Project Page

Keeping Key Project Information In One Place

The Project Page provides a place to keep key project information where you can quickly access it. You can maintain information manually or use a custom plugin to import the information automatically. Financial numbers only show if Show Internal / Budget Items is turned on — from the Application Menu or Show internal items in Preferences.

To open a project:

1. From the Project List Page, click the project's card.

To view project status information:

1. Click the Status Report tab from the Project Page.

Basic Project Information

All of the fields below sit above the tabs and are editable inline — changes save automatically as you move to the next field.

Column	Description
Number	The project number is often a unique identifier used across multiple systems. Plugins often use this number to find and relate project information in other systems.
Project Name	The project name should remain consistent across multiple systems. It should be a concise description of the project.
Company	The company the project work applies.
Primary Contact	The primary contact at the company.
Last Status	The last time the status report was ran.
Last Invoice	The last date an invoice was sent.
Budget	The overall budgeted cost of the project.
Actual	The actual cost of the project.
BAC	The budget at completion. The planned cost for all project work.
Project Status	The status of the project: Active or Closed.
Invoicing Period	The planned invoicing period for a project: Monthly or Milestone
Status Report Period	The planned status report period for a project: None, Weekly, Bi-Weekly, or Monthly. Once a project is complete and not closed, the None status will turn off indicators in the Project List Page.

Status Report Items

Status report items are temporary items, shown under the Status Report tab. Once an item is no longer needed on a report it should be removed.

Column	Description
Category	The category of the status report item: In Progress, Starting, or Completed. These map to the Activities in Progress, Activities For Next Period, and Activities Completed sections of the Status Report.
Description	The status item description.

To add a status report item:

1. From the Status Report tab, click + Add Status Item.
2. Choose the Category from the drop down.
3. Type the Description.

To remove a status report item:

1. Click the × button on the status item row.

To edit a status report item:

1. Click into the Category drop down or the Description field.
2. Type in or select the new value.
3. Click out of the field or press Enter — the change saves automatically.

Team Members

Team members are set up under the Team tab of the Project Page. Team members appear in drop downs for meeting attendees, Action/Tracker Item assignments, Identified By, and Updated By fields. You cannot delete team members that are in use on a project.

Column	Description
Team Member	The contact selected from values found in the Contacts List Page.
Role	The role is an open text field. If a Role has been specified in the Contacts List Page, it will auto populate with a value you can change.
Receive Status	When checked, the Status Report includes this team member as a stakeholder, and they are selected by default when the report is emailed.

To add a team member:

1. From the Team tab, click + Add Member.
2. Search for and click the contact you want to add — they only need to already exist in the Contacts List Page.
3. Type a Role, if the auto-filled value isn't the one you want.
4. Check Receive Status if the team member will receive a status report.

To remove a team member:

1. Click the × button on the team member row. Note: You may not be able to remove the team member if they are associated with other project information (for example an assigned tracker item). In that case Project Notes opens the Search Page so you can find and clear the reference first.

To edit a team member:

1. Click into the Role field or the Receive Status checkbox.
2. Type in or select the new value.
3. Click out of the field — the change saves automatically.

To navigate to a team member's contact record:

1. Right-click on a team member's row (or click its ⋮ button) to open its menu.
2. Choose Go To Contact from the menu.
3. The application will automatically switch to the Contacts page and open that contact's full record.

To add team members from vCards:

Drop one or more vCards on the Team tab: a .vcf file, or a contact dragged from Outlook or Apple Contacts. Each person is matched to an existing contact by name, or added as a new contact (with their company matched or created), and then put on the team. Someone already on the team is skipped.

To export a team member as a vCard:

Drag the team member's name out of Project Notes. Drop it on a folder or the desktop to save <name>.vcf, or on a mail message or contacts app to hand over the card. Right-click the row for Email Contact… and Export Contact…. See Contacts List Page for what the card contains.

Reports and Meetings

Right-click the project, either in the Projects list or on the project's own page, to reach two actions built on the data above.

Reports opens a submenu with Meeting Notes…, Status… and Tracker Items…. Each one prepares the report, then lets you save it or email it to recipients you pick from the team. See Reports and Email.

Schedule Meeting… builds an invitation from a meeting type and the project team, then opens it in your calendar application. See Scheduling Meetings.

Both need a one-time setup before first use. See Email and Meeting Setup.

Locations

Links to project documents and web locations are set up under the Locations tab. Keeping all of your commonly accessed file locations and documents in Locations can save you a lot of time compared to navigating file folders. It is important to make sure the locations of your files don't change in order to use the Locations tab reliably. You can create a custom plugin to search your standard project folder structure and populate the Locations tab, or you can populate it manually.

Column	Description
Type	The type of file location determines how Project Notes handles the Location field. Using the incorrect Type can cause the Location value to get corrupted. Plugins can use the Type field for specific operations. The types available are File Folder, Web Link, Microsoft Project, Word Document, Excel Document, PDF File, and Generic File (System Identified)
Description	An open description field. File Finder names the folder it finds for the project "Project Folder".
Location	The file path or web address referred to by the Type field. The field must be formatted correctly according to its type. For example, C:\MyFolder would not work properly for a Web Link, and http://www.google.com would not work correctly as a File Folder type.

To add a location:

1. From the Locations tab, click + Add Location to add a blank row, click Browse File to pick a file and add it as a new location, or click Browse Folder to add a folder such as the project folder.
2. Choose the Type from the drop down, if the preferred value doesn't auto fill.
3. Type the Description and Location (path or web link).

To add locations by dragging:

You can drag one or more files or folders from Finder (macOS) or File Explorer (Windows) and drop them anywhere onto the Locations tab. A new row is created automatically for each dropped item with its full path pre-filled in the Location column. You can then set the Description and Type for each new entry. Web links can also be dragged from a browser's address bar or a bookmark and dropped onto the tab in the same way.

To remove a location:

1. Click the × button on the location row.

To edit a location:

1. Click into the Type drop down, or the Description or Location field.
2. Type in or select the new value.
3. Click out of the field — the change saves automatically.

The primary project folder:

One File Folder location can be the project's primary project folder, marked with a star. Plugins, reports and Archive Mail save their files there. File Finder fills it in when it finds the project's folder, unless you have already made a choice. A project can also have no project folder at all.

1. Click the ⋮ button on a File Folder location.
2. Choose Set as Primary Project Folder to make it the project's folder, or Clear Primary Project Folder on the starred one to leave the project without a folder.
3. Once you have set or cleared it, File Finder leaves your choice alone. Choose Let File Finder Choose Project Folder to hand the choice back; if the project has no folder, the next scan picks the one File Finder finds.

Deleting the starred location leaves the project without a project folder.

To open a location:

1. Click the open-in-new icon on the location row. Project Notes opens the file or web link with your system's default handler.

Project Notes

Meeting notes associated with a project are kept under the Notes tab. All of your notes and their corresponding action items are kept with your projects. The note taking interface is designed to be quick for taking notes during a project meeting.

To add a note:

1. From the Notes tab, click + Add Note. A new note opens immediately with the default project manager as an attendee for the current date.
2. Type in the Title.
3. Choose a different Date, if it is not the current date.
4. Enter the meeting notes in the note editor.

To remove a note:

1. Click the note's card to open it.
2. Click Delete in the bar above the note.
3. Click Yes to confirm the deletion. Note: You may not be able to delete the note if it is associated with other project information. In this case, clicking Yes opens the Search Page — see Search Page for how to work with search results.

To edit a note:

1. Click the note's card to open it.
2. Update the Title, Date, or the meeting notes — changes save automatically.

See Notes Page for how to take notes and assign action items once a note is open.