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1. Administration Checklist

\n\n

This manual refers to Easy Redmine and Easy Project version 14. The functionality of both products is almost identical, therefore the terms “Easy Redmine” and “Easy Project” are used synonymously throughout this manual.

\n

Now that your application is installed and ready for use, it is time to prepare it for the structured management of your projects, issues, and other business processes.

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With version 14, Easy Redmine / Easy Project has become even more flexible, modern, and powerful. The platform can be precisely adapted to any type of organization and working style — from small teams to complex enterprise environments.

\n

Due to this high level of customizability, there are many corresponding settings and configuration options. This manual guides you step by step through the most important settings and helps you set up your system optimally.

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In the following, logically structured checklist, we highlight the key configurations you should consider during setup. Additionally, we provide practical tips for fine-tuning to help you use all features effectively.

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Whether you are just starting the setup or are already using a preconfigured Easy Redmine / Easy Project — we recommend going through this checklist completely. You may discover useful functions or optimizations that you previously missed.

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1.1 General

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1.1.1 Global Settings (General)

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Go to: Administration > Settings > General

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The user and time-tracking options are preconfigured and do not require adjustments.

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\n \n \n

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1.1.2 Global Settings (Display)

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Go to: Administration > Settings > Display

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Language – If all users speak the same language, we recommend enabling both language settings.

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Date and time formats should be selected explicitly. If you keep “Based on user language,” you may receive “error” messages about inconsistencies.

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\n \n \n

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1.1.3 Global Settings (API)

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Go to: Administration > Settings > API

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Enable JSON support – This checkbox must only be enabled if you intend to import or export JSON files.

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\n \n \n

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1.1.5 Global Settings (Email Notifications)

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Go to: Administration > Settings > Email notifications

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Notification email address (FROM) – We recommend using a general mailbox such as noreply@. This option is only relevant for Helpdesk projects with an integrated mailbox.

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If you want users to be able to add comments to issues by replying to a notification email, you must enter an existing mailbox and connect it to the Helpdesk (if you have purchased a plan that includes this feature).

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\n \n \n

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1.1.6 User Types

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Go to: Administration > User types

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Depending on the imported data, you will see one or more predefined user types. If multiple user types exist, first determine which ones you will actually use (less is more — only as many as needed and as few as possible). You should delete all unused user types so they do not appear as options when creating or editing user accounts.

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During these initial steps, ensure that only relevant start menu items are enabled. There should not be too many entries, and only the most frequently used items should be included (because of smaller screen widths). When entering custom menu items, use relative paths, e.g., /issues, instead of https://is.easysoftware.com/issues

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An important setting is the visibility of user types.
\nDuring initial configuration, you may allow each type to see all others.

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If you do NOT mark a user type as internal, this results in:

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Detailed technical documentation: https://www.easyredmine.com/documentation-of-easy-redmine/article/user-types

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1.1.7 Export Templates

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Go to: Administration > Export templates

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This setting is initially negligible. However, if you work in a large company with a high level of corporate branding, it may be necessary to define branded export templates.

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For list exports, you must use the dynamic token %query%, which is replaced in the export by the current list you are viewing (e.g., issues for invoicing, time tracking report, etc.).

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Detailed technical documentation: https://www.easyredmine.com/documentation-of-easy-redmine/article/export-templates

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1.2 People

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1.2.1 Global Settings (Authentication)

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Go to: Administration > Settings > Authentication

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Authentication required – This is the default; users must log in to use the application.

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Disabling authentication is intended for cases where your application serves as an open portal with public projects.

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Through self-registration, you allow new visitors to create an account. The account must then be activated, either by clicking a link sent to their email or manually on the administration page (Users > filter by status Registered > Edit > Activate).

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You can automatically assign self-registered users to a specific user group (Administration > Groups), which can be added as a project member with a specific role (more in chapter 1.2.3). This way, newly registered users receive defined permissions without needing to be manually added to projects.

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Single Sign-On – If this option is available in your instance, please do not make any changes to its configuration. Single Sign-On is handled through the user management of the Cloudogu Ecosystem or the Bundescloud development platform.

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Two-factor authentication (TOTP) requires external mobile apps (e.g., Authy, Google Authenticator) and can be configured easily. SMS authentication requires extended configuration of an SMS gateway connection to Easy Redmine / Easy Project.

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Nevertheless, your users’ accounts are secure enough if you enforce strong passwords and an automatic session expiration. Two-factor authentication should only be used when required by official security policies.

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Detailed technical documentation: https://www.easyredmine.com/documentation-of-easy-redmine/article/authentication

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1.2.2 LDAP Authentication

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Go to: Administration > LDAP Authentication

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As with Single Sign-On: please do not change the configuration here.

