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Project Management

What is a Project?

Projects, formerly known as Cases, allow you to keep everything related to a particular project or event that you’re working on, including relevant documents, tasks and communications together in one common place.

Projects encourage collaboration within your company while giving you easy access to everything you need for a particular piece of work.

How Projects can work for you

Here are some ideas we have for how you can use Projects:

  • Post Sale - A Project can be linked directly to an Opportunity. You can manage all post sale activities such as ensuring agreed work is delivered, holding customer requirements for that project and following up with customers for feedback.
  • Events - When hosting or attending an event, a Project provides you with an area for keeping track of communication, tasks, attendees and files.
  • Marketing - Before your sales cycle begins you might like to use Projects for nurturing your leads, or for storing marketing collateral.

We have found different industries use Projects differently. Here are some examples and ways they have worked for different companies:

  • Travel companies use Projects for each of their tailored tours eg. safaris, mountain trek.
  • Real estate companies create a Project for each of the properties they have for let/sale.
  • Construction companies use Projects for capturing specification details for building projects, while running the job from start to finish.
  • Accountants use Projects for managing tax returns and year end processing.
  • Technology companies create Projects for managing the beta period of new features.

Manage your Projects using Boards

What is a Board?

Manage your Projects and visualize where each one is up to within your process using Boards. Boards give you a ‘Kanban’ style view of your Projects, with each column in the Board representing a key deliverable or checkpoint, we call these Stages.

Kanban style view showing columns with different stage titles. Project cards are sat in each column of the board to show progress.

Previously, Projects (Cases) could have a status of either Open or Closed. Now you can expand on these to give your Projects a Stage, offering a more granular understanding of where a Project is up to in your process and the work still to be done.

Projects flow through the Stages on the Board from left to right as each deliverable is achieved. This can help you identify any bottlenecks or where there is an opportunity to take on more work, helping to improve efficiency across your company.

How to add a Board

If you would like to gain a bird’s eye view of where Projects are up to, you first need to create a Board. To do that:

Go to the Projects icon in the top left of Capsule and then select the Project Board . Here we have the option to use our Board template which will create a Project Board and populate the Stages for you.

Project board in a blank state showing the user the option to either create a custom board or use the board template

The Stages within the Board template follow the project management lifecycle. They are:

  • Project Brief Define what needs to be done
  • Planning How to do what needs to be done
  • Delivery Make the project happen
  • Monitor Keep the project on track
  • Review Time to review the success of the project

Alternatively, you can create your own custom Board and Stages by going to the Account Settings Project Boards > Add a Board.

Defining the Stages of a Project

The Stages within the Project Board reflect the key checkpoints in your process and define exactly where a piece of work is up to. You can customize the Stages within a Board to match your own process.

When creating your own custom Stages it’s important to consider what the key steps are within your company or department that need to be completed in order to successfully deliver a project.

To create your own custom stages:

  1. Go to the Account Settings Project Boards
  2. Click on the name of the Board you would like to add a Stage to
  3. Add New Stage
  4. Here you can add a description to the Stage that will be visible to any other Capsule users

The order the Stages are listed in reflects the order they are displayed on the Project Board. Use drag and drop to easily reorder the Stages into the order that best suits your workflow.

How to edit the order of Stages

You can change the order that Stages appear in the Project Board. To do that:

  1. Go to the Account Settings Project Boards
  2. Click on the name of the Board you would like to update the Stage order for
  3. Click and hold on the Stage name to use drag and drop to change the order of the Stages. The Stage at the top of the list will be displayed on the left hand side of the Project Board, and the Stage at the bottom of the list will be displayed on the right hand side of the Board.

How to add Projects

All users are able to add Projects to Capsule and there are several different ways of doing this.

  • Using the Add new button found in the top menu bar

  • From the Project List page you’ll find a dedicated button to Add Project

  • Using the Actions menu on a contact you’ll find the option to Add a Project for that specific contact.

  • Using the Mail Drop Box to automatically create a Project when sending/forwarding an email.

  • From the Project Board using the button to add a brand new Project directly into the relevant Board and Stage.

  • From an existing Opportunity using the option to Add a linked Project.

Adding Projects to a Board

How to add new Projects to a Board

When creating a new Project there are dedicated fields for selecting the Board and Stage the Project will be added to.

