SugarCRM Projects Module to Manage Your Organizations Projects

Use the SugarCRM Projects Module to create and manage projects for your organization. Project management can either make or break a company. Projects include a number of activities, documents, emails, timelines and owners. One can be very dependent upon the other, the success of a project depends on how well you can manage the tasks in a timely manner.

Use SugarCRM Projects module to:

  • Build and manage projects across teams
  • Create projects from pre-defined templates
  • Monitor activity and dependencies with Gantt Charts
  • Manage upcoming tasks, open items, percentage completion, open cases, etc.

SugarCRM’s Project Management combines the sales management, marketing automation, and customer support used by employees to manage customer-centric activities, allowing users to deploy projects across all customer-facing tasks, including campaigns, opportunities, accounts, and customer cases.

In the Projects module, you can create, manage, and duplicate projects and project tasks.

You can define multiple project tasks for each project. When you create a project task, you must associate it with a project. You can associate a project with multiple activities, accounts, opportunities, and cases. You can also create projects and project tasks from an email’s detail page.

The Projects module enables you to view project tasks in Grid view and Gantt view, export projects to MS Project, and create project templates.

From a project’s Gantt view, you can create project tasks and assign team members (resources). Resources can be users or contacts. Users are members of your organization who are responsible for project execution. Contacts are external individuals associated with the project such as customers and vendors. For more information, see To assign project resources.

If your projects often have similar tasks, you can create a project template as a boilerplate for new projects. For more information, see Creating Project Templates.

You can export the project information from Sugar to Microsoft Project. For more information, see Exporting a Project.

You can print project tasks and export them in PDF format to your local machine.

The Projects module also provides the ability to factor in holidays and vacations while planning a project. For more information, see Creating Project Holidays.

The My Projects Dashboard enables you to view a summary of overdue tasks, upcoming tasks, and related cases for yourself and your direct reports. For more information, see Viewing the Projects Dashboard.

 

To Create a Project

1.From the Actions list on the Projects tab, select Create Project.

The Projects page displays on the screen.

2.On the Projects page, enter information for the following fields:

Name. Enter a name for the project.

Status. From the drop-down list, select the project status such as Draft, In Review, or Published.

Start Date. Click the Calendar icon and select the project start date.

End Date. Click the Calendar icon and select the project end date.

Assigned to. Enter the name of the user who has ownership of the project. By default it is assigned to you.

Team. To change the primary team assignment, enter the name of the new primary team.

To assign additional teams to the record, click Select, and choose the team from the Team List, or click Add to add team fields and enter the team names. For more information on teams, see Assigning Records to Users and Teams.

Priority. From the drop-down list, select the importance of the project such as Low, Medium, or High.

Description. Enter a brief description of the project.

3.Click Save to create the project; click Cancel to exit the page without creating the project.

The system saves the project and displays its detail page on the screen. From this page, you can create project tasks, assign users and contacts, project templates, and related records. You can also export the project to MS Project.

 

To manage projects

To create project tasks, click View Gantt. Alternatively, click View Gantt in the Project Tasks sub-panel. For more information, see Creating Project Tasks.
To save the project as a template, click Save as Template.
The system saves the project as a template and adds it to the Project Templates list. For more information, see Creating Project Templates.
To export projects, select them from the list, click the Export link and follow the process described in Exporting Data.
To print the project, click Print at the top right-hand corner of the page.
To delete the project, click Delete.
To add resources, see To assign project resources below.
To create project holiday, see To create a project holiday.
To create or manage other records such as activities, see To manage related information in sub-panels

 

To assign project resources

1.Click the project on the Projects Home page to view its details.

The project’s detail page displays the Resources sub-panel.

2.To assign one or more users, click Select User and select from the Users list.

The assigned users are now listed in the Resources sub-panel.

3.To assign one or more contacts, click Select Contact and select from the Contacts list.

The assigned contacts are now listed in the Resources sub-panel.

You can remove a resource by clicking the rem icon corresponding to the resource name.

Note:You can manage resources only for projects that are assigned to you.

 

Creating Project Tasks

Typically, a project consists of multiple tasks that must be completed satisfactorily to ensure success. After you create a project, you can create tasks associated with it. When you create a project, the system assigns it to you. Therefore, only you can create and edit all the project tasks. If you assign a task to another user, then that individual can edit the task.

When you create project tasks, you can specify the dependencies between them. For example, if task 1 needs to be completed before task 2 can begin, you can specify task 1 as the “predecessor” of task 2.

