Collaboration
Use access roles, tasks, reminders, files, and history
The side panel on the detail page brings together all information needed for ongoing work on a funding source. Its individual sections can be expanded and collapsed.
Access and responsibilities
Access distinguishes two roles:
| Role | Meaning |
|---|---|
| Responsible | Person with subject-matter responsibility for the funding source |
| Write access | Person permitted to edit and delete data on the source |
Use the edit button to find additional eligible users, remove existing assignments, or enable Responsible and Write and delete permission for each person. Both can be enabled for the same person. Responsible people are shown separately in the overview.
The search only offers users who are generally authorised to work with funding sources. A global permission or administrator role may provide access independently of this individual list.
An assignment does not guarantee a notification
Adding a person to Access controls visibility and editing. Agree internally who monitors funding conditions and who only makes changes when required.
Tasks on a source
Use Tasks for concrete actions such as “Submit interim report” or “Review proof of use”. A task contains:
- a title,
- a due date and time,
- an optional comment,
- one or more assigned people.
Open and completed tasks remain visible on the source. Authorised users can tick them off directly; overdue open tasks are highlighted. The funding overview can be filtered to show sources with open tasks only.
Assigned tasks also appear in My To-dos.
Expiration and remaining-budget reminders
Two types of reminder can be enabled while creating an individual source.
Remind before expiration
Enter how many days before the end of the source the reminder should occur. You can add several times, such as 90, 30, and 7 days in advance. A suitable end date must be maintained for this to be meaningful.
Remind at a remaining-budget threshold
Set one or more percentages. Artwork can trigger a threshold notification when only that share of the source remains available. For example, 20 percent warns when only one fifth of the initial volume remains.
On the detail page, Expiration warning sent and Threshold reached show that a configured condition has been triggered. Use several thresholds when different escalation stages are useful.
Basis of the remaining-budget reminder
The threshold uses the available amount calculated in Artwork. Missing or incorrectly assigned project positions can therefore also distort the reminder.
Store documents
Use Documents to keep files directly on the source, such as grant decisions, conditions, cost plans, or reports. Authorised people can upload, download, rename or edit, and delete files.
Use descriptive file names and distinguish versions clearly. Store source-specific material here; project-specific files should remain in the relevant project.
Follow the history
Select View history in the header to open the change log. Where available, the list also shows the latest change with its time and person. Use the history when master data or assignments differ from what you expected, but do not treat it as a substitute for checking the original funding documents.
Recommended division of work
- Name at least one responsible person for each source.
- Grant write access only to people who actively maintain the data.
- Use tasks for concrete deadlines and reminders for automatic warning points based on time or remaining budget.
- Store funding documents on the source and project-specific evidence in the project.
- Review categories and permitted projects regularly, especially for copied or newly grouped sources.