Using UpStream

How to Disable Milestones, Tasks, Bugs and Files

Not every project needs all the features of UpStream. Milestones, Tasks, Bugs and Files can all be disabled for individual projects. In the admin area, you’ll be able to check a box like the one shown below: image You will also see a similar box for Tasks: image And for Files: image And for Bugs: image These settings above only apply to individual projects and will not automatically disable these features for other projects. If you want to completely disable these features, read on … Disabling a Feature for All UpStream Projects Go to the “UpStream” link in the WordPress admin, and click “General Settings”. image Under this “General Settings” tab, scroll down and you will see the option to disable Bugs, Tasks, Milestones, Files and Discussions. These settings will disable these features for ALL your projects. image

How to Add Videos and Other Multimedia in UpStream

Many UpStream users want to add media to their projects. For adding images, there is an “Add Media” button next to all the WYSIWYG areas, so you can use the WordPress Media library. For videos and other embeds, the WordPress code has limited support for embeds outside the post editing screen. So for embeds in UpStream, we recommend the the EmbedPress plugin. This plugin works in a different way, so doesn’t have the same limitations as the WordPress core embed feature. If you install and activate EmbedPress, you’ll be able use embeds inside any WYSIWYG area in UpStream. Just add the URL into the body. This image shows a YouTube video embed in an UpStream task: image

How to Rename Projects, Client and Other Features

Not everyone wants to use the default terminology in UpStream. For example, some people might want to use “Change Request” rather than the default “Bug”. Or perhaps they prefer “Customers” to “Clients”. All of this text is customizable. Go to the “UpStream” link in the WordPress admin, and click “General Settings”. image On the “General” screen you will be able to change the singular and plural labels for Project, Client, Milestone, Task, Bug and File. image

How to Export from UpStream to CSV and Text

All the content you store in UpStream can be easily exported to both Text and CSV format. Milestones, Tasks, Bugs, and Files all have a “Copy” and a “CSV” button available. Exporting to Text The “Plan Text” button allows you to export the data to a file using the .txt format: UpStream button to export as text After clicking the “Plain Text” button, a file download will start. A TXT file will be sent to your computer. This image shows the data after being opened with a text editor: UpStream tasks exported to text file Exporting to CSV The “CSV” button allows you to export the data to CSV format: UpStream button for exporting as CSV After clicking the “CSV” button, a file download will start. A CSV file will be sent to your computer. The CSV file can be imported into other programs. This image shows the data after import into Google Sheets: image

How Project Progress is Calculated in UpStream

On the frontend of UpStream projects, you will see that a “Progress” percentage is visible. This Progress shows how far you have progressed with your project. That percentage is shown in the screenshot below. image In the image above, the overall project progress is 51%. The overall progress of a project is calculated from the Tasks on a project. In the image below, you can see four Tasks. The Tasks have a total percentage of 205%. image So let’s do the final calculation for project progress … If you divide 205% by 4 you arrive at 51.25 which is then rounded down to 51%.

How to Use Tags and Categories in UpStream

If you have a large number of projects, tasks or bugs, you will need to manage them all. I’m going to show you how to sort, filter and organize a large number of items in UpStream. The first step is to create Tags and Categories. We recommend using Tags and Categories to organize your items. When you’re creating these, make sure to set the “Filterable” option to “Yes”. This “Filterable” option controls whether or not the field can be filtered on the frontend of your site. Filterable custom fields Once you have Tags and Categories created, go to the frontend of your site and click the “Toggle Filters” button. Toggle filters In with the default filters, you should now see a filter for your Categories or Tags: A custom field filter in Upstream It’s possible to choose multiple filters at the same time: multiple frontend filters

How to Create Sub-Tasks in UpStream

In this guide, we’ll show you how to create sub-tasks for UpStream projects. A sub-task is a task that needs to be completed before the main task is be considered complete. Here’s one example: - Task: Fix the website bug - Sub-task: Test your bug fix in Chrome - Sub-task: Test your bug fix in Firefox - Sub-task: Test your bug fix in Safari The approach the UpStream takes for sub-tasks relies on the Custom Fields add-on. Before completing this guide, please read this guide on using Custom Fields. Let me walk you through an example of how this can work. I’m going to use the example outlined above for fixing a website bug. First, let’s create the fields we’ll use for sub-tasks: - Install UpStream and set up a project. Also install the Custom Fields add-on. - Go to “Projects, then “Custom Fields”. - Click “New Custom Field”. - Enter “Safari” as the Title. - Choose “Checkboxes” as the Field Type. Creating a new sub-task field - For the Options, you can enter the Yes / No choices. In the example below, I choose the “Not tested in Safari yet” option as the default. Choices for a new sub-task field - On the right sidebar, this field is assigned to “Bugs” and I chose to make it “Filterable”: Options for a new sub-task field - Save the field. - Repeat this process for Chrome and Firefox. - You will now have 3 fields that can be used for your sub-tasks: New sub-task fields - Go to the frontend of your site and look for a project. - Scroll down to the “Bugs” area. - Either edit an existing Bug or create a new Bug. You’ll be able to specify whether sub-tasks have been completed: Completed sub-task field

