So far, we’ve taken a look into FastTrack Schedule Go’s different views to display project details. What do we do when we are in the field and we need to send somebody the details we are currently viewing on our iPad? If they also utilize FastTrack Schedule Go, we can easily send them the same file, so that they can fully manipulate it. However, if they don’t have FastTrack Schedule Go, or you’d like to present them with a non-editable version of your schedule, there are several other options.
The first and best way to send our schedules will be as a FastTrack Go file, which can then be opened and viewed by any other FastTrack Go users. There are actually two locations in FastTrack Schedule Go where we can share an entire document. The first location is the Project Gallery. To share a file from the Project Gallery, go to Edit – your files will then “Dance” to indicate that you can select them. When we select a file, it will show a Yellow highlight around it.
We can then select the Share icon, which will give us 3 different options for sending our file to additional users. Our options to send are via Email, or copy to iTunes or Dropbox. When sharing with others, the best method to select is typically Email.
When we select our method, a Choose Format popover will appear allowing us to pick the file type we wish to send. The FastTrack Go File can only be opened by other FastTrack Schedule Go users, while the XML file can be opened on PCs and Macs running FastTrack Schedule 10 and even Microsoft Project.
Once we select our file type, a new email will open with the name of the selected file as the email header. When sending as an email, the file is included as an attachment, and all we need to do is enter the email of the user we wish to send the file to. Press Send, and the file is on its way.
There are additional locations within FastTrack Schedule Go where we can share our entire schedule. In both the Schedule and Resource Views, we can easily select exactly how we wish to share the document. In either view, select the Tools Icon and then select Share Document.
Once again, we can select which method we wish to use to share our file. This time, we’ll select to Send to iTunes. When we select our method to share, we are once again prompted to select the type of file that we wish to share.
As soon as we select the file type, the file will begin to send to iTunes. The file will then be added to your iTunes account when you choose to sync your iPad with your computer. This process for sending files is the same in both the Schedule and Resource Views.
The last place that we can export data from is the Schedule Dashboard. While in the Schedule Dashboard, we have two options for exporting. We can choose to export the entire document, as we have done in previous steps, or we can share an image of the entire dashboard view as a PDF or PNG file. To export as an image, we’ll follow the same first step: go to the Tools icon and select Share & Print Dashboard.
Within sharing and printing, we have several options including: send via email, save to photos, or even to print a hard copy of the dashboard. Let’s select Email, so that we can easily send an image of our dashboard to project stakeholders. Similar to selecting to share the entire file, we can now select what format we wish to send the file, as a PDF or PNG image file.
When we select PNG, the file will be converted to a simple image and then directly added to a blank email. When the recipient receives the email, they can easily view the entire dashboard without having to open any additional applications.
Now that we’ve seen several methods for sharing schedules in FastTrack Schedule Go, which method do you think will work best for you? Will you choose to send your entire file so other FastTrack Schedule Go users can view it, or would you rather send an image of your Schedule Dashboard to quickly convey your most important project metrics?