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Getting Started with the Project Manager

Overview

The Pruvan Project Manager allows you to track and update the status for all of your current projects.  There are a variety of tools available in the Project Manager to assist you such as search, sort, update, import, export, item count, photo upload, sharing, and photo download.  Projects listed in the Project Manager are known as current projects.  This is because once a project is deleted it is no longer available in the Project Manager, but all of the field data belonging to that project is still available in Pruvan's Cloud Storage on the Photos page.  The Project Manager also lets you create and manage Work Types, click the link to learn more.  Below is a quick look at the layout of the Project Manager.

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A. Project Manager Sub Menu

This menu contains most of the tools available in the Project Manager:

  • New - This button brings up the new project window.  You can create a new project or create a new Work Type with it.
  • Edit - This button brings up the edit project window, and only works when a single project is selected from the current project table.  In this window you can change all updatable fields and tasks for the selected project.
  • Update - This button allows you to update the Status, Assigned To, Due Date, and Work Type of all selected projects.
  • Duplicate - This button allows you to duplicate selected projects.
  • Delete - This button will delete all selected projects.
  • Refresh Integration - This menu / button will refresh the selected integration, bringing in any new projects.
  • Import / Export - This brings up a window that allows you to import and export projects to / from a spreadsheet file, such as a .xlsx or .csv.
  • Closed - Clicking this button will show all current projects with a status of Closed; they are normally hidden from view.
  • Invoiced - Clicking this button will show all current projects with a status of Invoiced; they are normally hidden from view.
  • Columns - This button allows you to show or hide columns from the Project table.  Click Reset Columns to reset to the default view.
  • Filters - This button will enable column filters in the Project Table.
  • Details - Clicking this button will open the Details sidebar, showing all available details for the selected project.
  • Search - The current project table will only show projects that match the value entered in to this field.  All table fields are searchable.
  • Refresh - The current project table does not automatically refresh when projects are imported or updated from an integration.  Clicking this refresh button will show any changes since the last time the Project Manager was loaded.

B. Navigation Sub Menu

This menu bar contains the normal navigation, selection, and export tools available throughout Pruvan Online.

C. Current Project Table

This table shows you all of your current projects, and can be filtered based on your selections in the Project Manager Sub Menu.  Clicking on the column header allows you to sort the projects listed by that column, either ascending or descending alphanumerically.

  • Actions - These icons give you access to additional tools for the listed project:
    • Upload Photos - This brings up the Upload Photos tool.
    • Activate Project - An active project will show up in the active project list in Pruvan's Cloud Storage.
    • Share - This brings up the Project Sharing tool.
    • Download Photos - This will download all available field data to a zip file.
  • Pictures - This is a current count of field data in Pruvan's Cloud Storage for this project; pictures, surveys, and check ins.  Clicking on it will open the Pruvan Cloud Storage Project Details page in a new tab / window.
  • Notes - A count of the number of notes for the project, including applicable property notes.  Hovering will display the 5 most recent notes, while clicking will open the notes editor.
  • Client / Integration - This is the Client or Integration code for the project.  If the project was not imported from an outside system, it will be blank.  Hidden by default.
  • Project - This is the project number.
  • Coordinator - This field is used to assign a user (with a staff or higher role) to manage the project.  This field is only visible in the Project Manager. 
  • Assigned To - This is the field user's username, from your account, that the project is assigned to.
  • Status - This is Pruvan's project status.
  • Field Status - This is the status from the last Pruvan Mobile device that took action on this project:
    • Viewed - The project details have been opened in Pruvan Mobile
    • In Progress - Field data collection has begun
    • Complete - The field user has marked the project complete
    • Accepted - The field user has accepted the project (requires use of project options)
    • Rejected - The field user has rejected the project (requires use of project options)
    • Blank - No action has been taken on the project in Pruvan Mobile
  • Client Status - This is the status in your client's system (if applicable).  Hidden by default.
  • Due Date - This is the date that your field user should complete work by.
  • Client Due Date - This is the date that your client requires project completion by.  Hidden by default.
  • Address Fields - The Street address, City, State, and Zip Code of the project property.
  • Invoice - Shows the Freshbooks invoice status.  Hidden by default.
  • Reference - This field is for you to identify a reference for the project, such as your client name or other identifying information.  This field is only visible in Pruvan Online.  Hidden by default.
  • Description - This field is for you to provide context to the type of project, such as the work type.  This field is only visible in Pruvan Online.  Hidden by default.
  • Project ID - This is a unique value for this instance of the project.  A unique instance means that if you create a project with project number 'abcd', then delete the project, and create a new project 'abcd'; those two projects will have different Project IDs.  Hidden by default.
  • Created - The date and time this project instance was created.  Hidden by default.
  • Last Updated - The date and time this project instance was last updated (by a user or by the Pruvan system).  Hidden by default.

D. Details Sidebar

This window shows you all available project information for the selected project.  To open it, select a project and then click the Details button in the Project Manager Sub Menu.  Select different projects or use the arrow keys to change what project's information is displayed.  In addition to the information available on the current project table you will see the following fields:

  • Created Date - This is the date and time that the project was created
  • Task List - This shows the names of all the projects tasks and marks survey tasks with the survey form icon
  • History - This window shows a log of the last 10 changes to the project; when it was changed, what was changed, and who made the change.
  • Notes - This is a list of all project notes and applicable property notes.  Click the edit button to open the notes editor.

