Get Started: Streamline Work

Transcript for the video 'Get Started: Streamline Work':

Today's focus is going to be on delivering work on time and within budget, so very excited to have you all here. I know it's a short week with Thanksgiving right around the corner for all of our colleagues and clients in the states, but looking forward to delivering it and jumping in here shortly. So to go ahead and get started just to introduce your host. My name is Ector. I am based out in San Diego, California, and I will be working alongside Andrew and I'm a member of our onboarding services team. And of course, our main star for today's webinar is going to be Andrew's. I'm going to pass it over to him to do a quick intro. Everyone Andrew part here and part of the onboarding team here at Adobe manages for us and based on the East Coast in Newport, Rhode Island. So right outside of Boston, we are not right outside port. And in doing that, we so shout out to all the New Englanders here. And so I'm based on the Boston hub for about two years now, miles, which is crazy, but it's it's awesome. Be on the onboarding team. We work a lot of awesome new clients and a lot of existing clients and helping them optimize teamwork and really leverage teamwork in the correct way to support their use case and workflows. So yeah, that's that's true to me. Thank you all again. I go back what Etka to said thank you all again for joining us today. We have a lot of good stuff to get through today, and hopefully everyone brought some questions and hope they were able to provide some value for that. So thanks again. I'm seeing some questions around part one and we did do part one a few weeks ago, so you could find that on our webinars page and we can go ahead and send that out in that follow up email to so you can easily access it. But today's session is really a part, too. So a nice continuation in terms of content. We're going to go ahead and start with setting the stage. So we're going to talk about how you can organize your projects within your site, leveraging our product categories, and then we're really going to hyper focusing on templates in your work. That's something we've gotten a lot of questions around in our previous webinars. We really want to focus on it how that can help you streamline and optimize your workflow in the system. So we'll focus it both on the lens of project templates as well as task list templates. And then we'll dove into some reportings. We have some great new beta reports that have been released. So Andrew's going to walk you through how to leverage the Project Health report, as well as the plan versus actual to actually stay on track and within budget for your projects. And then lastly, as usual, wrap up with some next steps as well as helpful resources. Please note, at the very end of our webinar today, we will do more of an open Q&A. So feel free to stay with us till the end where you can ask some additional questions, but we will post throughout our session as well . Lastly, here, before we get started, for those you that are just joining us here, we absolutely love to make our sessions as interactive as possible, so please feel free to participate by submitting questions in the chat area of Go To webinar. We have our amazing colleagues, Phillip and Amaya, on the back in addressing any questions as well as throughout our session today. We will pause and address questions based on the content that we've covered. And then any questions that we don't get to will go ahead and address off line on a one to one basis. So without further ado, Andrew, I'm going to go ahead and pass it over to you for you to lead the way. Thanks, everyone again for joining us today. I'm going to take you through kind of those certain areas that we kind of touched on the agenda. We did that first. The first iteration of this webinar series, we did go over a little bit to more basics. So if you hear me skipping over a lot of the basic stuff or terminology, I'm just just be aware that you can always refer back to our other webinar for for more information on setting up tasks, for instance, setting up things, but say we're going to focus on those areas in which you described are the templates to be recorded. And first of all, we're starting with the project list view here. So before we dove into the templates and dove into the reporting stuff, we wanted to set the stage a little bit and go over . Some of the best practices around organizing work and teamwork and organizing products are executing projects and teamwork. Some of you who are existing customers might be using to for a long time, so you're used to doing this stuff already. It always helps to take a refresher, look at things and just kind of look at different ways. You can organize things into winning projects and teamwork. So that's where we're starting here. All right. So like you mentioned, we're in that. We're starting the projects, tablets here and the whiskey right here, right? So project list you as a really powerful area, I think, for a couple of different reasons. first of all, you have your projects listed, don't you obviously hit the spot and come back to this? We have our project names really simply listed. This is just a teamwork demo account, so I only have two simple projects built out. to build out a live project here today, so we'll have another one to work in. If you just take a look at these two projects, you. You know, a project itself, as we know, is our container of work. A project has tasks, task lists, milestones, notebooks, messages, all that stuff. What you can do with projects is apply these details to that, right? So as we look across the line item here on this first one, you'll see that we can of course, have a project owner assigned. You can have a company assigned to a project, a start to an end date. So that's again, we're going to talk about tracking projects and delivering them on time. You know, starting to end dates, our big piece of that, obviously. You can tag projects. Those are more like labels that you can apply for our project budgets. We're just going to hit on that today. You know where this activity is, so on and so forth. What's nice about the project this year is that it allows you to customize this deal to only focus on the information that you need to focus on or that matters to yourself, right? You know, within your teamwork and sense, you probably have different user types, right? You have your your type of managers. They want to see more information as relates to a project or more high level information as it relates to projects. If you are more of a user, were you just completing tasks you don't need to see as much sometimes, for example? So with that, you can just hit this button here and check the columns and toggle on and off the columns that you want to see or not see. Okay, so this project list view is customizable to yourself with your view. Everyone's view is going to be their own. You're not choosing this for the entire user base. So I'm just going to disable a couple of these columns just to show you what it looks like. And then also, I can reorder the columns as I need to assign. If I want to state company over there, I can do that. So just want to say the added customization in the project was for you to start with you. OK, so as far as going back to the idea of organizing projects into winning projects, we're going to focus on two main areas. Like I mentioned, we're going to focus on categories, but I do want to mention really quickly the company's future. Now, every every project and teamwork can be associated with a company, right? So a company and teamwork is used to represent if you are a service based industry with your professional services company or client services company, your companies will represent your clients actually right. So you want to set those up in teamwork based on your clients and build them out so that when you build a project, you can attach that project to that client. So it all goes up in reporting, and it's easily identifiable as your client's project. not service space industry, you can use companies as departments. For instance, if you are an internal marketing group, you can use companies as departments. So just give me some more examples there. Companies could also be your vendors that could be any freelancers that you