Frequently asked questions


20 (of 20)

What is the difference between profiles and descriptions?

Profiles form the backbone of the descriptions. Depending on the selected profile, the resulting description will be detailed or brief. Take, for example, an existing description and switch the profile: you will only see the portion of your previously entered data that is pertinent for the profile you have switched to. If you switch, say, from 'draft' profile to 'project design' profile, all data from the draft are displayed, and new entry fields appear. If you later swich back and assign 'draft profile' to your description, you will now only see the portion of text that is relevant for the draft. We recommend starting with the project draft. After completion, copy it and assign a new profile called 'project design' to it. You can now expand your text and and write a fuller project description on the base of the data already entered in the draft version. Since you are not working on your original draft, but with a copy, the draft will not be affected by the changes or additions you are making.

I have created an adapted standard profile which meets our own requirements and I would like to make it available to my team co-workers. Is that possible?

You can invite registered users individually to each of your profiles and give them appropriate access rights (read/edit) for each one. If you give a person the right to read a particular profile of yours, this person will now see that profile in his/her customized profile list.

What are goal categories and how do I deal with them?

Depending on the profile you are using, you may find a table called 'table of goals and objectives' which proposes different 'categories of objectives'. These categories were created to help you group different kinds of objectives (e.g. according to themes, settings, ...). Choose the goal category first, then enter each objective in the table

How many descriptions should I establish for my project?

We recommend that you start with a single description, and assign 'draft' profile (in the category 'standard profiles') to it. When this is done, duplicate the description, assign the 'project design' profile to it and continue to work with this more detailed profile. If you are managing the project, copy this more detailed description and assign the profile 'milestones' to it. When you finalize the project and are writing a final report, copy the last version of a description and assign the profile 'final report' to it.
In general, you have four consecutive descriptions at the end of a project:

  1. Draft
  2. Project design
  3. Milestone report/Project management chart
  4. Final report

By copying a description, you can use once entered data whilst the leaving the previous version unchanged in case you want to come back to it at a later time.

You can also copy a standard profile and adapt it. The copied profile is then found under 'Customized profiles'. Before editing a description based on a copied and customized profile, you have to assign it in the meta data section of the description.

Who can I contact if I discover problems or faults in the tool?

Register - if you have not already done so - and log on. You can then describe the error in the appropriate forums. The technical support will resolve the problem as quickly as possible. Please indicate the browser and what version you are using (e.g. Internet Explorer 7, Firefox 2, Safari 3, etc.). Cf. System requirements.

Is it possible to keep several windows open so that I can easily change from one window to another?

If you keep the ctrl button or the right hand mouse pushed down when choosing a link, the new page will be displayed in a new window (or tab) and you can then easily switch between multiple views.

What is the function of the project journal?

The project journal offers the possibility to record ideas, short notes or tasks. The entries can remain private or be shared so that other actors in the project (with the exception of "guests") can read them.

What are the best browsers for an uptimal use of the Good-Practice project-management tool?

The Good-Practice Project management tool can be used with Firefox, Safari, Opera, or Internet Explorer (version 7). We recommend Firefox oder Safari. Javascript must not be de-activated.

Where can I change my login data?

After registration, click on 'My profile/My profile data'. This is how you will get to your personal data which you can change at any time.

The numbering in one of my lists is incorrect. How can I change it?

Numbering can be updated by clicking on an item in the list, holding it and moving it up or down. If necessary, you can move them back to the original place. If there is only one item in the list and which is not numbered as no 1, make a temporary second entry, assign the no 1 to the appropriate one and then delete the temporary second entry.

I have registered but have not received any activation email. Why is that?

Either the e-mail address you provided at registration is incorrect, so that the activation email could not be delivered or the activation email is stuck in the spam filter in your e-mail programme and has been put in folder called 'spam', 'junk', or similar.

What happens to my data if I leave the project?

All project-related data entered (descriptions, assessments, journal entries, documents, tasks ...) continue to be stored, but you have no more access to it, unless you are reinstated in the project.

