The Project Management System lets you create and manage project lists. Each project type has specific milestones and actions that need to be completed in order to proceed to the next step. Creating various customized project types allows you to plan and organize your company workflows. Projects are broken down into Milestones, which are the main steps of the project, and the individual actions that make up the milestones.
Projects are initially created as templates, where you can set up the Milestones and Actions for the workflow. Once the template is created it can be used to create individual projects to manage the process for a specific partner or campaign.
To access Project Templates select the Projects option from the drop down box located in the upper right hand corner of the page.
What will I find in this article?
Select the Setup tab and then the Templates tab.
This page lists all previously created project templates. To edit an existing project template select the name. To create a new Project Template, select the New Project Template button.
In the field provided give the project a name. If the project will be added to a product catalog, click Yes to Attach to a service catalog.
Project Templates can also be attached to marketing tactics, such as emails or direct mail. If this option is selected, all tactics of that type created in a partner Marketing Center can automatically create a project when this type of tactic is created. If you would like to attach the project template to marketing tactics, select Yes.
Select the specific tactic type that this project will attach to using the Create project based on tactic drop down. Tactics that already have a project type assigned display in gray and cannot be selected.
When finished click Save. This creates the project template and loads the Project Milestones page. In the fields provided give the first milestone a name and description.
When finished, click Save. This will load the Workflow tab of the project. You can access these settings anytime in the future by selecting the Settings tab.
Milestones are the major steps necessary to finish a project. Subdividing a project into milestones, such as planning, execution and review, allows you to organize the different parts of the project and easily know the status of the project. You create the first milestone when creating the project template. To create a new milestone, click New Milestone.
Create a Name for the Project Milestone and a Short Description for the milestone, if desired.
For Milestones after the initial Milestone, determine whether the milestone is dependent upon any previous milestones. If so, select the Milestone from the dropdown. Otherwise, select Not dependent upon any previous milestone.
Click Save when done.
Once you have created the milestones for your project you can then begin creating the individual actions that make up the milestones. The first and most important Action to create is to Identify Roles. Click New Task below the name of your first milestone.
Create a Name for the action and select Identify Roles from the Type dropdown.
Click Select roles. Click New Role to create a role if it is not already listed. Check the roles that are involved in the project, then click Add selected roles to the action. Identifying roles allows you to assign tasks to the correct people.
If you want to assign a default user for a role, select that user from the Default User dropdown. A user can be assigned to multiple roles. If you do not want a default user, leave the default user as Not Set.
Select Yes to make the task mandatory.
When finished, click Save.
After the initial Identify Roles action has been created, you can set up the remaining actions that make up the project. Click New Task below the name of the Milestone to create an action.
Create a name for the action.
Select the Action Type. Based on the action type selected, there will be different options for you to specify the action type.
- Calendar entry - Automatic: Select how many days in the future and at what time to create the calendar entry.
- Calendar entry - Manual: A call to action to create a calendar entry, the user must create the actual calendar entry.
- Email - Automatic: Click the New email button to create a new email. Create the email subject line and content using the content editor.
Check the roles that will receive the email.
- Email - Editable: Click the New email button to create a new email. Create the email subject line and content using the content editor.
Choose the roles that will receive the email.
- Form - Contact filled out: Click the Select the form button. Find the desired form and click Insert to project to attach it to the action.
- Form - User filled out: Click the Select the form button. Find the desired form and click Insert to project to attach it to the action.
- Quick task: A simple one-step task, just needs to be marked complete when done.
Determine if you want to assign the action manually or automatically. Select Manually if you want to assign the action to a user manually for each project. If you want to automatically assign the action to a specific role, select Automatically based on user/customer role and select the role from the dropdown.
Determine how many business days and work hours you expect the action to take.
For any action after the first, if the task depends upon completion of a previous task select it from the Depends on completion of: dropdown. Otherwise, select Not dependent upon any previous actions. If this task must be completed, select Yes to make the task mandatory.
When finished, click Save. You can now repeat the process to create the remaining actions that will make up your project template. When users are using projects based on this template, it is important to note that the project is marked as completed for them when the last action itself is completed.
On this page you can create a new service or search for an existing service that you would like to attach to the project template. You can only attach one service to a template, but that service can have multiple SKUs. Attaching a service here means that when someone orders that service then this project will automatically be initiated. The search should only return products defined as a Service type.
There are two ways to add a service to a project template. If the service has already been created, you can search for it by clicking Browse Services and using the Search field. Enter the search criteria and your options will appear. Click the desired service to add it to the project template.
You can create a new service by clicking the New Service button.
Create a name, display name, and short description for the service.
If desired you can also upload a thumbnail and create a detailed description for the service using the content editor.
When done click Save.
SKUs are the actual orderable objects underneath Services. The service definition is really marketing for the SKU you would like them to order. For example, you can have a service that offers managed emails to customers and individual SKUs for 5, 10, or 15 emails. To edit a previously created SKU you can click on the SKU.
To create a new SKU, click the New SKU button.
In the Details section, enter the Name, SKU, Short Description, and Thumbnail for the SKU.
In the Pricing section, enter the MSRP for the SKU. For Cost, you can enter the amount for each separate service provider.
To add a new provider, click the New Provider button. This will allow you to enter the information for the service provider. Click Save when done.
In the Service Options section you can add options for the SKU that need to be defined but don't affect the price. For example, if the product is email campaigns and the SKU is 5 emails, an option would be which technology (e.g. Routers, Switches, Wireless) the emails will promote. To add an option to the SKU click the Add Option button.
If the option you want does not already exist, or if you need to edit an existing option, click New Option.
Click the New Option button. You can also click the name of an existing option to edit it.
Create a name for the option in the Order Option field. Create the choices for the option in the Option Values fields. When you are done creation choices, click Save.
When you are done editing the options, click the "Done" button. Click on the choice you want to add to the SKU. Select the available choices that you want for the option. Once all of the options you want are in the Selected column, click Save.
Once all options have been added for the SKU, click Save.