How to Show or Hide Closed Items in UpStream

You can choose to automatically show or hide completed items in UpStream. If you have a busy site with 1,000’s of items, you may want to hide items. This will make your site run more quickly. On smaller sites, it may be better to show closed items so you can easily see what’s been completed. These settings are available in UpStream > Settings. - Archive Closed Items: This will entirely remove completed items from the front of your site. This can speed up your page loads if you have a very busy site. - Filter Closed Items: This will hide completed items by default, but users can still use filters to view them. UpStream frontend filters If you set “Archived Closed Items” to “No”, then you will still be able to search for “Closed” items, as in the image below. However, if you set “Archived Closed Items” to “Yes”, you won’t be able to find closed items at all. UpStream archives

What’s the Difference Between Clients and Client Users?

In Upstream, a “Client” is a business, a company, a firm, an agency or even a freelancer that you deal with as a business. Don’t think of a Client as a person. You can create “Client Users” that are added to each client. So, if you are working on a project with Apple, this is would be your set-up: - Client: Apple - Client User: Steve Jobs, Tim Cook, Jony Ive Even if you deal with a freelancer (who is just a single individual), this freelancer should be added first as the Client and then also set up as a Client User. The reason for this is that each user will need their own login, their own notifications, and their own tasks. This image below shows “Client Users” organized inside a “Client”. image

How to Create New Clients and Client Users

You add new Clients from the admin area of your WordPress site. Inside your WordPress site, go to Projects > New Client. You can create both Client and Client Users from this screen. If you’re unsure of the difference, read this guide. The short version is that the Client is the company, and the Client Users are the people: - Client: Apple - Client User: Steve Jobs, Tim Cook, Jony Ive The image below shows that the Client is “Apple”. Also in this image, you can see that multiple Client Users are assigned to this Client. image Creating New Client Users Any Client User must already have an account on your WordPress site. You can create accounts by following these steps: - Go to the “Users” link in your WordPress admin menu. - Create a new user. - Place the user in the “UpStream Client User” role. Once that’s done, follow these steps: - Go to Projects > Clients. - Edit a Client. - Click “Add Existing User”. Add existing users to a project - You will be asked to choose from a list of all existing WordPress users who have the “UpStream Client User” role: Adding new clients to WordPress If you want to find out what Client Users can and can not do, click here to read about Client User permissions.

Using UpStream Secure File Uploads

image UpStream offers two options for file uploads. You can use the built in WordPress file manager, or the UpStream secure file upload option. To understand the difference between the two options, click here. In this article, we will explain how to use UpStream Secure File Uploads. This will require some configuration by your system administrator in order to ensure files are uploadable. Before You Begin There are a few notes before beginning with UpStream secure file uploads. The first one is the most important: DO NOT CHANGE YOUR FILE UPLOAD OPTION AFTER YOU HAVE ADDED FILES TO UPSTREAM. Because WordPress’s file manager is incompatible with UpStream’s secure file manager, you cannot switch between them. If you do, your files will be lost. So make sure to decide which solution you want to use before adding files. Also, because UpStream uses WordPress’s standard comment function, comments still use WordPress’ file manager if you upload files. We suggest never uploading files in comments anyway, and just using the File section in UpStream. Preparing Your Server You must prepare your server before setting up UpStream secure file uploads. To do that, you will need to create a server-writeable directory that is not under the public WWW directory. For instance, if your WordPress installation is in */var/www/,*you would need to create a server-writeable path outside of that directory. The specific way this is done depends on your operating system and your web server. Contact your system administrator to find out how you can do this on your site. Once you have created the directory, you must make sure that directory is writeable by the web server. This again depends on the operating system and web server you are using. Turning On UpStream Secure Files Once you are sure that you have a web server-writeable directory on your server, you can turn on UpStream secure file manager. To do this, go to your WordPress admin area, and click UpStream -> General. Then scroll down and enter the complete pathto the server writeable directory in the “UpStream secure file upload location” field: image Then, you can enable UpStream secure file uploads. Before you do, one more warning: DO NOT CHANGE YOUR FILE UPLOAD OPTION AFTER YOU HAVE ADDED FILES TO UPSTREAM. If you are ready to turn on UpStream secure file uploads, you can now click on “UpStream secure file uploads” under “File Upload Manager”: image Using UpStream Secure File Uploads Once you have turned on UpStream secure file uploads, you will see that the upload buttons look different: image Whereas, with UpStream secure file uploads OFF, you would see the standard WordPress file upload button. On the front end, when you turn on UpStream secure file uploads, your upload button will look like this: image Note that file upload behavior is a bit different when UpStream File Uploads is on. Files are not uploaded until you click the Save button on the front end, or the Publish or Update button on the back end.

What Can UpStream Users Do in UpStream?

