Project Form
  • 06 Jun 2022
  • 7 Minutes to read
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Project Form

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    Light
  • PDF

The project form allows you to view and edit details for an individual project. You can also see all tasks that make up the project. The project form is divided into tabs, each with its own purpose. Following is a description of the default fields on each tab.

Also on this page: Available Fields for the Project Form

General Details

This tab contains general details for the project, including its name, category, status, start and end times, and manager. Fill out as many of these fields as are necessary for you to effectively manager your project.

ProjectfilesProjectgeneraldetailsProjectgeneraldetails.jpg

Several of the fields on the project form include (a full list may be found below):

Field
Description
ProgressCompletion percentage of the current project. Entered manually.
Calculated Progress

The completion percentage of the current project based upon the completion percentage of its component tasks.

This field is calculated as follows (T = task): (Progress T1 * (Estimation T1 / Total Task Estimation)) + (Progress T2 * (Estimation T2 / Total Task Estimation)) + (Progress T3...)

Raw EstimationEstimated number of hours it will take to complete the current project. Entered manually.
Total Task Estimation

The estimated number of hours it will take to complete the current project based upon the total estimated time it will take to complete each of its tasks.

This field is calculated as follows (T = task): (Estimation T1) + (Estimation T2) + (Estimation T3) + ...

ManagerThe individual responsible for this project. Manager's can receive automatic emails when a project changes. To enabled or disable these automatic emails, please go to Settings > Tasks & Projects > Settings.

Project icons

There are four icons available above the project form. The icons serve the following functions:

Choose which fields appear on the project form and in what order. A full list of fields available for the project form can be found below. Go here for more information about customizing forms

Customize the order in which tasks appear on the project Gantt chart, visible from the Gantt tab
Duplicate the current project and all tasks. Note that activities are not duplicated
Print the contents of the tab to .pdf

Description

On this tab you can add a project description and any applicable notes. You can also upload attachments to the project. Each attachment is timestamped so that you know exactly when it was added.

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Tasks

This tab shows you a list of all tasks that belong to the project you are viewing. Full instructions for using this list can be found here, with one difference: clicking TaskListfilesAddNewTaskAddNewTask.jpgfrom the Tasks tab automatically assigns the new task to the current project.

ProjectfilesTaskslistTaskslist.jpg

History

Any time an administrator saves changes to a project, the changes are recorded here. This allows you to see what changes have been made to a project, when they were made, and who made them. Click on The Project has changed to open a snapshot of how the project looked at that revision.

ProjectfilesProjecthistoryProjecthistory.jpg

Gantt

This tab shows you a Gantt chart of all tasks that are part of the current project. In order for a task to appear here, it must have both a start time, an end time, and a Progress %.

You may reorder fields on this Gantt chart by using the customize Gantt icon SharedimagesCustomizeGanttCustomizeGantt.jpg, found on the upper menu bar.

ProjectfilesProjectGanttProjectGantt.jpg

Notification

The Notification tab allows you to send notifications for all tasks in a project at once.

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Each task can have its own notification, specified in the Notification tab on the task form. The task form also allows you to specify individually when these notifications will be sent. However, there are times when you will want to send all task notifications for a particular project at once. An example could be a new employee project that you constantly reuse. In such a case, each notification would go to a different admin who needs to perform a different task for the new employee. Each time a new employee arrives at your company, you would use the send notifications for all tasks button located on the project form to notify each administrator of his/her respective task.

Enter a Notification Title and click send notifications for all tasks to simultaneously launch the specified notification for each task in the project. The notification title gives your administrators unique information about the task. In the new employee example, the notification title could include the new employee's name and employee ID number.

Related Items

This tab shows you a list of all items associated with the project. When you select a project as the Main project for an item (from the item's form), that item is automatically added here.

ProjectfilesProjectrelateditemsProjectrelateditems.jpg

To manually add a new linked item:

  1. Select the type of item you would like to add using the Add a new link, of type drop-down list.
  2. Choose the dependency type of the linked item.
  3. Click Add. This opens a list of items of the selected type.
  4. From the list, select one or more items using the check boxes at the left end of the rows.
  5. Click Select to save the selected items. This closes the list and attaches the items.

To remove a linked item:

  1. Select one or more linked items using the check boxes.
  2. Click Delete from the list actions.

Available fields for the Project form

Note:

You may see fields not listed below. They may be custom fields that were added to your system, or fields added by a third-party integration.

Field Name
Description
ActionsDisplays the button. For more information about this button, please see the Notifications tab, above. When sending notifications in this manner, be sure to fill out a Notification Title.
Assigned GroupAllows you to indicate which group is responsible for this project.
AttachmentsAllows you to upload attachments to the project.

Calculated Progress

The completion percentage of the current project based upon the completion percentage of its component tasks.

This field is calculated as follows (T = task): (Progress T1 * (Estimation T1 / Total Task Estimation)) + (Progress T2 * (Estimation T2 / Total Task Estimation)) + (Progress T3...)

CategoryAllows you to select a category for the project. The project category list can be edited from Settings > Customize > Lists by selecting the Project Category list.
CompanyAllows you to attach a project to a particular company. This is useful for reporting purposes, and it can also allow admins who are restricted to their company to access the project.
DescriptionRecord the project's description here.
End TimeThe planned end date and time of the project.
GanttDisplays the project Gantt chart. See the Gantt tab above for further information.
HistoryShows a history of all changes made to the project. See the History tab above for further information.
LinksAllows you to add links to websites, FTP, local/network storage, and Lotus Notes items that may be relevant to the project.
Links to other ItemsShows you any service records linked to this project. You can attach additional service records, if you like. If a project is the Main Project for a service record (this can be selected on the SR form), then that SR appears in this list automatically. For more information, see the Related Items tab, above.
ManagerThe individual responsible for this project. Manager's can receive automatic emails when a project changes. To enabled or disable these automatic emails, please go to Settings > Tasks & Projects > Settings.
NotesAllows you to record any notes relevant to the project.
Notification TitleWhen you send a notification for all project tasks using the button, the text you type into this field will be added to the subject line of the notifications. For more information, please see the Notifications tab, above.
ProgressCompletion percentage of the current project. Entered manually.
Project Custom Date 1 + 2These two date fields can be used to record any additional dates relevant to the project. You can rename these fields from Settings > Customize > Translation.
Project Custom Int 1 + 2These two integer fields can be used to record any additional integer values relevant to the project. You can rename these fields from Settings > Customize > Translation.
Project Custom List 1 + 2These two list fields can be used to record additional information relevant to the project. You can rename these fields from Customize > Translation. You can edit the lists from Settings > Customize > Lists.
Project Custom NotesThis field can be used to record any additional notes relevant to the project. You can rename this field from Settings > Customize > Translation.
Project Custom Text 1 + 2These two short text fields can be used to record any text relevant to the project. You can rename these fields from Settings > Customize > Translation.
Raw EstimationEstimated number of hours it will take to complete the current project. Entered manually.
Requested GroupAllows you to indicate which group has requested this project.
Start TimeThe start date and time of the project.
StatusAllows you to select a status to indicate the progress of a project. The project status list can be edited from Settings > Customize > Lists by selecting the Project Status list.
TasksShows you a list of all tasks that belong to the project you are viewing. For more information, please see the Tasks tab, above.
TitleRecord the project's title here.
Total Task Estimation

The estimated number of hours it will take to complete the current project based upon the total estimated time it will take to complete each of its tasks.

This field is calculated as follows (T = task): (Estimation T1) + (Estimation T2) + (Estimation T3) + ...


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