Company-wide initiatives exist across companies of all types and sizes. Use this quick-start guide to set up your project flow and structure in Hive.
Step 1: Define the Initiative
Decide how the work comes in. Each type below has its own setup in Step 2.
Step 2: Sketch It Out in Hive
If the work was triggered by an event in the company:
Click New > Project.
To add teammates, go to More > Edit project > Members.
Add documents in the Attachments card on the project's Overview tab.
Use sections for the stages of the project, for example Planning, Execution and Closing:
In List view, click Create new section at the bottom. You can also go to More > Edit project > Structure > Sections.
New actions have no section. When List view is grouped by section, they show in the New group. To move an action, use the Section field in the action card.
In Gantt view, click Configure > Group by > Sections to group actions by section. Sections shows only when the project has sections. It does not show in summary views.
If it is an ongoing project:
Add actions to the existing project.
To bring a teammate into one action, @mention them in a comment or click + next to following in the action card.
For work you repeat, use an action template.
To create an action template:
Open your profile menu and click Settings > Templates > Action card.
Click Create action template. Add the name, labels, subactions, assignees and due dates.
To use a template, open an action and click More > Apply template.
If it is a weekly task:
Click the action's date, then Repeat.
If it is a request from another team:
If a request comes in by email, use Hive Mail to either:
Create a new task from the email. Open the email in Hive Mail and click Create action above the message.
Bonus: Email threads linked to action cards update with new replies. Anyone with access to the action card can view and reply to them.
Pull information in on the task from a Hive Form. Turn on Forms in the App Library, then click Create new form. Set the form to create an action in your project. To share it, click ⋮ > Copy link on the Forms page.
If the work comes from leadership:
Ask the project owner to add you to the project. Use Gantt view to see the tasks, dependencies and milestones. To open it, click + in the project tabs and select Gantt.
In Gantt view you can:
Group the chart: click Configure > Group by and select Project, Label, Phases or Sections. Phases shows only when the project has phases. Sections shows only when the project has sections.
Change the time scale in Configure > Scale.
Click the expand button at the bottom right to go full screen.
Change assignees in the Assignees column.
Add a dependency: drag the circle at the end of a bar to another bar. This needs the Dependencies app.
Add a milestone: open the action and click More > Mark as milestone.
Step 3: Check Out The Big Picture
Portfolio View
Portfolio View shows the progress of many projects in one table. It is a separate page, not a view inside a project such as Table or List. Turn on Portfolio View in the App Library, then open Configure View and select:
Projects: the projects to show.
Project Fields: the project fields to show as columns.
Actions: the actions, subactions or milestones to track across those projects.
To add another portfolio, click the arrow next to the title and select Add new portfolio. To share one, click More > Share. See Portfolio View for more.
Dashboards
Turn on Dashboards in the App Library, then add the Workspace Overview template to see progress across teams.
Risks and Issues
Turn on Risks and Issues in the App Library. On the Risks and Issues page, click Create new action under the project. To see a project's risks in the project, click + in the project tabs and select Risks/Issues.
Step 4: Time To Expand
External users
External users see only the projects you add them to. You need the External Users app.
Click Invite at the top of Hive.
Change Member to External and enter the email address. Click Next.
Select the projects and click Send invites.
To add an external user to another project, go to More > Edit project > Members. See External Users for what they can do.
New teammates
Click Invite at the top of Hive, enter the email addresses, and select their projects. Hive emails them the invite.
Step 5: Optimize your Meetings
Use Hive Notes to plan meetings and record next steps. Click Share to edit a note with your teammates.
To turn a next step into an action, highlight the text and click the Action icon. The status, assignee and due date stay in sync with the action card.
