Managing your projects

The projects listing page provides an overview of the projects you can access with summarized information like project number, name, status, and other records. (For step-by-step instructions on how to create a project, click here.)

Once created, you can access and manage projects from the listing page, where you can view more detailed information and make any necessary changes or deletions as needed.

Navigation: Projects -> Projects listing page

1. Click the “Projects” icon in the left navigation menu. You can view the list of projects in columns such as project name, customer, category, project address, status, and so on.

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Exploring the listing page

The Projects Listing Page is designed to help you stay organized by providing a centralized view of all projects and enabling quick access to critical project details. The page includes several key features to streamline project management:

The Project Module Listing Page layout in Zuper includes view management, column selection, views, and saving customized views. This process is performed directly on the module’s listing page.

Default Listing Behavior

The system retains its existing default listing behavior, ensuring that pre-set configurations or default views are preserved. When you first access the Project Module Listing Page, you’ll see the default view with columns such as Work Order Number, Project Title, Contact, Users/Teams Assigned, Category, and Service Address.

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Create View Configuration

Selecting Columns

You can choose which columns to display to focus on relevant data:

1.     Select the “Projects” module from the left navigation menu. You can view the listing page.

2. From the “Views” list, click “+Create new view.”

3. A “Create View” dialog box appears.

View Name (Mandatory) – Enter the view name.

Share with - Select any one of the options (User, Team), and you can add the relevant users.

Visibility to all users – Toggle on to make this view visible.

4. Once you click “Create,” the Columns sidebar appears, showing “Available Columns” and “Displayed Columns.” To add a column, drag and drop it from the “Available Columns” list on the left to the “Displayed Columns” list on the right. You can click “Continue.”

5. To remove a column, drag it from the “Displayed Columns” list back to the “Available Columns” list or click the - next to the column name. Click Continue to apply the changes.

6. If you wish not to add any filter, click “Skip and Save” to create the view.

7. The view is saved successfully.

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Applying filters

The Filter feature lets you refine your view by applying multiple filters based on available attributes. For example, you can select an attribute like “Project Status Type,” choose conditions such as “Equal to,” “Contains,” or “Does Not Contain,” and choose the desired value. Once the filter is applied, the results will update to show only the Projects that meet your criteria, making it easier to find and manage relevant Projects.

1. Click “Filter” at the top left of the page. Choose the attributes you want to filter by, apply the desired conditions, and click the “Add” button to view the results.

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Update view

1. Click “Update View” to modify the existing view.

2. The new view is set successfully with the filter. You can view the filter created and the filter name from the view list.

3. Click the down arrow below the “Update View” to create a new view by clicking “Save as new view.”

4. A “Create View” dialog box appears.

• View Name (Mandatory) – Enter the view name.
• Share with - Select any one of the options (User, Team), and you can add the relevant users.
• Visibility to all users – Toggle on to make this view visible.

Click “Create” to create the new view.

5. Click “Reset View” to reset the current view.

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Setting Permissions for Views

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Edit Permissions

Users with edit permissions can modify the layout:

• They can add/remove columns, reorder them, and adjust views as described above.
• If permission is given, changes can be saved as a new view or overwritten as an existing one.

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View Permissions

Users with view-only permissions can see the layout but cannot make changes:

• They can view the customized columns and filters but cannot edit them. To ensure consistency for viewers, they can save them as a new “View.”

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Make changes to the view

• Rename: This option allows you to change the view’s name (e.g., from “Prj” to something else).
• Visibility: This lets you adjust who can see the view. Options include sharing with a user or team or keeping it private (“Only Me”), as well as toggling visibility for all users in Zuper (as shown in the “Create a View” dialog in prior images).
• Duplicate: This function creates a copy of the “Prj” view, allowing you to modify the duplicate without affecting the original.
• Delete: Removes the view entirely. Since this is a custom view, deleting it would revert the listing to the default view or another saved view. Only the created user can delete the view.

The Project Module Listing Page in Zuper allows for flexible layout customization directly on the listing page. You can select and reorder columns, apply views, save customized views, and set permissions to ensure the right level of access for your team. Use the steps above to tailor the view to your workflow and save it for future use.

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Associating tasks with a Project

You can associate tasks with a project to manage deliverables, timelines, and team responsibilities. Each task represents a step toward completing the overall project. You can assign, reorder, and update tasks directly from the project’s Tasks section. To learn how to create and manage them, refer to the Associating Tasks with Jobs and Projects section.

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Pinned filters

Zuper’s Projects module lets you use pinned filters to streamline your filter experience. Pinned filters keep your most-used criteria readily accessible for quick application.

Pin up to 3 filters in any module.

Navigation: Projects -> Filters ->Pinned Filter

1. Select the “Projects” module from the left navigation menu.

2. Pin Filters for Quick Access

• Once your filters are set, click the Pin Filters button in the dialog box to save them as pinned.
• Pinned filters appear in the dialog box’s “Pinned Filters” section, allowing you to apply them with one click in future sessions.

3. To Unpin the filter:
   • To unpin, select a pinned filter and click Remove.
   • To apply pinned or default filters, open the dialog box and select them.
   • Use Clear All to remove active filters.

After filtering a specific Project, click the “Project Name” or “Project Number” to view and manage its details.

