Overview

The subproject live template is used to store important subproject details, such as start/end dates, milestones and related documents.

Open

Using Scaffolding elements, we will build a form for storing project data similar to the one above . 

What's in this guide

Under each section is the source of that particular template. Alternatively, the full template is available in the last section.

Creating a Template

In the confluence side bar

• go to Space tools 

• select Content Tools

In the User Created Templates section

• choose Create New Template

Open

Subproject Details

• create a 2 x 8 table

• select the Heading Column button so that the table headers are vertical

Project Title

Name the first row Title of Project and insert a Reporting block as below.

Project Type

In a new row

• type Project Type

Next, create a dropdown menu with some predefined categories to describe the nature of the project.

• insert a list-data block

• nest the list-data with some list-option blocks

Project Status

Next

• create a row for Project Status

• create a list-data block

• nest the list-data with list-option blocks

• insert the Status macro to customise selection items

Project Lead

Next

• create the Project leader row

• insert a list-data block

• nest a user-options block inside the list-data block

For the groups parameter

• insert a user group with all the project leaders

Project Members

Now for Project members

• create a list-data block

• choose auto complete for type

Project Dates

Next

• create two date fields for the start and end date of project

• insert a date-data block for each

Days Left: if-else statements and parameter injection

Finally, create a simple if-else statement that will display the days left for ongoing projects or display a completed message if the project is over.

With report-eval, we can do calculations on predefined variables, suppliers or Scaffolding data blocks.

In the report-eval block, we will perform the calculation of Days Left using parameter injection

• set the parameters for report-eval

  • Name - Days Left

  • Default Value - 0

  • Format - ##,00

For the report-eval calculation formula, type

• (%data:Project End Date > date:milliseconds% - %global:current date > date:milliseconds%)/1000/60/60/24

The report-eval variable can then be accessed via the Variable supplier. The key is the name of the report-eval block (variable:Days Left).

To create a report-block macro for the if-else statement, in the report-block macro

• insert a local-reporter block

• set the keychain to @self

Next

• create a number-filter macro

• set the keychain to variable:Days Left

• set Above Value to 0

• insert a report-body block

• set injected to true

Inside the report-body block

• type %variable:Days Left > number:#% day(s)

Now create the 'else' statement

• insert another number-filter macro

• set the keychain to variable:Days Left

• set Below Value to 0

• insert a report-body block

• type This project has ended

This displays a report-block as below.

Subproject details livetemplate

Milestones

Now create a form that tabulates all the related milestones of each subproject, along with the due date and budget.

Add a milestones table

• insert a table-data macro

  • name it Project Milestones

• set initial rows to 1

Within the table-data macro

• insert a 10 x 2 table

Select the Heading Row button so that the table headers are horizontal.

Milestone ID

• name the first column ID

• insert a number-data macro in the second row.

Milestone name

• name the second column Name

• insert a text-data macro in the second row

Choose line or area for the type, depending on the length of milestone names.

Due date

• name the third column Due date

• insert a date-data macro in the second row

Enter dd MMMM yyyy for the Display Format.

Status

• name the fourth column Status

• insert a list-data macro in the second row

• nest the list-data macro with some list-option macro blocks

As in the previous section, Project Details, make a dropdown menu to choose the milestone status.

Estimated time

• name the fifth column Estimated time

• insert a number-data block (to allow user to input hours estimated to complete a milestone)

Additionally, check Allow Decimal Values if you'd like users to input for example, 2.5 hours.

After the number-data block

• type in hours (as below)

Actual time

• name the sixth column Actual time

• insert a number-data block (to allow user to input actual hours spent to achieve a milestone)

Additionally, check Allow Decimal Values if you'd like users to input for example, 2.5 hours.

After the number-data block

• type in hours, similar to the previous example

Time difference

• name the seventh column Time difference

• insert a eval-data block (to calculate the difference between actual time and estimated time)

In the eval-data block

• type ${Actual Time}-${Estimated Time}

After the number-data block

• type in hours, similar to the previous example

Budget

• name the eighth column Budget

• insert a number-data block (to allow user to input the budget allocated for a particular milestone)

• edit the number-data block to

  • check Allow Decimal Values

  • set the Display Format as $#,##0.00

Expenditure

• name the ninth column Actual expenditure

• insert a number-data block (to allow user to input the actual amount spent on a particular milestone)

• edit the number-data block to

  • check Allow Decimal Values

  • set the Display Format as $#,##0.00

Expenditure Difference

• name the last column Expenditure difference

• insert an eval-data block (to calculate the difference between actual expenditure and budget allocation)

• edit the eval-data block to

  • set the Display Format as $#,##0.00

In the eval-data block

• type ${Budget}-${Expenditure}

Total Budget and Expenditure

After the table, add two eval-data blocks to calculate the sum of all milestone's budget allocation and actual expenditure.

Subproject milestones livetemplate

Notes section

Create a Notes section for extra notes related to the project, or other details that are not captured in the Milestones section.

The hidden-data block shows a message when user has not added any notes in the text-data block (Optional). 

In this case, we set the name of our text-data block as Project Notes, so the condition for hidden-data is when Project Notes is not empty, hide this message.

Subproject notes livetemplate

Related Documents section

This section is useful when documents like invoices, quotations are related to a particular subproject.

The attachment-data block allows users to quickly upload subproject related documents and find them easily in the future.

Similar to the Notes section, there is a hidden-data block that shows a message when there are no attachments in this section. 

• insert a hidden-data block

• set When Has Rows to Related Documents

Now

• insert a table-data block

  • name the table-data block Related Documents.

In the table-data block

• insert 2 x 2 table

• name the first column Attachment

• insert an attachment-data macro in the second row

• name the second column Description

• insert a text-data macro in the second row

• edit the text-data macro

  • choose either line or area for the type, depending on the length of attachment descriptions

Subproject documents livetemplate

Full source

Next

Part 3 - Using Live Templates to create subprojects