How to write up a project in ActiveCollab

Transcription

1 How to write up a project in ActiveCollab updated 6/16/16 1. GO NUMBER Get a GO number from the Google Doc 2. JOB FOLDER Create a Job Folder in the Rathshelther and save copy doc, photos and any assisting information there. 3. LOG IN Log into Activecollab

2 4. NEW PROJECT Start new project PROJECT NAME: 0123 Sample job - format should follow the four digit GO number with the project name After. DESCRIPTION: Acct: put the acct number or numbers here TEMPLATE: Deliverable Template - select either Deliverable Template Tasks 1 or Deliverable Template Tasks 8 from the drop down, depending on how many deliverables are needed for the project. PROJECT LABEL: Draft - will either be DRAFT or NEW from the drop down. - Suggestion: When opening a - new job, select draft. - Once you ve finished entering - all the information, you can - change the job to New CATEGORY: The Sett Restaurant this should be the unit. Select from the drop down. If it is the same as the Client Company, that is OK. Put both in the job CLIENT COMPANY: Dining Services this is the department that houses the above unit. Select from the drop down. TIME AND EXPENSES: check this box. - This allows designers to track their time. After you create a new project, the system takes you to the Invite New People screen. At this stage, click on Take me to the Project in the upper right hand corner.. After you ve entered all your task information (see below), then you can go back and invite people (step 6)

3 5. PROJECT INFO how build your project INBOX: Template gives you xxxx Job Name Description Edit change name to your project name (ie: 0123 Marketing ads) Assign your assignee (ie: assign to Jen) Set your due date Label the project (ie: with graphics) *this section is our tracking task. This is where we can assign and pass the project back and forth to each other. Used to summarize all the items in a project that are due at the same time. If not, each deliverable will need individual due dates. DELIVERABLES: Each deliverable should be an item that needs to be created / designed. Example: Kiosk, Sign, Brochure, etc. - Edit the Deliverable with: Name, Size, Qty and due date by clicking on the item name. (Date listing can specified only if the due date is different then all the other items) - Delete item numbers not being used. Hover to the right of the task, and will appear. A pop up screen will appear. Click that and select move to trash in the pop up screen. - If needed, to add a task, click add a task to this list QUOTE: Do you need a quote? Assign the task to Jen. (Do not check this box). Don t need a quote? Just delete the task and task list. AD/DATE/TAG SUE: Have an ad that needs to be processed by Sue? Please put all the info in this task and task list. Be sure to invite Sue to the job and assign her this task. Don t need an ad? Just delete the task and task list. NOTES: You will need to go to the NOTES page and edit the Job Description note already started. This is where you can give job info or direct designers to the copy doc that is in the job folder. Information must be here. Add the job description, copy, info in this tab.

4 6. INVITE Invite people Takes you to INVITE PEOPLE options: - wait to add people (ie: Jen) until you have completed the write up of the job - add people individually - add a team. Ie: dining: includes Meghan, Jed, Alexis, Jen and Allyson o teams are created in the people area - you can add your clients here as well 7. NOTIFY JEN Make sure Jen knows the job is ready - add Jen to job (see invite above) & change the Project Label to NEW (move from draft to new) - Tag Jen to the Task (either Tracking for all Items or the individual task) - When in doubt, send a discussion and tag Jen. *When job has been received and processed by Jen, she will mark the overall project as in progress and assign the tasks to a designer. What to do when you ve been invited to a Project Did you get an notifying you that you ve been added to a project? Awesome! Now you can be part of that project s discussion, tasks, files, tracking, etc. Reps: Now that your project is in, you are a part of this job s journey. When you get assigned to a task, that means files are ready for you to review. You are able to reassign to Jen if you either have 1) edits or 2) approve. You can update the label in that task to with graphics edits-reassign approved. Designers: You will be assigned a task. Either in the xxx-job Description area in the Inbox section or an individual task. - Update the label. - Do the task you ve been assigned (ie: make the flyer)

5 - Upload the proof to the FILES section. - Assign the task to Allyson for review. - You can always use the DISCUSSION area if you need to talk about the project. Make sure you either tag or add subscribers so people can get notifications. - Make sure you update the label. - If Allyson approves, She will assign the task to Jen. Jen will assign to client to review. - If Allyson has edits, she will assign the task back to you and give feedback in the discussion area. Best Practices: - Assign project task back to Jen, Graphics if you have edits. - Make a discussion and tag (@jenfarley) in the discussion with your edits - Do not check tasks or deliverables. This will mark them complete and removes them from view in the job.