New Project edit screen displaying the field options to assign the Project a board and a stage

Alternatively, you can add Projects directly into the relevant Board and Stage using the button in the top corner of each Stage.

The project board with columns displayed. At the top of each column is a + icon which allows the user to create a new project on that stage

How to add an existing Project to a Board

You can also add an existing Project (formerly a Case) to a Board and give it a Stage. This can either be done on an individual basis or in bulk.

To do that on an individual Project record:

  1. Open the Project record that you would like to add to a Board
  2. Click the Add to a Board button at the top of the page
  3. Here you can populate the ‘Board’ and ‘Stage’ fields to move the Project into a Board view.

To add multiple Projects to a Board:

  1. Go to the Projects List View
  2. Apply filters to gather a list of the Projects you would like to add to a Board
  3. Click the Move button on the right hand side
  4. Here you can populate the ‘Board’ and ‘Stage’ fields to move the list of Projects into a Board view in bulk.
two projects are selected in the list view and the move button has been selected. A modal is displayed where the user can select the board and stage they would like to move the projects over to

Updating Projects

How to edit a Project

Over the lifetime of a Project you may find that you need to update details such as the description or the Owner of the Project. These changes can be made using the Edit button next to the Project name.

How to change the Stage of a Project

If a Project has been added to a Board, you will want to update its Stage as it moves through the project delivery process.

To do that:

  1. Open the Project record
  2. Use the drop down menu on the right to select the Stage you would like to move the Project to
  3. The progress bar at the top of the Project record will update to match the current status.
progress bar at the top of the project record displays where the project is up to in the process. A drop down menu is displayed to show the Stages the project can be moved to

You can also update a Project’s Stage from the Project Board view, using drag and drop to easily move the Project between each Stage.

If you are using Multiple Project Boards, you can move a Project from its existing board to another. To do that from the Project Board, drag the Project card towards the bottom of the page. Here you’ll see the option to ‘Move to another board’. This can also be done when editing a Project record.

How to close a Project

Once a project is complete, you can update the Status of your Project to Closed. Closing a Project makes it clear to your colleagues that the project is complete whilst retaining all of the important information recorded on the record in Capsule.

To do this, when viewing a Project click the Close Project button in the top right to update its status. If the Project has a dedicated Board/Stage, you’ll need to select the option to Close Project from the drop down list displayed instead.

You can also close a Project directly from its Project Board by dragging the Project card towards the bottom of the page. Here you’ll see the option to either ‘Close’ the Project or to move it to another Board if you’re using Multiple Project Boards.

Project kanban view is displayed with a Project card being dragged towards the bottom of the page. Two buttons appear with the option to close the project or move it to another board

When a Project is closed, any open tasks on the Project, whether part of a track or not, will become in-active and are removed from the calendar. We’ll display a message to make you aware of this when closing the Project.

How to reopen a Project

You can reopen a Project at any time using the same button which will now say Re-Open Project. Reopening the Project will also set any incomplete tasks to active and they will reappear on both the Project and in the Calendar.

How to find a closed Project

When a Project is Closed it remains on the history for all linked Contacts. Capsule has a number of standard closed Project lists you can use to easily find these Projects. If you ever need to reopen a Project, Capsule makes it simple to find.

Project list view with the drop down menu displayed, with options for closed Projects in the last 30 days / 90days / year

How to use Multiple Project Boards

Your company might have more than one process for delivering projects depending on the different departments in the business or the services being offered. Having the flexibility to manage multiple processes allows your whole team to work together in one place.

  • In a Technology Company - the Sales Team following up on a subscription purchase with aftercare/onboarding would have a very different process to the Development Team who are working to deliver a new feature.

  • In a Travel company - the team organizing and putting together tours will have a different process to follow than the Marketing Team who are responsible for raising awareness of those tours.

How to Add Multiple Boards

An Administrator can create multiple Boards for managing different processes. To do that:

  1. Go to the Account Settings Project Boards
  2. Select the option to Add Board
  3. Once the Board has been given a name, you will be prompted to create Stages for the Board.

How to Archive a Board

If a Project Board is no longer needed, it can be archived. To do that:

  1. Go to the Account Settings Project Boards
  2. Next to the Board name you will see the option to Archive it.
  3. Any archived Boards can then be found and restored from the ‘Archived’ tab.