Project Registers - Overview

 Value Statement

A Register is essentially a purpose-built list attached to one or more projects. Administrators define the data structure (fields, field types, groups, statuses, and behaviors) once at the system level; project teams then use that structure to create, edit, close, and track records throughout the project lifecycle.

Why Would A Customer Use This?

Many project management scenarios require structured, repeatable data capture that falls outside the standard Cora PPM entities (tasks, risks, issues). Examples include: action logs, decision logs, change requests, procurement logs, correspondence registers, lessons learned registers, meeting minutes, and more. Registers let customers define any of these without custom development.

From an end-user perspective, a Register:

• Appears as a named tab or widget on the project dashboard, the My Dashboard, and the Executive Dashboard.

• Displays records in a data grid — each row is one "register record" (e.g., one action, one change request, one lesson learned).

• Lets users add new records (if they have Add rights), open a record detail pop-up to fill in all fields, edit records in-line (if enabled), close/reopen records, copy records, attach documents, distribute records, and delete records.

• Supports a rich widget visualization: a donut/pie chart summarizing records by a chosen field (e.g., Status), date-based counters (Today / Tomorrow / This Week / This Month / Overdue), a trend line chart, and optionally a matrix (heat map) view.

• Can integrate with Workflow so records must go through an approval process before they are actioned.

• Supports Export to Excel and XML export.

• Can be linked to Gantt tasks (via Gantt Columns), nested inside other register records (Nested Grids), and be part of Alternative Hierarchies.

• Can optionally be used in Cost Control, as a Baseline Change Control register, or as part of the Cost Book (Advanced Financials).

 Use Cases

1. Action Log
   A project manager tracks follow-up actions from weekly status meetings. Each record captures: action description, owner, raised date, due date, priority, and status (Open/In Progress/Closed). The dashboard donut chart breaks down actions by status, and the "Overdue" counter flags anything past its due date so the PM can chase it in the next meeting.

2. Decision Log
   A program tracks key decisions made during design reviews — decision description, decision-maker, date, rationale, and linked risk/issue if applicable. Records are read-only once closed, giving an auditable trail of "who decided what and why" for later governance reviews.

3. Change Request (CR) Register
   A construction project logs proposed scope changes. Each CR record routes through a Workflow approval process (Submitted → Under Review → Approved/Rejected) before it's actioned. Once approved, the CR can feed into a Baseline Change Control register so the approved baseline updates automatically.

4. Procurement Log
   A PMO tracks purchase orders and supplier deliverables — PO number, supplier, value, order date, expected delivery, status. This register can link into Cost Control so committed and actual spend rolls up into the project's financials.

5. Correspondence Register
   An engineering firm logs all formal client correspondence — letters, emails, RFIs — with fields for sender, recipient, date sent, subject, and response due date. Documents (the actual letter/RFI PDF) are attached directly to each record, and records can be distributed to stakeholders for visibility.

6. Lessons Learned Register
   At project close-out, the team captures what went well and what didn't — category, description, recommendation, applicable phase. This register is displayed on the Executive Dashboard across projects so the PMO can spot recurring patterns (e.g., "procurement delays" showing up on multiple projects) and feed them into future project setup.

7. Meeting Minutes Register
   A register logs each meeting instance — date, attendees, topics discussed — with a Nested Grid inside each record capturing individual action items raised in that specific meeting. This keeps the meeting record and its actions linked without duplicating the standalone Action Log.

8. Risk Mitigation Tracker (Cost Book use)
   A register tracks contingency drawdown requests tied to identified risks, used as part of the Cost Book (Advanced Financials) so risk-related cost impacts are visible alongside the project's formal cost structure.

9. Site Inspection / QA Register
   A construction site team logs daily QA inspections — location, inspector, pass/fail, defects found — with a heat map (matrix view) showing defect concentration by location and date, helping site management spot problem areas at a glance.

10. 10. Gantt-Linked Deliverables Register
    A register of contractual deliverables is linked to Gantt tasks via Gantt Columns, so each deliverable's due date and status show directly on the schedule view rather than requiring the team to check a separate log.

Frequently Asked Questions (FAQ)

For end users

Q: Who can add or edit records in a Register?
A: This is controlled by rights set at the project level via project access/profile permissions — a user might have View-only, Add, Edit, or Delete rights depending on their project role. If you can't add a record, your project admin needs to grant Add rights for that Register.

Q: Can I edit a record directly in the grid, or do I have to open it?
A: Depends on configuration. Some fields are enabled for in-line editing (edit right in the grid); others require opening the record detail pop-up. If a field isn't editable in-line, it usually means it wasn't configured that way — check with your admin.

Q: What happens when I close a record — can I reopen it?
A: Closed records are typically excluded from active counts/charts but remain in the log. Reopening is usually allowed if you have Edit rights, unless the admin has restricted it (e.g., once a Workflow approval is complete).

Q: Can I attach files to a register record?
A: Yes, if document attachment is enabled for that Register — you can attach supporting files (e.g., a signed CR, a photo of a defect) directly to the record.

Q: Can I send a record to someone who isn't in Cora?
A: No. Cora has the ability to send register records via the Distribute function, which typically emails a snapshot of the record out — but this depends on whether Distribute is enabled on that Register. However, recipients must be a Cora User with a email address populated on their profile.

Q: Why can't I see a Register that a colleague can see?
A: Registers are configured per-project and per-role. If it's not appearing on your dashboard, it may not be assigned to your project, or your role may not have View rights.

For Administrators

Q: Can I create my own Register without IT/development help?
A: Yes! that's the point of Registers. Admins define fields, statuses, and behaviors at the system level through configuration, not custom code. It does typically require system admin access, not just project-level access.

Q: How is a Register different from using Tasks?
A: Tasks are fixed, purpose-built Cora entities. Registers are fully custom — you define the fields yourself, so they're for logs that don't fit those standard structures (correspondence, decisions, procurement, etc.).

Q: Can two projects share the same Register structure?
A: Yes — the field/structure definition is set once at the system level and can be applied across multiple projects, so all projects use a consistent structure while each maintains its own records.

Q: Can I require approval before a record is actioned?
A: Yes, via Workflow integration — you can configure a Register so records must pass through defined approval steps before they're considered active/actioned.

Q: Can Register data feed into cost reporting?
A: Yes, in certain configurations — a Register can be used in Cost Control, as a Baseline Change Control register, or as part of the Cost Book under Advanced Financials.

Q: Can I nest one Register inside another?
A: Yes, via Nested Grids — e.g., individual action items nested inside a Meeting Minutes record.

Q: Can I get Register data out of Cora?
A: Yes — Registers support Export to Excel and XML export.

Q: Can Register data show on Executive Dashboards, not just the project?
A: Yes — Registers can be surfaced on the Project Dashboard, My Dashboard, and Executive/Strategy Dashboards, often as a widget with a chart, counters, or matrix view.

Troubleshooting

Q: My donut chart / trend chart isn't showing data — why?
A: Usually because the chart is summarizing by a field (e.g., Status) that has inconsistent or blank values across records, or because the widget hasn't been configured to point at the right field yet.

Q: The "Overdue" counter shows records I already closed — is that a bug?
A: Typically not. This happens when a closed record's due-date field wasn't cleared or the counter logic is based on due date rather than status. Worth checking counter configuration with your admin.

Q: Can I bulk-delete or bulk-edit records?
A: Depends on the interface — bulk actions aren't guaranteed on every Register; some support multi-select actions in the grid, others only allow one-at-a-time edits. This will depend on your project profile and if the administrator has enabled the delete function.