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Managing project details

Once a project is created or accessed from the listing page, the Project Details Page serves as your central hub for managing its lifecycle. The details page provides a centralized workspace for viewing and managing project information. It follows a three-panel layout consisting of the left panel, center workspace, and right panel.

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Left Panel- Project information

The left panel displays the project’s basic information and provides quick access to commonly used actions. At the top of the panel, you can view the following details:

• Project Name: Displays the name of the project.
• Project Status: Displays the current status of the project.
• Project Date: Displays the project’s start and end dates.

You can also access quick actions, including Update Status, Manual Scheduling, and Add Note. Click the + icon to create or associate project-related records, such as Jobs, Milestones, Phases, Quotes, Proposals, and Invoices.

Below the project information, the Primary Details section displays key information, including the project category, priority, creator, project manager, assigned users or teams, associated contact and organization, project dates, due date, and tags.

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Center Panel – Project Workspace

The center panel provides access to the project’s information through different tabs. The available tabs include:

Overview

Displays project highlights, description, address, open tasks, and gallery.

Jobs

The Jobs tab displays all jobs associated with the project. You can view and manage these jobs using two different views:

• List View: Displays the associated jobs in a list, making it easier to review job details.

• Gantt View: Displays jobs along a timeline, helping you visualize their schedules and track them against the project timeline.

  

Tasks

The Tasks tab displays all tasks associated with the project, allowing you to track task progress, priorities, schedules, and assigned users.

You can perform the following actions:

• Task Status: View the task’s completion status using the checkbox next to the task name.
• Task Details: View the task name, priority, due date, and total task duration.
• Assigned User: View the user assigned to the task.
• Create Task: Click + Create Task to add a new task to the project.
• More Options: Use the three-dot menu to remove and reorder the tasks.

The Tasks section also displays a summary of the project’s Scheduled Job Duration and Total Task Duration, helping you track the time allocated to project tasks.

Line items

The Line Items tab displays the materials and services associated with the project, along with their inventory and pricing details.

At the top of the tab, you can view the following summary information:

• Inventory Valuation: Displays the total inventory value of the project.
• Total Planned: Displays the total quantity of items planned for the project.
• Total Used: Displays the quantity of items used.

The line items table provides the following details:

• Item: Displays the item name, description, and image, if available.

• Option: Displays the selected item option.

• Unit Price: Displays the price per unit.

• Location: Displays the inventory location associated with the item.

• Planned Qty: Displays the quantity planned for the project.

• Available Qty: Displays the available inventory quantity.

• Actions: Provides additional options to manage the line item.

  

Financials

The Financial Summary in Projects provides a consolidated view of Quotes, Invoices, and Commission values, giving you a clear snapshot of overall project financial performance.

See how to track commissions on Project.

Timelogs

The Timelogs tab provides a timeline-based view of time entries recorded against the project. You can group timelogs using the available Group By options to organize entries based on different criteria.

You can perform the following actions:

• Group By: Organize timelog entries using the available grouping options, such as users, jobs, or dates.
• Project Timeline: Select the timeline view to review project-related time entries.
• Add Entry: Click + Add Entry to manually add a timelog entry to the project.

Notes

Notes are comments or information added to a project over its course. Your notes can be anything ranging from a simple text reminder to an image of the item, service and video, or document. All added notes can be viewed under the Notes Section. 

Activity

The Activity tab provides a chronological history of actions and updates performed on the project. It helps you track changes made by users and monitor project-related activities.

You can refine the activity timeline using the following filters:

• All Activity Types: Filter activities by their type.

• Search Users: View activities performed by specific users.

• Select Date Range: Display activities within a selected date range.

  

Gallery

The Gallery in Projects includes photos and videos associated with the project, bringing all project-related media into one unified view. You can browse, filter, and organize media uploaded to the project.

Note: Photos and videos added to a job’s Gallery are also available in the associated project’s Gallery. However, media uploaded directly to the project’s Gallery is not automatically associated with jobs linked to that project.

To learn more about viewing, filtering, organizing, downloading, and sharing job-related photos and videos, see Jobs Gallery.

To enable the gallery feature: Go to _Settings -> Organization Settings -> Job Settings -> Enable Job Gallery. _

This will enable the project’s gallery as well.

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Right panel

In the right panel, view the organization or contact information associated with the project and manage its links to various modules, such as properties, assets, contracts, purchase orders, and more. To associate a module, hover over and click the “+” icon next to the desired module. 

Note: Purchase orders will only appear when the project includes an existing job that has an active PO linked to it.

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More actions

Managing projects doesn’t stop at viewing details—you can perform various actions such as printing, sharing, editing, cloning, or deactivating the project as needed.

Clone

The Clone option lets you quickly create a replica of an existing project, saving time. Click “More Actions” at the top right corner of the page and select “Clone.” The current project details will be duplicated onto a new project page, where you can make any necessary edits before saving. 

Update Description

To modify any existing project details, click “More Actions” at the top right corner of the page and select ‘Update Description”

Delete Project

Click “Delete” under More Actions and provide your confirmation. The project is deleted successfully. 

 

With this information, you can now create and manage various project-related elements such as quotes, proposals, invoices, and jobs. Additionally, you can update project details and status, schedule projects, and add notes.