work with. So in terms of kind of examples there. But really, if you're a client, service based company or industry, your companies will represent your clients, right? And we'll show how that relates back to them. And then we're. City manager companies really quickly, you can go to the people section here and in the company's tab ad companies here. OK, so next to these categories, so our categories here are other major kind of project delineation. And what we mean are that it's a really great way to organize your projects and keep your projects so that they are really easily findable and reportable at the end of the day, right? So once your site grows with with tons and tons of projects, I'm sure you'll start building. Obviously, this demo site is only two projects, but you know you want to make sure that you are organizing these projects. Using these categories and companies categories can be thought of as more like a general project folders. So right now, I have a simple example of client facing projects like Client would be a top global category and an underneath client. You have audit digital marketing campaigns, retainer projects, for instance. So those are all different types of maybe service offerings that you would provide a client. You know, if you're a digital agency, the digital social media web design, if you are a financial services companies do audits under your management for those. If your law office, you can separate them out by service. So just some examples of some client facing kind of categories that you could set up you. Another example would be an internal kind of on top level category and then under a you have departments as your category swell. Again, so a project can only be associated with one category and one company. So just keep that in mind when you build projects, you just want to make sure that you are using your categories, your advantage that you can report on them. Also, you and your companies can show you can report on your work for clients right at the end of the day. Just one more note, you know, it's important to relay those best practices. So if you decide you know which which way you're going to use categories, you want to make sure you're communicating that out to the user base, right? So anyone who is creating a project knows where to put those projects, knows how to classify things so things don't get out of order. They don't get put in the wrong places. They get lost in. Well, we wanted to talk about their start with. We're looking at active projects right here, so active, you know, they're substances up there, you can filter by active currents. Upcoming and completed archive projects are completely out of sight, out of mind. They won't show up in the activity, obviously. You can always bring them back from an archive sewage. And next, I just want to show the filter option here, so if I click on the filter option, you'll see this icon right, teamwork, how you know all those project volunteers that we talked about tags, owner health. You can filter this page if you have a lot of projects, you always use these filters to narrow down the dataset that you're looking at. So just a quick check they're using these numbers is very important as you go forward. And then lastly, I'd like to point out this little button here, group by company, so going back to the idea of companies, if you hit that little button, you'll see kind of the company structure here. So right now we have teamwork demo account, which is our own, our account today, but we also have the Acme Corporation, which is one of our clients in this instance in this demo, say. So you kind of see that structure that we have kind of company at the top and then projects underneath, and then each project is categorized as well. OK, and then lastly, you can export this this list as well, so if you build a nice, custom kind of tragic wetsuit for yourself, you can export to PDF, excel whatever So I'm going to pause there really quickly. I know that's kind of a really basic control, some organizational stuff, really quick questions, actually. We there that that would be useful to go through, I guess. Yeah, absolutely. We just got a question in from Mark. And can categories be used by any other reports or is it only used in the project list view? Great question. So at the end of this call today, we're going to go through our Project Health report, so here's a sneak peek at our Photoshop report. So for instance, in the project's health report, you can filter by categories here as well. So that's that's when we'll look at and at the end of the call today. Also, I would suggest smart using dashboards. So when you build custom dashboards here, it's kind of that's kind of a longer conversation in which I could show how right now, but building a custom dashboard, you can put together information across projects in one , do you want a dashboard and then pull those metrics from a certain project category? So the answer is yes. Dashboards is a big one and also the Project Health Report and the plan, which is actually part which we'll get to today. Perfect. one other question here. What does owner mean, we got this from Marcus, so what does a project owner mean in teamwork? Do they automatically get subscribed to every task? No good question, Marks, so a project owner is really just a label, so it's a label for the project in order to determine who is the owner of that project, who is managing that project? They don't inherit any permissions. They don't inherit any tasks or anything. They are just an, you know, a person that's on that project that maybe the other people that are working through that project, if they need something, they know who to go to as the project owner, for instance. Another instance is that we'll talk about later in the call and the private health reports. Typically, best practice wise, the project owner is responsible for updating the health of the project as the project moves along its lifecycle. So they update the updates to project updates, and they update the health score of the yellow green score. So that's really what the product owner role is, is kind of therefore they don't inherit permissions. They don't inherit tasks. It's really just that label so that you know that you have someone to go to for help and that person is responsible for kind of the updating of the project and the health of the project as it goes along. Perfect. one last really quick one, Andrew, I know we're not covering tags in today's session, but we can of course see them side by side, so just a quick one, 30 seconds. But Alexander asked, Is it possible to have default tags or other default settings for a project category? I know this ties in really nicely with what we're jumping into next. I figured I would throw that question your way. Yeah, great question. So we're going to get to that right now in the form of templates. So when you're using a template, you can apply tags to a project template and then you roll out a live project from a template and those tags will carry over. So the answer is yes. The way to do default tags on a project would be to use project templates, which you don't go into right now. Yeah. And along with that, the second part of the question, which the answer is yes as well. Same applies to categories. You can actually just set the category in the template and all of those values will get carried over. So that's it for now, Andrew, I'll go ahead and pass it over to you so you can jump into the next portion of today's session. Yes, thank you. Of course, you can present a default category and temple as well, so. But you mentioned these are active projects here. We're going to switch over to our template you here. All right. And when we come into the Templates tab, we see all our custom templates listed down here on the left hand side and all of them kind of in a card style view over here. So the idea of a template is really simply a whole entire project that is built out and saved in a template format so that when you roll out a brand new project, you can roll it out using that template, using the information already in the template rather than starting from scratch. Right, so hard about simplicity. Quickly and go add project here I cannot. A project from scratch and of course, that will start me with a completely blank project. The idea with