Spaces Flex: Projects

1. Click the New Project button on the top toolbar (in Projects list view and Dashboard view).
    
2. Enter a project name.
    
3. To the right of the Project Name field you have two options:
   • Create a new contact (which will then be added to the project).
   • Select an existing contact from the popup box. Use search at the top left if required.
      
4. If you choose the second option, the main contact and address for this project is completed, copied from the existing contact. You can make amendments here or click Change Contact Person (at the bottom right of the screen) to change the linked contact.
   
   Note:  If for example a Company contact has different job roles, you can create a new contact for the same person with different details.
    
5. The delivery contact and invoice contact will use the main contact address by default, or you can click on the arrow to open this field and un-tick the box, then specify different addresses.
    
6. On the top toolbar click Save Project
   Once the project has been saved you can access the additional tabs across the top.

NOTE: See related articles at the bottom of this article for more information. 

Click a project name to open it and see the project details.  Once the project is open you will see 6 tabs:
 

1. Global tab
Allows you to change the linked contact, the contact person, and delivery and invoice addresses.

2. Additional Information tab
Shows the project number, any external ref, our reference and designer name. These are synchronized with your desktop app and will appear on the project there too.

• Project related contacts will show at least the 1 main contact specified on the Global tab.
  
  To add further contacts click Add Additional Contact and click on the Select contact person drop-down.  All other existing contacts connected to the contact person in Flex will be listed here. 
  Select the person and then select the role. 
   
• Sales Information shows options for lead source, project type, budget value and deadlines. These are useful to use when the project is a new opportunity.
  
  All figures are included in the dashboard and reports unless you tick Exclude from statistics. You would only want to tick this if the project is a special internal project and reporting it with other sales is not required.
   
• Status shows the project status with information and if lost to competitor. It also shows probability percentage which is useful in reporting on opportunities. Remember these fields are synchronized with your desktop app.

3. Terms tab Synchronizes the terms with your desktop app. You can set the discount, delivery and payment terms. The terms are used when creating further documents in your desktop app.

4. Custom fields tab
Displays any fields that have been added within Settings > Admin area > Custom Settings. You can use custom fields to capture and store information that is not covered by any default boxes.  For more information on Custom fields see related articles. 

5. Designs tab
Shows all saved designs that will be synchronized from your desktop app if you have created at least 1 space and 1 design there. A small preview of the design will show under the space name.

• Note: When viewing the list of designs notice the top toolbar has changed to provide options to create a new space, duplicate a design, open the design in your desktop app. When you use the Flex platform the option to Open the design is greyed out. 
   
• If you are using the Flex platform in a browser, you will not be able to access the Open Design button.
   
• To create a design you also need to have your desktop app software on the PC. Using the Create New Space button in the Flex platform you will be able to select an existing space or create a new space. (If you have moved to a different PC and have a named user licence of Flex to use, follow the instructions in the related article User Settings to download a licensed product).

6.  Documents tab
Shows a quick view of any documents that are attached to this project. Documents will be displayed in a hierarchy relating to your desktop app space name and design name. They are then shown in their document types, such as graphical documents (for plans), sales documents or invoices. Documents that are created in the desktop app will have their document type set automatically.

Click on the document line in the list select it and then see the further options on the top toolbar. These options are the same when working with a document in contacts, in projects or on the documents tab.  Note: clicking on the document name opens the document.

For further information see related articles. 

If you wish to see the details of designs within the project select the project in the list (do not open it) and an expandable sidebar will appear on the right side of the screen.  This contains two tabs:

• Design - shows a list of all designs in the project with a  preview of the selected design, its value, status and status history.
   
• Details – You can view Global information, Sales Information, Delivery Address and Custom fields.
  

From version 12.5a2 you will have the ability to export the project list.  This right can be restricted via user roles, see related articles How to assign roles to users for more information.

1. Select the Projects tab.
2. In board or list view click the more options icon    and select Export to Excel from the drop-down.