Step 3: Project Information
Starting a New Project Always begin a new project from the Install Location. Once the customer information has been properly entered, click New Project in the top Actions toolbar.
Alternatively, you can create a new project by searching for an existing Company, Lead Record, or Contact Record using the magnifying glass icon on the left-hand toolbar. You can also click New → Project from the left toolbar.
Note: The Address 1 field does not accept special characters. If there’s a suite or unit number, include it in Address 2 instead.
Project Information Window A pop-up window will appear to collect project details. Fields marked with an asterisk (*) are required. When entering a Contact, the End User field will auto-populate with the associated company information. Fill out the fields and click Save.
The Project Information window forms the foundation for managing your project. It includes essential fields like project name, status, project manager, salesperson(s), scope of work, and contacts. Below is a breakdown of each field and its purpose in e-manage|ONE:
Key Fields in the Project Information Window
Project Name
Required and searchable in multiple areas (e.g., Current Opportunities, Backlog).
Use meaningful naming conventions for clarity.
Corporate Division
Pulled from divisions set by your administrator based on user access.
Affects dropdown selections and determines the QuickBooks file used for the project.
Required.
Project Type
Determines if installation is required and impacts workflow Action Items.
Also controls available Surveys.
Status
Defines project stage and is used in search and reports.
Can be set here or updated by workflow rules as Action Items are completed
Probability
Represents the likelihood of project conversion.
Affects Factored Value in the Current Opportunities grid.
Required.
Project Manager
Used to assign a project lead.
Allows filtering in grids.
Typically required.
Decision Date
Expected date the client will decide on the order.
Required.
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.
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
Provide a clear, concise project description.
Use the Scope Builder for frequently used entries. (See Using Builders.)
Requires Installation
Auto-selected based on Project Type but can be manually edited.
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 sales staff to set follow-up tasks that appear in the Events Calendar. See here for more information.
Designer
Select a Project Designer from a list defined in admin settings.
Key Milestone Dates (Est. Order Date, Install Date & Completion Date)
Est. Order Date, Install Date, and Completion Date help track project timeline.
Auto-feed into Current Opportunities grid for visibility and follow-up.
Furniture Dealer / Architect Dropdowns
Link third-party companies to the project.
Contacts can be added manually or selected via the Project Contacts section. 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 Contacts
Add contacts across companies.
Use search or "Create a New Contact".
Contacts can be reused across projects.
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
First contact added is marked primary by default.
Only one Primary Contact allowed per project.
Appears in "Prepared For" on Customer Quotes.
Removing Contacts
Use the Remove button in the Project Contacts Grid.
Delete permanently removes the contact (use with caution).
Quote to Cash Visual Metrics
Provides a visual snapshot of financial progress: quoted, ordered, invoiced, paid, and credited.
Populates once a quote is created.
Please note, the metrics window will be blank until a quote is created.
Opportunity Notes
Internal-use notes displayed in the Current Opportunities grid.
Not shown on customer-facing documents.
For additional information and visuals, visit the full Project Information Help Guide section here: Project Information