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The Probability dropdown represents the likelihood of the project becoming an order.
This value also influences the Factored Value on the Current Opportunities grid for projection purposes.
The Probability field is mandatory during the initial project entry.
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This is a screenshot of Current Opportunities Factored Value based on Approximate Value and Probability
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Project Manager
If your organization designates project managers, this dropdown allows you to select one.
This field appears in grids displaying projects, allowing filtering by project managers.
This field is typically required.
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This text box should contain a comprehensive description of the project to facilitate quoting, ordering, billing, and installation.
A Scope Builder is available for reusing common items in the scope of work. (See Using Builders.)
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Requires Installation Checkbox
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Used for Direct Bills to manufacturers and Government Sales. See here for more information.
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Next Touch Type and DateThe Next Touch Type drop down list box and Touch Date Box is a set of tasks that a salesperson can set
Allows salespersons to set tasks for themselves to keep the project moving
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forward.
Tasks appear on the Salesperson's Events Calendar
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. See here for more information.
Manually set or automatically updated with the date when a quote is printed.
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Touch DateThe Quote Date drop down calendar box can be manually filled out, however when a quote is printed, this value will update itself
Manually set or automatically updated with the date
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when a quote is printed
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.
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Designer / Furniture Dealer / Architect or Contact 1 & 2The Furniture Dealer / Architect or Associate 1 / Associate 2 boxes (the labels will differ depending on your industry) allow you to associate
Associates company locations with the project
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.
Contacts can be associated by typing their name in the contact box underneath each
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dropdown list box.
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See Company Settings for additional information.
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Project #The Project
# is automatically generated by the database when the project is initially saved and is unique to this project. You cannot type in this box, however you can select the text and copy it by right clicking or using the CTRL + C method of copyingAutomatically generated and unique to each project.
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Job #
The Job # is Typically set at the Order Entry stage of the process and cannot be typed in this window. In most cases, our customers choose to have the project number become the job number (Admin Setting) and follow all the way through the project, however job numbers can be set manually when the order is booked.
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End User
The End User Company Location will be filled out initially Initially filled with the Company Location ( or the contact's Company Location ) you started from which the project fromstarted. You can change the end user at any time. See the Company Labels section of this manual for more information on how to change it.
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Sales Credit
The Sales Credit / Access grid allows you to add salespeople to be able to access the project or to share a project with another salesperson. If you are a salesperson, provides a means to include sales team members who can access or collaborate on a specific project. If you're a salesperson and the Primary Salesperson is not set on has not been designated for the end user company location, you will be added to the grid automatically automatically be included in this grid when the project saves at is saved with 100% credit . The salesperson and credit % are editable inside of the grid using drop downs. The credit MUST add allocation. Within this grid, both the salesperson's name and their assigned credit percentage can be edited using dropdown menus. It's imperative to ensure that the total credit percentage assigned to all salespeople adds up to 100%. If there is a Primary Salesperson has already been set on for the Company Location, they will automatically be added no matter who starts the Projectto this grid regardless of who initiates the project.
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Add salespeople by clicking To add salespeople, simply click the "Add" button. Delete by clicking , and to remove them, select a row in the grid and click the "Delete" button with a row selected in the grid. These . Please note that these buttons may be appear grayed out after the initial project save of the project if you do not have lack the rights permissions to modify sales creditcredits.
