You can create projects from the top navigation by opening the Add new menu or clicking Projects in the side navigation.
Currency cannot be changed after saving a project, so if you are using multiple currencies (Multi-currency add-on required) make sure you select the correct one when creating the project.
You can create internal projects to your company's internal customer card. Internal projects have different kind of project card than customer projects:
- Internal project card does not include Sales-tab
- It is not possible to bill hours or products from internal project
- In Financials-tab you can only add fees related to your internal project
- You can only use other internal projects as a template for another internal project
Time entries can only be entered to internal projects.
You can create a new internal project from top navigation bar, customers and projects overviews' or from your company's customer card. To create one, just go to top navigation bar > Add new > Project > Internal project > fill in the details and Save.
Your company's customer card can be found for example from customers overview list. Internal customer card can be recognized from the grey checkbox.
Internal projects cannot be changed to customer projects afterwards.
You can create a new customer project from top navigation bar, customers and projects overviews' or straight from customer card. To create one, just go to top navigation bar > Add new > Project > Customer project > fill in the details and Save.
When finished, you are redirected to the newly created project card. You can edit the details of the project or add activities and notes to it. All activities linked to a project are shown under Activities and are easily modified there. From the Sales tab you can also easily access proposals and files added to it and add new ones if needed.
If you navigate away from the project you can get back to it by clicking the project name anywhere in the system. Use History in the top navigation to access the latest 10 places you've visited.
The project card is divided into five tabs:
- Sales: Sales process related information and activities of the case.
- Project plan: Project phases, work hours and estimates, and timelines.
- Collaboration: Project notes and the project tasks on a kanban.
- Financials: Project pricing, fees and costs and financials.
- Project settings: Project-level settings, like default billing information and general settings.
Project name, project number and project manager are displayed on top. Customer name is shown as a link under project name so you can easily move from the project to customer card. Project description can be shown or hidden as a default. When viewing description you can also see when the projects was created and by whom. If the project was updated, that is shown here too.
Project status can be set using the menu next to Project manager. If a status is selected, status name can be seen directly but you need click the status to see if a description has been added.
If you need to close or delete a project, you'll find the option next to the Billable button.
You cannot delete a project that has work hours, activities, fees and other expenses, proposals or invoices connected to it.
You can easily invoice the project by clicking the Create invoice button. The button shows the amount waiting for billing. If there isn't anything yet to be billed, you can create a draft invoice and add rows to it manually.
By using mandatory custom fields, you can force certain details to be filled when a new project is created. Create your custom fields in Settings, and set them as required field for projects.
Custom fields are available in Platinum and Enterprise versions of Severa.
When an employee creates a new project from top navigation or Project overview, they will see the fields, and cannot save the project without filling them. If a sales case is won and turned into a project, a pop-up opens where you can fill in the mandatory details.
If you don't have the information at hand, the pop-up can be closed without filling in the details.
If you create a mandatory field, it will appear as mandatory for all projects. You can find all projects that are missing mandatory details either by using the Project overview, or Projects report. In the overview list, a small icon will appear next to project name to indicate that details are missing. By hovering you mouse over the icon, you will see a list of details missing. By clicking the icon you can see a pop-up and fill in the missing details. You can also navigate to Reports > Report creation > Projects, and open the Cases report.
By using a filter, Has empty mandatory custom fields, you can narrow down the list to projects missing mandatory information, and to easily see what information is missing, add Empty mandatory custom fields as a value.
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