Migrating to the new Projects is more than just clicking a button. Make sure you are ready to switch. The checklist below will help you get started on new projects well prepared.
There are three phases to consider:
Before migration
After migration
Specific use cases
1. Before migration
Topic
Explanation
General
Appoint a ‘migration coach’ to collect and answer questions. That person is also responsible for setting up/revising the workflow.
How do you currently use the projects? What are the current internal processes?
Test your new workflow in advance by creating a test account. You will need a different email address from your current login to activate this account.
Create a sample project in the old project module. Visualise it in the new projects by turning on the slider. If you enable the slider, you are not yet migrating to the new projects. After migration, this ‘ideal project’ will be an easy sample project to modify and use as a ‘dummy’.
Make sure your active projects are up-to-date, this way you will have more time to apply your new workflow after the migration.
Document your new process: Use this document as a guide to your updated workflow. For each section, we will discuss the most important innovations.
Assign a status (to do/on hold/in progress/done) to each project line
Filter the view based on project line type (task, material, meeting), status and/or employee
Assign multiple users to a single task in a project
Phases are now called groups
Tasks, materials and (placeholder) meetings can be added separately from groups.
Determine which info is important to you in this overview by selecting the columns relevant to you (via the cogwheel at the top right of the project lines)
On the list view of the projects overview, the segments have been replaced by filters.
Did you have segments that you used regularly? Check in your test account how to get the same result, possibly in combination with new columns (via the cogwheel at the bottom right of the list).
Also be sure to check out the new Insights; chances are you can access the report you want there too.
Update your projects according to the ideal project you
created.
Review active projects and update what is new:
Project header
Billing method project
Billing method project lines
Work breakdown
Status of open tasks
Assignees
Column view
List view project overview: which columns do you want
to see on it?
3. Specific use cases
Topic
Explanation
Add loose time trackings to existing projects, without existing tasks
Did you add time tracking to a phase in the old projects?
After migration, this will be converted to:
‘One project task per phase covering that recorded time’
Name of that task: ‘Time registration: xxx’
In the timesheets, the separate time registrations are still consultable. So they are not gone, in the project they are only grouped by phase.
To track time on a project, you now need a task. Tasks can be prepared in advance in the project, with assignment of employees. Each employee can add their own tasks to the project.
If those tasks are also assigned an estimated time, it will be advantageous to use capacity planning as well.
If it is unnecessary to prepare tasks in advance in a project, each employee can also add tasks to the project themselves.
Moreover, you can now also create project tasks while tracking time. This can be done via:
the + sign < Time tracking
timesheets < Multiple time tracking
Advance invoice in a project
Fixed-price projects:
When you create an invoice based on project lines, you can invoice even though the work has not yet been carried out.
If you want to invoice groups or project lines with a fixed price, you can choose to charge a percentage of the total amount.
Projects with time & material:
Contact us and we will be happy to help you further on how to handle this in your specific workflow.
When time is tracked on a task in a project, it will not appear in invoices > invoice unbilled time like it used to. To make sure the tasks within a project are included in your bulk invoice, you can:
Go to a project and open the invoice tab. Click on add invoice and select create invoice from project lines. You can segment by date and then bulk invoice all the project lines you want, including tasks with time tracking.
The second way to make sure you invoice tasks on a project with time tracking, is through the project's overview. Select the projects you want to invoice in bulk and then click on ‘invoice X projects’. Finally, click on ‘create X invoices’.
Use the filters to get a better overview of the project you want to invoice. Activate the ‘billable’ filter to see all projects that can be invoiced. Combine it with other filters, such as the status filter. In addition, fill in the customer’s name in the search bar to only see the results for that customer.
Link a ticket to a project
It is no longer possible to link a ticket to a project. What is now possible is to add a project task to the ticket:
The task will then be added as a project line in the project.
This way, the task can also be invoiced from the project.
The link to the ticket is visible in the details of the task. If you also want to make this link visible at project level, it is best to refer to ‘ticket’ in the title of the task.