Projects – Master eWay-CRM

Customers are ready to do business with you. It’s time to kick the project off and deliver.

Step 1: Create a Project

You will never get lost in projects as long as you keep them in eWay-CRM. Set the project up, choose your team and plan a budget.

  1. Click New > Project in the eWay-CRM ribbon.
    New Project
  2. Fill in all the necessary information. We strongly recommend entering Customer, Contact Person, Name, and Estimated End.
    New Project - recommended fields
  3. Save the record.
  4. If you want to add other team members to the project team, click Edit team.
    Edit team
  5. Choose your colleagues and click Next.
    Team profile creation
  6. In the following screen, you can assign their roles. You don’t need to mark everyone. Just make sure you chose a Project Manager – the one who is responsible for the job. Confirm by OK.
    Role assignation

Outlook CRM Tip Tips for you:
If you work with Sales as well, a new project is automatically created right as you convert a deal into a project.
If you have received an email from your customer, you can convert it to a project right away. Just follow the steps at How to Create Projects from Emails page
.

Step 2: Plan Human Resources

To make sure that your team has enough capacity for the project, check your team members’ availability and plan accordingly.

  1. Go back to the list of projects. In the eWay-CRM ribbon, click Resource plan.
    Resource plan
  2. You will see a list of your projects along with the team members assigned to each of them. You will also find a list of calendar weeks in the following columns.
    List of Calendar
  3. Click into each cell and type down how many hours you’d like to allocate each team member to the specific project in the selected week. Don’t worry when values change to red. It means that the person is overloaded. In the next tutorial, you will learn, how to add the employees’ availability.
    Hours editing in list of calendar
  4. You can copy-paste the values to speed up the process.

Step 3: Create and Assign Tasks

Use tasks to establish deadlines and keep your projects up to date. You can review all the tasks assigned to a particular project at any time in both eWay-CRM and Microsoft Outlook TODO list.

  1. Click Add New and choose Task.
    New Task
  2. If you want to assign a task to somebody else, click the button Assign Task and fill in his/her email address. Press Send.
    Task assignation

Outlook CRM Tip Tip for you: Sooner or later you will need to add tasks to an existing project. You can create a task right in Microsoft Outlook and link it with the eWay-CRM project. Find out how to do it.

Step 4: Track Your Communication History

In most projects, customers specify their needs and provide feedback. Write down important notes and attach emails to keep everything in one place.

Attaching Emails

  1. You’ve already learned how to send an email from the contact cart. Let’s have a look at how to attach an incoming email to a project manually.
  2. Open the email in Outlook.
  3. In the bottom section, you will find a field Superior Item. Select a project. That’s it.
    Superior item
  4. You can click on three dots to open the project. The email will be available under tabs HUB and Emails.

Outlook CRM TipTip for you: To diligently save outgoing emails into eWay-CRM, follow this article.

Taking Notes

  1. Click New > Journal in the eWay-CRM ribbon.
    New Journal
  2. Fill in the Subject and Type. Write down details of the call/meeting into the Note. Choose a project in the Superior Item.
    Journal description
  3. Save and close the journal.

Outlook CRM TipTip for eWay-CRM Premium: You can create a journal in eWay-CRM Mobile too. To find our more, please visit this link.

Step 5: Use Time Sheets

Timesheets can help you understand how much time people spend on particular projects. Use them to plan better and keep budgets under control.

  1. To fill in your daily time sheet, click New > Time Sheet in the eWay-CRM ribbon.
  2. Choose a Project, fill in the Subject, Start, and End. Optionally, you can change the type and enter a brief description into the note.
    New Timesheets
  3. If you click Save and New, eWay-CRM will pop up with a new time sheet so that you can report another activity.
  4. In the end, you will find the summarized time sheets under the tab Time Sheets of the particular project.
    Timesheets in Project

Outlook CRM TipTip for you: Together with Salaries, eWay-CRM can automatically calculate project people costs and keep the project profit up-to-date. Find out more here.

Step 6: Update the Project Status

As the delivery continues, you need to change the project status. Keeping order in your projects will make them easier to manage and help to deliver results.

  1. Open a project.
  2. Click on the green status. It will turn white to signalize you where you want to move the project to.
    Update the project status
  3. Save and close.
  4. Use the project list to see all jobs and their stages.
    Project stages

Do you have questions? Our consultants have answers.

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