Project Management

This outlines the general project flow through Pruvan and includes best practices for each phase.  There is no one way to use Pruvan and the best way to use it is that which makes your process easier and more efficient.

Create

Creating your projects is the first step.  A Pruvan project is a container that lets you collect field data in an organized fashion.  Projects also contain information useful to the field user, such as the project's address and instructions.  Projects contain tasks, and tasks provide a mechanism to collect data from the field; there are photo tasks and survey tasks.  Only tasks that are applicable to the current project should be added, as opposed to adding all tasks to every project.  This makes it clear to the field user what needs to be accomplished.  Work Types can be used to create a template of project options and tasks that are commonly used together and can be quickly applied to new projects.  You can use the Coordinator field to show which staff member is responsible for the project.  Keep projects unassigned until they are ready to be worked, or use the Start Date field.  This reduces confusion on the field user by keeping the project list in Pruvan Mobile uncluttered.  The Client Due Date field can be used for you to track when projects must be completed.  Projects can be created many different ways:

  • The Project Manager - Create projects using the Project Manger in Pruvan Online
  • Pruvan Mobile - Create projects using the + button in Pruvan Mobile
  • Spreadsheets - Use the Import tool to quickly add projects from a spreadsheet
  • Integrations - Use one of our integrations to pull in projects from another system
  • Hot Links - Create Hot Links to send to your field users that create, and open, projects in Pruvan Mobile

Assign

Assign your project to the appropriate field user when it is ready to be worked.  A field user is simply a username on your account that you or another person logs in to with the Pruvan Mobile app.  You can create users in Pruvan for individual users or create group usernames that a team of people all log in with.  On assignment the project will be available in that user's Pruvan Mobile project list.  Use Pruvan's statuses to highlight urgency or special attention on an order.  Rush can be used to identify a project that needs to be completed as soon as possible, while Rework is used when a project that's already been completed needs addition attention.  Projects can be assigned by using:

  • Project Manager - Use the Update tool to set the status and assignment of multiple projects at once
  • Pruvan Mobile and Hotlinks - Projects created in Pruvan Mobile are automatically assigned to the user that created them
  • Integrations - Internal integrations can auto-assign projects on import, while external integrations have the option of assigning all projects to a default user
  • Spreadsheet - Assignment can be set in spreadsheets on creation or as an update.  Check out the Auto Assignment example in the spreadsheet management article.

Complete

After assignment the project is available in Pruvan Mobile.  Once the field user has completed all of the necessary tasks, they should mark the project Complete.  How this is done depends on your specific account setup and QA process.  There are 3 different methods for conducting QA through Pruvan.  These setups are documented under Pruvan Cloud Storage.  The final step in all QA paths is to publish the results.  This makes the field data available to those with access.  That is:

  • Client Portal - When the project has a client code the client is notified that the project is complete and the published data is available in the Client Portal
  • Integrations - Integrations that support uploads will receive the field data.  Check your specific integration's documentation for what, if any, field data they support through the integration
  • Pruvan Downloader - All published field data will be immediately available to all of your running Pruvan Downloaders

Completed projects are automatically closed after 30 days, unless updated (status changed).

Invoice

Invoicing can be completed through the Project Manager utilizing our Freshbooks integration.  After you're set up, click the Generate link in the Invoice column to pull up a new invoice window in Freshbooks.  After an Invoice has been sent you'll be able to see the invoice number and click on it to open the invoice from Freshbooks.  Click this link to learn more about our Freshbooks integration:

Set the status of the work order to Invoiced if invoicing using another system.  This will remove the project from the field users project list in Pruvan Mobile and hide the project from view in the Project Manager.  Check the Show Invoiced box to view all invoiced projects.

Close

Once everything is complete change the status of your project to Closed.  This will remove it from the field users project list in Pruvan Mobile and also hide it from view in the Project Manager.  Check the Show Closed box to view all closed projects in the Project Manager.  This is the most commonly overlooked step in the Project life cycle.  Skipping it causes the field user's project list in Pruvan Mobile to expand indefinitely, causing problems when using Pruvan Mobile.  When utilizing the Invoiced status, closing projects can be delayed as invoiced projects are already removed from Pruvan Mobile.  Once a project is marked closed it will remain available for 60 days.  After this time the project will be automatically deleted from the Project Manager.  At any time before the project it deleted it can be re-opened in a Rework status if needed.

Create a New Project

To create a new project using the Project Manager follow the steps listed in this article:

Edit Current Projects

You can edit most fields in a project by selecting the project and clicking the update button.  These steps are listed in the below article.  You can also use the Update tool to make quick changes to multiple projects at once.  For those steps see the other article below.

Duplicate Projects

Duplicating a project creates an exact copy of the project with a "__1" after it that auto-increments as you duplicate the same project again.  Duplicating projects is pretty straightforward, select the projects you want to duplicate then click the Duplicate button.

Delete Projects

Projects are automatically deleted 60 days after their status is set to Closed.  You can also delete projects by selecting them and clicking Delete; steps below.  When your Pruvan account is being synced to another system through an integration or a spreadsheet you can also delete projects by re-syncing the systems.  With Integrations this is done by a Full Import, which will delete all projects from that integration that are not imported.  When using a spreadsheet you can use the advanced option Delete Missing, which will delete all projects that are not imported.  To delete projects with the Project Manager:

  1. Log in to Pruvan Online
  2. Click Projects
  3. Locate the project(s) you want to delete
  4. Select the project(s)
  5. Click Delete
  6. Verify the number of projects to be deleted
  7. Click Yes

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