templates is that you build out your project with preexisting information, preexisting tax tags, really everything, which we're kind of going to look into more introspection here. But the reason why we like to stress project templates so much is that it really saves lives. So much admin time and setting up work right allows you to roll out work that is requested by your clients or needs to happen, needs to be rolled out quickly. It allows you to roll that out so much faster than starting from a blank template blank project and building everything kind of one by one. So huge, huge feature here that we wanted to highlight today. When we have what we take clients to the onboarding process, you know, we spend a lot of time with clients on building up their templates, building up their workflows in a template so that they can have these preexisting workflows that they can roll out at any time here. OK, so. Let's see here you can create a template from scratch, of course, just to mention really quickly you can create one from scratch here. So that's creating a project template from scratch, or you can save a existing project as a template. So if you're an existing customer and you haven't used project template yet or you have some existing projects built out, all you have to do is come to this project. You pick on these three dots over here and let's say this template. OK, so two different ways of building temples there. For today's sake, we're going to look into this content plan using content plan template and go through this template a little bit and roll it out as a live project, work through it and then show at the end of the project, budgeting and all that stuff. So what happened here to start, so once we happened, you know, this could this on the surface looks like a regular project that you're probably used to seeing, although we have this nice blue banner across the top telling you it's a template, you can build templates out as robust as you want. So for this example, today I've built out this top level task with this blog post task list with a lot of detail. I've assigned out my tasks to fill up here to Gillian there, a couple to myself, one to to here at the bottom of a science and rolls to task to our project manager role or project manager role and then a publisher. I've applied some dates here. I've applied stands of the tasks like how long does that tax actually take to get done in terms of dates, right? I've got some board columns, so my point is that, you know, of course, this is this is very specifically built out. But if I go down here, you can just have your project template built out with simple tasks that aren't assigned yet or don't have details yet. So if you have a really specific workflow where you want to build in these dates and you want to build on these dependencies and estimate time, you totally can. But if you want to start simple, start the list of tasks, roll that out and then assign stuff and then assign details to those tasks. You can certainly do that to. one thing that I want to harp on today, especially, is that this task, which you'll see here is about, excuse me, I've assigned estimated hours to each task in this list here. We're going to talk about that project listening in a bit here. But if you apply a of time on your project templates, this allows you to really kind of quickly establish project budgets right away. So if I have, you know, two hours on each of these tasks and I know there's a web and tasks in this list, the entire project is 22 hours of an estimate. So that's an estimate you can provide to your client. That is something you can put as a project budget. So it just really helps with rolling out and standardizing your tasks throughout. So we're going to roll this out in just a second here, but I want to touch on one more thing, so let's say you're looking at this project template and you're saying to yourself, Well, it's not really feasible for me to build out an entire project and start the entire project of the template. We have also the capability of doing task list templates. And what that need is instead of going out an entire project to start a project, you can also use our task with templates as a way to plug and play or kind of use it as our work, as we call it. So to look at this further, if we click on the blog post task list here with the very top. And hover over here and Temperance and he'd say this template. Now I have a ready to go test that I can implement quickly into any existing project as we go along here. So I've had clients where they simply have one or two main client projects and the requests for work comes in. They have their task list templates built out already, and they plug and play those when a request comes in. They just plug in force when they need to, and that can be looked at as kind of more of an ongoing project example. Task force templates are great for retainer projects. They're great for ongoing projects where it's kind of plugging in most assets as you need to. You know, let's say one project doesn't doesn't follow the same kind of, you know, in this case, we have lots of case studies and ebooks, but say there's different modules besides these that might come into a project. That's the advantage of tax incentives as well. You can drop those in any time. OK, so really important to note tonight there again, for any existing task list that you have already built out, you can go into your life projects, click on these three dots icon on templates and hit save as template. OK, I might stop there. I know that is kind of a lot of information on templates themselves. We're going to go through actually using this template to build a live page for the second here and I'll show you a lot more. Just using templates, we roll out this project, but any questions? Do we have any questions there, actually, that would make sense address right now? Yeah, we do have one question for mark here. Where do you define roles for a template for? How do you define a role for template? Yeah. The question is is and debt, but good thing. So you see here that I have applied obviously the specific users to these tasks up here and the roles down here to these people for these tasks, excuse me, the advantage of using temples that you might not know who's going to perform that task. You know, every time that project rolls out. So that's the advantage of using these roles here. To do that, you have to be in the project template for a task. This template, obviously, and you just click on the assign the task option, just set you back later and then you can write in your role here. So I had project manager and publisher before. Maybe this was the, excuse me, the publisher as small. It's safe and now pops up in yellow there, and it can hover over it and see that the publisher performs this role. When I roll out the project, it's going to ask me who to assign the publisher role to who to assign the project manager role to. We'll get to that in just a minute, but to assign it, choose later role. All you do is click on the assignment, choose later and write in your role. Is that? Yes, thank you so much, Andrew. The other question I think is going to tie in with your next portion, but I'll ask it if you want to use that as a starting point is can you from Simon? Can you please show us how to create a start date and how that will impact any dependencies that you have in your project template? Yes, absolutely, we're going to get to that right now, so why don't we just do that? So I have my content plan template here. Let's say, OK, new customer request the content for me. Pretty simple example here in that content plan includes the blog post includes case clarity about some way to roll up this project template and simple kind of workflow here. But it's important. There's a couple really important notes we want to make, and we'll touch on the data. second, here, but first of all, we want to choose a project name, right? So the name of this content plan template, we don't want that, obviously. So let's do content plan. Q4. See, Marcus. And next, we choose a company, so we talked about companies in the beginning, right, so you know, you probably do content plans for multiple different clients, right? But which company are you doing this for which client to do this for today, we're going to make it an active corporation company . We have a brief project project description we can put in here and then we'll play with our dates here. So this is the really important part that we have to go through today. So you see, before I had my tasks in terms of days I had, my first task is day one, my second taxes, day two. These were just one day tasks. So obviously your task to be multiple days. And what I'm doing now here is selecting when the project starts and or ends on. Most of our most of our customers probably who started out, I would assume so basically in this instance, you're just picking which day is day one, which real day is day one, and that will then populate all of the tasks from day one as it relates to your template. So when you will build this project, you'll see what it looks like and second year. have a project start today and by Saturday. 