This “UpStream User” role is designed for your staff members who are working on your projects. These users do not have high-level permissions to modify settings or projects. In this guide, we’ll give you an overview of what UpStream Users can do by default. If you want to dig deeper and customize permissions, click here to read about UpStream’s permission options. UpStream Users should be told to access the /projects/ URL on the frontend of your site. UpStream is designed so that they interact with projects via the frontend of WordPress. You can see a chart of their permissions here. Important: UpStream Users can see projects only if an item has been assigned to them in that project. Remember that an UpStream User is an ordinary staff member who is working inside a project. If they do not need to do anything in a project, then an UpStream User can not access that project. Normally, UpStream User will not log in to the WordPress admin area. However, every WordPress user gets some access to the WordPress admin area – this is a WordPress feature that is independent of WordPress. To stop this from being a problem, an UpStream User will not able to edit anything except for their profile. This image shows what they would see in the WordPress admin area. An UpStream User can not do anything here, except click “View” to visit the frontend of a project. UpStream User in the WordPress admin area Promoting an UpStream User for a Project It is possible to promote an UpStream User for a single project. An Administrator or UpStream Manager can take an UpStream User and make them into a “Project Owner“. After this is done, the UpStream User will have full management permissions for the project. Making an UpStream User into an OwnerMaking an UpStream User into an Owner Advanced Permissions for Client Users If you need to have different permissions than what’s built in, you can use the Advanced Permissions module. UpStream’s advanced permissions module allows you to define nearly any scenario, and set your permissions to match. To do this, you create an XML document and enter it in the Advanced Permissions configuration section under UpStream settings. You can see the instructions for use here. Remember, we’re here to help — you can contact us at any time if you need help with the XML.

How to Add Clients and Client Users to Projects

Inside the WordPress admin area, go to “Projects” and edit any project. In the right sidebar, you’ll see a Project Details box. You can now chose your Client from the dropdown. If you haven’t created Clients or Client Users yet, read this first. image After choosing the client, you’ll be able to choose which Client Users to assign to this project: image These Client Users can access the frontend view of the project by visiting the /projects/ URL. Find out more about the project URLs here.

How to Add Avatars for Users and Clients

By default, UpStream will show photos / avatars for your users. These avatars appear in multiple places. They help UpStream feel like a friendlier place to work, and they make it easier to see how is assigned to various projects, tasks and milestones. image By default, WordPress relies on the Gravatar.com site to hold user avatars. If your email address is registered with both Gravatar.com and your WordPress site, your photo will appear. One easy way to test this is to look in the top-right corner of your WordPress admin screen. If you see your photo there, you have a working avatar. image However, many people do not have Gravatar accounts. UpStream also supports avatars provided by several popular plugins: - BuddyPress - Custom User Profile Photo - WP User Avatar If you install one of these plugins, your Client Users will be able to upload one of their own avatars.

What Can Client Users Do in UpStream?

This “UpStream Client User” role is designed for your clients. They are the people paying your bills, so they have any interest in how the project is going. They have permission to access projects that you assign them to. In this guide, we’ll give you an overview of what UpStream Client Users can do by default. If you want to dig deeper and customize permissions, click here to read about UpStream’s permission options. An UpStream Client User will not normally log in to the WordPress admin area. However, every WordPress user gets some access to the WordPress admin area – this is a WordPress feature that is independent of WordPress. To stop this from being a problem, an UpStream Client User will only be able to edit their profile. This image shows what they would see in the WordPress admin area: UpStream Client User in the WordPress admin An UpStream Client User should be told to access the /projects/ URL. UpStream is designed so that they interact with projects here, via the frontend of your site. Here they can see all the projects that they have been given access to: The projects URL for UpStream Client UsersThe projects URL for UpStream Client Users Basic Permissions for Client Users If you want to allow your Client Users to add tasks, bugs, files and more, you can do this if you have the the Frontend Edit extension installed. Although Client Users don’t normally do the work in a project, it is possible to assign Tasks, Files, Bugs and other items to Upstream Client Users. For example, if you need an UpStream Client User to send you a logo file, you can create a File called “Logo” and assign it to your client. If you have the Email Notifications extension installed, the user will get email reminders about the item. | Action | Upstream Client User | | --- | --- | | Can create projects | No | | Can view projects | Yes, only if they are selected under the Client Users list in the Project Details section of the admin area | | Can edit project info (title, status, owner, description, etc.) | Yes, only if they are selected under the Client Users list in the Project Details section of the admin area | | Can delete projects | No | | Can view project components (milestones, tasks, bugs, etc.) | Yes, only if they are selected under the Client Users list in the Project Details section of the admin area | | Can edit project components (milestones, tasks, bugs, etc.) | Yes, only the components (milestone, task, bug, etc.) assigned to them | | Can delete project components (milestones, tasks, bugs, etc.) | Yes, only the components (milestone, task, bug, etc.) assigned to them | | Can add project components (milestones, tasks, bugs, etc.) | Yes, only if they are selected under the Client Users list in the Project Details section of the admin area | If you would like to see a similar chart for default permissions for all user types, click here. Advanced Permissions for Client Users By default, UpStream Client Users are NOT given many permissions. Things they can not do include: - Manage the site-wide UpStream settings - Manage UpStream settings for individual projects. - Access Projects they are not directly assigned to. - Add Milestones However, it is possible to customize any or all of the permissions given to Client Users using our Advanced Permissions module. With Advanced Permissions, you can set each fields as hidden, read-only, or editable based on the user. You can also allow or deny access based on who a project/task/etc. is assigned to, the item ID, the creator, the client organization, their role, their user, and much more. You can learn about Advanced Permissions here. For Older Versions of UpStream The documentation below is for versions of UpStream earlier than 1.27. It is here for historical purposes only. Please see above for the latest versions. UpStream works with the WordPress core, so many user management plugins will work with UpStream. For example, the Members plugin is free to use, and will allow you to change the permissions for UpStream roles. The image below shows how you can change the permissions for Client Users. Click here for instructions on using Members with UpStream. Editing permissions for an UpStream Client User

