Using Projects^M

A project is a one-off endeavour that can include various events, dates or tasks in different phases. It usually has a fixed start and end date and serves to achieve a goal that is to be reached as efficiently as possible with internal or external contributors.

• Open a new project

  A project is characterised by defined goals, deadlines and allocation of responsibility. This information is entered on the General page of the project.

  1. Go to the  Home tab on the function bar, click on  Projects >  New and select a company if applicable.
  2. A new  Project will open.
  3. Enter a unique Name for the project.
  4. Enter a date and, if applicable, times for the Start and End of the project. The project is listed in the general Info Centre calendar regardless of its status during the specified period.
  5. Enter a Follow-up date on the right under the status and permissions for the project to display in your Info Centre on the date specified.
  6. Describe the specific Objective of the project in the input window.
• Assign user pemissions

  A project typically involves several staff who may have different authorisations. Assign the authorisations in the top right-hand corner of the input window.

  1. Enter a Project Manager. This field defaults to the current user.
  2. Assign Change permission for the project to one or more users.
  3. Specify which users may link objects to the project.
     E.g.: Events, appointments, mail
• Select staff members for project participation

  Staff from different departments with different positions can be involved in a project. Only Bp Event users can be added as project participants.

  1. Click on Add in the toolbar of the list of team members.
  2. Select a staff member by left-clicking (hold down the Ctrl key for multi-select) and click on  Confirm to insert the people you want.
  3. Assign a Position to individual team members using the expandable picklist.
  4. Set individual start and end dates for each individual's involvement with the project.
• Inform staff involved in the project

  Bp event users involved in the project can be informed directly about the project in various ways.

  1. Send an  Internal message linked to the project to all selected staff members.
  2. Create a  Task linked to the project for all selected staff members. This will be displayed in their calendars and reminders.
  3. Create an  Appointment linked to the project for all selected staff members. This will be displayed in their calendars and reminders.
  4. Activate the Notify button in the toolbar to automatically inform all team members about changes to the project.
• Link external accounts to the project

  Enter the names of project members who are not Bp Event users on the Accounts tab.

  1. Click on Add in the toolbar of the list  Accounts.
  2. Search for a contact person.
  3. Select an account by left-clicking (hold down the Ctrl key for multi-select) and click on  Confirm to insert the people you want.
  4. Assign a Position to individual team members using the expandable picklist.
     Example: hotel, supplier, location, agency
  5.  Assign a keyword to participants in the toolbar of the input window if needed.
     Example: Brussels Expo Project
• Inform other project participants

  Contact other project participants listed on the Accounts tab.

  1. Select one account by left-clicking (hold down the Ctrl key for multi-select).
  2. Send a  Mail/Email or  Bulk Mail linked to the project.
  3. Create an  Appointment linked to the project for all selected accounts.
• Link documents to the project^M

  Use the External Documents module to link any documents from Bp Event or from external sources to any project, e.g., to clearly assign contracts or price lists from suppliers.

  1. Go to the  Documents tab and select  Add in the toolbar. This will open a new document package.
  2. Select  Files to add external files from your hard drive or an external network.
  3. Select  Shared Documents to link a file from the "Shared Documents" folder.
• Export documents from the project^M

  Documents from the project can be saved in other document packages within Bp Event or externally for re-use in other contexts.

  1. Open the document package.
  2.  Copy a document which is part of one document package, either within that package or  to other package.
  3.  Save a document externally to your computer or network.
• Link further objects to the project

  Any records from Bp Event such as events, appointments or mail can be linked to a project. Individual projects can also be linked to a leading project.

  1. Go to the  Objects tab and click on  Add and the type of object you want.
  2. Link an existing object by clicking  Search, then select the object you want.
  3. Click on  Add to create a new object with a link to the project.
  4. Go to the  Info Center tab for a summary of all the records linked to this project (Using the calendar ,Using the follow-ups).
• Save detailed information and a final report

  Add a final report and details of the project for later analysis. 

  1. Go to the  Added Fields & Final Report tab. A final report can only be entered once the project has been finished (no earlier than the last day).
  2. The detailed fields of the final report are defined according to operational requirements.
  3. Entering the final report has no direct effect on the status of the project. To finalise a project, the Status must be changed manually on the General tab.