Create a new project guide

This task is done in Settings and maintenance and you must be an administrator.

In Settings and maintenance, you define which project types are to be assigned a project guide and which statuses and activities the project guides are to contain. What a project guide looks like can therefore vary.

For example, you may have a project type named Conference. This project type may be linked to a project guide containing the following statuses, follow-ups and documents:

StatusesFollow-upsDocuments
PlannedPlanning meeting (Meeting (Internal))Conference programme (Note)
In progressCreate list of project members (Task); Conference (Meeting (External))Conference invitation (Letter)
ClosingEvaluation meeting (Meeting (Internal))Evaluation report (Note)

This procedure shows you how to create a project guide from scratch.

  1. Define statuses to include in the project guide.
  2. Define the project type (with associated statuses) to link the project guide to.
  3. Design the project guide.

Go to the Workflow section and create your own project routines in SuperOffice CRM -screenshot

Create statuses for the project guide

A project guide must be linked to a project type, which in turn consists of several statuses. How to create a status.

For example, a project guide for a project of the Conference type could have statuses Planned, In progress, and Closing.

Go to the next procedure to link the statuses to a project type.

Create a project type for the project guide

A project guide must be linked to a project type. How to create a project type.

Examples of project types: “Conference”, “Campaign”, “Internal”.

  1. Check This project type is linked to a guide.
  2. Select at least two statuses.
  3. Go to the next procedure to create the project guide.

Create a project guide

After you create statuses and specify a project type for the project guide, you can design the project guide itself. You do this by adding follow-ups and/or documents for each status in the project guide.

  1. Select Workflow in the Navigator.

  2. Go to the Project guide tab.

  3. In the Project type list, select the project type you want to create a project guide for. The statuses selected for this project type are displayed in the list above.

    🛈 Note
    If the project type is not set up to have a project guide, click Click here to enable guide at the bottom of the screen.

  4. Select the required status in the list. The status’s details are shown at the bottom of the screen.

  5. Add one or more follow-ups for the selected status.

    🛈 Note
    You do not have to add a document for each status, but you should add at least one follow-up for each status.

  6. Add one or more documents for the selected status.

  7. Repeat steps 4-6 for each status you want to add follow-ups and documents for.

The changes are saved automatically. The project guide will now be displayed in SuperOffice CRM when a project is created with the project type selected in step 2.

Add a follow-up for a status

  1. Select the required project type and status as described above.

  2. Click Add under Suggested follow-ups in status.

  3. In the Suggested follow-up dialog, enter the name of the follow-up in the Name field. This should be a descriptive name for the follow-up.

  4. Enter the purpose of the follow-up, in the The purpose of this follow-up field. This text is displayed when you hold the mouse-pointer over the follow-up in the Project guide section tab in SuperOffice CRM.

    🛈 Note
    Some of the options before are, for logical reasons, not relevant for the first follow-up in a project guide.

  5. Check Assign follow-up to project member to make it possible to assign this follow-up to one of the project participants. When the project owner creates this follow-up in SuperOffice CRM, they can choose one of their associates to be the owner of the follow-up.

  6. Check Milestone follow-up to define the follow-up as a milestone.

  7. Select a type for the follow-up in the Follow-up type list.

  8. In the Start date field, enter when the follow-up should start, as the number of days from today.

  9. In the Duration field, specify how long the follow-up should last. The format is 0h00m.

  10. In the Default text in follow-up field, enter a description for the follow-up.

    🛈 Tip
    The user can change the above information as required.

  11. Click Save.

  12. Repeat this procedure to add more follow-ups in this or other statuses.

Example of a follow-up

  • Project type: Conference
  • Status: Planned
  • Name of follow-up: Planning meeting
  • Purpose of this follow-up: Hold a meeting to plan the conference and set out a conference programme.
  • Follow-up type: Meeting (Internal)
  • Duration: 1 hour
  • Default text:

Planning meeting:

- What should the conference cover? - Attendees? - Speakers? - Where?

Add a document for a status

  1. Select the required project type and status as described above.
  2. Click Add under Suggested documents in status.
  3. In the Suggested document dialog, enter the name of the document in the Name field. This should be a descriptive name for the document.
  4. Enter the purpose of the document, in the The purpose of this document field. This text is displayed when you hold the mouse-pointer over the document in the Project guide section tab in SuperOffice CRM.
  5. Select the required template in the Template field.
  6. Enter the subject to be used in the document in the Default subject field.
  7. Enter any reference in the Our ref. field. For example, a template variable for a project number, project title or another field relating to the project.
  8. Click Save.
  9. Repeat this procedure to add more documents in this or other statuses.

Example of a document

  • Project type: Conference
  • Status: Planned
  • Name of document: Conference programme
  • Purpose of this project status: Set out a programme for the conference.
  • Template: Note
  • Default subject: Conference programme

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