This Help Article will help walk you through the basics of viewing, sorting, filtering, and exporting your projects. Check out the outlined steps below to get started!
Quick Summary of Step-by-Step Guide:
- Access Project List
- Viewing Project Stages
- Sorting Projects
- Project Quick Search
- Filtering Projects
- Viewing Project Details
- Exporting Projects
- Project Permissions
In-Depth Step-by-Step Guide:
- Access Project List: To view your project list, simply navigate to 'Clients & Projects' > 'Projects & Proposals'. This will show a list of all your active projects.
The stage widgets at the top of this page will now change based on your search or filter settings. So, for example, you can now filter by a project manager and see backlog numbers for the project manager's projects or you can filter by a specific office and see project-specific totals.
* Please note that the backlog graph widget on the far right and the graph shown by clicking on this widget still report total backlog for all projects. This will be updated in the future to show filter or search specific information.
- Viewing Project Stages: SQUAVA tracks projects based on stages: Opportunity, Proposal, and Contract.
Note: For more information regarding stage widget see our support article Stage Widgets
- Opportunity Stage: When projects are first added with very basic details they are automatically placed in the Opportunity stage.
- Proposal Stage: When you click the create budget button and begin to add staff, expenses, and tasks to the project it is automatically moved to the Proposal stage. As long as a budget is open on a project, it will remain in the Proposal stage. If you want the project to return to the Opportunity stage, you will need to delete the open budget.
- Contract Stage: When you contract your project from the 'Proposal' stage, it then moves to the Contract stage.
When viewing your list of projects, in the 'Stage' column, you will see a tag associated with each project indicating which stage it is in as shown below.
You can also click on the Stage widget, as shown below, to modify your estimated budget and win potential numbers for Opportunity stage projects and Proposals that don't yet have any budget amounts entered (other than your estimate). If you need to adjust the budget on a Proposal project that has budget numbers entered, you will need to go into the project budget page by clicking on the project name and selecting 'Budget'.
- Sorting projects: By default, your project list is sorted in descending order showing the most recent projects first. Each of the columns on your project list is sortable. So, for example, if you want to quickly see which projects are over budget, you could click the 'Complete' column and it will sort in descending order showing the most over-budget projects first.
- Project quick search: You can search your projects by entering your search in the quick search box at the top of the project list. Hit 'return' or 'enter' after you've finished typing your intended search. This will filter your project list for all projects that match your search in the Project Number, Project Name, Client Name, or Project Manager Name.
- Filtering projects: You can filter projects by a number of advanced filters by clicking the filter button on the top right side of your project list. You can then select the filter and the list will filter by your selection. For example, you could filter the project list to only see the projects for a specific project manager or office.
- Viewing project details: There are specific items in your project list that are clickable and will provide or lead you to more detail for your project. If you click the project name, will receive a menu option to go to your project budget screen, the project management screen, or the current draft invoice.
You can click on the current column amount to see the total amount of current labor and/or expenses for the project. Selecting each of these will lead you to your current time or expense reports showing you the detail of this labor or expense total. You must have permissions to view these reports for the links to work.
You can also hover over the budget amount and see the labor and expense breakdown for the project as shown below.
- Exporting projects: You can export the entire details of your filtered project list by clicking the export button on the top right of your project list. The export will provide more detail than the viewable list. For example, instead of just showing you the total billed amount, it will give you the billed amount broken out by labor in-budget, labor out-of-budget, expense in-budget, and expense out-of-budget.
- Project permissions: An administrator can assign different permission levels to the project list page that will control what the user will see. A user can have none, view, modify, or admin access to the project list.
Here is what each of these access levels will see:
- None: User cannot view the project list page.
- View: User will see only the projects to which the user is added or on which the user is a project manager. Those with view only access cannot take any actions to edit projects.
- Modify: User will see only the projects to which the user is added or on which the user is a project manager and can take all actions to edit projects.
- Admin: User will see all projects for all users and can take any action to edit any project.
Now, you are probably thinking, "Whoa! I still have questions about projects..." Well don't you worry, this Help Article is just to help get you started.
- Now that you've learned how to add a project in SQUAVA, there are still a few things you will need to learn for managing your projects.
- For more detailed information, check out the other Help Articles in the Projects 101 section.