PROJECTS: Create a new Project
How do I create a new Project?
To create a new Project, simply navigate to Projects > Projects, and click the Add Project button.
From this page, you have a series of fields and options to create your Project.
This will be the name of the Project, which will be displayed in the list of Projects. All users who are assigned to a Project (including Clients) will see the Project name.
You can use Project Status to indicate the current status of the Project. You can also create and use your own custom Project Statuses. Read more about it HERE.
Project Start Date
This is an optional field.
Estimated Completion Date
While this is a required field, it may or may not be a big priority in your workflow. If you don't need to worry about this date, you can set it for any time in the future with no consequences.
Target Time on the Estimated Completion Date
If you are using the Estimated Completion Date, and your Project timelines are quite short (a matter of days), then you may want to assign a Target Time in addition to the Estimated Completion Date.
The Client WILL NOT see the information in the "Project Description" field. This is for the internal Team. This will be the description of the Project, which will be visible only to those who have the permissions to view the Project. By default, those who have permission are the Super Admin, all Admins, and the assigned Project Leader.
Client's Project Info
This is an information area you can use to display Project-specific info to your Client and any Secondary Clients. The Client WILL see the information in this field. Your internal Team WILL NOT see this information.
Adding Dynamic Data
In both Project Description and Client's Project Info, you can use Dynamic Data placeholders by clicking the "Placeholder Picker" in the toolbar.
These Dynamic Data placeholders will output the specific data that is associated with the Project's Primary Client.
Using these Dynamic Data placeholders, you can create a customized layout of Dynamic Data, which will be replaced by the associated data from the assigned Primary Client.
Project Description as viewed in the Project
Use this field to select your desired Client that will be assigned/related to the Project.
Alternatively, if the desired Client doesn’t exist in your installation yet, you can use the Add Client button beneath the field to add a new Client. This will bring up an Add Client overlay, with just a few fields that will allow you to quickly create a new Client.
TIP: If you don't want to assign this Project to a Client for whatever reason, we recommend creating an "internal" Client named "Internal Project". You can use a fake email address, or some email aliasing method to pass the email validation. Then, in the future, you can always use this Client for these kinds of scenarios.
After the new Client is created, they will be automatically assigned to the new Project you are creating.
If your Client is a larger company, you may be working on the Project with a few people at that company. In this case, you have the option to add Secondary Clients. Read more about Secondary Clients HERE.
Use these fields to assign various internal users to the Project. This would include the Super Account user, Admins, Project Managers, Teammates, and/or Salespersons. In order to assign a Task to a user inside a Project, that user will need to be assigned to the Project itself, which can be done here.
There are two ways to assign users to a Project. You can assign individual users directly to the Project through the Teammate dropdown menu. Or, you can assign entire groups of users through the Teams dropdown menu. These two assignment methods can be used in tandem; if you assign a Team to a Project, can you then add additional individual users to the Project.
PRO TIP: As a side note, your user (that you are logged-in as) will not appear as an option in this drop-down field, as you will automatically be assigned to the Project you create.
This field will designate the Project Leader for this Project. The Project Leader will manage all “Questions” and task approvals/completions within the Project. The Project Leader can be any Admin or Project Manager that exists in your installation.
Use this dropdown menu to optionally apply a Project Template to your new Project. You can read more about Project Templates in the corresponding section further below.
This section is for settings related to the value of this Project, or how the value will be calculated.
Use this field to optionally assign this Project to the desired Business Sector. For more information of Business Sectors, click HERE.
Estimated Value of Project
Use these fields to optionally set the estimated value of the Project. Enter a numeric value on the left, then select the currency from the dropdown menu on the right. All users who are assigned to a Project (including Clients) will be able to see the Project’s estimated value. You also have the option of setting the Estimated Time/Time Spent as required values for the Project.
Here you have the option to automatically change the Project Status to Complete when all Tasks have been marked as Complete, or vice-versa.
When you are finished filling out the Project details, click the Create button to save the Project. The Project will be immediately viewable to all assigned users. The users will also receive email notification regarding the new Project.