23 strikes and that will be the day one task, and then all the other tasks will file from there. We'll look at dependencies, too when we build the project. We'll look at the dependencies and how those dates are managed as well. So other option here. I'll put this top drop down is a couple of different options and relates to tasks and milestones learning on weekends. So you have three options here. You can allow time and milestones to follow on weekends. You cannot include them weekends in the calculating the new dates or the bottom one here is calculate new dates to keep tasks and milestones off weekends. In all honesty, this is the option that most of our customers use. They don't want tasks and milestones to be landed on a due date or landed on a weekend. They obviously want to keep those on weekdays, so that would be the third option I would suggest to use. I'm going to do that today, but I'm getting more questions on that, we can go back to that, but definitely use this one to do did like. So I can always preview dates here, brings up a nice little window to preview all the task. We hit this button. I was kind of gobsmacked. Okay. Next section here. So adding people to the to the project, so you're adding people to the projects that's being rolled out as a lot of projects, obviously on this project template. I have six people already on the template. There are already assigned to tasks. They're already a part of the project template, automatically going to carry over when I'm building the live project here. In some instances, I've seen clients just have one or two people on the template itself, and then they just add in the people that they need to that that are on that specific project. So maybe you have people that are on every project that rolls out or you just have to choose the specific people as you go along. Maybe you're using workload or maybe you're using our resource scheduling features. So this would be a good opportunity for you to maybe not add people to a project. You can use our workload function to kind of utilize capacity to take on this project and then add the stuff here. In this step, as while I can select the project owner, so I'll be setting myself. OK, next up here, choose what to carry over. These are all the project items, obviously lots of details here and links, milestones, notebooks. You can carry over all that stuff into the live project for you can disable certain things as well. So I don't want comments to come over. I can just click on. Contact us there. They don't want risks. You know, configure it whatever way you want when you're rolling up the project. OK. Lastly, in advance, we have our option to categorize. I'm going to put this under a digital category. I can add a tag. So tags are labels, right? So tags are different. Labels even apply to the project as we roll it out. Obviously, you can apply it on the template to answer that earlier question. You can apply it on the template and it will carry over as default into this field as well. Custom fields are really useful as well, there are ways of doing it and projects we urge you to take a look at custom fields if you want to define your projects further, you can add in custom fields as well. OK, so that's pretty much everything and network, well, it's it's pretty straightforward once you get the hang of it. But again, the important stuff is making sure you're planning for those dates. When does the project start? So of all those two states making sure you keep them off weekends and adding the right people into the project as you go? So what is it create here? Actually, one more thing I forgot to show are those those rolls before that I was showing before, right? So now it's going to ask me who is going to be performing the publisher on this project, myself into that and who's going to be the project manager? Maybe I'll assign factor to those tests. And now it's finished, it'll create the project for me, but any questions that we want to address from that kind of what's there ? Yeah, absolutely. So we got a question from and I apologize by pronounce the name wrong, Ryan. We have some projects that we don't input a start end date for. How will that impact report it? Great question there. We have a lot of folks that don't use certain index. And so for especially for ongoing projects or retainer projects, having those projects are not going to happen. So you don't have to apply those start dates in and it's as far as impacting reporting. There's kind of again, I'm looking ahead here, but if I go too quickly, hop into the reports tab here. And I look at projects out here. if you look at project help, we're going to come back to this report, but it gives you a nice kind of date range of the project and how much time is left in the project here. So that's kind of a good timeline indicator of the project. So you do lose that if you don't set certain and it's obviously, as you see with these other two projects also on the chart, do if you ever use the chart you in our planning tab in the chart, you. Only projects with start date teammates will show up in this chart, right, so that's kind of the timeline view projects here. We're looking at projects in against sale if you don't have a certain date applied to a project that won't show up in this view. So you kind of lose those two areas, I guess a little bit. But again, we have lots of clients that do ongoing projects that don't necessarily have those those dates. So no big deal of note. I don't think. Perfect. two more quick questions, Andrew. Byron says that they missed the role of the publisher. Can you quickly review what those roles are? Yeah, no problem. So we have back into the product template. Go back to my template. So I'm sorry, Byron, I think it was apparent if you, you know, in a project template here, you can assign tasks to a person like obviously a standard user, you know, Pelletier myself here. You can also do it, choose later. So what I did or down here is I put the assign task button and then choose later and you can write in anything here. I just did publisher and project manager for an example today, but you can write anything. As a placeholder name, somebody like me. And now that is a role assigned to this task. So again, when I roll out this project, it's going to ask me, you know, if there are four or five tasks assigned to a publisher, it's going to ask me, who is this specific user that's going to perform that publisher role ? Go to automatically assign all those tasks to that person. Once you roll out the project template. Perfect. And the very last question is just so you can show the team is also from Ryan, aside from clicking the three dots next to the task, where can we create a task template from? So if you want to create a task template from scratch, it's a crucial question. You can go when you're there's two different areas to find them when you're in a project in the West, you hear. So I'm just in my practice that I just don't document template. When you are in a project, you can come to these three dots and go to manage text templates. And then that'll bring you to all of your tax templates here, and you can add one from here. OK, so that's again, the three dots in the top right hand side of the rescue and then marriage test templates on the other way, if you have the permission enabled, you can go to your site settings. So go to settings only surroundings. I believe I have access to this. Go to settings, go to templates and then you're testing what's always in there as well. And just to be aware, we're going to ask that question, but just be aware you have to have the permission enabled to manage test templates in order to even build them. So just be aware that. Perfect. Thanks so much, Andrew, and we'll pass it back to you. Nowhere. It works. I know we're kind of boring a little short on time. Not really. 