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When creating a project there are different informations to take into account.
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Who and where:
- On unit: If the project is related to a process unit
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- Optional: The user isn't required to fill out a worksheet every day. Time registration is either not required be the company or this specific user is allowed to decide how to manage time registration
- Required: As the work implies, the user has to register time. The system will create a daily worksheet where time is expected to be registered and at the end of the day, the user will have to close the worksheet
- Automatic: The user can't register time. It's done automatically by the system by looking at what is planned on any specific day, and transfer that same time to the users worksheet, which is also closed automatically at the end of the day
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- During working hours: The system will only register the location during the working hours assigned in the workweek section as mentioned below
- Don't track: The system won't track the users location
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Workweek
When creating a user, you can add a workweek. This is used to for different purposes in Microbizz. For example when to plan a task, or for salary purposes. You can choose to ignore this section by not activating it.
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- a new window will open where you can fill out address details.
- No place
- This hides the option for choosing an address on the project.
- Responsible: Is the responsible of the project, normally the project manager.
- Team: The responsible team on the project.
- Work area: Used for suggested time registration type
Project info
- Title: Is the title of the project, similar to a task title or topic of an email.
- Type: Project types Used to keep a track of different project types and their associated custom fields.
- Status: Project status Used to keep a track of the projects current status.
- Priority: To set a priority of the project, this can be set with a value of 1-5, where 1 is highest and 5 is lowest.
- Show on extranet: Used to show the current project on the Microbizz extranet, which is a customer portal for out customers endusers.
- Expiration date: Used for GDPR purposes
- Description: Used for a detailed description of the project. It's possible to use different text sizes, fonts, tables and images from the tools above the description field.
- Files: Used to attach files to the project, this can be view on the file tab under the project card after the creation.
Billing, date and time
- Invoicing: Choose how the project should be billed; see details in the section about Invoicing.
- Requisition: Used to set a custom billling-number for the invoicing. This can be PO-numbers, etc.
- On separate invoice: If marked, then when the project is invoiced, it will always create a new invoice and never be placed on a already existing invoice that are from the same company as the project
- Price: This is visible if chosen as fixed price and here should the total invoice of the project be selected.
- Customer must accept price: Used to let the customer accept the price on the extranet (customer-portal)
- Budget: Used to estimate the cost of the project. This is divided into different budget areas which can be created from the task module > Settings > Budget areas
- Internal hours This is a default of the system and this contains the cost of all internal hours used in the system. This should be the total cost of the hours in Estimate-field.
- Other budget areas: Add an expected cost budget for the other work areas
- Estimate: Used for the total time estimation of internal users time registrations.
- Start date: The start date of project which is shown on the timeline afterwards.
- Deadline: The deadline of project which is shown on the timeline afterwards.
Subscribers and custom fields
- Subscribers: Used for email subscriptions, so the users in this field will receive email updates with changes on the project.
- External subscribers: Used for external email subscriptions, so the end customer (persons) in this field will receive email updates with changes on the project.
- Custom fields: Custom fields will be displayed in this part of the project card and this is depending on the project type, as custom fields are linked to project types.
That's it. You have now created a
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The buttons
On the project card there are buttons located and here is the description of their functions.
In the lower left corner, on the frontpage of the
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a button called Actions and when clicking on this button a list of options will appear:
Actions
- Edit project: Used to edit the
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User tabs
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- project information
- Assign tasks: Used to add an existing tasks to the current project. Enter task number or name to start the search.
- Create task: Used to create a new unassigned task to the project.
- Create appointment: Used to create a new unassigned calendar appointment to the project.
- To template: Used to create a new gannt-template from the current projects gannt-tab. (it will copy the current gannt as a new template)
- Copy: Make a copy of the project
- Quickedit: Quickly edit some project fields
- Transfer to quotation: Attach this project to an offer/quotation
- Print: Print the project
- SMS: Send an SMS from the project
- To template: Create a template from the selected project
- Copy: Copy the project to a new project
- Save as PDF: Convert the project to a PDF
- Apply update filter: Use an update filter with the project
Other
- Invoice now: Used to invoice the current project - a new window will appear where the systems suggest the invoicing based on the invoicing set on the project when created.
- Close project: Used to close the project, when it is completed or cancelled.
Project tabs
Right under the project card we see the project tabs. These have different purposes:
- Activity: Here is shown a chronological list of activities
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