Using Projects in wMobile Desktop
The Project Manager in wMobile is available to help users work with and maintain projects that are simple or complex having many components. As an example, a wMobile installation may potentially involve a few contacts, several appointments to get things scheduled, several files may be used for reference, and so on. With a project, all of these components are consolidated into one central location to make the components of a project easy to find, navigate, review, and update. Projects may be assigned stage values and status values to track progress as well as start and end dates. As you see what Projects has to offer, you may find it useful to use. This blog article will give you an overview and the basics of Projects in wMobile Desktop.
To work with Projects in wMobile, click Projects on the toolbar:
wMobile will display the Project List screen and will list the projects. Please note that the projects can be filtered by typing into the filter field and pressing enter (the funnel button allows the user to change the scope of the value searched for within the field; this is typical for most columns in the Project List):
Other columns in this view display information for Start Date, End Date, Age, Status, Stage, etc.
The tool buttons allow a user to create a new project, edit an existing one, refresh the list of projects, or delete one (after selecting a row in the list, click the appropriate tool button):
To Create a New Project
Click the New button to open the New Project dialog:
Enter your “main” project information here. This information is displayed in the Project List. Other details (components of the project) are added once the project is created.
Clicking on the pencil icon opens the lookup list to select from but the user can type directly into the field (free form). The Manager drop-down field contains a list of users to select from. The three date fields can have their values set using the calendar button to open a date selector.
After all of the data is entered, click OK to create the project.
In the following examples, we will work with the sample project named: wMobile Installation/Training (seen in the Project List above) that is linked to the company: Details Plus.
Once the project is added and appears in the Project List, click on the project name to view its details (in red frame):
Users can manage the components and details of the project using the tabs (shown above in the blue frame). Let's review each of the tabs to give you an idea of the amount of information you can store and use when working with a project. Each of the tabbed views contains a toolbar typically containing the tools: New, Edit, and Delete for working with the data within the specific tab (shown above in the green frame).
Add one or more contacts that should be associated with the project. These may be anyone in your database that has a part in the project. Use this to add sales staff, IT techs, vendors, purchase agents, prospects, etc. If the contact you want to add does not exist in your database, it can be added without leaving this tab. To add a contact to the project, click the New button to open the New Contact dialog.
On the New Contact dialog, search for a contact using the Lookup Contact button. In the Lookup Contact dialog presented, search for the contact to add to the project, or use the Add Contact button to add a new contact to the database and then to the project.
Schedule actions to take place for the project. The specific tasks can be assigned to specific users. The area below the tabs displays, from left to right, the tasks:
... the progress of each task:
.. and a Gantt chart (all side-by-side across the screen):
Start Date and End Date, Priority, % Done, and Notes can be set for each task using the New Task dialog:
Create a “Team” for the project on the Team tab. A team can consist of GoldMine users and/or contacts that are going to be contributing to the project.
Following is a screenshot of the Edit Team Member dialog (the row was selected and Edit was clicked). The Type field allows the user to select either a GoldMine user or a contact and set them as a team member (GoldMine user for “Type” is shown here):
If there are any issues hampering the success in completing a project, they can be tracked against a project too. Here is an example of a problem that needs to be addressed (the User column is not shown in this screenshot):
This screenshot of the Edit Issue dialog shows the data entered for the issue at hand. Here we can store and view notes pertaining to the issue:
Notes are an important part of project management. The Notes tab gives users a place to store and edit free-form notes. After a note is created, the Author and Date values are set by wMobile:
To add/edit notes, the Add/Edit Note dialog is used (the top of the Edit Note dialog is shown here; not shown is the OK/Cancel buttons):
This tab allows a user to enter very simple details consisting of two fields, Item and Reference, and the ability to “optionally” link a document to the record. If a file is linked to a record, the Linked Document path can be clicked on to download the file for use (i.e., if the device running wMobile supports the file format).
Displayed here in the Edit Details/Links dialog. Use the Choose File button to select a file to be linked to the project. In our example of the wMobile Installation/Training project, we've linked a file containing the license/serial number to have handy when needed during the installation of wMobile.
In any given project, there are always items that need to get done. When something needs to be scheduled, the Pending tab is the place. The Schedule drop-down on the Pending tab allows a user to schedule a Call, Appointment, Other Action, Next Action, Sale, or Event. Also available on this tab is: (1) the ability to Complete an activity, (2) filter the activities being viewed using the Filter Bar, and lastly, (3) a user can move an activity forward to a different date using the Move Forward drop-down which contains a pre-defined list of date increments (i.e., various numbers of days) or a date picker to easily set a specific date:
Clicking the Edit button with a row selected on the Pending tab opens the Edit Activity dialog (note the fields available for your data):
Another important aspect of project management is history related to it. We need to be able to refer to items that have been completed. After a pending activity is completed it becomes a history record. The History tab displays completed activities for the project. Please note that there will be times when an action is taken for a project that was not previously scheduled (i.e., no pending activity exists). In those cases, users can use the Complete Unscheduled drop-down to create a history record on-the-fly. The choices in this drop-down are: Call, Appointment, Other Action, Next Action, Letter/Memo, Literature Request, Sale, or Event.
Clicking the Edit button with a row selected on the Pending tab opens the Edit Completed Activity dialog (note the fields available for your data):
Using the Project Manager in wMobile will help your team track projects from beginning to completion and everything in between. We hope that this overview gives you enough detail to dive in and start using Projects in wMobile.