Publishing & Routine

Publishing in Aphex creates a sharable snapshot of your plan, capturing its state at a specific moment. Published versions are perfect for sharing, team reference, or as baselines for comparison. Project admins can define publication routines to keep everyone on track and ensure a smooth publishing workflow.

Setting up Publication Routines

Things to know before you start:

Only Project Admins can set up Publication Routines.
Project Admins are responsible for manually Publishing the Publication Version.

Creating a publication routine enables you to set recurring deadlines (e.g., weekly) for task updates across the project. These deadlines are visible to all project members, promoting alignment and progress tracking. As the deadline approaches, automated notifications remind team members to complete their updates promptly.

Setting Up Your Publication Routine:

Navigate to Your Project.
Click on your project and select "Next Publication" located in the top right corner.
Choose 'Configure Publication Routine'.

Customising Your Publication Routine:

Define the Lookahead Period (e.g., every 4 weeks) for task updates.
Activate the routine and specify the frequency (e.g., weekly) for updates.
Set mandatory fields that should be completed before publishing.
Save Routine Configuration to finalise settings.

Issuing Published Versions

Once the deadline arrives and users have completed their updates, a project admin can review the plan and issue the official Published Version. Publishing Your Plan:

Select "Next Publication" in the top right corner of your project.
Choose the 'Next Publication' date.
Click 'Publish'.
Review the summary provided for the Published Version and make any necessary adjustments.
Select 'Publish Plan' to confirm.

You can share the Published Version with anyone, including individuals outside the project.

Select "Next Publication" in the top right corner.
Click "View All Publications".
Locate the Published Version, click on the three dots (...), then choose "View Version".
The Published Version will open in a new tab.
Click "Share" and toggle on "Share to Web"

Using the Published Version as a Baseline:

Open the Gantt View in your Project Dashboard.
Click on "Overlays" and select "Baseline".
Use the arrow next to the Baseline to switch between different Published Versions.