How to Add Users to an UpStream Project

There are two different types of users in UpStream: - Clients: who are not expected to do any work. - Users: who do the work in the project. If you want to add a users to an UpStream Project, by default, they should have one of these WordPress user roles: - Administrator - UpStream User - UpStream Manager However, you can expand this to other roles. Go to Settings > General and choose in the “Project User Roles” area. image If a user does not have one of these roles, you will not be able to add them to projects or assign them items. Adding Users to UpStream - To add a user to a particular role, go to “Users” and then edit a user. edit WordPress user - You can choose the user’s role via the “Role” dropdown: choose the WordPress users role

What Can UpStream Managers Do in UpStream?

Users who are in the UpStream Manager rolescan basically do anything within UpStream. By default, this role has full control over all UpStream settings, all projects, all clients and basically has every permission and capability within the UpStream plugin. If you want to dig deeper and customize permissions, click here to read about UpStream’s permission options. You can see a chart of each user type and their default permissions here. When an UpStream Manager logs into the WordPress admin area, they will see the menu options in the menu below. Many of the default WordPress options are missing, but the UpStream Managers have full access to UpStream: UpStream Manager permissions inside WordPress The UpStream Manager will have access to all the features under “Projects”: UpStream Manager menu options For these reasons, be careful who you place in the UpStream Manager role. They will have powerful access to all your projects. For current versions of UpStream, you cannotchange the permissions of the UpStream manager role. For Older Versions of UpStream The documentation below is for versions of UpStream earlier than 1.27. It is here for historical purposes only. Please see above for the latest versions. For UpStream 1.27 and later, WE STRONGLY SUGGEST YOU DO NOT MODIFY ANY ROLES OR CAPABILITIES. It is possible to customize some of the permissions given to UpStream Managers. UpStream works with the WordPress core, so many user management plugins will work with UpStream. For example, the Members plugin is free to use, and will allow you to change the permissions for UpStream roles. The image below shows how you can change the permissions for UpStream Managers. Click here for instructions on using Members with UpStream. UpStream Manager permissions in WordPress

What is an Owner in UpStream?

By default, UpStream Users have access to a limited set of features inside each project. Inside a project, many settings will not be available to UpStream Users. However, it is possible to promote an UpStream User for a single project. An Administrator or UpStream Manager can take an UpStream User and make them into an “ Owner”. After this is done, the UpStream User will have full management permissions for the project. image

How to Customize Upstream Permissions (UpStream Versions 1.27 and earlier)

THIS ARTICLE IS FOR OLDER VERSIONS OF UPSTREAM For the most recent UpStream versions, please go to Advanced Permissions. The documentation below is for versions of UpStream earlier than 1.27. It is here for historical purposes only. For UpStream 1.27 or later, WE STRONGLY SUGGEST YOU DO NOT MODIFY ANY ROLES OR CAPABILITIES AS DESCRIBED BELOW. USE ADVANCED PERMISSIONS INSTEAD. By default, UpStream provides three default user groups: - UpStream Manager - UpStream User - UpStream Client User These user groups have default permissions, but it is possible to customize the permissions. Click here to read about UpStream’s permission options. If you are a developer, try these instructions. If you want to use a plugin, keep reading! It is absolutely possible to find plugins that are able to customize WordPress user permissions. In this guide, we’ll show you how to use the Members plugin with UpStream. - Install the Members plugin - Click “Users” in the WordPress admin menu, and then “Roles”. - You will see three UpStream roles. Editing user roles in UpStream - Find the role that you want to customize, and click the “edit” link: Editing the Client role in UpStream Inside this area, under the “Projects” link you will see a list of the permissions available in UpStream. Click “Grant” to give the permissions to this user role, or click “Deny” to take the permission away from them. granting user permissions in UpStream You will find more permissions under the “Clients” tab: image And also you will find more permissions under the “Custom” tab: granting user permissions in UpStream in the Custom tab

How UpStream Handles Media and File Uploads

Here at UpStream, we love to use as much of the default WordPress features as possible. For example, UpStream comments use the WordPress comments system. And, when it comes to file uploads for UpStream projects, we use the WordPress media library. This has several big advantages. As an UpStream user, you can easily upload around 30 file types, from JPG and PNG images to Powerpoint and Word documents. However, some things about the WordPress core do require caution. For example, the WordPress doesn’t have any restrictions on images so anyone can get access to any file inside the media library. This is not a good idea for a project management site. You don’t want “Client A” in one project to see the files for “Client B” in another project, UpStream solves this by automatically restricting users to their own media. If UpStream is installed on your site, this image below shows what new users will see. They do not have access to anyone else’s files. You will only be able see other people’s files if those people choose to add them to an UpStream project. image However, this feature is cutomizable. There is an option in the WordPress settings so you can select which roles which can see all the whole Media Library. image

What Permissions Are Available in UpStream?

