Projects

Projects group work together. Each project holds the work done on it — tasks, notes, calls, appointments and mails — plus a team, a budget, start and due dates, collections and documents. On top of that a project has its own board and its own per-person statistics, and the project list shows every project with a progress bar over its tasks.

Open the projects from Projects in the menu.

The project list

The way into the projects: every project as a row with its picture, name, responsible person and a progress bar over its tasks. It opens on the projects you are involved in, and you can switch to the ones you lead or to all of them.

How to use it

1. Click Projects in the menu. The list opens on the Involved tab — the projects you take part in. Click Own for the ones you lead, or All Projects to drop both restrictions.
2. Read a row: the Project column holds the picture and the name and sorts by name, Responsible shows the avatar of the person leading the project (hover to see their name), and Status is a progress bar with the finished tasks out of all tasks — hovering it shows how many are open and how many are done.
3. Type into Search projects... above the list and press Enter to see only the matching projects. The magnifier turns into a cross; clicking it clears the term and brings the full list back.
4. Click Filter to open the left panel with the collections and the people that appear on the projects currently listed, and narrow the list down with them.
5. Double-click a project row. The project page opens with its tasks, team, dates, budget and documents.

Good to know: the counter at the bottom of the list, PROJECTS, says how many projects are currently loaded. If a project you expect is missing, the Involved tab is probably still on — a project you are not part of is only listed under All Projects. Ticking a row's checkbox and highlighting the row are the same selection, and the box in the header selects or clears them all.

Related features

Creating and removing projects, Work on a project

Creating and removing projects

A project starts as a name, a remark and a responsible person, and can be filled in fully afterwards on its own page. It can only be deleted once nothing is attached to it any more.

How to use it

1. Click New project at the top right of the project list. A small form opens on the right.
2. Fill in the project name — Save stays disabled until a name is typed, and you are preselected as the responsible person. Add remarks or a different responsible person if you want.
3. Click Save. The project is saved, a confirmation appears at the bottom and the project shows up in the list.
4. To fill it in properly, open the project and work in the right panel: name, description, dates, picture, budget, currency, collections, customer, responsible person and creator.
5. Click the floppy-disk icon at the bottom of the right panel to store those changes. The last-modified date is refreshed. The icon stays greyed out while the project has no name.
6. To remove a project, open it, click the waste-bin icon at the bottom of the right panel and confirm. The project is removed and you land back on the project list.

Good to know: a project that still has tasks, documents or other entries attached is not deleted — nothing is removed and a message asks you to take that linked data off the project first.

Related features

The project list, The project team

The project team

Three named roles on a project — the responsible lead, the customer it is done for, and the creator — plus a members list that is put together on its own from everyone who turns up on the project's tasks, appointments, mails and deals. The lead is what the project list shows and what the Own tab goes by.

How to use it

1. With the project open, add the person in Add responsible at the bottom of the right panel and save. Their avatar shows in the project list, and the project turns up for them under the Own tab.
2. Add the contact the project is done for in Add customer and save. Only one customer can be set, and it is used as the recipient when an invoice is made out of the project's work.
3. Add creator holds the person recorded as having created the project.
4. The Projectmembers list on the left fills itself: every contact that appears on this project through a task, appointment, mail or deal, with a counter above it. Click a member to open that contact.

Good to know: a project with no team shows Nothing to show yet in place of the members list.

Related features

Work on a project, Project statistics

Work on a project

A project holds the work done on it. It is not only tasks: notes, calls, appointments and mails linked to the project show up in the same list, which is why each row also says what kind it is. A task created from the project page belongs to it straight away, and a task can also be put into a project from the task itself.

How to use it

1. Open the project. Tasks in the left-hand buttons shows the work; the other two buttons swap the middle of the page for the statistics or the activity feed.
2. Click + (New task) at the top right. An empty task opens in the side panel, already linked to this project and set to planned, so it appears in the project's list as soon as it is saved.
3. To create several tasks at once, copy a bullet list somewhere else and paste it into the open project with the usual paste shortcut. A dialog headed Add new tasks shows the pasted lines; confirming creates one task per line, each already linked to this project and to the collection currently picked in the left-hand chips.
4. Type into Search title, description, keywords... above the list. It narrows a moment after you stop typing, matching on title, description and keywords; the cross in the field clears the term again.
5. Narrow the list further with the left-hand Open and Completed buttons, the All / Clearable buttons, a collection chip, or the team, show, sort, category and group-by pickers in the filter row above the list. Picking both Open and Completed, or neither, shows everything, and Clearable leaves only the entries marked as billable.
6. Tick rows to work on several at once: next to the search row you see how many are selected, plus icons to export them, turn them into an invoice, bulk-edit or delete them.
7. Click the Maximise icon to hide the right panel so the work takes the full width; clicking it again brings the panel back.

