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Administration - Project Types

What are project types?

Project types define what a project is. More usefully, they let the project inherit special properties. These include:

  • Group permissions that allow staff members to inherit "Group Member" level access by being a member of that group.
  • Default tasks that will be added to a project when a project of that type is added or updated.
  • Default notes that allow the user to select pre-defined content when adding a note.
Where can I update project types?

You must be an administrator to update project types. Once logged in to your application, click the "Admin" link in the upper right of your screen. From this screen select "Project Types" in the "Project Management" section.

How do I add a new project type?

Once in the project type administrator, there will be an "Add Type" section on the right side. Enter a name and select an icon. You may also want to add a description. After clicking "add type" you will be able to add additional functionality to the type. See the questions below for more information.

Editing Project Type - What are group permissions?

Group permissions allow staff members to inherit access to projects. This can be explained in an example.

Assume the following:

  • We have a project type that is called "Sales - New" and has the "Sales" department selected under group permissions.
  • We have a project called "Example Company Inquiry" that is of the type "Sales - New".
  • Steve from sales is a staff member assigned to the "Sales" department. His group membership is editable in the staff admin.

This example shows that Steve will be able to see the inquiry even if he has not been assigned to the project. He will inherit "project member" rights which mean he can view all information and add/edit notes, tasks, files and time.

Note that these group permissions can be edited per project. When a project is created or it's type is changed, the system changes these groups based on the type defaults. These can be edited per-project by project administrators. To do so, the project administrator will click on the "Permissions" button on the  "Project Details" section of the first tab within a project.

Editing Project Type - What are default tasks?

An unlimited number of default tasks can be added to a project type. These default tasks simply have a title and description. Add a task within the "edit project type" screen. Click on "add default task" in the "Default Tasks" section.

These tasks will be automatically added to a new project of that type. They will also be added to an existing project if the type is changed (and that type contains default tasks). New default tasks will be added as "unassigned".

Editing Project Type - What are pre-defined notes?

An unlimited number of pre-defined notes can be added to a project type. These notes simply have a title, plain-text description and rich-text description. Add a default note within the "edit project type" screen. Click on "add pre-defined note" in the "Pre-Defined Notes" section.

Pre-Defined notes have content that a staff member may use often. A good example would be a generic note that your staff can email a new inquiry.  This note could state when they can expect a phone call.

After creating pre-defined notes for a given type, the staff can start using them in projects of that type.

Here is an example:

  • You have added a pre-defined note titled "Thank you for you inquiry" to the project type "Sales - New"
  • Steve from sales is working on a project that is of the type "Sales - New"
  • When steve clicks on "add note" in this project, he will have a dropdown labeled "Pre-defined content". When he selects "Thank you for your inquiry" from the drop-down, his note content will be automatically filled it. Steve just needs to change a few fields in the note description to customize it for that situation.
  • The original pre-defined note content:
    Dear X,
    Thank you for your inquiry. I will be giving you a call on X. Looking forward to talking to you!
  • Steve can easily change this note to say:
    Dear John Doe,
    Thank you for your inquiry. I will be giving you a call on Thursday, July 15th. Looking forward to talking to you!