To edit, add or delete a project template you will need to navigate to Customizations in the ribbon on the left under Admin and click Project Templates.
Note: Managing your firm's project templates requires the Admin role.
If you click View for a template, it should bring you to a screen that looks like the one below (each template may have different target dates, deadlines and tasks).
On the top of the page you will see various deadlines, create dates, target dates and other important information. This information can be changed by clicking the Edit button in the top right corner of the screen.
If you click Edit you will see the following screen which includes the Name, Project Workflow and Deadline Dates. If you would like to select a Billing Category that will default when any time is put towards this project you can select that in the category drop down.
When to Calculate Project Target Date: You can now choose when you would like Firm360 to calculate the target date with the following options:
- When the project is created
- Wait for the project to be started (Change of Status)
- Wait for project to be assigned (First time it is assigned)
- Wait for project to hit a specific status (Select the project status in the box below)
Backdated Project Initial Status: The initial status will be set to this, if the Next Start date is more than 30 days in the past when creating a recurring project. Best practice is to set this to the Not Started status or your initial status if you have renamed the Not Started status.
Sequential Tasks: If the project is set to have sequential tasks, ONLY the next task in the sequence will be "unblocked" and available to complete.
Show Project Status in Client Portal: If you would like for the client to see the progress of this project in the client portal, please check this box.
Inactive: Make the project template inactive
High Priority Project: If you would like this project to show as high priority on your Dashboard or in the Projects tab
At the bottom right of this heading you will see these options:
- Copy in Items: To copy tasks from another project template, click “Copy In Tasks.” It will then ask you which template you would like to copy the tasks from. (This is normally only used when you are creating a new template and not using one that has been prepopulated by Firm360.)
- Delete All Items: This will delete all the items that are currently in the project template. (Usually used before you plan to copy in items from a different template)
-
“Push Items to Existing Recurring Project Templates and Open Projects” in blue.
This action will remove all current items (Tasks / Client Actions) from the associated Recurring Project Templates and replace them with the updated list from this template.
Open projects tied to those recurring templates will inherit the new items once they reach the corresponding status.
Note: Items tied to statuses that have already been completed will not be applied retroactively.
Tasks: In the next section you will see the tasks that are associated with this project template.
Using the Edit button on the right hand side you can:
- Rename the Task
- Associate the Task with a Project Status: (the task will not be created until the project reaches the selected status & will the be available)
- Days to Complete: (the due date on the tasks will be set to this many days after it is created, if you leave this blank, it will be the same date as the project due date.)
- Assignment: You can assign this task to a project owner, partner in charge, manager, bookkeeper, User, or client custom field(like reviewer or preparer) for them to complete.
Note: The platform assigns the task to the project owner when the task is created. Make sure to tie that task to a status so that it's not created until there is a project owner or have an assignee when the project is created.
- Delete: Delete a task
If you need to reorder the tasks, you would click the blue reorder button and follow the task until it is in the appropriate position.
Client Actions: Information about Client Actions can be found here!
Client action notifications are sent in the morning of the specified date but not at a specific time. The timing is driven by the day and depends on the number of client actions that need to be pushed out to clients from Firm360.
Status Transition Rules: Information about Status Transition Rules can be found here!
Project Assignment Rules: Information about Project Assignment Rules can be found here!