How To: The projects overview in Teamleader Focus

 

This article describes functionality of our new project module. This module is being rolled out gradually in the upcoming months, so it is possible you do not have access to the features described here yet. If that is the case, you can still find documentation on the previous project module here.

 

When navigating to your project module, you can find all your projects in a handy overview. This is valuable as it allows for effective follow-up on open or running projects and enables efficient filtering based on project status. 

 

 

What

Find the list view of your projects by going to your projects and clicking on this icon:


You can customise your project overview by adding or deleting columns to the overview, or by filtering on the status of a project. It's also possible to create invoices in bulk for your projects from the projects overview.

 

Column setup

Choose which columns you want to add to your overview by clicking on the cogwheel in the bottom right-hand corner:

E.g. easily add the columns ‘Price’, ‘Cost’ or ‘Margin’ if you want to find out how your projects are doing financially.

 

Some definitions

  • Amount unbilled (excl.VAT): the open amount that is ready to be billed on the project.
  • Amount billed (excl.VAT): the amount already billed on the project (the sum of the linked invoices).
  • Amount paid (incl.VAT): the amount paid on the project (the sum of the paid amount of the linked invoices).
  • Time budget: The limit of time that should be invested for the project, this can be set by the user.
  • Time estimated: The sum of the estimated time of the tasks and meetings on the project.
  • Time tracked: The sum of the time tracked on the project. If the time tracked exceeds the time budget, a warning will be shown.
  • Progress: This shows the status bar of the work on the project, allowing for a quick overview on how the work is progressing. You can hover over it to see more detailed info on the statuses of the work in the work breakdown.
    image (14).png

 

Project filters

Create filters in the projects overview to look for certain projects or easily find them back.


 

Click on Filters > + Add filter.

  • Assignee
    • Filter on the participants in your project
  • Billable amount (excl. VAT)
    • Use one of the advanced operators (e.g. 'Less than' or 'Greater than') to filter in detail
  • Budget status
    • Within budget
    • Over budget
  • Company entity
  • Customer
  • End date
  • Owner
    • Filter on the owner(s) of the project
  • PO number
  • Project status
    • Open
    • Closed (= closed projects cannot be selected when adding tasks, time trackings, deals or invoices)
    • Template
  • Start date
  • Custom fields
    • Find all your project custom fields here (except for the ones of the type 'Multiline text')

 

Click on Clear to clear the filter or on the cross icon to delete a line in the filter:

 

You can also copy the filter setup as a URL-link. This way, you can share it with others or save it as a separate bookmark to go back to.

 

Save a filter

It's also possible to save a filter to easily find certain information again. Important to know is that filters are user-specific. This means that filters created by you won't be visible in the account of your colleague and vice versa.

To save a filter, follow these steps:

  1. After creating a filter, click on Save filter in the top right-hand corner:

     
  2. In the next screen, enter a name for the filter in the title field. 
    • This is a mandatory field
    • By default, the name will be 'Project filters X' 
    • The name of the filter must be unique per user (if the name already exists, an error message will be shown)
  3. See a preview of the 'applied filters', showing all currently active filters:

  4. Click on Save to store the filter.
    Click on Cancel to return to the filter dialog without saving.
  5. You can access your saved filters afterwards by navigating to the project overview and clicking on Saved filters next to the Filters button. The filters will be shown alphabetically and you can search through them.


    Click on a saved filter to use it and to make sure the filters are applied. Edit a filter by opening it. Add more lines to it, edit the lines, or delete lines. Make some changes and click on 'Update saved filter' when you're done.

     
    Click on the arrow next to the button 'Update saved filter' to either;
    • Save the edited filter as a new filter;
    • Delete it

 

Bulk invoice projects

(It's not possible to invoice projects if you're on the SMART package, as invoicing isn't available in SMART)

 

Filters can also help you if you want to create invoices for multiple projects at once. This way you can e.g. invoice multiple projects for the same customer or projects with an end date in the same period.
 

Click on the check mark next to your projects to select the ones you want to invoice > Invoice X projects:

 

Read more about invoicing a project here.

 

Next to a list overview of your projects, you can also find them on a timeline. Read all about the timeline view in projects.

Was this article helpful?