New Project
How it works
When a customer inquires new order, the starting point is Project Master of Airtable * Please be noted creating a new project is NOT at the time order. Inquiry is the time to create a project.
https://gyazo.com/aaf1ec5d17705ab57ecfc09030fb4679
Click + button at the left bottom corner or start typing company name, project name and so on.
A new number is assigned to the new project automatically.
Be careful not to creat a blankrow by accident. The number is assigned to the row automatically and if you don't assign any project, the number is wasted. If you create a new line accidentally, just Ctrl+Z (win) or ⌘+Z (Mac) to restore the former situation.
The formula of the project is Project Number + Clinent Name + Project Name. i.e. P00330 The Sushi bar Bishin Advertisement.
Do not change project number. This will cause the loss of linkage between Project Master and other web services.
When to create a record
A new record (project) should be created immediately after NEW INQUIRY nevertheless of its possibility of order and the initial status is LISTED.
Managing Project Master
Project
As mentioned above, project is the unique combination of text with Project Number + Clinent Name + Project Name.
This Project is used in unity at Project Master , #Dropbox (Folder), File Name, Invoice and so on. This is the key to access several information regarding the project. Customer
The best is copy the name of the company from Hub Spot and paste here or copy the company name from anothter line of Project Master . Project Name
Put the practical name to the project name. For example, P00123 Fuji Xerox Name Card is not practical. The better name is P00123 Fuji Xerox Nam Huong (= the person's name to design and print) is more practical.
Category
Choose from the list the category of your project. Tasks on Asana are created based on your category to choose. When namecard, be careful that Namecard includes design work and Namecard PRT Only is only printing.
Namecard: Name card including design work.
Namecard PRT Only: Name card without design work.
Printing: Printing without design work.
Web: Web work including design, server.
Design: Design work only such as logo, billboard
Design & Printing: Printing including design work
Ohters: Photo shooting, Event, Advertisement and so on
Status
Choose from the list current status of the project.
The starting point is "Listed" but some projects like Namecard which we do not submit estimate, start with "Working".
Listed: The project is NOT ordered yet. Need to estimate, get order confirmation.
Working: The project is ORDERED. Working to deliver.
To Invoice: The project is DELIVERED. Waiting #invoice to issue. Accountant should take action to change Invoiced. Invoiced: The project is INVOICED. Waiting cash up.
Completed: The project is CASHED UP.
Postponed: The project is POSTPONED.
Archived: The project is CANCELED.
Sales and Cost
Sales and cost are input manually when a new estimate is created on Xero by the person who create the estimate.
Printing Spec
If the project belong to Printing or Design & Printing, printing spec should input within the detail page of the project.
Size: The size of final finish. Suppose A4 P4 is printed on A3 paper, but the final size is A4
Color: If colored printing 4C, if black and white printing 1C
Pages: Number of pages
Paper: Kind of paper and weight such as C150 (=Couche 150gsm)
Automation
When a new project is created on #Project-Master , a trigger starts and the following automation is performed. New project and task are created on Asana
New project folders are created on Dropbox synced with the project name
New deal is created on Hubspot