can be selected when you create/edit your workflow. If no first status is selected, this field will be blank).
  • Fill out all other necessary details of the project. The details you can enter are based upon the project template for the workspace.
  • Once done, hit Save.

  • Using Your Project Hub

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Details

The main view of your project hub displays your project details.

Details can be customized by adding or removing fields to fit the need of any type of project. There are a variety of fields, allowing you to add text, categories, and checklists, attach users, clients or links. You can even connect your Google Drive to automatically generate Google docs, spreads, or slides when you create your project.

Files

You can upload files from your computer or the web, and get an instantly shareable link that’s visible to those even without a Gryffin account.

If any files are uploaded to your project, you will see the number of files displayed in green over the tab icon:

Messages

Under Messages, you can see all emails related to a project. You can attach emails directing from your inbox by integrating your inbox—you’ll be automatically prompted to do so when you click on Inbox in the left menu.

Once attached, the email will appear here. You can also compose or reply to emails directly from your Project hub.

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Associations

Associations allow you to attach projects to each other to track related work.

Click Associate Project to find or create another project:

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Status

The right sidebar of your Project Hub shows your project’s progress, starting with the Status.

This is the Status as determined by the project’s workflow. You can select a new status by using the drop-down menu.

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However, if your workflow is automated, you do not need to select a new status—all you need to do is complete all current tasks, and the workflow will automatically move to the next status, and generate the next set of tasks.

If you need to change workflows**, use the smaller drop-down on the right side:

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**Note that if you select a new workflow, the workflow will reset to the first default status.

Tasks

Your task widget is where you can see all of your tasks. Tasks can be automatically generated based on the Status/workflow, or you can create new tasks as needed with the advanced task management tool button in the right corner of the task widget.

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When you can create a task, fill out the…

  • Title: The title of the task
  • Assigned to: Who needs to complete the task
  • Due Date: When the task is due. Use the Quick Due Date buttons, or hit the current set due date to pull up a calendar.
  • Start Date to indicate this task will be worked on over multiple days. If the task has a time deadline as well as a date, check With Time to add an hour deadline.
  • Add Subtasks: Check this to add individual subtasks that can be marked done one at a time
  • Additional Details: Use the rich text field to leave notes for the assignee.

You can also use the top icons to…

  • advanced task management tool Set whether it is a task or a meeting:
  • advanced task management tool Turn it into a recurring task:
  • advanced task management tool Set the task priority
  • advanced task management tool Schedule a task ahead of time

Chat

Beneath your tasks is the Chat widget, where you can create threaded conversations, @mention team members, and attach files relevant to a specific conversation. If the conversation is closed, you can even archive your thread, to keep your project hub clean.

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Tags

Beneath that is tags, for easy organization. You can find all your tags under Admin.

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Additional Widgets

You can find addition widgets under the More tab on the right side of your main panel.

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These include:

  • Calendar View displays dates for tasks, meetings, milestones, and another Date field you have under Details.

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  • Feed view will show all project activity.

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  • Billing is a great feature that allows your team members to invoice work on a project, and for you to compile and track expenses.

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  • Milestones lets you track important dates and compare where your work is at, to where it should be.

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