UpStream has a complicated permissions system that goes further than what you can do with standard WordPress. With UpStream, it’s possible to set permissions on each individual field. Permissions can be set by project, by user, by role, and much more. The standard permissions model for UpStream defines these roles: UpStream Manager, UpStream User, and UpStream Client User. The default settings for these roles can be viewed below: | Action | Upstream Manager | Upstream User | Upstream Client User | | --- | --- | --- | --- | | Can create projects | Yes | No | No | | Can view projects | Yes; can view any projects | Yes, only if they are the project owner or are assigned to a component (milestone, task, bug, etc.) | Yes, only if they are selected under the Client Users list in the Project Details section of the admin area | | Can edit project info (title, status, owner, description, etc.) | Yes; can edit project info for any project | Yes, only if they are the project owner or they are assigned to any component (milestone, task, bug, etc.) of the project ** | Yes, only if they are selected under the Client Users list in the Project Details section of the admin area ** | | Can delete projects | Yes; for any project | No ** | No ** | | Can view project components (milestones, tasks, bugs, etc.) | Yes; for any project | Yes; they can view any component of a project if they are assigned to any component of that project (milestone, task, bug, etc.) | Yes, only if they are selected under the Client Users list in the Project Details section of the admin area | | Can edit project components (milestones, tasks, bugs, etc.) | Yes; for any project | Yes, only the components (milestone, task, bug, etc.) assigned to them ** | Yes, only the components (milestone, task, bug, etc.) assigned to them or ones they created ** | | Can delete project components (milestones, tasks, bugs, etc.) | Yes; for any project | Yes, only the components (milestone, task, bug, etc.) assigned to them ** | Yes, only the components (milestone, task, bug, etc.) assigned to them or ones that they created ** | | Can add project components (milestones, tasks, bugs, etc.) | Yes; for any project | Yes; they can add new components to a project if they are assigned to any component of that project (milestone, task, bug, etc.) ** | Yes, only if they are selected under the Client Users list in the Project Details section of the admin area ** | ** Requires UpStream Frontend Edit extension (UpStream User and Client User roles can only edit via the front end interface). Customizing Permissions You can do all sorts of customization on UpStream permissions using the Advanced Permissions module. Advanced Permissions allows you to set each individual field as hidden, read-only, or editable. And you can allow or deny based on who a project/task/etc. is assigned to, the item ID, the creator, the client organization, their role, their user, and much more. Advanced Permissions also allows you to set an anonymous view option, so certain projects are publicly viewable without logging in. With Advanced Permissions, you can define nearly any scenario, and set your permissions to match. To do this, you create an XML document and enter it in the Advanced Permissions configuration section under UpStream settings. For more information on Advanced Permissions, see here. For Older Versions of UpStream The documentation below is for versions of UpStream earlier than 1.27. It is here for historical purposes only. Please see above for the latest versions. For UpStream 1.27 or later, WE STRONGLY SUGGEST YOU DO NOT MODIFY ANY ROLES OR CAPABILITIES This list was created in October 2018 and it will change. We’re working on making these permissions more consistent, and also improving the documentation for each capability. To control these permissions, you will need to install an extra plugin. We recommend Members, but UpStream uses the WordPress core permissions system and so is compatible with many more plugins. Please note that the core permissions system in WordPress is not always clear. We do recommend that you test thoroughly if controlling permissions is important for your site. This video is an introduction to UpStream permissions: OVERALL This capability allows users to access the main “UpStream” settings area in the WordPress admin. - manage_upstream PROJECTS These capabilities below allow users to manage projects inside UpStream: - edit_projects - edit_project - delete_project - delete_projects - publish_projects - read_project - edit_published_projects - delete_published_projects - edit_others_projects - delete_others_projects - edit_private_projects - delete_private_projects - read_private_projects These next two capabilities allow you to change the users associated with a project. If you have these capabilities, you can change the author of a project and the users attached to a project. - edit_project_author - project_users_field The seven capabilities below allow you to control the specific details associated with each project: - project_title_field: you can edit the project’s name - project_status_field: you can change the status of the project - project_owner_field: you can change the Project Owner - project_client_field: you can choose the Client for the project - project_users_field: you can select the users assigned to the project - project_start_date_field: you can select the Start Date for the project - project_end_date_field: you can choose the End Date for the project This image below show are how those seven capabilities are implemented on the frontend of UpStream. If you do not have permission to edit these fields, they will not be editable. image CLIENTS These capabilities allow you to manage different aspects of the Clients feature in UpStream: - edit_client - read_client - delete_client - assign_client_terms - edit_client_terms - delete_client_terms - manage_client_terms TASKS These capabilities allow you to access to different Tasks features in UpStream. The “publish_project_tasks” capability controls whether users can publish and also edit Tasks. - publish_project_tasks These capabilities control whether or not users can edit specific details for Tasks: - task_title_field - task_assigned_to_field - task_status_field - task_progress_field - task_milestone_field - task_start_date_field - task_end_date_field - task_notes_field This image below show are how those seven capabilities are implemented on the frontend of UpStream. If you do not have permission to edit these fields, they will not be editable. image BUGS These capabilities allow you to access to different Bugs features in UpStream. The “publish_project_bugs” capability controls whether users can publish and also edit Tasks. - publish_project_bugs These capabilities control whether or not users can edit specific details for Bugs: - bug_title_field - bug_assigned_to_field - bug_severity_field - bug_status_field - bug_due_date_field - bug_description_field - bug_file_field image MILESTONES These capabilities control whether or not users can edit specific details for Milestones: - milestone_milestone_field - milestone_assigned_to_field - milestone_start_date_field - milestone_end_date_field - milestone_notes_field image FILES This capability controls whether or not users can publish and edit Files in UpStream projects: - publish_project_files DISCUSSIONS These capabilities control whether or not users can publish and edit Discussions in UpStream projects: - publish_project_discussion - delete_project_discussion

