Advanced Plan

You can assign Staff to a single Divisions then one or more Teams and Groups. It is best to start with a simple structure e.g. One Division, One Team, one or two groups and then build upon it as needed.
It is recommended that Staff are only assigned to one Group for reporting and reconciliation purposes.
The Org Chart allows you to review the hierarchy easily.
View at: Settings > Org Chart

Divisions are essentially separate instances of ProWorkflow. In most cases, you will only need one Division.

Examples of where different Divisions may be needed are where two Offices of one company are based in different countries charging clients in different currencies and working on separate Projects.

Create at: Settings > Division Editor

Features of Division Structure:

• Branding, Contacts, Projects, Tasks, Templates, Categories, Statuses and settings are separate in each Division.
• View Division Work: Users can be given access to view work in other Divisions.

Teams can be used to split up work of different Departments within a Division such as with a Sales Team and a Software Development Team.
Generally they will be working on separate Projects but may collaborate on work for external Clients or Projects requested by another Team.

Create at: Settings > Teams Editor

Features of Team Structure:

• Project Statuses: Teams can have different Project Statuses - for example a software development project would move through a different workflow to a sales Project.
• View Team Work: Users can be given access to view work for all users in their Team.

Groups are sub-sections within Teams that work together or separately on Projects. For example two sales 'Groups' that are both part of the same Sales 'Team'.

Create at: Settings > Groups Editor

Templates can be used to speed up the creation of a new Project by allowing Staff to use a template rather than creating a Project from scratch.

They can also be used by internal or external Clients when they submit a Project Request (covered in the next section).

Create at: Settings > Project Templates

Best Practice Suggestions:

• Use Project Templates if you expect to do similar work on a regular basis.
• Make sure you only make templates available to internal and external Clients if you want them to use them for submitting Project requests.
• Don't forget that you can also adjust the Default Project Settings for any new blank Project using the Project Settings section in the Settings > Workflow area.

Custom Forms are created using HTML and are very versatile.

Use them to collect information from your Staff or Clients when a new Project or Project Request is created.

Forms can be created by anyone one with HTML experience or using free online HTML form builders.

Custom Fields allow you to add extra information to you Projects, Project Templates and Project Requests by giving you the option to add additional fields.

The options in these fields will appear as a drop down menu and can be reported on using our Reports feature.

Create at: Settings > Custom Fields

Project Requests are a feature of all of the ProWorkflow Plans. Where they differ in the Advanced plan is that they allow BOTH external and internal Clients (Staff Users in different Divisions, Groups and Teams) to submit a request for a new Project to a Staff user.

Only users with the relevant permissions are able to create a request and only users with the relevant permissions are able to receive a Project Request.

When submitting a Project Request, a user can choose from a list of Project templates if they have been made available. Another feature, should the Template include it, is that the requester can also include additional information using the Custom Fields or Custom Forms.

Best Practice Suggestions:

• Use Project Templates to speed up the process of submitting and approving Project Requests.
• Make sure you only make Templates available to internal and external Clients if you want them to use them for submitting Project requests.
• Make sure only users who need to submit or receive Project Requests have the permissions to do so.

A Project Status reflects the current state of a Project; this is in addition to the standard state of "Active" or "Complete" and allows you to define custom statuses that are specific to your company. Project Statuses are defined per Team.

Create at: Settings > Status Editor

Best Practice Suggestions:

• Use the Status Editor to assign both names and colors to each Project Status, this will be reflected throughout ProWorkflow to help you track the state of each Project.
• We generally suggest setting up no more than 10 Statuses per Team, if you are using more than that then consider using Project Categories as well.
• If you are using the same Statuses across multiple Teams then try to keep the same color convention to avoid confusion.