Create and Manage Projects

User Personas: Admin | Project Manager

A project in eSUB Fusion is where the documents, the labor, the costs and the correspondence for one contract all live. You can stand one up in a couple of minutes with a name and a number, or build it out with budgets and cost codes for granular reporting. Both are valid, and you can start thin and add detail later.

To perform the actions described in this article, you must have the Project Admin - Projects and Project Settings permissions. To see the Project Summary widgets, you also need the General Permissions - View permission for the relevant document type.

Use the links below to jump to a topic:

• View and Manage the Project Log
  • Update a Project's Status from the Log
  • Market Area Column and Filter
• Project Summary Page
  • Page Widgets
• Create a Project
  • Project Team Tab
• Edit Project Info
• Assign a Market Area to a Project
  • Custom Market Area Letterhead Details
  • Configure a Project
• Configure a Project
• What Else You Can Set Up on a Project
• Close Out a Project
• FAQ
  • How do I keep my active jobs at the top of the list?
  • Where does a new project's retainage value come from?
  • What happens when I close out a project?
  • A user cannot see a project I just created.
• Permissions

View and Manage the Project Log

1. Select Projects on the global navigation menu.
2. Use the search bar, or the sort and filter controls on each column header, to narrow the list. Select the refresh icon in front of the search bar to reload the log.
3. Select a project to open its Project Summary page.

Projects are sorted by number, ascending, by default.

To keep a job within reach, select the star icon (⭐️) next to the Project No. Favorited projects sort to the top of the list.

Two actions are available from the 3-dot menu on a Project's row:

• Open project opens the Project Summary page.
• Edit takes you straight to Project Info if you hold the Edit permission.

Update a Project's Status from the Log

If you can edit projects, you can change a project's status directly in the Status column without opening the project.

Market Area Column and Filter

Each project shows its market area, and a filter narrows the list by market area. The filter only offers the market areas available to you. The column and the filter appear only when your organization uses market areas, meaning two or more are available.

Project Summary Page

The Project Summary page is the high-level view of one job: its health, its key numbers, and how far along it is.

Page Widgets

There are various widgets available to provide an overview of key dates, project financial information, weather forecast as well as most recently created items.

The KPI cards across the top of the page include Current Budget and Current Contract Value, and every card displays its full dollar amount rather than a rounded figure.

The Labor Hours and Labor Cost widgets compare budgeted against actual, using current data.

The explanations for the Labor Hours and Job Cost Widget bar chart legend are: 

Create a Project

From the project list:

1. Select Add Project on the action button.
2. Choose a Project Status, then enter the Project Name and Project No.
3. Fill in any of the optional fields you want.
4. Select Save when finished.

A new project picks up your company's Default Retainage % from Company Settings as its own project-level default. Set the company value once and every job created afterwards starts correct. Changing it later does not alter projects that already exist.

Put the things the crew needs to know in the Comments section: where to park, gate codes, permitted working hours, the site contact. It surfaces to the project team on mobile under Additional Project Info, which is where they will actually look for it.

Project Team Tab

Users, Crew Members, and Contacts have to exist in the system before you can add them to a project team. Project team details are visible in the mobile app.

See the Create and Manage Users and Crew Members and Create and Manage Contacts articles.

Edit Project Info

Project details can be changed at any time.

From the project list:

1. Select a project.
2. Select Project Info under Settings on the slide-out menu.
3. Select Edit on the action button.
4. Edit the Info or Project Team tabs as needed.
5. Select Save when finished.

If you are integrating with an accounting system (e.g. QuickBooks® Online), Projects can be linked when creating a new project or when editing an existing project. When creating a new project, make sure the project is also created in your accounting system. For an existing project, make sure the project exists in both your accounting system and eSUB Fusion. From the Project Info tab: Select Edit, then navigate to the Accounting Integration subheading. Select the drop-down menu box to select the accounting system project to link to the eSUB Project. See the applicable Accounting System article for more information.

Assign a Market Area to a Project

Project Info carries a Market Area field. Market areas let you group projects into the segments your business actually runs in, such as Commercial, Healthcare, or Education, and then filter and group reporting by them. A project can hold one market area.

From the project list:

1. Select a project, then select Project Info under Settings on the slide-out menu.
2. Select Edit on the action button.
3. Select the Market Area field alongside Project Name and choose a market area. The field is optional and can be cleared.
4. Select Save when finished.

Only market areas marked as Available appear in the list. In view mode the assigned market area shows as a chip with its number code and name.

Market areas also affect who sees what. Assigning one to a project is not only a reporting decision. See Market Area Visibility: Who Sees What before you assign them across live jobs.

Custom Market Area Letterhead Details

A market area's Company Name and Address can be used as the letterhead on PDFs generated for projects in that market area, so each region's documents carry its own office information.

See Market Areas for more information on configuring Market Area address details for projects assigned to Market Areas that may need letterhead details which are different from the address and phone numbers entered into Company Info.

PDF documents generated in projects assigned to a Market Area utilizing custom address details will use the details entered in Market Areas settings on their letterhead. If address details are not configured in Market Areas settings, they will use your Company Info instead.

Configure a Project

Project settings let you tailor one job in more detail, for better reporting and a fit to how that job actually runs. Changes here affect only that project. Company-wide defaults are set by an administrator under Company Settings.

1. Select Projects on the global navigation menu, then select a project.
2. Select an option under Settings on the slide-out menu.
3. Select the tab for the settings you want to configure.
4. Select Edit on the action button and make your changes.
5. Select Save when finished.

See the Project Settings article for what each setting does.

What Else You Can Set Up on a Project

Most of the detail that makes a project report well is configured after it exists, not during creation.

Close Out a Project

From the project list:

1. Select a project, then select Project Info under Settings on the slide-out menu.
2. Select Edit on the action button.
3. Select Complete in the Project Status field.
4. Select Save when finished.

FAQ

How do I keep my active jobs at the top of the list?

Select the star icon (⭐️) next to the Project No. on the project list. Favorited projects sort above the rest, which is worth doing if you run four jobs out of a list of ninety.

Where does a new project's retainage value come from?

From your company setting. A new project takes the company Default Retainage % as its own project-level default. You can override it on the project afterwards, and the project value wins where both are set. Projects that already existed when you changed the company value are not updated.

What happens when I close out a project?

Setting the Project Status to Complete marks the job as finished. The project and its documents remain in the system, so historical records and reporting are unaffected.

A user cannot see a project I just created.

Their access level probably does not include it. A user on Projects access only sees projects they have been enabled for, unless Add user to all new projects is set for them. See the Set Up User Access Level article.

See also: Project Settings and Set Up Your Project for Job Cost Reporting.

Permissions

Administrators can adjust permissions; see Set Up User Permissions.