Use project list to find an existing project, add new projects, or search for projects. Use the views to alter the columns of project information shown in the list.
Setup required before use | Who can use it? | Where is it? |
---|---|---|
User* Assistant project manager* Project manager Director access Assistant administrator System administrator
*Can view projects only. Project Manager level or higher required to add new projects. |
Projects |
What is the project list?
Projects list shows all the projects in Synergy for your organization. Projects are created to store the information about a job that is being proposed or that has been won, to keep all the related information and documentation in one central location. Use projects list to open an existing project and:
- Update the general details like site address or project manager.
- Add extra people to the project contacts tab to add them into the project team so they can use the project portal.
- Save or create new documents for the project.
- Add phases and stages to the project to describe the work to be completed, and assign a billing method to each stage.
- Enter the tasks for each stage, and assign the staff to work on the task and a due date.
- Compare revenue budget targets against the actual chargeable and invoice values.
Why use the project list?
Manage all the project information in one central location, allowing you to track project costs, enter project budgets, report on project profitability, and manage the project invoices.
You can also use the project list as an early warning system to see any projects in distress. The star rating shows you the projects that are performing well and those that could use some closer monitoring.
Actions available
Click the 'add' button in the top right corner to start creating a new project. Read a process overview of how to create a new proposal project in Synergy.
Basic steps to create a new project are:
- Go to: Project List.
- Click the 'add' button in the top right corner.
- Type a project 'name' to describe the project works.
- (Optional) Choose the 'project type' to describe the portfolio type for the project.
- (Optional) Type a scope of works to describe what tasks are to be completed or quoted on for the entire project.
- Enter the project 'fee' value. This is the total value that will appear on the proposal or invoice for this new project.
- (Optional) The project manager will default to the logged in user. If you are not the 'manager' of the project then click the 'X' next to your name and select an alternate staff member from the list. Only people with project manager access level or higher can be set as a 'manager' of a project.
- (Optional) Choose who the primary contact is for the project. They will be sent proposal or invoice documents by default.
- (Optional) Enter the project site address to display on project documents.
- Save.
Tip:
- Projects can only be created by users with Project Manager access level or higher.
- Create non-billable projects to track internal office tasks without having to setup any project fees.
Two types of projects are available in Synergy, billable and non-billable projects. The main difference between the two types of projects is that one allows invoicing to external contacts to the organization, and the non-billable projects do not allow any invoicing to be completed.
Non-billable projects were added to Synergy to let you track time spent on internal projects or internal tasks, without impacting any of the revenue reporting for the billable projects.
In project list you can locate the non-billable projects by looking for the row with the blue tower symbol shown like this:
On the project details tab you can also see the non-billable image in the left panel.
Learn more about non-billable projects.
Click on the project row in the list you want to update, and then select the 'edit' button in the top right corner. Learn more about the updating the project general details.
Tip: Only users with Project Manager access level or higher can create projects.
Click the project navigation to display the menu:
- Details - view the general project details like scope of works and site address.
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Portal feed – takes you to the project portal where documents and correspondence are stored.
- Project contacts - view or add contacts or internal staff to the project team.
- Plan
- Work breakdown - view the phases and stages that make up the project, and the linked stage level defined fees.
- Budget
- Schedule
- Performance
- Budget vs actuals
- Financials
- Rates - You will not see this option in a non-billable project.
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Invoices – you will not see this option if it is a non-billable project. Check what invoices and credit notes exist for the project, and which invoices remain unpaid.
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Transactions - see any transactions linked to the project e.g. staff timesheet, staff expenses, supplier bills, and office item expenses.
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Project financials - check what invoices and credit notes exist for the project, and which invoices remain unpaid.
- Documents - see what files, documents, emails have been saved to the project folders.
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Document library - see what files, documents, emails have been saved to the project folders.
- Images - view any images saved in the project folders in a gallery style view.
- Transmittals - log any official requests for information (RFI's) and any formal communication details that are sent out to the project team.
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- Notes - see any notes that staff have added about the project phone calls, client meetings etc.
- Audit - a complete audit history is available to see what information was changed on the project, by who and when.
You can only delete a project if it is at proposal status, and when no items or transactions are linked to the project. e.g. there cannot be any timesheets, expenses, invoices or bills. Delete a project by:
- Locate the project in the list view.
- Select the check box(es) on the row left for each project you want to delete.
- Click the multiple rows action button and choose 'delete'.
- The list is updated and the project(s) are removed.
If you can not delete a project,you will need to change the the status to archive. Learn more about project status options.
Search
When a large number of projects exist then use the search to quickly find the projects you are working on the list. Search for a keyword within the project name, project external name, or project number. Search for a project by:
- Click the search button
- Type a keyword into the search box and click enter to run the search.
- The list is updated to show projects that match the keyword.
- To return to seeing all items in the list click the clear button in the search bar.
Tip: Learn more about searching with the global search.
Filter
Filter the list by selecting the search button. The filter options are:
- Tags - type part of a tag name into this field, and a list of similar tags will be shown. Select a tag from the list, and click search to apply a filter to see all the projects with that tag applied.
- Manager - select a project manager from the list to only see projects that they manage.
- Project status types - select a project status from the list, to limit the list to only show projects at that status. The default filter applied here is 'proposal and active' which shows all the projects at any proposal or active status (including all the custom status options).
- Billable - choose if you are viewing billable projects with fees, or non-billable projects for internal office tasks.
- Archive
- Custom field
Tip: Return to the default view by choosing the clear button in the search bar.
Columns available
Columns shown in project list varies based on the view selected, and if you have opened the list from a desktop PC, tablet, or cell phone. The bigger the screen width on your device the more columns are visible.
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