Table of Contents

Sharing Plans with Your Team

George Britten Updated by George Britten

Sharing is a superpower of Aphex, so plans can be shared in a number of ways. Here is a cheat sheet to help decide the best way for you;

  1. Adding people to Aphex to see the live plan
    1. Add to Aphex as an Editor: If you have someone in your team that needs build or update plans then add them as an Editor and we will get them started.
    2. Add to Aphex as a Viewer: If someone on your team needs to understand the live plan regularly but you (or they) don't want rights to edit anything then add them to the project as a Viewer.
  2. Distributing the published version of the plan
    1. Share Interactive Plans: (the coolest way) If a stakeholder on your project needs to see your official weekly published lookahead only and isn't concerned with daily fluctuations then, once you publish your lookahead, generate a shared link for them.
    2. Print Plans: If you need to share you published plans with a stakeholder that doesn't use a computer 😯 then print them to a PDF.
    3. Download Plans: If you need share the raw data beneath your published plan to a stakeholder for analysis, you can download the data to a CSV file.

Learn how to do each of these below...

Our Transparent Billing Policy only charges for users with access to the live plan. So Guests that receive your interactive shared plans are Free!

Inviting People to the Live Plan

Some projects need to share updates made to the live plan before the publishing deadline each week. Maybe there are daily amendments that subcontractors need to keep up to speed with, maybe the team add in detail in the evenings ahead of start of shift briefings each day.

Projects can add users in to see these updates in real time, with the safety of knowing that you can control who can and cannot amend, update or delete the plan. Adding somebody to your project as a viewer means that they can navigate around the plan, or look at a specific team view for key updates, but they cannot amend any work.

Viewers Can

Viewers Cannot

See the live plan

Filter to relevant parts of the plan

Leave notes in the communication column

Be added to a team

Amend Project Assets

Update the Plan

Be Assigned Work

Log Delays

Delete Tasks

Check out this article about the different roles on a project

Sharing

You can only share the plan from a published version in Aphex, and not from the live plan

Whether you need to print, download, or interactively share the plan you need to head to Publications from the Aphex Sidebar. There are three steps in sharing out or downloading project data:

  1. Check if the plan has been published
    1. If there is no published version, or only an old version you can reach out to your project admin to generate a publication
    2. Or, you can wait until the scheduled publication deadline, for a version that's accurate, robust and signed off by the whole team
  2. Click into the published version and hit the blue 'view version' button to open the frozen publication in a new tab
  3. Configure any filters and columns that you want to impact how much of the plan you are sharing
  4. Hit the big blue share button in the top right of the screen and choose how you want to get the updates to everyone that needs to see them!

Interactive Plans

Interactive plans are digital versions of published project plans that can be shared with stakeholders to view and interact with project data. Viewers will be unable to edit plans however will have the ability to interact with plans, viewing both tasks in your Gantt and visual Maps of plans, viewing work from different teams across the project, viewing work in different structures, applying filters and inspecting tasks in the plan.

To share an interactive version of your plan you first need to navigate to the version you'd like to share. You can do this from Publications, accessible from your Left-Hand App Menu or from the Published Version History section of the Project Drop-down in the top-left of your Aphex Planner project.

Once on the version of your project you'd like to share, configure the data you'd like to share using the Filter in the top-right of your plan.

When you're ready to share your plan, hit the Share button in the top-right of your Aphex Planner Project.

Here you can choose to share filtered data or all tasks. Create your Shareable Link and send this to anyone!

When someone with the links views your shared plans, you'll find a record of their details in the Shared With tab.

Printing Plans

A3-optimised printable project plans can be generated of historical published versions of projects plans. You can print out;

  1. A customised copy of the gantt chart
  2. A customised visualisation of the map, in a sleek sequence deck

To generate a printable version of your plan you first need to navigate to the version you'd like to print. You can do this from Publications, accessible from your Sidebar or from the Published Version History section of the Project Drop-down in the top-left of your Aphex project.

Once on the version of your project you'd like to share, configure the data you'd like to share by adding in any necessary columns, and by using the Filter in the top-right of your plan. When you're ready to share your plan, hit the Share button in the top-right of your Aphex Project.

Head to the Print Plan or Print Map tab, and chose to share the filtered version you had curated, or share everything.

Once configured, hitting print as PDF will generate a print out which you can opens and review, or share.

The Print Plan and Print Map outputs also have a link embedded in the bottom right hand corner, where recipients can click to open up an interactive version of the plan too.

Exporting Plans

The fifth tab on the Sharing plans window lets you download rich data about your project, ready to be opened in excel where you can pivot or v-look up to your heart's content.

Chose between downloading the filtered, controlled slice of your plan if you have configured a set amount. Or, download everything in the plan.

You will recieve a zipped file containing two CSVs:

  1. Delay Export
  2. Task Export

The former provides insight into delay information and performance data in the project, with the second lifting all information for the tasks into an easy to aggregate and analyse format.

Importing the Task Export to MS Project

Planners and Project Controls teams can use data from Aphex to fuel their monthly reporting requirements in many different ways. One way that we see teams use Aphex data is to transfer a plan back to MS Project to drive monthly 4D schedule updates.

The CSV Export feature from Aphex has been designed to be compatible with as many external tools as possible. Because of this, some mapping is needed when moving to a specific tool like MS Project. Luckily we have done it once or twice and know the shortcuts!

  1. Prepare the CSV
    1. Once you have exported your Aphex plan to CSV, open the Task Export file
    2. Delete rows 1-9 as these are not required for MS project
    3. Save this updated file as a CSV
  2. Start Import to Project
    1. Open MS Project and select File > Open
    2. Find your new file where you saved it and open (be sure to make sure you are searching for .csv files!!)
    3. This will trigger the Import Wizard
  3. Create a New Map (For first time imports)
    1. Import to a new project or existing project
    2. Select to import Tasks only with the settings below
    1. Create a New Map of fields in the CSV to MS Project using the table below
    2. CSV Field

      Microsoft Project Field

      Export ID

      ID

      Export ID is an auto-incrementing ID unique to the specific export CSV. This field is required to be mapped as ID in order to import Logic into MS Project

      ID

      To User Defined Field (Optional)

      ID is the unique Aphex Task ID

      Name

      Name

      Start

      Start

      End

      Finish

      Duration

      Duration (Optional)

      Recommended not required as MS Project will calculate based on start, end and calendar

      Calendar

      Task Calendar (Optional)

      Be sure only to import calendars if those in Aphex match those in MS Project by name!

      Shift

      To User Defined Field (Optional)

      Owner

      To User Defined Field (Optional)

      Subcontractor

      To User Defined Field (Optional)

      Labour

      Skip

      Plant

      Skip

      Material

      Skip

      Location

      To User Defined Field (Optional)

      Work Area

      Skip

      WBS Path

      WBS (Optional)

      External ID

      To User Defined Field (Optional)

      External ID is the ID of the Aphex Task in its source master schedule. This can be maintained by mapping to a unique field if required

      Predecessor

      Predecessors

      Package

      To User Defined Field (Optional)

      Parent

      Skip

      Notes

      Notes

      Total Delays

      Skip

    3. Save the Map for Future Imports

How did we do?

Publishing Plans

Publications and Versions of Projects

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