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Detailed technical documentation: https://www.easyredmine.com/documentation-of-easy-redmine/article/ldap-authentication

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\n \n \n

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1.2.3 Users and Groups

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Go to: Administration > Users > New User

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Basic information for user creation:

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\n \n \n

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Focus on user groups
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Managing user groups is very simple: Administration > Groups > New Group. Name the group and add members after creation.

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User groups simplify filtering tasks or spent time or any other entity – instead of selecting users one by one, you select the group. They also help with task assignment – assign a task to a group and allow its members to choose which specific user will take the task. Most importantly, groups offer quick/automatic assignment of members to projects. You only need to add the group to the respective projects under a specific role, and all users who are members of the group automatically become members of those projects. The same logic applies when removing members from groups. If you delete a group, all members of the group are removed from all projects where the group was assigned.

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When setting up your application, you should create a few basic groups that will make future project member management easier.

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\n \n \n

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1.2.4 Custom Fields

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Go to: Administration > Custom fields > Users (or New custom field > Users)

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In addition to system-defined attributes, you can add custom attributes (e.g., phone numbers, departments, job titles, etc.) that can take different types of values (boolean, text, number, etc.). These fields can then be used flexibly within projects (e.g., in tabs, sections, etc.). We recommend configuring only truly necessary attributes to keep project pages clear and organized.

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Detailed technical documentation: https://www.easyredmine.com/documentation-of-easy-redmine/article/custom-fields

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1.2.5 Page Templates

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Go to: Administration > Dashboard customisation

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All users have their own homepage – their personal dashboard/workspace. It is the first page you access when logging in and is always available in the main menu via the “Homepage” button. This page is customizable so that users see exactly what they need.

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\n \n \n

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We recommend not allowing users to change their homepage during the first months (via roles and permissions – chapter 1.2.7). Users with the same position should have uniform homepages. Otherwise, they may make changes that disrupt their work (e.g., hiding tasks they should monitor). If you decide to create your own page templates, keep them simple. Set a reasonable limit for lists (between 10–15 items). Once you receive feedback, you can gradually optimize the pages.

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1.2.6 Working Calendars

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Go to: Administration > Working time – Templates > (New Calendar)

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Working calendars allow you to define a work system for the entire company (Monday–Friday, 9 a.m.–5 p.m. with a 30-minute lunch break), specific calendars for part-time users, and even a fully custom calendar.

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The assigned calendar determines time and attendance reports for each user.

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Detailed technical documentation: https://www.easyredmine.com/documentation-of-easy-redmine/article/working-time-calendar

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\n \n \n

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If you have no roles yet, you must create a new one. This setting is quite complex because it affects many areas of the entire application. The most commonly used areas are: project, issue tracking, and time tracking.

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Most permissions are self-explanatory. However, there are some general principles to highlight:

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Global vs. Project Permissions
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All special permissions fall into two main groups:

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For example: If you have the Management role in Project A and the Worker role in Project B, you can create issues only in Project A, because the Worker role does not allow issue creation.

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\n \n \n

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Evergreen principle – Keep it simple
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It is sufficient to start with three role levels: Top Manager, Team Leader, Team Member. Based on experience, you can later refine and create new roles for specific cases.

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Special Roles – Non-member, Anonymous
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In the list of roles and permissions, you will always see two roles that cannot be deleted: Anonymous and Non-member. As described in chapter 1.2.1 (Authentication settings), if authentication is disabled, the application becomes accessible without login. Users who are not logged in are considered “Anonymous”, and their permissions are defined by this role. If login is required, you can ignore this role.

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Non-member – global permissions apply to all registered users. Project permissions apply to users who are not members of the project but are allowed to see it.

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Both of the above roles can see public projects, and project permissions apply to them. Normal projects are not public, but you can choose to make certain projects public to make them accessible without adding users as project members.

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What do the letters R, M and L stand for?
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Next to certain permissions, you may see letters:

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1.3 Projects

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1.3.1 Global Settings (Projects)

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Go to: Administration > Settings > Projects

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\n \n \n

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Import / export of templates
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You can import or export a template under: Administration > Project templates

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If you want to export a template from your system, click the gear icon of the respective template and then Export template.

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If you want to import a project template you have as a file, click Import template in the top right corner of this administration section.

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\n \n \n

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1.3.4 Custom Project Fields

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Go to: Administration > Custom fields > Projects (or New custom field > Projects)

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Decide how you want to categorize your projects. Some commonly used examples are: Project phase (list), Shipping date (date), Project type (list)

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Detailed technical documentation: https://www.easyredmine.com/documentation-of-easy-redmine/article/custom-fields

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1.3.5 Project Overview Templates

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Go to: Administration > Page customization > Project – Homepage

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The project overview is the first page of a specific project. Below is an example of a project overview page.

