> ## Documentation Index
> Fetch the complete documentation index at: https://collabase.ch/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Set up HERMES in Collabase

> Step-by-step setup of HERMES project management in Collabase: workflows, task types, HERMES fields, project templates per scenario, risk and decision registers, approvals.

This page walks you through a HERMES setup that your whole organization can reuse. You configure it once as an administrator. Project managers then create each new HERMES project from a template.

| HERMES element                   | Collabase building block                                                                                  |
| -------------------------------- | --------------------------------------------------------------------------------------------------------- |
| **Project**                      | A project in the Space of the core organization                                                           |
| **Scenario**                     | A [project template](/docs/projects/templates)                                                                 |
| **Phase**                        | A task of the type **Phase**, with dates, on the [Roadmap](/docs/projects/roadmap)                             |
| **Outcome**                      | A task of the type **Outcome** as subtask of its phase, plus a page in [Collabase Docs](/docs/docs/pages)      |
| **Milestone**                    | A task of the type **Milestone** in a governed workflow, approved through [Automation](/docs/automation/nodes) |
| **Roles**                        | [Groups and Space roles](/docs/concepts/permissions)                                                           |
| **Risk list and decision lists** | Object types in a [Registry](/docs/registry/overview) schema                                                   |
| **Tests**                        | [Test Management](/docs/test-management/overview) with milestones                                              |

## Before you start

You need the **Admin** instance role. Download the scenarios and document templates you use from [HERMES online](https://www.hermes.admin.ch/en/downloads.html).

## Step 1: Create the workflows

<Steps>
  <Step title="Open Admin → Workflows">
    Global workflows can be assigned to project templates. See [Workflows](/docs/projects/workflows).
  </Step>

  <Step title="Create an outcome workflow">
    Add statuses such as `Open` (TODO), `In progress` (IN\_PROGRESS), `In review` (IN\_PROGRESS) and `Approved` (DONE).
  </Step>

  <Step title="Create a milestone workflow">
    Add `Open` (TODO), `Submitted for decision` (IN\_PROGRESS), `Released` (DONE) and `Rejected` (DONE). Under **Settings → Transitions**, allow `Released` and `Rejected` only from `Submitted for decision`.
  </Step>
</Steps>

## Step 2: Create the task types

In **Admin → Task Types**, create these types. Task types must exist at the global level before you can add them to a template.

| Task type       | Use                                                      |
| --------------- | -------------------------------------------------------- |
| **Phase**       | One per HERMES phase, with start and due date            |
| **Outcome**     | One per document or state the project must deliver       |
| **Milestone**   | One per decision point                                   |
| **Requirement** | Solution requirements, for agile projects in the backlog |

## Step 3: Create the HERMES field collection

<Steps>
  <Step title="Open Admin → Custom Fields → Collections">
    Click **+ New Collection** and name it `HERMES`. See [Setting up a project](/docs/projects/project-setup).
  </Step>

  <Step title="Add the fields">
    | Field                | Type            | Values                                                              |
    | -------------------- | --------------- | ------------------------------------------------------------------- |
    | **HERMES phase**     | Select          | Initiation, Concept, Implementation, Deployment, Execution, Closure |
    | **Module**           | Select          | The modules of your scenarios                                       |
    | **Responsible role** | Select          | The HERMES roles you use                                            |
    | **Minimum required** | Checkbox        | Marks minimum required documents                                    |
    | **Decision**         | Registry Object | Links a milestone to its Decision object                            |
  </Step>
</Steps>

## Step 4: Create the registers in Registry

<Steps>
  <Step title="Create a schema">
    Open **Registry** in the main navigation and click **+ New Schema**, for example `Project governance`. See [Schema Designer](/docs/registry/schema-designer).
  </Step>

  <Step title="Add a Risk object type">
    Attributes such as title, description, probability (Select), impact (Select), status, owner (User), review date and mitigation.
  </Step>

  <Step title="Add a Decision object type">
    Attributes such as title, context, decision, rationale, decided by (User) and decided on (Date). This is your list of project decisions.
  </Step>

  <Step title="Set the permissions">
    Under **Settings → Permissions** of the schema, give the project management group **Editor** and the project committee **Viewer**.
  </Step>
</Steps>

## Step 5: Create one project template per scenario

<Steps>
  <Step title="Open Admin → Project Templates">
    Click **+ New Template** and name it after the scenario, for example `HERMES IT development`.
  </Step>

  <Step title="Assign workflows, task types and fields">
    Add both workflows, the four task types and the `HERMES` field collection.
  </Step>

  <Step title="Choose the views">
    For traditional projects: **Timeline**, **Board**, **Work Items**, **Docs**, **Reports**. For agile projects add **Backlog** and **Sprints**.
  </Step>

  <Step title="Publish">
    Enable **Published** and click **Save**.
  </Step>
</Steps>

Projects created from the template stay linked to it, so later changes to the template can be passed on to them.

## Step 6: Automate the milestone approvals

Create an automation with the trigger `task.status_changed`, a condition on the status `Submitted for decision`, and an **Approval** node. Connect **On approve** and **On reject** to the actions that move the task on. See [Milestones and decisions](/docs/hermes/milestones) for the details.

## Step 7: Create the document templates

Build one [Collabase Docs template](/docs/docs/templates) per HERMES document you use, starting with the minimum required documents. See [Outcomes](/docs/hermes/outcomes).

## Start a HERMES project

<Steps>
  <Step title="Create the project">
    In the Space, click **+ New Project** and choose the template of your scenario.
  </Step>

  <Step title="Plan the phases">
    Create the **Phase** tasks with dates and the **Outcome** and **Milestone** tasks as subtasks.
  </Step>

  <Step title="Fill the roles">
    Add the role groups to the Space and make the project manager project **Owner**. See [Roles](/docs/hermes/roles).
  </Step>
</Steps>