Good to know: inside a project the list is sorted by due date by default. When nothing matches, the list is replaced by a Nothing to show yet note — the Open, Completed, Clearable and collection filters on the left are the usual reason.

Related features

The project board, Collections on a project. For creating and filtering the tasks themselves, see the Tasks chapter.

The project board

The same work as cards in lanes, one lane per status. Dragging a card to another lane moves the task along, and the board honours whatever filters the list is under.

How to use it

1. With the project open, click Kanban View in the tab row above the filter row.
2. The board opens with one lane per status, holding the project's tasks as cards, with the same filters still applied. The Open and Completed buttons step aside while the board is shown, and the totals row and the selection actions disappear.
3. Drag a card — or a whole selection of cards — onto another lane and drop it where you want it to sit. The cards take that lane's status, keep the position they were dropped at, and the new order is saved.
4. Click List View to go back to the list.

Good to know: if saving a move fails, the cards snap back to where they came from. A lane is empty when the project's filters leave nothing in that status — the board uses the same filters as the list.

Related features

Work on a project. For what the individual statuses mean, see the Tasks chapter.

Collections on a project

Two different things share the word: the collections the project itself belongs to, set in the right panel, and the collections used on the project's tasks, appointments and mails, which appear as clickable chips on the left and act as a filter over the project's work.

How to use it

1. With the project open, add the collection in Add to collection in the right panel, then save.
2. The collection shows as a coloured chip under the project name, and the project can be picked out by that collection in the Filter panel of the project list.
3. The chips on the left, under from tasks/appointments/mails.., are the other kind: the collections used on this project's work, with the counts behind them. Click one to leave only the work in that collection — only one chip can be active at a time.

Related features

Work on a project, The project list

Project dates and progress

A project has a start and a due date you set yourself, next to the creation and last-changed dates it keeps on its own. How far it has come is not typed in: it is worked out from the share of its entries that are finished.

How to use it

1. With the project open, pick the dates in the Start date and Due date fields in the right panel, then save.
2. The creation date and the last-modified date next to them are kept automatically and cannot be typed over.
3. Progress reads off the Open / Done bar in the right panel, with the number of open and finished entries under it, and off the Status column in the project list.

Related features

Budget and costs. For due dates on the individual tasks, see the Tasks chapter.

Budget and costs

A project carries a planned budget in a currency of its own, and next to it the estimated and the used amounts added up from its own tasks and appointments — so it is visible at a glance whether the work is still inside what was planned.

How to use it

1. With the project open, type the amount into the Budget field in the right panel, pick the currency in Used currency below it, then save.
2. Est. by interactions and Used by interactions underneath show the amounts added up from the project's own tasks and appointments in that currency, coloured differently once they pass the budget.
3. To bill work, tick the rows you want to bill in the project's list and click the document icon in the selection row.
4. Fill in discount, shipping, tax and the invoice details, then click Create pdf. A PDF invoice is written to the exports folder and opened, carrying the project's customer as recipient, the picked rows as items and the totals shown on screen.
5. Save pdf files that document with the project.

Good to know: the Statistic of selected projects panel on the right of the project list sums up the projects currently listed — estimated costs, the estimated and used amounts added up from their tasks, and the number of open and finished tasks.

Related features

Work on a project, Project dates and progress

Project statistics

Per project: how many tasks each person has and in which state, how their estimated hours compare with the hours actually booked, and which collections the work sits in. Every one of those numbers is a way in — clicking it offers to show exactly that work in the list or on the board, to open the person, or to export it to a spreadsheet.

How to use it

1. With the project open, click Statistics in the left-hand buttons.
2. The middle of the page shows Tasks and progress per user — a box per person on the project, split into planned, in review, being worked on and finished — Total hours per user - estimated and spent, and Related collections with how much work sits in each.
3. Click a segment of a person's or a collection's box. A Choose Action popover opens.
4. Pick SHOW TASKS IN KANBAN-BOARD or SHOW TASKS IN LIST-MODE: the board or the list opens showing only that person's or that collection's work in the chosen state, and a Filtered chip appears on the left. The cross on the chip removes the selection again.
5. GO TO CONTACT opens that person, and Export as list writes the entries to a spreadsheet and opens it.

Good to know: a project whose work carries no collections shows nothing under Related collections, and exporting a selection that turns out to hold no entries ends with a Nothing to show yet note instead of a file.

Related features

The project team, The project board, The project feed

The project feed

A running record of what has happened on the project. It sits behind the Feed button next to the work and the statistics.

How to use it

1. With the project open, click Feed in the left-hand buttons.
2. The middle of the page shows the project's activity feed, with older entries loading as you scroll to the bottom.
3. Click Tasks to go back to the project's work.

Related features

Project statistics, Work on a project