Project Details & the extra info inside

Projects are a digital folder that contains the order information about your particular clients activity or program. (ie – once any part of an initial enquiry has progressed to a sale)

The Project details page provides you with a quick view of the status and summary of all contributing elements – and also links to access all information for each element.

To access the Project details page

• Go to the Projects summary page (MainMenu>Activity>Projects)
• Locate the Project of interest and click on the ID number that has a P prefix (first column)

You can also view all of a specific clients Enquiries & Projects in their Company details page
(MainMenu>Database>Companies) locate your clients company, click on the ID number then scroll down to the Enquiries & Projects block

This will include:

• Initial Enquiry details – including Due Date & Briefing notes
• Jobs created to produce goods
• Purchase Orders to fulfill Jobs
• Invoice Information (if accounting package is linked to BE, else this will show as $0)
• Quote/s generated for the initial Enquiry
• Related Files and documents

You can also generate linked Tasks for yourself or your colleagues, from the action bar on the right side of the Project details page. – For more info on Task Management – Click Here

The “Projects” summary screen (MainMenu>Activity>Projects) provides a quick reference including Required Delivery Date and Project Status

For info on the difference between Enquiries and Projects – Click here

Project Artifacts (Entities and Email)

At the very top left of the Projects page (In between the Project number and name) you will see a blue project icon.

This gives you quick access to client information for this project
(all of the other project info is contained in the page you will be looking at)

Clicking this icon also give allow you to see emails sent (or received) by Brandengine that relate to this Enquiry and the subsequent Project & Jobs

For more info on Project Artifacts (Entities and Email) – click here

Project Details

Once you’ve clicked into an Project, you can alter core details by clicking “Edit”

Functions include:

• Being able to manually override the status. In particular the ability to assign “Contacted” or “Closed” statuses as these are not triggered by system events.
• Assigning relevant tags to the enquiry (tags are setup by your admin)
  NB – Tags assigned at Enquiry or Project level are classified as “Project tags” and are global. This means that they will follow the Enquiry from start to finish. These can only be edited in the Enquiries and Projects details pages
• Changing the project name
• Changing the Account Manager and/or client contacts
• Updating the initial Enquiry type and Enquiry source (as defined by your admin)
• Updating the due delivery date for the goods (this flows through into production)
• Update the Estimated order value and Success probability (these are for forecasting)
• Adding any additional notes/general info on the project that might be useful as the project progresses through your system.

Cancel a Project

If a project doesn’t progress you can +Cancel Project at the top of the Project details block.

You will then be asked for a reason which must be supplied before the final Cancel Project button becomes active. (A warning message may appear before this step advising of tasks to be performed before cancellation can occur)

This changes the Project status to Cancelled and hides it from the default Projects summary view.

To view cancelled Projects – go to the top of the summary screen and click on the Include Cancelled button

Jobs

Jobs are the Production Management Centre of Brandengine.

In the Project details window you will see the status all jobs associated with the specific enquiry for your client. There maybe multiple jobs.

To view more info on the Job in the quick look panel – click on the Job Name.

For all the details on a specific Job – click View

Purchase Orders

Displays a summary of all PO’s created for this project, their status and their value.

The hamburger menu provides a shortcut to:

• Attaching files to the PO before emailing
• Receiving goods

The vendor name is a hyperlink to a quick look providing more supplier info & trading history.

To view the actual PO – click View

Invoices

Provided Brandengine is linked to your accounting software (eg. Xero), an Invoice can be generated for each approved/accepted Quote from within Brandengine.
(NB – Brandengine is not an accounting platform, the invoice will be created in your accounting software from information Brandengine sends it)

With this connection, the Invoices block will provide a snapshot of the financial summary for this project activity.

Information displayed includes:

• Invoice status (from your accounts package – Draft, Approved, Partial and Full payment)
• Invoiced and Due dates
• Total value (Ex & Inc GST)
• Any payments made
• The Outstanding amount
• Invoice number (from your accounts package)
• Date Fully paid

To see the most recent info from your accounts package for an ‘Invoice” – click Update from “…”

For your reference the Quote that the invoice was generated from is also linked in each Invoice card.

If your accounts program is not linked to Brandengine, the originating Quote can be accessed here to help generate your invoice manually.

Quotes

• See all associated proposal/s for this project and their status
  (including the option to show drafts, cancelled quotes and old revisions)
• Quick look at a quote summary by click on the Name
• Quick look the Account Managers details by clicking in the From field (AM’s name)
• Quick look the clients details and recent activity by clicking in the To field (Clients name)
• A financial overview of the accepted items
• Item Count for all items include in the quote.
• Access the full quote by clicking “View”
• Create new quotes for this project by clicking “+Add”

For more info on Quoting – click here

Artwork & Documents

Brandengine includes the ability to store relevant files directly against your clients enquiries and projects.

These can then be accessed from within main client record (Database>Companies) or can be attached outgoing emails such as purchase orders.

These files will be available for collaboration with your colleagues as needed.

Files you may won’t to store here include style guides, briefing notes, approved art etc…

• A maximum of 5 files can be loaded at any one time
• The maximum file size is 20Mb
• Supported file types include
  • Bitmaps: jpg, jpeg, png, bmp, tif, gif, heic, webp
  • Vectors & other images: svg, ai, ps, pdf
  • Documents: txt, text, rtf, doc, docx, docm, dot, dotx, dotm, odt, ott, fodt
  • Spreadsheets: csv, tsv, xls, xlsx, xlsm, xlt, xltx, xltm, ods, ots, fods
  • Zip files: zip, zipx, rar, gz, gzip, 7z, s7z

The file name of uploaded files is an active link

Clicking on this will open a quick look panel where you can record more info on the uploaded file… from this panel you can download the file

Click Edit to:

• Add/Edit file tags
• Change the filename title
• Set file visibility
• Record notes on the file (eg PMS/CMYK Colours, links to style guides etc…)

Tasks & Notes

On the right of the screen is the action bar.

This contains the ability to assign Tasks, and include extra Notes, for this Project.

Tasks can be assigned to team mates, or to yourself, and include a deadline date (or not)

When creating a Project specific task from within the Project details window, a shortcut link is inserted into the task to provide easy navigation by the recipient.

Linked Tasks created on a details page – will appear in 3 places:

• On the Dashboard task bar
• In the Tasks panel Quick look (accessible from the MainMenu (General>Tasks panel))
• In the related Project details window

Any interaction with the task (eg – editing, completion) – will be reflected in all locations.

These are sorted by Tasks with a deadline and Other tasks (that have no due date)

For more info on Task Management – Click Here

Notes inserted are only visible from within the associated Projects screen