Default Permissions in UpStream (Chart)

image UpStream is designed to be customizable, so you can modify each user type to have different capabilities. However, when you first install Upstream, each user type has several default permissions. Below is a chart that shows what each user type can or cannot do. | Action | Upstream Manager | Upstream User | Upstream Client User | | --- | --- | --- | --- | | Can create projects | Yes | No | No | | Can view projects | Yes; can view any projects | Yes, only if they are the project owner or are assigned to a component (milestone, task, bug, etc.) | Yes, only if they are selected under the Client Users list in the Project Details section of the admin area | | Can edit project info (title, status, owner, description, etc.) | Yes; can edit project info for any project | Yes, only if they are the project owner or they are assigned to any component (milestone, task, bug, etc.) of the project ** | Yes, only if they are selected under the Client Users list in the Project Details section of the admin area ** | | Can delete projects | Yes; for any project | No ** | No ** | | Can view project components (milestones, tasks, bugs, etc.) | Yes; for any project | Yes; they can view any component of a project if they are assigned to any component of that project (milestone, task, bug, etc.) | Yes, only if they are selected under the Client Users list in the Project Details section of the admin area | | Can edit project components (milestones, tasks, bugs, etc.) | Yes; for any project | Yes, only the components (milestone, task, bug, etc.) assigned to them ** | Yes, only the components (milestone, task, bug, etc.) assigned to them or ones they created ** | | Can delete project components (milestones, tasks, bugs, etc.) | Yes; for any project | Yes, only the components (milestone, task, bug, etc.) assigned to them ** | Yes, only the components (milestone, task, bug, etc.) assigned to them or ones that they created ** | | Can add project components (milestones, tasks, bugs, etc.) | Yes; for any project | Yes; they can add new components to a project if they are assigned to any component of that project (milestone, task, bug, etc.) ** | Yes, only if they are selected under the Client Users list in the Project Details section of the admin area ** | ** Requires UpStream Frontend Edit extension (UpStream User and Client User roles can only edit via the front end interface).

How to Use Comments in UpStream

You can WordPress comments to discuss any aspect of your UpStream projects. Comments are available for: - Projects - Milestones - Tasks - Bugs - Files image If you open an item inside UpStream, you’ll see a “Comments” tab as shown in this image: We really have integrated WordPress comments into UpStream, so you can use all the features of WordPress comments including replies, nesting, and moderation. In this image below, you can see the comments are with nested replies underneath: image

How to Manage UpStream Comments

If you log into your WordPress admin area, click the “Comments” link in the admin menu. image On this screen, you’ll be able see UpStream comments alongside normal WordPress comments. You can tell which comments are related to UpStream by looking for the “View Project” link under the “In Response To” column. image

How to Get Email Notifications for UpStream Comments

If you want to set up email notifications for UpStream comments, we recommend the “Comment Mail” plugin. This plugin will allow you to auto-subscribe users to replies when they comment on a particular task, bug, or file. image After installaton, the Comment Mail plugin will add a menu link to your WordPress admin: image - Click “the “Config. Options” link. - Choose “Yes, enable Comment Mail” - Enter “project” in the “Enabled for Post Types” field. image - Open the “Auto-Subscribe Settings” area. - Choose “Yes, enable Auto-Subscribe”. - Click “Save All Changes”. image

How to Disable Comments in UpStream

It is possible to disable comments for different UpStream features. - Go to UpStream > General Settings. - Scroll down to the bottom of the screen. - You will be able to choose “Hide section” for different UpStream features, including Projects, Milestones, Tasks, Bugs, and Files. image

How to Install UpStream on a Multisite Network

UpStream has been fully tested on WordPress multisite networks and will work smoothly. Let’s show you how to install UpStream on a multisite network. Understanding a Multisite Network There are three key parts to a multisite network. 1. Network Admin: This is control panel for your multisite network. 2. Main Site: This is the central WordPress site. It will be located at your main domain name, for example: upstreamplugin.com 3. Sites: These are the sub-sites that form your network. They will be located at upstreamplugin.com/subsite or at subsite.upstreamplugin.com. Network Admin area in a Multisite network Installing Plugins on a Multisite Network Plugins can only be installed from the “Network Admin” area - Go to “My Sites”, then “Network Admin”. - Click “Plugins”. Plugins link in the WordPress network admin - Click the “Add New” button. - Here you can install the main UpStream plugin, or click “Upload Plugin” to install UpStream extensions. Installing UpStream in a WordPress multisite - After installing plugins you will see this screen below. If you click “Network Activate” then you won’t be able to see the “Delete” button. Installing plugins in a WordPress multisite Now that the plugins are installed, you can decide how to make them available to the sites in your network. Click here for instructions on activating plugins in your multisite network.

