Using the Unlimited Projects
Detailed Workflow
The Portfolio and Contacts boards
The process starts on the “Portfolio” board where the initial deal negotiation takes place. The fields for the new lead may be automatically populated if a CRM is being used.
Once a lead is generated on the Portfolio board, an item on the Contacts should be manually entered. A lead is linked to the respective contact.
Note: The creation of contacts can be automatically done if the details are available on the form that receives the project details.
The Creation of the Project board
When terms are agreed upon, the project manager can then change the “Create Project” status column to “Create Project. The change would trigger the automation recipe in place.
A project board will be created based on the configured “Project – Template” board.
Note: The “Project – Template” board is customizable. Additional columns may be added depending on the project’s requirement.
From the Project Board to the Central board
Once the project board is created, it will have the name of the client project. The columns from the template are already mirrored from the Central board. Also, the automation recipe is already added to the Template – Board so it gets automatically generated on the new project board.
As the project is already connected to the Central board, then the project details can already be managed on the Central board or the project board. The changes will take effect and will be visible on both boards.
On the Central board, you can set up different views like the Gantt, chart, workload, and others depending on what type of data you would want to see directly for better analysis.
Other than the different views on the Central board, you can also set up the Manager and Employee dashboards. It will provide you and the team with a quick high-level view of the things that are relevant based on the position and tasks.
Archive and Delete Activities
If the project is already completed, there are two options to manage the tasks:
Image 1. Archive / Delete Activities
- Archive Activity
- Delete Activity
How to Archive an Activity
From the Project board
- Click on the activity or task
- Change the “Archive / Delete Activities” column to “Archive Activity”
Note: If the “Archive Activity” is initiated from the project’s board, the corresponding item that is on the Central Board will not be deleted. It will also still show the connection of the item to the “project’s board.” The archived item will go to your monday.com account’s “Archive” section. Please see the image below.
From the Central Board
- Click on the activity or task
Note: It is best to use the filter if you will be performing the action on a project with several activities or tasks. Use the Project Name column.
- Change the “Archive / Delete Activities” column to “Archive Activity”
Note: Since the “Archive Activity” is initiated on the Central Board, then the item will be removed from it and will be transferred to the “Central board – Archive.” Archiving the item will not clear its connection to the Project on the Portfolio board.
How to Delete an Activity
From the Project's Board
- Click on the activity or task
- Choose Delete Activity from the “Archive / Delete Activities” column
- Finally, click on “Delete” as shown on the image (Image 1. Archive / Delete Activities) to remove the activity from the Project board.
Note: Deleting the activity or item from the Project’s board won’t delete the item on the Central board or clear the connection of the item to the project on the Portfolio board.
From the Central Board
- Click on the activity or task
- Choose Delete Activity from the “Archive / Delete Activities” column
- Finally, click on “Delete” as shown on the image (Image 1. Archive / Delete Activities) to remove the activity from the Central board.
Note: Deleting the activity or item from the Central board will clear the connection of the item to the project on the Portfolio board. This action will only delete the item from the Central board and not on the Project’s board. It has to be deleted on that board separately.
Boards
Clients
This board holds the contact details of the clients. It has basic information such as title, phone and email. This is linked to the Portfolio board.
Portfolio
This board holds the deals that will be for negotiation. This is connected to the Clients board.
The following are some columns of this board:
- Estimated Timeline – the timeframe for the project completion
- Committed Date – the delivery date of the project
- Project Value – the negotiated cost of the project
- Hourly Rate – if project fulfillment billed hourly
- Project Cost – the actual budget spent on the project.
- Create Project – triggers the creation of a dedicated project board.
The Central board
Configuring the Central board
When status changes to something, change another status to something (When Status changes to Done, change Archive Activities to Archive Activity)
When a status changes to something, move item to group (When Status changes to Working on it, move item to Ongoing Projects)
Below are automation recipes that come with the Central board template.
Template - Project
This will serve as the standard board for all client projects board. This is customizable depending on the type of information that needs to be displayed.
Configuring the Template – Project board
- Add the relevant group/phases and activities.
- Add additional columns depending on your requirement. For mirror columns, they have to be added to the Central board first.
- Connect the new columns, if added, to the automation shown below within the item.
Projects boards
These boards are client-specific. Each won deal/project/client will have one dedicated project board.
How to connect the Project board to the Central board
- Select all the tasks, for ticking all the tasks faster, hold the shift key and then click the first task and the last one.
- Update Project Name, Project No., and Client. At least Project Name is required to be able to automatically connect the tasks from the Central board to the Portfolio.
- Select “To Central board” in “To Central” column. The tasks will be copied into the Central Board and connected to this board. From now on you can work on the tasks from the Central Board or from the project board.
Dashboards
These can be configured depending on the high-level view that you need.
- Manager Dashboard
- Employee Dashboard
This shows high-level information regarding the projects.
The dashboard is filtered by Person “Me” so anyone that is looking the dashboard will only see the activities that he has been assigned to. You can create a duplicate for each employee.
You can also add more tables and other widgets as required.
Central board - Archive
This board receives the completed projects from the Central board. This is for record and reporting purposes.
The process starts on the “Portfolio” board where the initial deal negotiation takes place. The fields for the new lead may be automatically populated if a CRM is being used.
Once a lead is generated on the Portfolio board, an item on the Contacts should be manually entered. A lead is linked to the respective contact.
Note: The creation of contacts can be automatically done if the details are available on the form that receives the project details.