You can view a project in grid view or in Gantt view. You can create project tasks only in Gantt view.

You can edit a task in Edit View and in Grid View. Some of the fields that you can update in Edit View are different from those in Grid View. For example, you can edit custom fields in Edit View but not in Grid View. You can edit task duration and assigned resources in Grid View but not in Edit View. It is recommended that you create and manage project tasks in Grid View. You can use Edit View to add and manage additional information that is not accessible through the Grid View.

 

Project Grid View

The grid view displays details such as the task name, completed percentage, duration, project start and end dates, dependencies, and assigned resources. You can view specific information such as only completed tasks or milestones. Project Managers can edit any task and add additional tasks as needed. Users can specify the completed percentage and actual duration for their assigned tasks.

You can right-click anywhere in the grid view to access the same control options.

The system calculates the duration of a task depending the duration of its sub-tasks. You can specify the duration in days or hours. If you specify the duration of a parent task in days and the duration of one or more sub-tasks in hours, the system rounds off the total amount of time taken and displays the duration of the parent task in days. It also automatically updates the Start and Finish dates based on the duration of the parent task.

You can specify task dependencies for main tasks and sub-tasks. For example, if task 1 must be completed before you can begin task 2, you enter the ID of task 1 in the Predecessors column for task 2. This implies the dependency of task 2 on the completion of task 1.

In grid view, you can export the project tasks as a PDF file to your local machine.

 

Project Gantt View

The Gantt view displays the total time needed for each task from start to finish.

You use the Gantt chart to create project tasks and view completed tasks and milestones by week or by month.

Note:You cannot print or export the project in Gantt view.

To create a project task

1.On the Projects Home page, click the project in the Project List.
2.In the Project Tasks sub-panel of the project’s detail page, click View Gantt.

Sugar displays the Gantt view with two blanks rows on the screen. Each row represents an individual task. To add a new task, click the Insert Row icon to add a new row and then enter the task details. To add a new row above an existing row, click the task ID to select the row and then click the Insert Row icon.

3.To create a task, enter the following information:

% Complete. Enter a numerical value to indicate what percentage of the task has been completed.

Task Name. Enter a name for the task.

Duration. Enter a numerical value to indicate how long it would take to complete the task. You can specify the duration in days or in hours.

Start. By default, the system enters the current date as the task’s Start date. To change the date, click it and select a different date from the calendar.

Finish. By default, the system enters the current date as the task’s Start date. To change the date, click it and select a different date from the calendar.

Predecessors. If the completion of this task depends on the completion of other tasks, enter the task name in this column.

Resource. From the drop-down list, select the individual who is assigned to the task.

Actual Duration. After the task is completed, enter a numerical value for the actual duration of the task.

4.To create a sub-task, select the task ID to select the row and then click the Indent icon.

The selected task becomes a sub-task of the task above. A plus sign (+) displays next to the parent task. To select sequential rows, hold down the Shift key while selecting the rows. To select non-sequential rows, hold down the Control key while selecting the rows.

5.To change a sub-task to a main task, select the task and click the Outdent icon.
6.To copy and paste a task, select the task and click the Copy icon. Then, click the Paste icon to paste the row.
7.To delete a task, select the task and then click the Delete icon.
8.To expand a parent task to view the sub-tasks, select the task and then click the Expand All icon.
9.To collapse a parent task, select the task and then click the Collapse All icon.
10.If you want a specific view such as overdue tasks or milestones, select the desired view from the View drop-down list.
11.Click the Save icon to create the task.

The task is now listed in the Project Tasks sub-panel on the project’s detail page. You can click the task name to view its detail page. The task is also represented in the Gantt view.

12.To export as a PDF file to your local machine, in the grid view click Export to PDF.

You can edit some details, archive emails, view related activities in the Activities sub-panel, and track any task modifications in the History sub-panel from a task’s Detail View page.

Note:The project task’s Detail View and Edit View display a Task Number field and an Order field. These two fields, which were used in the application prior to 5.0, have been replaced by the Task ID field. If you are not using a task number or order number, you can safely remove these two fields from the Project Task layouts in Studio.

 

To edit a project task

1.On the Project Tasks sub-panel, click the task that you want to edit.

The task’s detail page displays on the screen.

2.Click Edit for the task’s Edit View; click Edit Task in Grid for the Grid View. The differences between the two views are described at the beginning of this section.
3.Click Save to update the task information; click Save and Continue to save the changes and edit the next task in the list.
4.To view the modification made to the task, click Change Log.

