Project Information
The Project Information window serves as the foundation for creating and managing projects within e-manage|ONE. It holds essential details about your projects, including their name, status, project manager, salesperson(s), scope of work, and associated contacts. In this guide, we will delve into the various components of the Project Information window and explain how each piece of information is used in e-manage|ONE.
Accessing the Project Information Window
You can access the Project Information window through multiple methods:
Double-click: Simply double-click on a project from any grid or tree that lists projects to open the Project Information window.
Right-click: Alternatively, right-click on a project from any grid or tree that lists projects to access the Project Information window.
Function Key Shortcuts: Make use of Function Key Shortcuts to swiftly access the Quick Project Search by clicking F4 on your keyboard.
Project Name
The Project Name field is essential as it is searchable in various areas within e-manage. Ensure it contains meaningful information that helps other users identify the project in Current Opportunities, Backlog, and other grids.
This field is mandatory during the initial project entry, and we strongly recommend establishing naming conventions for consistency.
Corporate Division
The Corporate Division dropdown list contains divisions defined by your administrator, based on your access permissions.
Choosing the correct Corporate Division is crucial, as it impacts dropdown lists available for the entire project and determines the QuickBooks file for orders and vendor invoices.
This field is required when creating a new project.
Project Type
The Project Type dropdown controls whether a project requires installation and influences available workflow Action Items.
This setting allows you to customize the workflow based on project types, ensuring efficiency in your processes.
Project Types also determine the available Surveys, which are built by administrators.
Status
The Status dropdown sets the project's status, making it searchable and usable as a criteria in analysis queries.
While you can set the Status here, it can also be adjusted in other areas of the application.
This field is mandatory during the initial project entry.
Status can automatically change based on workflow so when an Action Item gets completed, the status can be set to auto-adjust by your Administrator.
When building analysis queries, you can use the Project Status to pull lists of projects back by status along with other criteria.
Probability
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.
This is a screenshot of Current Opportunities Factored Value based on Approximate Value and Probability
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.
Decision Date
The Decision Date is the expected date when the customer will decide whether to proceed with the order.
This field is mandatory during the initial project entry.
Approximate Value
The Approximate Value represents the estimated sale value initially entered before generating a quote.
After creating a quote, this value updates automatically with the estimated sale price from the quote.
While zero is a valid value, it's recommended to enter accurate estimates for projection purposes.
When quotes are made, the first one made is the Most Likely by default, but changing the most likely quote will update the approximate value with value of the quote. This is a screen shot of the BOM window showing quotes.
Approximate Profit
The Approximate Profit represents the estimated profit value initially entered before generating a quote.
After creating a quote, this value updates automatically with the estimated profit dollars from the quote.
While zero is a valid value, it's recommended to enter accurate estimates for projection purposes.
Scope of Work / Scope Builder
This text box should contain a comprehensive description of the project to clearly show what this Project scope entails. This is not the best place for internal notes or all of your installation notes. Again, it should be a brief, yet descriptive description of the Project scope.
A Scope Builder is available for reusing common items in the scope of work. (See Using Builders.)
Requires Installation Checkbox
This checkbox is automatically set based on the chosen Project Type but can be adjusted manually.
Tax Exempt Checkbox
Tax exemption status is determined by the end user Company Location Tax Exempt status. See here for more information.
Users may or may not have the ability to modify this checkbox based on permissions.
Direct Bill Checkbox
Used for Direct Bills to manufacturers and Government Sales. See here for more information.
Next Touch Type and Date
Allows salespersons to set tasks for themselves to keep the project moving forward.
Tasks appear on the Salesperson's Events Calendar. See here for more information.
Designer
Assign a Project Designer to each project. This drop down can be modified by your Administrator in the Drop Down Setup → Project Designer.
Critical Project Information Dates (Est. Order Date, Install Date & Completion Date)
In the Project Information module, you can now track key project milestones through the Est. Order Date, Est. Install Date, and Est. Completion Date. These dates are essential for tracking your project’s progress and ensuring you stay on target.
Entering these dates during project creation helps streamline project management by providing a centralized location for tracking. The dates automatically feed into the Current Opportunities grid, allowing you to monitor project timelines and take action if necessary.
Use these dates as red flags to ensure that the opportunity is being nurtured appropriately, pushing the project through the system as it should be. They act as reminders to meet your deadlines and keep everything on track.
Furniture Dealer / Architect Drop Down
These drop downs are available to connect each Project with 3rd party companies such as another Furniture Dealer and/or an Architect/A&D Firm. .
Contacts can be associated by typing their name in the contact box underneath each dropdown list box. If you’d prefer to grab a contact from a Drop Down, you should use the Project Contacts section in the Project Information.
To get the companies to show up in this drop down, you will need to activate the company as a Furniture Dealer and/or an Architect. See Company Settings for additional information.
Project #
Automatically generated and unique to each project.