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The default page template is applied to new projects. Page templates can also be applied to existing projects.

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From our experience, we recommend using the modules Project description and Project info on the overview page. Project members or subprojects can also be part of this page.

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1.4 Issue Tracking

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1.4.1 Global Settings (Issue Tracking)

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Go to: Administration > Settings > Issue tracking

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1.4.2 Trackers

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Go to: Administration > Trackers

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If you are just starting with Easy Redmine / Easy Project to manage the regular work of a team of up to 25 members, you will not really need more than one tracker called Issue (or Task). Over time, you may find that you want to better differentiate the type of work your users perform.

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A tracker can simply be understood as a type of work order, for example: Audit, Documentation, Architectural proposal, Construction, Workshop, Programming, etc. Trackers are fully customizable; you have complete control over them.

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Attributes of a tracker
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Trackers can be activated/deactivated per project and can have their own set of custom fields.

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1.4.3 Issue Statuses

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Go to: Administration > Issue statuses

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Individually definable issue statuses make Easy Redmine / Easy Project such a powerful and flexible tool. Our experience from hundreds of customer implementations shows that an initial solution typically consists of four statuses:

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New > In progress > Approved > Closed

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We recommend starting with equivalents of these stages that you name according to your own practice. For the final stage, the option Issue closed should be checked.

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\n \n \n

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Here you configure the default filter – the default form of the issue list when opened by any user.

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Be sure to set the filter Status – open, so that old, closed issues are not displayed.

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Regarding the visible columns, you should consider the screen width of your project members. We recommend placing the issue name (Subject) in the first column, so project staff can access issue detail views as quickly and easily as possible.

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Project members can then adjust the columns of the filter view ad hoc according to their own needs.

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Go to: Administration > Manage saved filters > Issues

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Here you can predefine other types of issue lists (including charts or pivot tables – reports). Saved filters are displayed in the right sidebar of the issue list or in the header.

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\n \n \n

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There are many configuration options for issue sets so that you can adapt them to any possible use case. For a start, we recommend creating filters for: Overdue issues per user, or High priority issues per user.

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1.5 Time Tracking

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1.5.1 Global Settings (Time Tracking)

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Go to: Administration > Settings > Spent time

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First, we should clarify a few semantic questions. What are spent time, time tracking and time entry/entries?

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Approvals for spent time
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Approvals mean that project members with sufficient permissions (chapter 1.2.7) can approve and reject time entries of project staff. When a time entry is approved, it gets the status “approved” and can no longer be changed (not even by an administrator). There are no email notifications for time entry approvals. This means that if you want to work with this feature, you should prepare some filters that show only not yet approved entries.

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Limits
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We recommend a reasonable limit for the past (around ~14 days), so that not too many values are shown. Logging time in the future should not be allowed at all (0). The daily limit is intended more for legal purposes, but a limit of 24 hours makes good sense.

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Other settings
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The most important settings are: Allow time tracking on closed issues (we recommend leaving this enabled), and An issue must be selected when logging time, which controls whether you are allowed to log time directly on the project or not.

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1.5.2 Activities

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Go to: Administration > Categories > Activities (Spent time)

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Time activities are used as an additional dimension for categorization and for reporting.

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Use exactly the category names that are understood by everyone in your organization. For example: Work and Meeting. Every time users do not have a meeting, they will log Work. This gives you an overview of how much of the day is spent in meetings.

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We recommend creating as few categories as possible and as many as necessary – 4–5 categories is a good rule of thumb.

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To force your users to select an activity, you can simply not set any activity as default – then no activity is preselected when time is logged.

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1.5.3 Custom Fields for Spent Time

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Go to: Administration > Custom fields > New (or New custom field > Spent time)

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In the previous three chapters on custom fields, you learned everything essential about these fields. Here we only want to recommend that you do not make life harder for your users by marking custom fields as required.

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Even better: try to avoid any custom fields for spent time altogether. There are already enough attributes you can use to filter/report on spent time: issue attributes, project attributes, user attributes, activities.

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1.6 Dashboards

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Go to: Administration > Page customization

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In chapters 1.2.5 and 1.3.4, we already used this setting to manage the page templates My page and Project overview.

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Now we will look at general dashboards that can be used for all types of cross-company overviews – in the following, we call them global dashboards.

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You can create them completely from scratch by clicking the New page button.

\n
Page properties
\n\n

Most likely, when you are first setting up the application, you will not yet have a clear concept of the types of dashboards and reports you will be using.
\nThis means that this configuration may only make sense after a few weeks of production use.

\n

Do not spend too much time building dashboards with theoretical reports before you have sufficient data in the system.

\n

\n \n \n

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