20 minutes, that's good. So I'm just kind of kind of go back into our project that we just built out and think of where we just left off. And so this portion of our project lifecycle, obviously, we're going to work through the project. We're going to complete the task. We're going to lot of time, all that stuff. So bear with me here as I kind of do some of that and I just want to show everyone. I don't think these dependencies, I think dependencies aren't big feature here. What I just did is I just simply, did you know the top tasks dependent on the next task? So as we see here, if I move this top task forward, it's like, let's say I push out the due date of the top one. You see all the task in the list, just update it because I have this dependencies connected, so dependencies are a great way to manage those timelines. If you have that kind of work where if one thing gets pushed out, you want everything else to push out. I would suggest using those dependencies. So as we're walking to the project, we want to complete tasks, obviously what I'm going to do here is also log some time as well. We just lost some time here. When a log one hour there this time. I'm coming over a little bit out of order here, but I just want to show how a long time, obviously, it's long time, mainly as simple as going to a task, clicking the clock icon, making sure your your marking off if it's billable or not billable. We're picking a start date and start time and end time on the time logged, a day of the time log description, all that good stuff. This I've been who's going to lot of the time as well, even though I'm not assigned to every task on this list, I'm just trying to log some time. That's priority. Just so we have a good look into things at the end here. All right. That should be enough. So we're working on a project, will completing tasks. You know, it starts to open up as we go down the list. I'm moving it from Fort Collins and long time you can see estimated in time here, which is really nice. It's being a really quick view now on each task and kind of weapons are out in terms of a lot of times the estimated time. So I'm going to kind of backtrack a little bit, I kind of skipped over something that's really important and the whole point of this webinar today is to talk about project budgets, right? And so I'm going to go back to the dashboard page. And just show you how to create a project budget, so on their own project dashboard page, we have lots of information here, but I want to show, first of all, just how to add this budget. So when I click here, you'll see your first dropdown here is to apply a see budget, so that's a monetary budget to a project for a total hours budget. So total hours, I happen to know that all the time on this project was 22 hours, so I'll just put out my budget. Your budget doesn't have to be all the estimated time when a project is going to be anything you want. If your clients purchasing a certain bucket of hours per month, let's say you can make that as your budget can, even on start dates and dates for the budget as well. So I'm going to talk budget starts today, budget ends nowadays, you can have your budget every month, so again, those retainer projects, that's really good. So budget receipts every month or every week or custom basis. So if you have a monthly allocation of hours for a client, you can set it up that way. And you can select whether the budget is based on all time, doable time or non-Google time submission make it all the time, for instance. OK. Lastly, again, this is the kind of core of this webinar, and what we really want to convey to folks is keeping you keeping you in the loop on what's going on, keeping you on track, right? In this last study here, I notified myself I can notify my older project managers. I can not buy anyone via email. When the budget exceeds a certain percentage even and kind of nice notifications when let's say you have a 22 hour budget and you get to eleven hours, that would be 50%. You can get that notification saying that, Okay, Andrew, this project has reached 50% of the time budget. Just so you're aware, you know, a good way to keep yourself in the loop. Keep on track with your projects. You can have as many modifications as you want, which is really nice. So maybe 50% and 80% or 90% when you get really close to that 100%, you want to make sure that you're getting notified there as well. pre-Budget. So now on the dashboard page, we have a nice project budget panel here that we can see the notifications, we can see what's used, what's remaining, a lot of nice information here. Budget history as well. Watson is going to apply some start and ended here around one second. Start an end date as well, just to show you what it looks like on a project just before the project started today or today. And let's have it and at the end of the year. So project dates? So we have some time logged, I believe, on this project we have we have a project budget set up. We've completed some tasks. We've worked through let's been a little bit, you know, obviously there's multiple different ways of managing your project, but you can use the board view. You can use the Table View table just kind of taking a look at this simple list feel. But any questions as I kind of keep logging some time on here and keep completing some tasks, I'll take some questions and anything I missed going through all that stuff, I'm happy to take out as well. Absolutely, this kind of touches base a little bit with the long time feature, as well as the clocking in and clocking out. So Andrew, this will get you'll get more into this in reporting if you could just like talk about it from a high level. Josh asked. They have some members of their team using the clock in clock out feature and other members of their team actually logging time against the project. Is there any way to have that clock in clock, clock out? Pardon me, time, show up on your reports. So it's a good question. I haven't investigated clock in, clock out in a while, but I believe clocking clock out, it's not really like it doesn't tie into like time logs at all. Just, you know, if you go to the people section and you look into a user, you can see kind of there, if I wasn't myself. I go to times you can see kind of their working hours each day, maybe that would be kind of a different way. The clock is ticking. It's kind of a different way of managing it. Everyone's kind of capacity is up here and there at a project details. So you kind of have your standard eight hours a day or you can do, you know, seven hours a day, wherever it might be. And the clock and clock out, I guess, just shows you can also show how much time someone's actually spending in teamwork or actually spending on the workday. And of course, a year two, I think I believe your previous point was that you, you have people log time towards the projects. That's totally doable as well. So if you don't want to log time towards specific tasks, you can come into the time, timetables, the projects and start the timer here or hit my time and then just log the time here without tying it to a task so you don't have to actually take to task if you don't want to. It just helps your reporting, obviously. You know my time towards tasks because tasks and estimating times. Great point, and kind of to summarize that to one additional piece here. Any time you track against the task a project that will measure against your budget and for it to be clocking in and clocking out, you can't really set that as billable or nonviable. And that's more so like, you're starting your day, you're ending your day. It's not directly related to a project. And of course, as you're clocking in, you're not really tying that to a specific project. So this is really the only way to have that information cascading to the reports themselves. Quick question from Byron again. Can we have different rates per person on a project, different rate cards, I guess? Yeah, absolutely. Yep. So