Project Contact(s)
The Project Contact section allows you to associate any contact already existing offers a versatile means to link any existing contact in your database , no matter what company they are associated with, with this project. This allows you to find projects in to a project, regardless of their associated company. This feature significantly streamlines your project search process, enhancing efficiency when using the Main Search tool by looking up . You can easily achieve this by referencing the contact record records of any associated contact individuals and switching the "Search For" option to "Projects.".If you started the
When initiating a project from a contact or a lead record, the contact will automatically be added to the project when you save it for the first time. Adding contacts after that is as simple as dragging and dropping is seamlessly included in the project upon the initial save. Adding more contacts is a straightforward process. You can opt to drag and drop contacts from any grid or tree that lists listing contacts, or you can simply click on utilize the recommended method – the "Add Quick Contact" button (recommended) to conveniently located on the left side of the Project Contacts Grid. The Add Quick Contact window will pop up and will initially be
Clicking this button opens the Add Contact window, initially populated with all of the contacts from associated with the End User's company location no matter which location they are associated with (on the lower portion , regardless of their specific department within the company (displayed in the lower section of the Add Quick Contact window). The Add Quick Contact window can also be used This window doubles as a search to find any contact already tool, enabling you to quickly locate any contacts already existing in your database by filling out . Simply enter the First and Last Name boxes and tabbing , tab out of the last name field. You can also simply fill out , and the search results will promptly display. In the event you need to create a new contact by filling out , complete the form completely , and pressing then click the "Save" Buttonbutton. If Alternatively, if you want to use one of the prefer to add contacts from the grid (either , whether sourced from the initial company list or by searching), highlight the through a search, this can be effortlessly accomplished by highlighting your desired contact(s) you want to add and then click, drag and drop , clicking, dragging, and dropping them into the project contact grid.t grid.
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Inside of Within the project contacts grid is the , you'll find a crucial feature called "Project Contact Type. This is what type of contact this is to this particular " This designation defines the role of a contact in the context of a specific project. For example, an architect would be instance, while a contact might typically be categorized as an "Architect" contact type, but to this project they may be ," within a particular project, they could play the role of an "Influencer". You can set Project Contact Type by adjusting directly in this grid. Setting these values will help others down the road in the business process to find ." This distinction is set directly within this grid, allowing for clear identification of a contact's role.
Assigning Project Contact Types serves a valuable purpose in streamlining the business process. It empowers team members to easily identify the right contact for their purposes without having to ask for information from the salesperson especially your Installers as this information carries through needs without relying on the salesperson for information, particularly beneficial for installers. This information carries over to the Work Order / and Delivery Ticket, ensuring that everyone involved in the project is aligned and informed.
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You can set the Primary Contact of a project by highlighting the contact and then clicking
Highlight the contact you wish to designate as the Primary Contact.
Locate the "Mark As Primary Contact" option on the panel situated to the right of the contact grid.
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Please note that only one Primary Contact can be assigned per project, so if you already have a primary contact set, setting a different one will undo the first selection. The . If a Primary Contact has already been set, selecting a different contact as the Primary Contact will automatically undo the previous selection. It's important to keep in mind that the first contact you add to the project will be automatically be set designated as the Primary Contact. This info carries over
This Primary Contact information seamlessly transfers to the project's Quote as the “Prepared For”. The check box is NOT an editable field"Prepared For." Please be aware that the checkbox for this designation is not editable and serves as a visual indicator of the project's Primary Contact.
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Remove a Contact from a ProjectYou can remove contacts from this grid ONLY by highlighting them in the grid, then clicking
Highlight the contact you want to remove within the grid.
Locate the "Remove Selected Contacts" button positioned to the right of the Project Contacts Grid.
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Please exercise caution when using the "Delete" option. This action will permanently erase the contact from the database unless you subsequently run a query to undo the deletion. If you have the necessary permissions to delete a contact, you can also right-click on the contact and select the "Delete" option.
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Schedule an EventUsing
To schedule an event, start by selecting a contact within the Project Contacts grid. Then, utilize the "Schedule an Event" button to situated on the left side of the Project Contacts grid while a contact is selected will take grid. This action will redirect you to the Events Calendar (which is connected to , which can be synchronized with your Outlook calendar if synced properly) where you will select either some configured correctly.
Once within the Events Calendar, you can proceed to choose specific time slots or a day and then particular day for the event. After making your selection, click the "New Appointment" button. The event will automatically be tied link to both the chosen contact and the project (it will show up both in . You can access this event in the Event History for both the Contact and Event History for the Project), ensuring that it's properly documented and organized.
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Mail Merge
Using the mail merge button while When one or more contacts are selected, you can harness the power of the mail merge functionality by clicking the "Mail Merge" button. This action opens the Perform Mail Merge window and places all of the selected contacts into automatically populates the recipients list box with the contacts you've selected. For more in-depth information on executing mail merges, see please refer to the Perform Mail Merge from a Contact. This is one of only 2 ways to get project information to merge into a mail merge.