Job #
Typically set at the Order Entry stage of the process. 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 but this is NOT best practice. This field should be used as a small indicator to mentally note if the project has been converted to a Job which means it has been processed in Order Entry.
End User (Install Location)
Initially filled with the Company Location or contact's Company Location from which the project started. You can change the end user at any time. See Company Labels for more information.
Sales Credit
The Sales Credit / Access grid 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 has not been designated for the end user company location, you will automatically be included in this grid when the project is saved with 100% credit 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 a Primary Salesperson has already been set for the Company Location, they will be added to this grid regardless of who initiates the project.
To add salespeople, simply click the "Add" button, and to remove them, select a row in the grid and click the "Remove" button. Please note that these buttons may appear grayed out after the initial project save if you lack the permissions to modify sales credits.
Project Contact(s)
The Project Contact section allows you to link any existing contact in your database to a project, regardless of their associated company. This feature makes it easier to search for projects using the Main Search tool by referencing contacts linked to different projects. Once added, contacts are available across multiple projects, reducing the need to enter them repeatedly.
To add a contact, simply start typing their name in the "Add a Contact" dropdown. If the contact is already in the system, click on their name to add them.
You can also select contacts associated with different companies to link them to the project. This flexibility ensures that you can use the same contact across multiple projects without entering them multiple times.
If the contact does not exist, select "Create a New Contact." This action will not only add the contact to the project but will also create them in the company associated with the project for future use.
To add a contact:
Click the "Add Contact" button located on the left side of the Project Contacts Grid.
The "Add Contact" window will open, displaying contacts from the End User's company by default, with an option to search for others.
Type the contact’s first and last name to search, or select "Create a New Contact" to add a new entry.
If adding existing contacts, you can drag and drop them from the search results or any contact grid into the project contacts grid.
Each contact added to the project will have a "Project Contact Type" designation, which defines their role in the project. For example, a contact might usually be listed as an "Architect," but in the context of a particular project, they could be an "Influencer." This helps clarify roles within the project, ensuring all team members know who to contact for specific needs.
Assigning a Project Contact Type streamlines workflows, especially for installers, as they can quickly identify the right contact without needing to ask the salesperson. This information also transfers to the Work Order and Delivery Ticket, ensuring alignment across the project team.
Primary Contact
To designate a contact as the Primary Contact for a project, simply check the "Primary" box next to the contact in the grid.
Please note that only one Primary Contact can be assigned per project. If you select a different contact as the Primary Contact, it will automatically remove the previous selection. The first contact added to the project is automatically marked as the Primary Contact by default.
The Primary Contact designation carries over to the "Prepared For" section on the Customer Quote, ensuring consistency throughout the project.
Remove a Contact from a Project
Highlight the contact you want to remove within the grid.
Locate the "Remove" button positioned to the right of the Project Contacts Grid.
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.
Schedule an Event
To schedule an event, start by selecting a contact within the Project Contacts grid. Then, utilize the "Schedule an Event" button situated on the left side of the grid. This action will redirect you to the Events Calendar, which can be synchronized with your Outlook calendar if configured correctly.
Once within the Events Calendar, you can proceed to choose specific time slots or a particular day for the event. After making your selection, click the "New Appointment" button. The event will automatically link to both the chosen contact and the project. You can access this event in the Event History for both the Contact and the Project, ensuring that it's properly documented and organized.
Email Selected
To email your contact(s), highlight them and select "Email Selected" to open the email window within e-manage|ONE.
A reminder: any email sent from e-manage|ONE will appear in your Sent folder in Outlook, and a copy will automatically be attached to the Project History → Documents for easy reference.
Quote to Cash Visual Metrics
The Quote to Cash section in the Project Information module provides a visual overview of key financial milestones for each project. This graph displays values for what has been quoted, ordered, invoiced, paid, and/or credited, allowing you to quickly track the project's financial status.
This visual representation helps you monitor progress through each stage of the sales process and ensures greater transparency and efficiency when managing project finances.
Opportunity Notes
You can now add, modify, and view Opportunity Notes directly within the Project Information module. These notes serve as internal reminders or details related to the opportunity and will appear in the Current Opportunities grid in the Today panel.
Please note that Opportunity Notes are for internal use only and will not be displayed on any customer-facing documents.
To manage Opportunity Notes, simply navigate to the Project Information module and begin adding or editing notes → Save. This feature helps keep important details easily accessible without cluttering customer-facing communications.
Mail Merge
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 automatically populates the recipients list box with the contacts you've selected. For in-depth information on executing mail merges, please refer to the Perform Mail Merge from a Contact.
Print Project Information Report
In the Project Information module, you can easily print a comprehensive summary of all relevant project details by selecting the "Print" option. This will generate a clean, well-organized PDF containing key information such as:
Project Name
Salesperson
Project Manager
Order Status (including acknowledgment ship dates, received dates, and other order details)
This PDF can be shared with internal team members, external contacts, or partners, providing a convenient way to distribute up-to-date project information.
