QuickPlan supports team collaboration via iCloud Drive. Please take a look at the details.

When we work on a team project, we can expect more team collaboration features from the app than just sharing project files among team members. For example, the following requirements:

• Multiple team members can edit the same project file simultaneously, just like Apple Numbers.
• Changes to files are automatically synchronized with other users, preferably in real-time.
• Other team members can access the project plan without having to install the app (e.g., via the web).

Moreover, these requirements may seem self-evident today, with the expectation that associated costs should be very low or even free.

Collaboration on project plans is challenging due to the complex relationships between project tasks. Many collaboration expectations are not feasible. Even when some collaboration features are possible, their implementation is cumbersome and costly, often far exceeding expectations.

Real-time collaboration

The tasks in a project plan have closer relationships, such as a parent-child relationship and a task link relationship. Some task properties depend on project properties. For example, the project resource and project calendar affect the work and cost of the task.

Whether one part of the project can be changed depends on other parts, and modifying one section affects others. It leads to logic issues when the same project is edited on multiple devices (by different users or the same user) simultaneously. Below are some cases that cause logic problems when editing on two devices concurrently:

• (On device A), add a task to a task group; (On device B), the same task group is removed.
• (On device A), assign a project member to a task; (On device B), and the project member is removed from the project resources.
• (On device A), move a task to change the date; (On device B), move another task that is the successor of the moving task on device A.
• (On device A), we find that the project dates have changed unexpectedly. For example, the task work is "automatically" updated to an unexpected value. We are confused and think it is a bug; (On device B). The truth is that someone else has changed the task work on device B.

Logically, real-time collaboration on a project plan is impossible due to the close relationships between tasks and project properties in a project plan.

Collaboration based on the file locking mechanism

I get it. Since real-time collaboration can lead to unpredictable logical problems, how about the scenario where only one user is allowed to make changes to a project at a time? Yes, my requirement is just that all users can edit the same project, but not at the same time.

Yes, this is possible - we need a server to coordinate this by locking/unlocking the project file. The locking mechanism ensures that multiple users do not edit the file at the same time.

If you need the service through a server provided by a vendor:

• Cost - Most of the similar services available usually cost $15+ per user per month.
• Security - The project data created by users is stored on the server, which is a significant security risk, especially for enterprise users.
• Safety – The server could be attacked by hackers, or the provider might shut down the service.
• SLA - Network problem, server problem, etc.

QuickPlan is a document-based application; users own the project files they create (with a .qpp file extension). Users decide where to store the documents - on the device or removable storage by default, iCloud Drive, Dropbox.

So the decision and risks for security, safety, and cost are up to the users if they need team collaboration. There are some optional solutions for team collaboration based on files. You have full control over the security and protection of the project files.

• Share via cloud storage with permission control. For example, share via the Dropbox team service.
• Use an enterprise collaboration platform, such as MS SharePoint Server.
• And many other file-based collaboration solutions.

Share project files with team members.

Oh! Security, safety, and cost. My projects are sensitive and important. So how about a way to share projects with other team members?

You have it at your fingertips. A project is saved as a .qpp file - sharing a project means sharing the .qpp file.

• The traditional way to share via "Mac File Sharing."
• Transfer files using AirDrop.
• Share via a 3rd cloud storage with permission control, e.g., Dropbox, Google Drive, etc.
• Send files on an intranet or over the Internet using iMessage or other messaging apps.
• Share via a web file system, e.g., MS SharePoint Server.
• For an enterprise, please consult IT experts for your needs.

To share files across iOS and macOS devices, cloud storage services are usually a suitable solution. For example, Dropbox supports multi-platform operations with convenient file access/sharing.

For an enterprise, public cloud storage may not be an option for collaboration, as privacy is critical when selecting a solution. In this case, the MS SharePoint server may be a suitable solution to share files within the organization with easy access and permission control. Of course, your organization may also have other suitable file-sharing solutions.

Please be careful not to grant write permissions to multiple users at the same time, as simultaneous editing can cause logical problems. Example: If you ask a project member to help you update the project file, please grant the team member temporary write permissions. After the project file has been updated, please change the team member's permission back to read-only.

This way, other team members will have to install the QuickPlan app to open the .qpp file. No, I didn't mean that I only want to share the project content with the team members.

Oh, then please export the project to a PDF file for sharing.

The possible straightforward requirements

Actually, what I primarily need is to get the task status updates from the team members. I don't want to have a meeting with the team to update the task status of the project, and I think the team members can update the task %Comp directly in the project.

In practice, one project member (usually the project manager) is responsible for maintaining the project plan, and the other project members just provide INPUT. Providing "input" does not mean editing the project file. For example, we can provide input in the meeting or via email. Suppose we have a system that allows project members to update task status directly. In this case, the project manager still needs to know the details because we may need to reschedule.

Editing the project file can be done by the project manager or by an assistant. Allowing other project members to edit is not a good choice. Other project members should only provide input, such as estimation information in an Excel file, if needed.

How do I proceed if I need assistance in working with team members on the project plan?

Please keep in mind that this is a big deal! We have some suggestions:

• QuickPlan supports team collaboration via iCloud Drive. Please take a look at the details.
• Microsoft Project Server
  Microsoft Project Server is a flexible platform solution that provides support for managing team resources and features for project team planning, reporting, and collaboration.
  To deploy MS Project Server to work for the business, we need to invest in software licenses (MS Project Client and MS Project Server ) and hardware. We also need to bring in some IT experts, train all team members, and perform ongoing maintenance.
  Collaboration is seldom as automatic as expected (hence the need for training and involvement of experts).
• Web-based project schedule solutions
  Some web-based project planning solutions are designed to support project team collaboration. The web-based project planning platform can be an appropriate option. However, be aware of the following issues:
  – Weak usability.
  – Privacy - Project Data is stored on the service provider's server.
  – Price - in general, a quality web service typically costs over $10 per user per month.
  Web applications generally lack the responsiveness of native apps. (Compared to other native apps, QuickPlan delivers a superior scheduling experience with greater efficiency at a competitive price).
• Others
  Some excellent project management cloud services are designed for task tracking, like Trello and MS Visual Studio Online. However, they are designed for team task tracking rather than project scheduling within a team. ("Task" is a broad concept in project management; no single app covers all "task types").