New project [in-depth guide]
This guide is designed to give you step-by-step instructions on how to add a new project in Workamajig.
We recommend creating a new project from a pre-existing project template that includes all workflows such as the schedule (tasks & assignments), estimates, spec sheets, files, and setup. Copying from a template is efficient and provides consistency for all your job types. For more information on creating project templates, see Project templates.
Guide contents: Start new project | Project info | Setup | Schedule | Estimates | Project Settings | Team | Make project active | Start working | Resources
Start a new project
To start the process, you first need to click on the New Project option. This is located in several places, depending on your security access to the system.
From Project Manager Today / Projects or (+) / Project
NOTE: There are other ways/places to start a project from. The above is just one example.
Enter the project info
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NOTE: You can copy from Another Project by clicking on Show More. We recommend checking with your implementation team before you follow this process over copying from a Template.
NOTE: You may want to enter a Description and Due Date, but these are not required. Note: the Custom Fields section is specific to your account. You can also click on Show More to see other options. |
The new project dashboard will appear with all the settings and details from the Template (PM workflow) and the Client (billing defaults) records combined.
Setup
Following the Workamajig Way, we want to consider these items under the Setup section of the new project as our first order of business. Upon completing each section, you can click on the checkmark to turn it green. This allows you to come back later or for others to see what has been set up.
Schedule
Click on Schedule form Setup section.
The schedule should have a fully populated copy of the schedule from the Template used. Opening this page allows for changes to be made to timing of tasks and assignments within. You can also check the health of the schedule if a project due date has been entered.
NOTE: Its best to copy from a Template with Services and Allocated Hours already assigned.
After confirming the Schedule is ready and making any changes needed, we can go back to the project dashboard and create a new Estimates.
NOTE: If your team is using Offices, you may have an Office specific public calendar to track holiday/non-working days for the office. When a project is associated with an office, it will follow these non-working days in the schedule.
Tasks length is restricted to a maximum of 5 years. An error will display of length is greater than 5 yrs.
Estimates
Click on Estimates from the Setup section.
Next, click the + New Estimate and then Save.
NOTE: Be sure Auto Pull Labor From Schedule is checked. This will automatically pull in the Allocated Hours by Service from the Schedule.
Estimate Summary
NOTE: The Total Labor should populate with a value.
Labor Breakout
Click on the blue amount next to Total Labor.
By default, this will show you a By Task and Service breakdown.
NOTE: We dont recommend changing the Hours or Rate/Gross here. As this will cause the estimate to not align with the scheduled Allocated Hours and/or Get Rate From in Project Settings.
Expense Breakout
From the Estimate Summary, click on the blue amount next to Gross Expenses.
On the next screen, click on Add a New Expense.
Enter in a row per each expense to track.
NOTE: The rows will auto save when you click out.
Get the estimate approved
With the labor & expense budgets entered, you should have an estimated overview that shows you the totals and profitability.
Click on the Approve/Submit button to get the estimate approved.
NOTE: Once Approved, this data then populates the Budget for the project.
Example of the populated Budget based on the Approved Estimate.
Project Settings
Click on Project Settings to open the projects settings panel.
Use this page to verify the overall setup and billing/accounting process for the project.
NOTE: There should be very little to change in here, as the Project Template and Client Defaults would have populated this based on your prior setup.
For more info, refer to the Project dashboard [in-depth guide].
Team
Click on the Team to open the Services and Subscriptions panels.
Services
Here you can verify users Default Services and adjust accordingly for the projects needs.
You can then Auto Assign your your Project Team to the matching Services used in the Approved Budget/Schedule.
NOTE: This will Override the Allocated Hours currently in the Schedule with the Approved Budget Hours. Which in most cases would match.
Example of how the Users Initials show in the Schedule grid instead of the Service.
| Before | After |
For more info, refer to the Auto Assign guide.
Subscriptions
Allows you to choose the level of collaboration you want your users to have with the project.
Auto Subscribe: This will make it so your Team Members are auto-added to the Email To the list of all project Conversations, To Dos and Files Uploads.
Deliverable Defaults: This determines who gets an email when there is a Deliverable Round to Review as an Approver or be Notified of the round's outcome.
Make the project active
With the Setup complete, Make the project Active by clicking on the current status of Estimating. This will bring up the list of available Statuses. Choose Production, as this is the only Active status by default.
Notice how the name of the Status changes under the Project Details.
Start working on the project
With the project now setup and active, those assigned to the tasks can work on the project from the Creatives Today page via their Task Assignments.
Resources