Managing Project Files, Reports, and Tasks in PrepBase

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Managing Project Files, Reports, and Tasks in PrepBase

This article explains how admins can organize files, track reports, and manage tasks within a project. These tools work together to keep all project-related information structured, searchable, and accessible to the right people at the right time.

1. Overview: Where to Manage Files, Reports, and Tasks

All file, report, and task management happens inside an individual project.

Navigation path:


Projects → Select a Project → Project Detail → View Lists

Within View Lists, you will find dedicated tabs for:

  • Files

  • Custom Reports

  • Tier Reports

  • Tasks

Each tab has its own add, edit, filter, and action controls.

 

2. Managing Project Files

The Files tab is used to store and organize all documents related to a project, such as reports, resources, submissions, and reference material.

Adding Files

  1. Open the Files tab inside the project.

  2. Click ➕ Add File.

  3. Fill in the following fields:

    • File Name

    • Category (e.g., Counseling, Tutoring)

    • Sub-Category (optional)

    • Visibility (Public, Admin, etc.)

    • Upload File

  4. Click Save to upload the file.

Creating and Using Folders

  • Use ➕ Create Folder to group related files.

  • Click a folder name to open it in a new view and manage files inside it.

  • Folders help separate documents by topic, phase, or department.

File Actions

From the three-dot menu beside any file, you can:

  • Click on name of the file to view in a new tab

  • Download the file

  • Edit file details (name, category, visibility)

  • Delete the file

Filtering Files

Use filters to quickly find files by:

  • Category

  • Sub-Category

  • Added By

  • Visibility

  • Date (calendar filter)

3. Managing Custom Reports

Custom Reports allow structured data collection for students within a project (for example: assessments, reviews, or evaluations).

Adding a Custom Report to a Project

  1. Open the Custom Reports tab.

  2. Click ➕ Add.

  3. Select:

    • Report Template

    • Student

  4. Fill in the report questions as configured in the template.

  5. Click Update to save the submission.

Viewing Report Submissions

  • Click the Report Name to open the submitted report.

  • A modal displays all question responses in a read-only format.

Managing Reports

From the three-dot menu, you can:

  • View the report submission

  • Edit responses

  • Delete the report entry

Filtering Reports

Reports can be filtered by:

  • Instructor

  • Student

  • Status

  • Date range (calendar filter)

4. Managing Tier Reports

Tier Reports are linked to tier-based workflows and help track student performance, actions, and feedback at specific stages.

Adding a Tier Report

  1. Open the Tier Reports tab.

  2. Click ➕ Add.

  3. Select the Student.

  4. Review the tier name and fill in:

    • Status

    • Action

    • Feedback

  5. Click Update to save.

Viewing Tier Reports

  • Click the Tier Report Name to view details.

  • The report shows status, action taken, and feedback text.

 
Tier Report Actions

Available actions include:

  • Edit

  • Delete

Filtering Tier Reports

Filter by:

  • Instructor

  • Student

  • Status

  • Date

5. Managing Project Tasks

Tasks help track actionable items assigned to students within a project.

Adding a Task

  1. Open the Tasks tab.

  2. Click ➕ Add.

  3. Complete the task form:

    • Student

    • Task Title

    • Task Details

    • Deadline

    • Task Feedback (optional)

    • Uploaded Solution / Attachment (optional)

  4. Click Update to create the task.

From the task’s three-dot menu:

Viewing Tasks
Editing Tasks

  • Edit task information or attachments

  • Delete the task

Task Status Tracking

Each task displays:

  • Deadline

  • Created date

  • Updated date

  • Current status (Active, Completed)

Filtering Tasks

Tasks can be filtered using:

  • Status

  • Instructor

  • Student

  • Deadline (calendar filter)

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