that would be those are available to set in the Billing tab here. But even if you are a site, I mean, I believe you have access to set someone sitewide billing, right? Some site wide billable rate is up here and their profile. I believe you have access to that at your site and if you go on the project, however, if you go to the Billing tab, so go more and then doing. You can hit this button over here. Set rates. And these are the projects billable rates, right, so at discharge in over over twelve hundred bucks a year for for an hour. I'm expensive, I'm exhausted and so I'll set myself at 100. I'll set 300, for example, here per hour. That's because it tells you that that's active level right there. You can also just do a double the rate on whatever per hour for everyone on this project. So there's different people, different people have different roles. You can do it that way or you can just like, OK, everyone's 300 on this project, for instance. So here now you see all those timelines that I was long before we were allowed to do now is check these timelines off and then apply them to invoice. Perfect. I think that's it for now, and we can probably jump into reporting and then we'll take some more questions at the end. Awesome. All right, so now we work through our project, right, we've set up our project, we've rolled it out with a nice project template. We've worked through it. We've learned some time. We're not done with the yet, obviously, but maybe we have a bunch of these projects happening at one time and we need to see what's going on. You know, one of the main kind of goals are items that we try to tackle in our onboarding. I'm already sessions with, especially with existing customers, that, you know, they can't find anything or they need visibility. They lack visibility with new and existing customers coming in to work. So what we want to highlight today is our reporting section and using these simple canned reports. These are all in every one site they are. You don't have to configure them, Iran to build them. They are canned reports. You can hop in here and get a high level, 10,000 foot view on what's happening, right? So starting with the protocols report, really simple report here we have all our projects listed down here to whatever side we have our last active column, our company, our owners, the dates of the project. So like I mentioned with the project dates before, they don't have to have certain dates here, but they will show up here and it will give you a sense of how much time is left on the project. This field is the game changer here, I think is the task completion field. So this task completion field, you're able to actually click into and see exactly what is completed and what is not completed, right? So if I'm the project manager, if I'm the owner of the project, I can quickly come into my project in this field and say, OK, it looks like we've completed a good amount of things down here, but we still have this all this blog post stuff to do. Maybe I can then think I can ping Gillian and see kind of where these tasks are by using comments, for instance. So really nice to do. Their task completion is your budget field. So we've set up our budget. We have our people logging time now and quickly get a sense of where all my projects are at in terms of their budget. Are they tracking on time for this one? There is only 9% of tasks completed. We have one month left and we've used nine hours. So if I look at that, I might say while we have a lot of tasks left to complete. So but almost half of our budget is released here. So with that information, I can make a determination whether this project maybe needs attention or maybe it's at risk for now. Or if you kind of look at this and say, Oh, it might look at risk, but we are bringing in some more resources soon. So maybe our market is good. And what I can do here in this last year is provide project updates as well. So if I click on that field, I can add more contextual updates first or second contextual information as it relates to a project to say, Hey, we're still looking. Good on this, bringing in more resources. Next week, that could stop. But you can picture that right. You can notify people when you're setting the project up to here, and I'll an update. And now everyone who comes into this report can now see that the most recent update was today 51. It's looking good. This is our budget, and you can see the most up to date information. OK, then really quickly mention as well we talked about categories and companies and the start of our conversation today, and that is because in this current health report that you're classifying those projects, if you're in those projects, you can come up here and quickly filter based on certain categories. But if you want to see all of your social media projects at once, for instance, you can do that. And you can also filter down by company. So if I want to see all my, it's I see one company at a time and say, OK, we can deliver a report for Active Corporation next week. Where are projects that I can click on a company filter just to that view, and I'll give me all the product information across all the action projects in the site. So you can quickly search background projects or owner up here as well. And you can export to PDF as well up here. So great report a lot of companies, all my customers who use this in their kind of stand up meetings, if they need to, if they have an internal meeting and say, Hey, where we are with these projects to bring up this report quickly access to information needs. OK. Last report, we're going to skip over utilization and profitability, you need to be side and to access those two reports just so you're aware. So if you don't have access to those, don't worry, it's just not a statement. It's not a quick look at plan versus actual. This is a nice report. It focuses on milestones or tasks which you can switch between up here, and this looks at shifting timelines. So if you have milestones, set up your projects. If the milestone gets pushed out, for instance, you can see the original due So that's when it's first scheduled for versus when the current due date is set. In this instance, here we have original 19th October 19. Current is tomorrow. The difference is 35 days, so we can see here are our milestones slipping. Why are they slipping right? So are they on track? Are they late? Are the upcoming switch over to tasks here? This looks this simple as you look at one project at a time here. And since I had earlier in our project here in our content, 10.5 had shifted those dates. Now it's going to show me all these all these tasks here, and they all should have shifted a day or so because I made that timeline switch, right? So it shows you again that the task was updated today. This is the task list. This is how many days are coming up. And the original due date versus the current date and the differences here. So a lot of customers ask for baseline capability where I can see one thing when I want a certain piece of work is supposed to be delivered versus when it was actually delivered. This is a good way to look at that kind of stuff for tests and my sense of waste. reports we will touch on in future webinars, don't worry. But with that kind of friends that fortunately, a good five minutes left, we're going to go through a couple more slides and we'll get to questions, if you don't mind. one second here. All right. So where do we go from here? A couple more features. Just quickly mention we talked about the process of rolling out work, right? I would. I would definitely tell everyone to look at our intake forms a really good way of creating simple forms to send your clients so that you can intake different work requests, right? So you can fill these forms, customize them, and you can be sent out to clients for requests for work. And that's a good way of kind of taking working the teamwork there automation. So we skipped over review a lot today, but Broadview is a great way to manage your tasks across a kind of a status indicator. As you see in the screenshot example, with boards, you can apply triggers and triggers will apply actions to tasks as done throughout the board columns. This is something I touch on with my clients all the time. So definitely take a look at the forward view and the triggers on the