Basic PPO Functionality

This article covers:

PPO is a fully web-based application, which means users can only access PPO through a web browser. The following pieces of functionality are basic browser functions that allows the user to easily move around in PPO.


Tooltips provide users with additional information regarding any field or icon within PPO. To access the tooltip, hover the mouse pointer over the field or icon that requires further explanation.

Example of a tooltip on a data field:


Example of a tooltip on an icon/button:


For more information on how to change the tooltip for data fields, see the following knowledge base article.

Choosing a file

The choose file function will appear wherever a document is uploaded. You can either 'drag and drop' a document or select "click here" to find a document from your file explorer:


Note that the maximum file size that can be uploaded is 50MB.

Main menu

The Main Menu makes it easy to navigate to the various pages in PPO.  Be it setting your user preferences, updating your project, running your weekly dashboard or booking the time you spent this week, the main menu has it covered plus more.


For more information on the main menu, see the following knowledge base article

Searchable drop-downs

When adding / editing a record in PPO you will come across list fields which includes Project Lists, Employee Lists, Programme Lists, Custom Lists and Entity lists. 

All of these lists are fully searchable to reduce the time it takes to find the item you are looking for. Below are a 2 examples:

Searching for an employee (Issue Owner)


Searching for a custom list item (Document Type)


Page names

Every page in PPO has a page name which appears in the top left hand corner of the page. Page names support a user when navigating through PPO and when requesting support from the support desk.

The example below shows you that you are on the Issues List page:


This example shows you that you are on the Issue View page.


Action buttons and actions menu 

Most pages in PPO provide a primary action button as well as a secondary actions menu that contains the additional actions that are available in the current context. 

On an entity view page for instance, the primary action button allows the user to edit the item while the secondary action menu contain options to delete the current item as well as options to add a new item or navigate back to the list page.


On a list page the secondary actions provide a user with the ability to edit, delete and move multiple items as well as the ability to navigate to the project view page (should a single project be filtered on)


For more information on editing multiple items, see the following knowledge base article

Some pages have special secondary actions.

Project view page example:


Document view page example:


The action menu for each user group can be defined by granting the user group access to add, edit, delete or move items. For example, project administrators may have access to the full risk action menu:


However, the project team members may only have access to selected functions in the action panel.


For more information on granting user group access, see the following knowledge base article.


When accessing the project related entity view pages, you will notice that there is a hyperlink on the project name. This means you can quickly access the associated project for the item you are viewing.


The same is applicable for any employee, programme and entity list fields. This hyperlink will take you directly to the record that has been hyperlinked.

Show / hide functionality

PPO allows for both entities and sections to be collapsed (hidden) and expanded (shown) in order to make screens more manageable. The show / hide buttons are located in the entity / section headings on the right hand side of the page. Click on these icons to show or hide the section.


The Scope Changes section has been hidden by clicking on the show / hide icon on the Project View Page:


All view, add and edit pages in PPO show data fields grouped into categories. Each category name is highlighted and also allows for the category / section to be expanded or collapsed to show more or less information.


In the example above, Task Information, Task Progress and Planning Information are all categories. The Task Progress category has been collapsed and can be expanded by clicking on the arrow on the category line.


PPO will store the selections on the show / hide functionality as a user preference. In other words, if a section is hidden by the user, PPO will see this as a user preference and will keep the section hidden until the user chooses to show the section again.

Required fields

Required fields are fields that have to be specified before the user can submit a record. Required fields are shown with grey input boxes, whereas non-required fields have white input boxes.


For more information on required fields, please see the following knowledge base article.

Updating single records

To edit the current record, click on the Edit button.


 The Risk Edit page will open.


To add a new risk record, click on the Add button from the Risk List page.


The Risk Add page will open.


Should you have the need to update multiple records at the same time you can access the following knowledge base article for more information.

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