Create a new project guide
This task is done in Settings and maintenance and you must be an administrator.
In Settings and maintenance, you define which project types are to be assigned a project guide and which statuses and activities the project guides are to contain. What a project guide looks like can therefore vary, but below is an example of how a project using a project guide may appear.
For example, you may have a project type named Conference. This project type may be linked to a project guide containing the following statuses, follow-ups and documents:
|Planned||Planning meeting (Meeting (Internal))||Conference programme (Note)|
|In progress||Create list of project members (Task); Conference (Meeting (External))||Conference invitation (Letter)|
|Closing||Evaluation meeting (Meeting (Internal))||Evaluation report (Note)|
This procedure shows you how to create a project guide from scratch.
- Define statuses to include in the project guide.
- Define the project type (with associated statuses) to link the project guide to.
- Design the project guide.
A project guide must be linked to a project type, which in turn consists of several statuses. How to create a status.
For example, a project guide for a project of the Conference type could have statuses Planned, In progress, and Closing.
Go to the next procedure to link the statuses to a project type.
A project guide must be linked to a project type. How to create a project type.
Examples of project types: "Conference", "Campaign", "Internal".
- Check This project type is linked to a guide.
- Select at least two statuses.
- Go to the next procedure to create the project guide.
After you create statuses and specify a project type for the project guide, you can design the project guide itself. You do this by adding follow-ups and/or documents for each status in the project guide.
Click the Workflow button in the Navigator ().
Select the Project guide tab.
In the Project type list, select the project type you want to create a project guide for. The statuses selected for this project type are displayed in the list above.
If the project type is not set up to have a project guide, click Click here to enable guide at the bottom of the screen.
If there are no statuses defined for the project type, click Click here to add statuses at the bottom of the screen. You can also edit the project type by clicking the Edit button at the top.
Select the required status in the list. The status's details are shown at the bottom of the screen.
You do not have to add a document for each status, but you should add at least one follow-up for each status.
Repeat steps 4-6 for each status you want to add follow-ups and documents for.
The changes are saved automatically. The project guide will now be displayed in SuperOffice CRM when a project is created with the project type selected in step B.
Select the required project type and status as described above.
Click Add under Suggested follow-ups in status.
In the Suggested follow-up dialog, enter the name of the follow-up in the Name field. This should be a descriptive name for the follow-up.
Enter the purpose of the follow-up, in the The purpose of this follow-up field. This text is displayed when you hold the mouse-pointer over the follow-up in the Project guide section tab in SuperOffice CRM.
Some of the options before are, for logical reasons, not relevant for the first follow-up in a project guide.
Check Assign follow-up to project member to make it possible to assign this follow-up to one of the project participants. When the project owner creates this follow-up in SuperOffice CRM, they can choose one of their associates to be the owner of the follow-up.
Check Milestone follow-up to define the follow-up as a milestone.
Select a type for the follow-up in the Follow-up type list.
In the Start date field, enter when the follow-up should start, as the number of days from today.
In the Duration field, specify how long the follow-up should last. The format is 0h00m.
In the Default text in follow-up field, enter a description for the follow-up.
The user can change the above information as required.
Repeat this procedure to add more follow-ups in this or other statuses.
Example of a follow-up
Project type: Conference Status: Planned Name of follow-up: Planning meeting Purpose of this follow-up: Hold a meeting to plan the conference and set out a conference programme. Follow-up type: Meeting (Internal) Duration: 1 hour Default text:
- What should the conference cover?
- Select the required project type and status as described above.
- Click Add under Suggested documents in status.
- In the Suggested document dialog, enter the name of the document in the Name field. This should be a descriptive name for the document.
- Enter the purpose of the document, in the The purpose of this document field. This text is displayed when you hold the mouse-pointer over the document in the Project guide section tab in SuperOffice CRM.
- Select the required template in the Template field (see also Document - Template).
- Enter the subject to be used in the document in the Default subject field.
- Enter any reference in the Our ref. field. For example, a template variable for a project number, project title or another field relating to the project.
- Click Save.
- Repeat this procedure to add more documents in this or other statuses.
Example of a document
Project type: Conference Status: Planned Name of document: Conference programme Purpose of this project status: Set out a programme for the conference. Template: Note Default subject: Conference programme