This article explains how to create a new site and project in the YL tool, as well as how to archive a site once the project has been completed. The guide helps you understand the tool’s basic process from start to finish and ensures that sites and projects are managed correctly at different stages.
In this guide:
Creating a site in the tool
Working in the YL tool is based on a clear structure in which the site is the starting point for everything. Before the actual project can be created, a site must first be created in the system. The site specifies, among other things, who owns the overall responsability and which organisation or customer the work is related to. Only after this can one or more projects be created for the site.
In the YL tool, the site is the highest level under which projects are built. The site answers the question “whose site is this?” and defines ownership of all subsequent work.
To create a new site, start by going to Sites in the main menu and selecting Create new site. The user then enters the site’s basic details, which typically include:
- site name
- site owner (for example, a customer, business unit or organisation)
- optional site description
- person responsible for the site
- site status
Ownership information plays a key role, as it determines who is responsible for the site and which overall site the related projects belong to. All projects created under the site inherit this ownership.
Once the details have been completed, the site is saved. It will then appear in the site listing and be ready for projects to be created.
Creating a project under a site
Once the site has been created, you can move on to the actual project work. A project is always created within a site, and a project cannot be created without an existing site.
Create a project by opening the desired site and selecting Create new project or Add project to site. For the project, you can specify, for example:
- the project name
- project description and objectives
- schedule (start date and possible end date)
- person responsible for the project
- project status
Since a project always belongs to a specific site, the ownership information and any site-specific settings are automatically known, so they do not need to be defined again separately.
Archiving and restoring a site
When a site is no longer actively used, it can be archived. Archiving is intended for situations where the projects related to the site have been completed, but the information needs to be retained for later review or reporting.
Archived site:
- does not appear in the list of active sites
- cannot be edited during normal use
- still retains all related projects and information
If necessary, the site can be restored from the archive and made active again. After restoration, the site and its projects can once again be used and continued as normal. This enables flexible working even in situations where a previously completed overall site is reactivated.
Note! You can also mark the site as a template site if it is a test project: