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Common Workflows

This page gives practical end-to-end examples of how users operate ProjectDesk during normal work.

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Workflow 1: Set Up a New Client Workspace

Best for: platform administrator, organization owner, HQ manager.
  1. Sign in.
  2. Create the organization workspace.
  3. Select the organization in the Organizations panel.
  4. Open Operations.
  5. Select Setup.
  6. Create the first client project.
  7. Add workstreams.
  8. Add field locations.
  9. Add activities.
  10. Open Team.
  11. Add users and assign roles.
  12. Return to Overview and confirm the workspace is ready.
Expected result: the workspace has enough structure for field users to submit evidence and managers to review progress.

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Workflow 2: Prepare Field Work

Best for: HQ manager, MEL lead, field supervisor.
  1. Open the correct organization.
  2. Open Operations.
  3. Select Setup.
  4. Confirm the project exists.
  5. Confirm workstreams match the real field plan.
  6. Confirm field locations are accurate.
  7. Create activities with clear evidence expectations.
  8. Ask field users to submit evidence against those activities.
Expected result: field users know exactly what actions to complete and where to submit evidence.

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Workflow 3: Submit Field Evidence

Best for: field staff, field supervisor, MEL lead.
  1. Open the correct organization.
  2. Open Operations.
  3. Select Evidence.
  4. Choose the activity.
  5. Enter a clear evidence title.
  6. Add the evidence link or file reference.
  7. Add field notes.
  8. Submit.
Expected result: the submission appears in the evidence list and waits for review.

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Workflow 4: Review Evidence

Best for: MEL lead, field supervisor, HQ manager, ProjectDesk services.
  1. Open the correct organization.
  2. Open Operations.
  3. Select Evidence.
  4. Review each item in the evidence review queue.
  5. Approve, request correction, or reject each submission.
  6. Use notes and service cases for follow-up when needed.
Expected result: the workspace separates trusted evidence from evidence that still needs work.

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Workflow 5: Import Field Data

Best for: MEL lead, HQ manager, ProjectDesk services.
  1. Open the correct organization.
  2. Open Operations.
  3. Select Evidence.
  4. Confirm the target project and activities exist.
  5. Prepare CSV data with title and activity_id.
  6. Paste the CSV into Field data import.
  7. Submit the import.
  8. Review import counts and errors.
  9. Correct and retry if needed.
Expected result: external field rows become workspace submissions.

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Workflow 6: Update MEL Progress

Best for: MEL lead, HQ manager.
  1. Open the correct organization.
  2. Open Operations.
  3. Select Reporting.
  4. Add or update indicator records.
  5. Compare actual values with targets.
  6. Add risks if progress is off track.
  7. Publish stakeholder updates when there is a meaningful change.
  8. Create report records for formal summaries.
Expected result: workspace progress stays visible and ready for stakeholder review.

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Workflow 7: Escalate an Operational Issue

Best for: HQ manager, MEL lead, field supervisor, ProjectDesk services.
  1. Open the correct organization.
  2. Open Operations.
  3. Select Services.
  4. Create a service case.
  5. Choose the right priority.
  6. Monitor the case until it is resolved.
Expected result: operational problems are visible to the ProjectDesk services team and can be acted on.

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Workflow 8: Stakeholder Review

Best for: donor viewer, auditor viewer, HQ manager.
  1. Sign in.
  2. Open the assigned organization.
  3. Review Overview.
  4. Open Operations.
  5. Select Reporting.
  6. Read indicators, risks, stakeholder updates, and reports.
  7. Use approved evidence records as support for the reporting view.
Expected result: stakeholders can inspect progress without editing the workspace.