Project Management FAQ's

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Issue:

This article lists frequently Asked Project Management Questions (FAQs) :

Solution:

In the Project Management area of SAGE Workplace, distributors can easily view, manage, and track the status of each project all while improving their team's organization. This feature was created exclusively for the promotional products industry and can be customized to each distributor's specific workflow. This addition also includes a portal where clients can view a project's status, approve proofs, pay bills, upload artwork, and be notified of any activity associated with a project. It also helps distributors streamline client communication.

Distributors can access the "Projects" area from the main menu. Standard workflow steps are configured by default, but distributors can manage and rearrange them by clicking on Tools | Settings | Projects. Each step will be color coded depending on their due date.

• Green = Completed step
• Blue = If due date is 4 days or more.
• Orange = If upcoming in X number of days (can be configured in Settings)
• Red = If upcoming in X number of days (can be configured in Settings)
• Gray = Step not applicable to the project

Other project settings can be changed as needed, such as sending clients a welcome email and/or client updates.
Once a project is started, it can be set to 1 of 4 statuses -- Active, On Hold, Complete, or Cancelled
Projects are great for distributors to keep track of upcoming tasks for a client, their client artwork, searches, products, presentations, order forms, proofs, and shipping information.
All activity is noted in the activity feed with timestamps and author names for easy reference.

MyPromoDashboard URL
Distributors can choose to send a welcome email to their clients with a link to their client portal called MyPromoDashboard. In the client's portal, there are 5 client-side statuses that auto-update as the distributor begins to complete workflow steps. If the distributor checked the "auto-update" box (found in the "General" tab) they will change with the following:

• "Consultation" changes to "Order in Process" when the "Quote Approved" workflow step is marked as complete
• "Order in Process" changes to "Proofing Complete" when the "Proof Approved" workflow step is marked as complete
• "Proofing Complete" changes to "Shipping Complete" when the "Shipping" workflow step is marked as complete.

Frequently Asked Questions (FAQs):

Q: How many custom work flow steps can I add to my projects?
A: Up to 10

Q: Can I change the client on a project to a different client?
A: Once created, the selected client cannot be changed since the project URL gets created and sent. A new project has to be created if it has to be assigned to another client.

Q: Can I change the welcome email text?
A: The generic welcome email text cannot be changed or modified currently; however, brand colors and your company logo can be added in the Settings which are included in all client notification emails.

Q: What project notifications get emailed to me and/or who will receive them?
A: Project notification emails currently go to the project creator and all assigned account reps. Notifications will be emailed to the appropriate users when a client

• Makes a payment
• Accepts or rejects proofs
• Uploads artwork
• Adds project feedback

Q: What notifications will my client receive?
A: There are checkboxes throughout various areas of a project to choose weather or not your would like to notify the selected client contact on certain actions (see list below). Also note that in order for any notification to get sent, the "send updates to client" box needs to be checked in the "General" tab.

• A welcome email can be sent at project creation
• For each proof, you can choose to notify the client.
• For existing proofs, you can send a reminder email.
• If the "send shipping confirmations" box is checked in the "General" tab, clients will get an email with tracking number(s) when added to the "Shipping" tab.
• Sending a thank you note at the end will also email your client.

In our Windows app you can also go to Tools | Options | Projects to set project defaults like sending welcome emails and client updates.

Q: Can I add or change the 5 client-side statuses that the client sees in their client portal?
A: Not currently

Q: If I deleted a project, can I restore it?
A: Yes, you can find deleted projects using the "Include deleted Projects" filter and by clicking on the "restore" icon.

Q: Can I restrict a client from seeing the client portal?
A: Yes! In the “General” tab of a project, you can uncheck the “Enable” box to disable their portal.

Q: Why can’t my client see or pay the invoice that I just sent to them?
A: The invoice must be in an “Open” status for it to show in their client portal. Also, please note that distributors require Payment Processing service in order for payments to process.

Q: I sent my client multiple invoices and they all show on their dashboard as "Invoice". Can I rename them?
A: Order forms cannot be renamed currently, but this request is on our wish list!

Q: What image formats can I add to the Artwork tab?
A: All image formats are supported, including .JPEG, .PNG, .PDF, .BMP, .GIF, .EPS, .AI, .TIFF, .DST, and .EMB.

Q: Why can't my client see tracking information on their client portal?
A: Tracking information is emailed to the client currently. Adding it to the client's portal is on our roadmap to add in the future.

Q: Why can't my client see the note I added on their MyPromoDashboard?
A: You can toggle the client activity visibility by right clicking the activity in the Windows app, or clicking the 3 dots at the top right of the activity in the Web app.

Q: Can my client see all previous projects created for them in their client dashboard?
A: Yes! As long as the client's mypromodashboard link is set to "Enable", they will be visible. Please note that projects older than 30 days will automatically hide, however, clients will still see the option to "View older"

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