How to Activate UpStream on Sites in a Multisite Network

In another article, we showed you how to install UpStream on a multisite network. In this article, we’ll show you the activation option for UpStream in a multisite network. When using UpStream in a multisite environment, you have two choices: - Network Activate – Using this option super admins, can force UpStream to be active on all sites in the network. - Activate on Individual Sites – If you do not choose “Network Activate”, then site administrators can choose to enable or disable UpStream. Network admin link for Plugins Both of these choices can be made by going to “Network Admin” then “Plugins”. Network Activate If you choose the “Network Activate” option, UpStream will be active for all the site in your network. Here is how the plugins will appear if you go to “Network Admin”, then “Plugins”. WordPress plugins network active Site administrators will not be able to deactivate the plugin. The image below shows what site administrators will see if they have access to their “Plugins” screen. Notice there is no “Disable” link. WordPress plugins network active in single site Network Deactivate This option will allow each site administrator to activate or deactivate any plugins that you install to the network. Here is how the plugins will appear if you go to “Network Admin”, then “Plugins”. WordPress plugins network deactive Now when a site administrator goes to their “Plugins” screen they can click “Activate” or “Deactivate” for each plugin. Notice that there is no “Add New” button. No matter what happens, individual site administrators can not upload their own plugins. WordPress plugins in network not activated A Quick Note on Access to the Plugins Screen The screenshots above are taken after individual site administrators were given access to the “Plugins” screen on their site. Not all site administrators have this permission. You can toggle this permission on and off. - Go to “Network Admin”, then “Settings”. Network admin settings Here you can choose whether or not administrators get “Plugins” access: Plugin access settings