Can I change the title that is shown in the reports?

You can change the title and the order of sections as well as the type of tables in reports by using customized templates. Copy an existing template and adapt this to your requirements.

What happens to my data if I leave a project, i.e. I am no longer a member of the project?

All project-related data entered (descriptions, assessments, journal entries, documents, tasks ...) continue to be stored, but you have no more access to it, unless you are reinstated in the project.

Our institution would like to add its own logo and footer to reports. Is this possible?

A logo can be uploaded to every project (via settings) which can then be displayed in all reports on the project, either top left, top right or center. However, footers cannot be added in the project management tool. They must be inserted after the report has been generated e.g. in Word.

How can I incorporate a structured organization chart, an outcome model or other images and graphics in my report (e.g. project plan)?

Images and graphics can be created using an appropriate program on a local computer (e.g. using the PowerPoint templates under "Quality system/tools") and uploaded to the tool as documents. This makes them available to all other actors in the project (depending on their roles and rights). The images and graphics can be printed out locally and added to the report as an annex or inserted in the text when post-processing the report.

Is it possible to format text in the project management tool?

You can format within multi-line text fields as follows:

Italic and bold


results in word (italic)


results in word (bold)

Attention: no spaces are allowed between word and asterisk.

Listings (unordered lists)

* one
* two
* three

results in:

  • one
  • two
  • three

Attention: Before and after every listing a blank line must be added. The bullet point should be added at the beginning of the line and followed by a space. You may use "–" instead of "∗"

Numbering (ordered lists)

1. one
1. two
1. three 

results in:

  1. one
  2. two
  3. three

Attention: Before and after every listing a blank line must be added. The numbers must be placed at the beginning of the line and followed by a space.

What templates are available for quality assessments of projects or programs?

The quality criteria lists act as templates for quality assessments of projects or programs. The list of quint-essenz quality criteria is used as standard. Alternatively, other criteria lists are available such as the EQUIHP European criteria list.

The quality criteria lists cannot be changed. They are the result of lengthy consensus processes between various actors and should be used in this form as a reference for quality assurance.

How can I select and adjust templates for my project descriptions?

Every description is allocated a specific template. The template stipulates which elements are relevant, what they are called and in what order they should appear. In addition, specific display options can be selected (e.g. data in list or tabular form). As the data entered in a description are saved independently of the chosen template, a description can be allocated to a new template at any time.

There are three different types of template:

Standard templates: Sample templates provided by quint-essenz that are automatically selected for new descriptions.

Institutional templates: Templates that are made public by institutions and can be used by everyone (e.g. request forms from project funds).

Customized templates: You can copy an existing template and adapt this to your requirements. The copy appears in the list of your own templates and can be edited there. You can change the title and the order of sections as well as the key questions and type of tables in the descriptions. You can make your templates accessible to other people by adding these people to the list of actors. The list of customized templates also includes templates that you created yourself and the customized templates of other users to which you have been given access.

Is it possible to link individual community profiles?

Yes, it is possible to make links between organizations, projects/programs and professionals visible. This works as follows:

Organization - professionals: The organization accepts previously registered users in its list of members. These people then become visible as members – either with just their name, or with a personal profile, if this is public. Accepted professionals are informed by e-mail.

Organization - projects/programs: Where it is involved in a project or program as a sponsor, financial backer or in another role, the organization can make this link visible.

Project/program - professionals: Project owners or administrators add previously registered or new users to the project, thereby making the link to the project visible. Previously registered users are informed of this by e-mail. Unregistered users receive an e-mail with a request to register on Good-Practice.

Program - projects: Program owners or administrators can add already-entered projects to the program.

Specialist groups - professionals: Owners or moderators of a specialist groups invite previously registered or new users to the group of professionals. Invitations need to be accepted. Along with the invitation e-mail, unregistered users receive a request to register on Good-Practice.

Last modification: 25 November, 2022 12:18