Creating your first project

• Overview
• Step 1 - Create your project
• Step 2 - Add Account Codes 
• Step 3 - Set up Share Groups
• Step 4 - Add Specification Division Codes
• Step 5 - Add Specifications
• Step 6 - Customize Form Types
• Step 7 - Add Merge Templates
• Step 8 - Add Folder Structure
• Step 9 - Invite Users to the Project
• Conclusion

Overview

The point of this article is to walk you through how to set up your first project (or project template) in ProjectTeam.com. You do not need to follow each step exactly, but the article will at least touch on the important areas.

Step 1. Create your first project

1. On the top of your main navigation bar, click the Projects dropdown and select the View All Projects… option.

2. On the "All Projects" page, click the New Project button.

3. Fill in the general details of your project including Project Name and Project Number (you will be able to edit these fields later as well).

4. Click the Save button to close the window and view your new project.

Once you've created your project, there are a couple of important areas within the administration of the project to set up, especially if you plan to manage financial information such as Contracts, Payment Applications, and Budgets.

Step 2. Add Account Codes

1. On the project homepage, scroll to the "Project Administration" panel and click the Account Codes option.

2. Before adding your account codes, you will need to set up your code structure. Click the Code Structure tab.

3. Click the New Segment button.

4. Add a "Segment Name", "# of Characters", and "Delimiter" (Ex. Category, 4, dash).

5. Click the Save & New option and repeat step 4 until all appropriate segments (for example, if your account code structure looks like "01-2340-A" you will need to add three segments, all delimited by a dash").

6. Once your segments have been defined, click the Account Codes tab to start adding your actual project account codes.

7. You have the option to manually add or import your account codes. Read more about importing here.

Step 3. Set up Share Groups

1. On the project homepage, scroll to the "Project Administration" panel and click the Share Groups option.

2. Click New to add your first Share Group.

3. Enter a "Name" and "Description" for your group (Ex. Project Managers, All PM's for our company should be added to this group).

4. Don't worry about adding user membership yet, you can add users at any time. It is recommended you finish the general set up of your project before inviting users and adding them to Share Groups.

Step 4. Add your Specification Division Codes

1. Navigate to the Specifications form type.

2. From the log, click the ellipsis button and choose the Customize Form Fields option.

3. Find the “Division” field, click the caret dropdown, and click Edit.

4. In the Picklist Options area, click the caret dropdown next to the Add button and choose Bulk Add.

5. Add your custom options or copy the options from the “Specifications – Division Options.csv” file below and paste to the bulk add box.
   Download : 16 Division - Specifications - Division Options.csv

6. Click the Add button and then click the Save button at the top of the page.

Step 5. Add Specifications

1. Navigate back to your Specifications log.

2. At the top of the log, click New to manually add your Specifications one-by-one or click the Batch Import option. You can read about importing form data here.

3. The Specifications log should now be filled with the Specification items you added or imported. You are the only user that has access to the Specifications by default. To share, click the checkbox at the top of the log, then click the Share button that shows at the bottom of the log. You can read more about sharing here.

Step 6. Customizing Form Types

• Company Form Types - Adding customizations at the company level will help you set standards for your organization. If you are new to customizing, it may be best to practice adding customizations in a sample project first, before customizing at the company level.

• Project Customizations - As a project administrator, you have access to customizing any form type on your project (RFIs, change orders, punch list items, etc). Customizations done on the project level do not affect any other projects, so it's best practice to try things out on a sample project to see what works best for your organization.

Step 7. Add Merge Templates (Print Outputs)

1. On the left side menu bar, click the Directory option.
2. To add new contacts to your company, click the name of your company in the Project Directory List (Or create a new business if the new contact does not work for your company).
3. Click the Contacts tab.
4. Click the Add button to add a new contact to your company.
5. Add the contact's name and work email address.
6. Click the Save button.
7. Click the Invite button to send an email to that contact and invite them to your project. When you click the invite button, it will prompt you to add that user to a Share Group.