Customize project workflows, stages and actions

Project Workflows allow you to create your own set of Stages and Actions to track the progress of your projects. You can create multiple project workflows and apply a different one for each project. 

 

Creating a Project Workflow

You can create as many project workflows as you like. To create a new workflow:

1. Go to Control > Business Process > Project Workflows
2. Click Add Workflow to add a new workflow. By default, the new workflow will start with OpenSolar defaults. You can choose to duplicate an existing workflow which will duplicate all the Stages and link all the actions to it. 

 

Delete Project Workflow

You can delete a Project Workflow if it is not applied to any project. If the Project Workflow is applied to a project, it will be archived instead. Once a workflow is archived, it can not be applied to any new project. The Workflow will not change in the old projects.

Note: Your organization must always have at least 1 active project workflow. 

 

What are milestones

Milestones help to divide the project Stages based on the progress of the project. There are 4 milestones where the Stages can be added to:

1. Presold - This includes Stages that happen before the project is sold.
2. Sold -  This includes Stages that happen after the project is sold and before it is installed. 
3. Installed - This includes Stages that happen after the project is installed. 
4. Others - This serves as the catch-all category for projects that don't fit into the typical progression as specified above. This includes marking a project on hold or lost.

 

How to create and update Stages

As specified above, you can create, update, and reorder Stages to track the progress of the project. To create a Stage:

1. Edit a project workflow
2. Click Add Stage to add a new stage
3. Save the project workflow to save the new Stages created

 

Edit stage title

You can click the edit icon next to the Stage title to customize the title.

 

 

Reorder Stage

You can reorder the Stage by holding on to the drag icon and moving the card up or down. You can move the Stage from one milestone to another. 

 

Delete stage

If the Project Workflow is not applied to a project, the Stage can be deleted by clicking the delete icon and saving the Project Workflow. If it is applied to a project, the Stage will be archived instead. Archived Stages are shown as disabled cards and will not be visible on projects where the Project Workflow. 

 

Preview Stage steppers

You can preview the Stage steppers in real-time while configuring the Stages in the project workflow. 

 

 

How to create and update Actions

Each stage can have multiple Actions that your team member needs to perform to progress the project forward. To create a new Action:

1. Edit a project workflow
2. Go to a stage
3. Click the Add Action button
4. Enter the action title and click Add to add a new action
5. Save the project workflow to save the new actions created

 

Edit Action title

You can click the edit icon next to the stage title to customize the title. Please note that this change in the action title will reflect on all projects where this project workflow is applied. 

 

Reorder Actions

You can reorder the Action by holding on to the drag icon and moving the chip left or right. You cannot move the Action from one Stage to another.

 

Delete Actions

Actions cannot be permanently deleted but they can be removed from a project workflow. Once removed, you won't see the Action on the project page. If the Action was already completed, the event related to the Action completion will remain in the project history.  

 

Tracking project progress

Apply Project Workflow

When creating a new project, the default Project Workflow is applied to the project. You can select a different Project Workflow at any time. 

 

Updating project Stages and Actions

You can specify what Stage the project is on at any given moment.

• Based on the active Stage, the relevant Actions will appear under it.
• Updating a Stage will create an event to track when and by whom the Stage was updated.
•  Similarly, marking an Action as complete will create an event to track when and by whom the Action was completed.

Note: It is not necessary to complete all Actions to progress the project to the next stage. 

 

Automation and validations

Moving a project stage from unsold to sold milestone will automatically mark the project as sold in the Info > Sale section. It will also store the present date as the contract date.

 

Adding a note to an Action 

You can add a note to a completed action by clicking the edit icon and filling in the notes field. 

 

 

 

 

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Custom Roles

Location	Functionality	Permission Title	Permissions
Control	Ability to configure Project Workflows, Stages, and Actions.	Business Process (Control)	View Create Edit Delete
Project	Ability to select project workflow and update the project stage on the project.	Manage - Project Workflow/Stages (Project)	View Create Edit Delete
Project	Ability to check/uncheck actions and add notes to it	Manage - Notes/activities/actions (Project)	View Create Edit Delete

 

Teams

Each connected org with whom this project is shared will have its own project workflow applied to the project. Based on the sharing permissions, they might or might not be able to view and update the Workflow, Stage, or Actions applied by the owner org.