39.1 Projects in AIUNIFY CRM

Projects organize Customer-related work, Tasks, time, milestones, files, discussions, expenses, billing, and other enabled project activity within a single operational record.

Project access and actions depend on your user permissions.

39.2 The Projects Workspace

The Projects workspace provides the project list and status-oriented project information available to your account.

Use the Project record as the central location for work that belongs together rather than scattering Project Tasks, time, files, and financial records across unrelated Customers or records.

39.3 Creating a Project

When your account has Project creation permission, you can create a Project from the Projects workspace or the Project Quick Action.

Before creating one:

1. Open the Customer.
2. Review existing Customer Projects.
3. Confirm the work does not already belong to an existing Project.
4. Determine the Project's scope and dates.
5. Create a new Project only when a distinct body of work is required.

39.4 Project Name

Use a Project Name that clearly identifies the work.

A good Project Name helps users distinguish multiple engagements for the same Customer in Tasks, Expenses, Timesheets, Reports, and other related workflows.

39.5 Customer

Associate the Project with the correct Customer.

The Customer relationship is fundamental because Project Tasks, Expenses, billing, shared content, and customer-facing Project features can depend on it.

39.6 Project Dates

Review the Project Start Date and applicable deadline/end date presented by the Project form.

Dates should represent the actual expected work period because they provide context for status, milestones, Tasks, and progress.

39.7 Project Status

AIUNIFY CRM maintains Project status values through the Project workflow.

Authorized users can mark a Project into another available status from the Project actions when the real state of the work has changed.

Use status to represent the Project accurately rather than moving it forward merely to clear it from a current-work view.

39.8 Project Progress

Project progress is represented on a 0–100 percent scale.

The Project form supports a progress value and can also use a Progress from Tasks option.

39.9 Manual Progress

When progress is not being calculated from Tasks, the Project progress control can be adjusted manually between 0 and 100 percent.

Use a percentage that reflects actual completed work.

39.10 Progress from Tasks

When Progress from Tasks is enabled, the CRM uses Task progress to represent Project progress instead of relying on a manually moved Project progress control.

This approach is useful when Tasks accurately represent the Project's work breakdown.

39.11 Billing Information

The Project can contain operational billing information relevant to later Project expense, time, and invoicing workflows.

Use the billing choices presented for the Project and review their effect before time or expenses begin accumulating.

39.12 Saving a New Project

1. Choose the correct Customer.
2. Enter a clear Project Name.
3. Review Project dates.
4. Review status.
5. Choose the appropriate progress method.
6. Review applicable billing information.
7. Review Project members and Project-specific features.
8. Save the Project.
9. Open the saved Project.
10. Verify the Project Overview.

39.13 Editing a Project

When your account has Project edit permission, update the existing Project when its scope, dates, progress, or other operational information changes.

Before making a major change, review related Tasks, Milestones, Timesheets, Expenses, and billing activity so the Project remains internally consistent.

39.14 Changing Project Status

1. Open the Project.
2. Review current work and progress.
3. Review outstanding Tasks and Milestones.
4. Choose the appropriate available status action.
5. Confirm the change.
6. Verify the Project now displays the intended status.

39.15 Exporting Project Data

Where your account has the required Project creation access, the Project view can provide an Export Project Data action.

Use exported Project data according to your organization's data-handling requirements and protect Customer information contained in the export.

39.16 Project Best Practices

• Search for an existing Project first.
• Use the correct Customer.
• Keep Project dates current.
• Use status to reflect actual work state.
• Use Progress from Tasks when Tasks accurately represent the work.
• Review billing choices before accumulating billable activity.
• Keep Project activity connected to the Project record.