At NetHunt we know how important keeping track on your task's progress can be. Thus, we'd like to give you heads up and show you an example on how to manage your projects.

First things first, you need to define the structure of your folder and add all the needed fields. In this example we stick to three sections: Dates, Progress and Financial. Then you can create views to facilitate the visualisation. You can also create tasks, calendar events and tag users in the records.

Folder structure

  1. Dates
  • Start (Date field): This is a date field where you indicate the start of the project.
  • Due Date (Date field): This is the expected date when the project or task should be over or completed.
  • Priority (Dropdown field): Just as any project or task, you should define how important it is to your business. In this example we have Low, Medium and High.
  • Responsible (User field): here you can assign the person who will seek through the project till its completion. There can be multiple managers assigned.

2. Progress

  • Stage (Dropdown field): for sure you would like to know where the project is in terms of progress. For this example we have: Discussion, Planning, Execution and Finished.
  • Milestones (Multi-line field): here you can define sequential objectives in the project that would lead you to its completion.
  • Days in stage (Statistics-Time since field update field): This field will help you realise when your project gets stuck at a certain stage and for how long.
  • Files (Statistics-Total files field): You probably need to know invoices or permissions uploaded, related to your project.

3. Financial

  • Budget (Currency field): Planing an initial investment, you can log it here.
  • Spent (Currency field): As the project develops, things probably would need to be paid. Here you can sum up what your expenses have been so far.
  • Balance (Formula field): This would be the difference between the budget and the spent money for you to know how much you have left from the initial budget. In this case you could use a formula field which would subtract the value Spent from the Budget fields like this: = field("Budget") - field("Spent").

Views

Having the structure of your projects folder set up, you can for sure create views in order to check on the progress and have an insight on what should be done when.

  1. The list view, although the most basic one, it will let you see everything related to your projects:

2. View by stage to visualise which of your projects are in what stage you have previously defined.

3. You could also use the Due date to filter your projects and visualise for example those that should be completed this quarter.

4. View by manager would allow you to see all the projects assigned to each user and also would give you an insight on their workload.

Assign tasks

Additionally, you could add tasks to your project in order to achieve those milestones and finally complete it. You could do so from the record's timeline, assign it to a user and also define its priority.

Google calendar events

You can also create Google calendar events from the record's timeline related to the project in case it is needed.

Tagging users in the timeline comments

When you create a comment for one of the projects in your folder, you can tag one of the users (e.g. manager assigned to the project) who will get an e-mail notification with the tag.

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