Creating Project Templates

You can create a project template for projects with similar tasks. When you create a project template, you can define the project tasks. You can then save a copy of the template as a separate project and edit project tasks for each project as needed. Alternatively, you can save an existing project as a template. A template created from an existing project inherits the project tasks. You can edit these tasks if necessary. You can also assign resources based on project requirements.

 

To create a project template

1.From the Actions list on the Projects tab, select the Create Project Template option.

The Project Template page displays on the screen.

2.Enter information for the following fields:

Name. Enter a name for the template.

Status. From the drop-down list, specify the template’s status by selecting Draft, In Review, or Published.

Start Date. Enter a start date for the project; to select from the calendar click the Calendar icon.

End Date. Enter an end date for the project; to select from the calendar click the Calendar icon.

Assigned To. Enter the name of the individual you want to assign to the record or click Select to choose from the User List. By default, this record is assigned to you.

Team. To change the primary team assignment, enter the name of the new primary team.

To assign additional teams to the record, click Select, and choose the team from the Team List, or click Add to add team fields and enter the team names. For more information on teams, see Assigning Records to Users and Teams.

Priority. From the drop-down list, specify the project’s priority such as High, Medium, or Low.

3.Click Save to save the template; click Cancel to exit the page without saving the template.

After you save the template, it is added to the Project Template list. You can now save it as one or more projects.

4.To view the template, select View Project Templates on the Projects tab.

To manage project templates

To sort the list view on the Project Templates Home page, click the  icon in the Name column; to reverse the sort order, click the icon again.
To view the details of a template, click its name in the list view.
To edit the template, click Edit on the template’s detail page, make the changes, and click Save.
To duplicate the template, click Duplicate on the template’s detail page.
To save the template as a project, click Save as Project.
To delete a template, click Delete in the template’s detail page.

 

Viewing the Projects Dashboard

The My Projects Dashboard displays the current status of assigned projects.

The information that you can view depends on your role in the project. As a Project Manager, you can view overdue tasks, upcoming tasks, and related cases for all projects that you manage. Your assigned projects along with the overdue tasks, upcoming tasks, and related cases for each project are listed in the top panel of the dashboard. The tasks listed under My Project that those that are assigned to other team members. Tasks that are assigned to you are listed in the My Project Tasks panel below.

Team members who do not have direct reports can only see the status of tasks assigned to them.

To view the detail page of a project, click the project name. Similarly, to view a task or case, click its name in the list.

 

Creating Project Holidays

When you create a project, you may need to take holidays into consideration. A holiday can be one of the following two types:

A project team member may take time off from the project but may still be working on other projects. If so, the Project Manager can create a project holiday to account for the member’s absence.
If a project team member is going on vacation, the individual can report it on the User Settings page.

To create a project holiday

1.On the Projects Home page, select the project to view its details.
2.In the Project Holidays sub-panel on project’s detail page, click Create.

The Holiday form displays on the page.

3.Enter information for the following fields:

Holiday Date. Enter the holiday or vacation date; to select a date from the calendar, click the Calendar icon.

Description. Enter a brief description or reason for the holiday.

Resource Name. From the drop-down list, select the user or contact who is taking the holiday.

4.Click Save to save the holiday; click Cancel to exit the form without saving the holiday.

The saved holiday is listed in the Project Holiday’s sub-panel on the project detail page.

 

Creating Project Resource Reports

From the grid view and the Gantt view, you can create a report that displays a user’s assigned tasks across projects. The report displays all the project tasks along with details such as the project name, the workload percentage per project, duration of each project, and any scheduled holidays. The Resource report not only breaks down a user’s workload across projects but also lists the percentage of busy time for each day. This enables managers to better evaluate the status of ongoing projects.

To create a project resource report

1.In the project’s Detail View, click View Gantt.

The Gantt view displays on the page.

2.Click Resource Report.

The Resource Report form displays on the page.

3.Select the user from the Resource drop-down list.
4.Click in the Tasks that Start or Finish After field and select the date on which a task begins or ends.
5.Click in the And Before field and select the date before which the task would end.
6.Click Report to run the report.

The report displays the daily status, the assigned project tasks, and any scheduled holidays.

 

Exporting a Project

You can save a Sugar project in MS Project format. You can open the .MPX file in MS Project or save it to your local machine.

To export a project

1.In the project’s Detail View, click Export to MS Project.

The system displays a message asking if you want to open the .MPX file or save it.

2.To open the file in MS Project, select Open with MS Project and click OK. To save it to your local machine, select Save to Disk, and navigate to the location where you want to save it.