board as well. Lastly, the workload and resource scheduling, this is something that we're going to hit on in our next webinar series. But we talked about a little bit about resource management and capacity management. The workload, a brand new workload planner page here that you're looking at now is beautiful. Our products are talking to an awesome job on this and it really allows you to granular look at each person, their workload, what they have assigned to them, what tasks they've signed to them, what projects and really lets you give you that look into. Are your people over capacity? Are they under capacity working to move things around and work on a plan for work? So that's something we'll touch on in the next five years. All right. So I believe we have passed over after four now and we have some time for questions, I hope at the end of the and talk too much, but thank you all. I do have some questions as we go forward. Thanks. Yeah. Thank you so much, Andrew. And just for everyone who's on the phone. We do want to be respectful of time. I know Andrew myself. We're going to stay on a little bit longer to address some of the questions in the Q&A if you're able to join us. Great. Otherwise, we will be sending out the recording in a follow up email. So just to quickly talk about some resources that we do have available, we have an amazing checklist, especially for those clients that are just getting started with the platforms and getting started. Tips and Tricks VR onboarding page. We also have some great quick start guides based on different functionality and use cases. And then really quickly, lastly, we have some additional services available to you. So as I mentioned, the front end. Andrew and myself, Andrew, if you don't mind jumping to the next slide. Andrew and myself are part of the onboarding services team. So this is a great way to get one to one consultant coming in understanding your use case and helping you tailor and optimize your use of the platform. We also have an amazing support team, so they're available Monday through Friday, 7:00 a.m. to 12:00 p.m. GMT. So any questions or issues you want across as you're setting up your site? Definitely reach out to them. They're phenomenal and very, very knowledgeable on our platform. And then lastly, we do also have a professional services team, so this is more on the back end. The beauty to help updating some of your data in bulk or migrating data over by using another system, they were a great resource to engage with and to better translate some of your processes and workflows into the system. And lastly, we'll just touch on is just some next steps for all of you and action items. We always like wrapping up with this. We covered a lot of great content today, so we just want to ensure that you are validating and reinforcing some of the concepts. So as always, you know, identify areas of improvement if you want to leverage them time tracking or budgeting to really up level your use of the platform, please feel free to do so. We recommend incorporating templates into your workflow. This is a great way to streamline and create some standardization across your organization. Time tracking is also great to get some additional insights on where your team is spending their time within the platform. And then lastly, our report that's really going to be a great way to get that 10,000 foot view, as Andrew mentioned with all the data just cascading up. Like I said, we are going to stay on for ten or so more minutes. If you're able to join us, great. But let's go ahead and just jump into our Q&A. So, Andrew, some questions for you. We're going to start with a budget. So Larry asked, is there a budget option to track buy dollars? For example, he's looking to track hardware costs, consulting costs and of course, having that cascade into an invoice. Yeah, absolutely. So in a project, here's a little connect to our content plan project, I know some of the exact use case, obviously, but it operates the same way, right? So you have your project budget here. As we said before it, let's let's add a new budget. And let's to off of that total figure, right, so subtlety, wherever that might be. Create budget the same kind of works out here, budget repeats every month. Or it doesn't repeat notifications. Same thing, right? Let's great that budget a new budget will remove the current budget and cannot be reactivated, so we'll confirm that. So now I have a budget in this case where again, it has a. The progress bar here, so use versus remaining right, and what I'll say is that, you know, how long this back is that they're not building time, I showed earlier. When I long time my my rate is calculated towards that budget, right, so that the hours times the rate is calculated towards that project budget, so that's how it kind of all rolls up as if I'm $300 per hour, as long as a certain amount of time that equals a certain amount of money. And that kind of rolls towards that overall project budget as far as the monetary value goes. Perfect. The other question is from Josh, great question. Does the Budget tab work with retainer clients? So if you don't have a project start end date? Will the budget information still show up in your Project Health report? Oh, absolutely. So there are two reports. And let's try to tell. Actually, let's go into content, plant and remove the project dates, for instance. The answer is yes, it's still the budget. The prostitutes don't necessarily correlate to the budget. You can select project budget date so the budget can be within a certain date range. But if you're in a project, you don't have to have the actual start and dates on a project in order for it to show up in the plan versus actual report. So here we see we have our content plan. No dates and the budget still showing up here. Perfect. While you're in this report and your reaction, actually have another question regarding the plan versus actual. So from Drew for the planned first actual report if you move a task more than once? Will the different still look at the original due date or will it only count the due date from the move before? It will just look at the original do that, so whatever that test is, it originally scheduled for that will be that original due date and then anything else from there? It's just the current due date, right? So it's the original the very first time you said to that task. That's the original. And then the current is whatever you move it to. Perfect. Another question related to that, Andrew, from Mark, how does the original due date get set? We create a project plan and then review that with the client and then adjust. We would want to have the original due date be based on the adjustment they've made with their client. Is that possible? Yeah. So that's a really good question, and I've actually gotten that feedback from customers in the past. The original due date right now is just set by the first due date that you've input in the project template for the project. So maybe in that case, you start, you start your projects with no due dates and no like no dates assigned to task just yet. And then you assign the due dates so that you can keep that original. But right now, there's no way to specifically classify a task as a specific date. It really is whatever that original due date is, input it as. It's a consistently backed up. Perfect. Now we're going to take a little bit of a pivot and jump back in the templates, which of course you started this webinar with so from Alex. What is the difference between two works templates in a project that I keep empty and just copy? So what is the advantage of our templates like? Why would we recommend leveraging templates is what I'm understanding that question to be? So using these tablets first is that the Timor chemical got here. Maybe if I'm understanding the question correctly, it's why don't you copy a project versus use a template and copying the project? We'll just copy over those same dates, right? Copy this content plan projects you can you can totally do that. And that's why we have the copy and option available their customers to use that. If I copy this, however, it's just going to keep the real due date and everything. And of course, you can shift the dates there as you'd like and you can you can certainly do that as well. I think with project templates