How to Import A CSV File Into UpStream

THIS IS A BETA FEATURE. WE ARE STILL DEVELOPING IT, AND THIS DOCUMENTATION IS PRELIMINARY. PLEASE USE CAREFULLY ON A NON-PRODUCTION SERVER UpStream allows you to import your data from almost any major project management software using a CSV file. In this article we will look at how to use the UpStream import tool in order to import your data. Importing Data From Monday, Asana, or Wrike If you use a common project management tool, you can follow our software specific guides here: Importing Data From Other Project Management Tools If you are not using one of the above tools, you can probably still import your data into UpStream, but you will have to tell UpStream which columns in the CSV map to which fields in UpStream. Preparing Your CSV When importing data, UpStream looks at the first line of the CSV in order to determine where each column goes. In order to tell UpStream how to import the data, you will have to add or change the header field in your CSV so that it contains the proper field information for UpStream. Here is an example CSV: | project.id | project.status | project.endDate | task.title | task.endDate | | --- | --- | --- | --- | --- | | 1 | In Progress | 2020-12-22 | Task A | 2020-12-25 | | 2 | Overdue | 2020-12-26 | Task B | 2020-12-29 | You will notice that there is a header for each column in the first row. Each column header has the form object.field The options for column headers are below. Using CSV to Create or Edit The CSV can be used either to create or edit projects, files, bugs, tasks, or milestones. If the importer finds a header with an ID (like project.id in the example above), it will try to load the project for editing. If it can’t find the project with the given ID, it will stop and show an error message. If the importer finds no header with an ID for an object, but does find a title, it will try to load the object by that title. If the object with that title doesn’t exist, it will create the object. You can see this in the example below: | task.title | task.endDate | | task.assignedTo:byEmail | | --- | --- | --- | --- | | Task A | 2020-02-03 | 123456 | davis@abcdefg.com | The example above will look for a task with the title “Task A”. If it finds the task, it will load it for editing. If it doesn’t find it, it will create a task with the title “Task A”, and set the end date and assigned to fields. You will notice that there’s a column with no header. UpStream will ignore columns with no headers, so in the above example, “123456” won’t be imported. Project FieldsFieldDescriptionData Typeproject.idThis is the ID of the project (if this is included in the CSV, the ID must already have been entered in UpStream, otherwise you will receive an error). Use this in order to tell UpStream to update or add to an already existing project.Integer. You can find this in the WordPress admin dashboard in the table under Projects.project.titleThe title of the project. If this exact title was already entered into UpStream, the importer will modify the existing project. If the project with this title is not already in UpStream, a new project will be created.Textproject.descriptionThe description of the project.Textproject.statusThe status of the project. Instructions on how to find this are below.Text project.categoryIdsThe IDs of the categories of this project. project.assignedToThe WordPress user ID of the owner of the project.Integer project.assignedTo:byUsernameThe WordPress username of the owner of the project.Text project.assignedTo:byEmailThe email of the WordPress user to set as the owner of the project.Text project.startDateThe start date of the project.Date formatted as YYYY-MM-DD project.endDateThe end date of the project.Date formatted as YYYY-MM-DD project.clientIdThe client ID of the client to attach this project to. IntegerTask FieldsFieldDescriptionRequired Data Typetask.idThis is the ID of the task (if this is included in the CSV, the ID must already have been entered in UpStream, otherwise you will receive an error). Use this in order to tell UpStream to update or add to an already existing task. **If you use this field, you don’t have to have a project.id or project.title column in your CSV. UpStream will find the task by ID.**Alphanumeric IDtask.titleThe title of the task.Texttask.notesThe notes for the task.Texttask.statusThe status of the task. You can find instructions below.Texttask.assignedToThe WordPress user ID of the owner of the task.Integertask.assignedTo:byUsernameThe WordPress username of the owner of the task.Texttask.assignedTo:byEmailThe email of the WordPress user to set as the owner of the task.Texttask.milestoneIdThe ID of the milestone this task is attached to.Integertask.startDateThe start date of the task.Date formatted as YYYY-MM-DDtask.endDateThe end date of the task. Date formatted as YYYY-MM-DDtask.progressThe numerical progress percentage. UpStream only accepts integer multiples of 5 between 0 and 100. (Example: 0, 5, 10, 15, …)IntegerMilestone FieldsFieldDescriptionRequired Data Typemilestone.idThe ID of the milestone. You can find this next to the milestone in UpStream -> Milestones.Integermilestone.titleThe title of the milestone.Textmilestone.notesThe notes for the milestone.Textmilestone.colorThe color of the milestone.Hexadecimal Color Valuemilestone.categoryIdsThe category IDs of the milestone.milestone.assignedToThe WordPress user ID of the owner of the milestone.Integermilestone.assignedTo:byUsernameThe WordPress username of the owner of the milestone.Textmilestone.assignedTo:byEmailThe email of the WordPress user to set as the owner of the milestone.Textmilestone.startDateThe start date of the milestone.Date formatted as YYYY-MM-DDmilestone.endDateThe end date of the milestone.Date formatted as YYYY-MM-DDFile FieldsFieldDescriptionRequired Data Typefile.id This is the ID of the file (if this is included in the CSV, the ID must already have been entered in UpStream, otherwise you will receive an error). Use this in order to tell UpStream to update or add to an already existing file. **If you use this field, you don’t have to have a project.id or project.title column in your CSV. UpStream will find the file by ID.**Alphanumeric IDfile.titleThe title of the file.Textfile.descriptionThe description of the file.Textfile.assignedToThe WordPress user ID of the owner of the file.Integerfile.assignedTo:byUsernameThe WordPress username of the owner of the file.Textfile.assignedTo:byEmailThe email of the WordPress user to set as the owner of the file.Textfile.fileIdThe WordPress media ID of the file. You will need to upload the file separately.IntegerBug FieldsFieldDescriptionRequired Data Typebug.id This is the ID of the bug (if this is included in the CSV, the ID must already have been entered in UpStream, otherwise you will receive an error). Use this in order to tell UpStream to update or add to an already existing bug. **If you use this field, you don’t have to have a project.id or project.title column in your CSV. UpStream will find the bug by ID.**Alphanumeric IDbug.titleThe title of the bug.Textbug.descriptionThe description of the bug.Textbug.dueDate The due date of the bug. Date formatted as YYYY-MM-DDbug.severityThe severity of the bug. Follow the instructions for statuses.Textbug.statusThe status of the bug. You can find the status using the instructions below.Textbug.assignedToThe WordPress user ID of the owner of the bug.Integerbug.assignedTo:byUsernameThe WordPress username of the owner of the bug.Textbug.assignedTo:byEmailThe email of the WordPress user to set as the owner of the bug.TextfileIdThe WordPress media ID of the attached file.IntegerCustom FieldsTo reference custom fields in your CSV, you will need to supply the slug for each field as the field name in the CSV header. You can find the slug in the custom fields list under Projects -> Custom Fields in your WordPress admin dashboard.imageUse the slug for a custom field as its field name in your XMLIn the screenshot above, to reference the first field (“Country check”) for a task, you would enter task.country-check as the header of a column in your CSV.DropdownFor dropdown custom fields, you must enter the value in your CSV, as opposed to the label. You can see the correct field in the image below.imageimageNote that you can set the label and value to the same thing when you create your dropdown Custom Field to help with importing.Country FieldsWhen you create a country field in WPForms, you will need to provide the 3 letter country code as the value for the form — not the country name. You can find the 3 letter country code here.User FieldsUser custom fields work a lot like assignedToabove, but you can only use user IDs — not emails or user logins.Field Specific NotesStatusesThe statuses you enter in your CSV must match the ones entered in your settings exactly. Otherwise, you will receive an error.To change the status options for projects, go to your WordPress admin dashboard, and click UpStream -> Projects (for projects), UpStream -> Tasks (for tasks), or UpStream -> Bugs for bugs.imageimage