here and the real benefit to using them is, first of all, putting in the choose later options and putting in those roles. So again, like if you copy approaches, it's copy more of the same exact tasks societies, whereas a project template, you can assign these roles so you might not have the same person doing the roll over and over again. You can select them as you go. I think that's. Also, when you copy a project, there's a lot of detail on that specific projects that it's contextual to that project, whereas in a project template, you can kind of start more general and build a more general kind of style of project to start with. So I hope that's a question that you can totally copy projects. I just think project templates do have a lot of benefits in the fact that you can start brewing more generic templates and build projects from there as well. Absolutely, yeah. And just one thing I'll add to that as well. When you do copy a template right or copy of Project Meaning a live project, all of the data, unless you explicitly tell the system not to, will get carried over. So think about communication, think about documentation, time tracking and obviously all that data is very related to that specific instance, not applicable to a brand new project being created. So, you know, I would recommend if you feel like a live project that you have today works really well for you. Just go ahead and convert it into a template. That way, there's no mistakes of actually carrying over live data from one project to another. And because, of course, that could potentially impact your reporting as that data cascades up. Yeah, good point. You know, again, if I talk to your project that shows me that I can, I can not include some of this stuff, but you have to tell the system that tonight it's over. It just can get messy at the end of day with reporting and stuff that you actually carry over contextual projects information. So great point. There are. Absolutely perfect. Another question we have in regards to templates, we got this early on in the webinar. So Scott, if you're still on, hopefully we were answering this question for you. But is there a way when using templates that you can realign the task list on a year basis so they have some projects that run consistently yearly or annually, and they want to use the same task? They just have it pushed out. Yeah, of course, so goes in my mind, I guess, a moral director, but you would just make the obviously set your start date and do this on your tests as kind of that full right to be there . So you kind of look at all of your tasks and really schedule them throughout the year. And then once that once you roll out that project, you go through, you work on that project throughout the year and then you complete the project or your archive it. You just go into the next year with it with the same kind of setup. Right? So it's really all about scheduling those tasks as the days and how long they're actually taking, you know? Perfect marriage incorrectly. I think that's absolutely the other thing I would recommend. Scott, is obviously anyone else is listening to that question. You know, if you have those that group of tasks that occurs annually and let's say your project, you keep open forever just because it's just a catch all you can even use a task list template for that. So exactly the same thing they pointed out. Maybe you have a task force template that has passed all the way from January to December, and then you just insert that with task list templates as well, right? If there was real date, it's going to convert it to these placeholder dates of day one day to day three. It essentially just takes the first calendar date in your real task. Convert that to day one and then relationally. Adjust everything. And then when you insert that task list template, you have the same option as you do here. Where you can set with the start date should be. So you would just say January first, for example, and they would go ahead and adjust everything for you. So should be easily accountable. Also on that note, I think we got this question earlier. I think our team answered through chat, right? Any project you create from a template, you can adjust after the fact. So if you actually input the wrong date and it didn't come in exactly how you intended, you can fully adjust that so you can use our Gantt view. If you like more of that visual timeline layout or if you prefer LISP, you can edit those tasks here and make those minor adjustments. So it's not like the parameters you set when creating from a template are set in stone. You absolutely have the flexibility of making adjustments as needed. So that's why I want to show a little bit about those dependencies in there, because, you know, shifting timelines happen all the time in projects, obviously everyone on the call knows. So using dependencies is a good way of doing that, using the good way of. And the timeline here, pushing out tasks, pulling in tasks, wherever. And so really good stuff that. Perfect. I think we've answered most of the questions we received for the purpose of time, I think we just got one quick question from Andre and Angie . If you want to just quickly show that I know we covered this, but can projects be budgeted by time instead of money? And so yes, you have the ability of doing either when you set those budgets or if you just want to quickly show Andre on your side. Sure thing, so again, dashboard screen of the project dashboard. This should be a little module right here. If you don't see it, you might not have the permission enabled. But if you see it right now, I have an existing budget for video and this one. And you should see this in your view. Project budget. And again, right here is our dropping switch between total fee or total hours. I can send flowers again, I can make the budget we take. On a constant basis here, or I can not repeat, I can select the start dates and dates on the actual budget and then I can based the budget on all time or just don't want or just non-bailable. And then I can set up those notifications when the budget reaches a certain point, I can get notifications by email. Perfect. And sorry, one last question, Andrew, from Raymond. Is there a way, and I think this is probably going to be a question a lot of our clients have. I know I get this quite often. Is there a way on a dashboard or a view that we can have info on multiple projects at the same time? Yeah, absolutely. So going back to try to tell report, obviously there are multiple projects in time, but maybe I think you might be referring to is either our everything section, which shows you all of the all the information across the entire site as it relates to tasks, completed tasks, milestone messages, comments, files, time notebooks. And so that compiles everything throughout the site. And you can use the filters here to filter down into the into the data sets that you want to look at. So you take a look at the evidence section. Also, our custom dashboards I briefly mentioned today, when you are in the home page here and you get on the dashboards, everyone should have the ability to build in these custom dashboards, which allows you to pull together information across projects such as, for instance, task counts or task breakdown or milestone counts or time time and showing billable hours non-bailable time. So you can pull in these metric counts and just do a few quick ones here. And then in the next tab over, you can select which subset of projects you want to pull that information from. So again, going back to site organization, that's I would touch on that at the beginning. I can pull from a certain project category here, or I can pull from a certain company here. Tags project help all this stuff. I can pull these metrics from. From these certain projects, I can put in the description, share the dashboard out and I can then add the dashboard to show you what it looks like is that this is a task panel where it just shows you those task counts and the project distribution right here as well. So hopefully that answers your question a little bit about pulling information together across projects. The Everything tab and building custom dashboards are two really great ways of doing that. Perfect. All right. Thank you so much, everyone, that's all the time we have for today.