A project is a collection of jobs, placements, documents and project budget and purchase orders visible in one place. A project is useful where a recruiter supplies all employees (for various roles) for a project for a client and needs to keep the job and placement information separate to the client’s other jobs and placements and to also have the information accessible in one place.
An example of its use could be with a building project for a new office block. The recruiter creates a project including adding a project budget and related paperwork. And the different job requirements (for example, builders, engineers, managers) are then added to the project and are filled with available workers. The recruiter can add and fill jobs until the project reaches completion.
The Projects screen
The Projects screen contains all the created projects. You can filter the screen (using the Filter option) to show just the projects you have created, or to show all or selected colleagues, if preferred.
You can page through the list of projects or use the quick search box to find a particular project. If using the quick search box, you can type in client name or project title or status.
Selecting a project shows you its details on the right. As with all the records, the tabs show the bulk of the project’s information, and this includes:
The jobs within the project
The applicant actions for the jobs
The created invoices against the placements
You can edit your own projects details, but you can only view your colleagues projects UNLESS you have asked us to apply changes to this rule.
To edit some parts of the project, you will need to switch the project to edit mode. You can use the Edit icon above the tabs or the Edit icon in the field you need to change.
You also have the Quick View option, letting you view the client linked to the project, saving you having to leave the project and go find the client record.
The Table icon above the tabs lets you switch the screen to table view. And you can configure the columns of project details shown using the cog wheel icon ⚙ at the top right.
Once in table view, clicking on List takes you back to the list view of the Projects screen.
You can apply a number of filters to the project list to focus on the projects you need to see.
Click the Filter icon above the project tabs to see the filters available.
 | You then select and apply the required filter criteria as normal.
|
You can favourite a project adding it to your Favourites list (which you can then access via the star icon on the top toolbar).
This means you can open the project directly from the Favourites area, saving you having to go to the Projects screen and select the Project there.
|
 |
Create a Project
To create a project, click on the NEW option above the tabs and choose the required option:
New
Copy the Current Project
With New - the project is completely blank and you fill all the details in. And note you will need to fill in the indicated mandatory fields (i.e. those with a red star) for you to be able to save the project.
With Copy the Current Project - a copy of a selected project is made copying certain parts of the project i.e. Details tab, Project Contacts in the Contacts tab, Consultants tab, Notes tab.
Go to the Jobs tab to create the jobs for the project. Note: you can create a job in another part of the database and link it to the project from within the job record.
Use the Purchase Orders tab to add saved purchase orders that are on the client to the project.
If you progress applicants through the applicant action stages, you can see the latest stage the applicants are at in the project’s Applicant Actions tab. And after assigning applicants to jobs, the created placements are then visible in the project in the Placements tab.
Delete a Project
You can only delete a project if there are no jobs/placements linked to it. Select the project to delete then click the More icon above the tabs and select Delete. And do take care, as you can delete colleagues’ projects.
What Information can be added to a Project?
Details Tab
Project Title | Enter a title for the project |
Subtitle: | You can add further detail around the project’s title. |
Project Reference: | This number is automatically assigned to each new project |
Client Reference: | You can enter your own reference number |
Project Type | Select a type from the list. Type is used to classify different types of projects, for example highways, rail, residential. The list is created by your Systems Administrator |
Project Status | A default status of Awaiting Approval is assigned to a new project. You amend the status when the project gets approved or is closed. Your Systems Administrator can add additional project statuses if required |
Client: | Select the client the project is for |
Primary Contact | This is set after the Primary Contact has been added to the project via the Contacts tab |
Client Role | Select a role from the list. Role is to show what role the client plays in the project, for example, is the client the main contractor or sub contractor. The list is created by your Systems Administrator |
Commercial Terms | When creating a project, this field defaults to None |
Start and End Dates | Add a project start and end date |
Location | Select the postcode location for the project. The postcode does need to be on RCRM for you to select it |
Work Address | Select the full work address location for the project. The address does need to be on the client for you to select it |
Currency | Select the appropriate currency for the job rates |
Description | Add notes to provide a more detailed description of the project |
Project Budget | Enter a budget amount for the project |
Total Purchase Orders | The amount on the purchase orders that you add to the project are totalled and shown here, enabling you to keep a running total of costs against project budget |
Jobs Tab
The jobs that make up the project are shown here. To open a job record, select it and click the 3 dot icon ⠇ at the end of the job row and choose Go To Job. You can also get to the linked client and contact clicking on Go To Client or Go To Contact.
Add a new job clicking the + icon on the right and selecting New Permanent Job or New Contract Job. Note: any job you add here is visible in the other database screens such as Permanent Jobs, Contract Jobs or in Scheduling 2.0.
Be aware that to assign a worker into a job, you cannot do that from inside a project. So use the normal options i.e. Assign Worker from inside the job record, Applicant Action or use the Scheduling 2.0 screen to assign an applicant into a job.
Placements Tab
The placements created from the jobs that are in the project are shown here. You can get to the linked records of the placement by selecting the placement, then clicking on the 3 dot icon ⠇ at the end of the row and choosing the appropriate Go To option.
Contacts Tab
You can add the contact/s for the project into the Project Contacts section. The Associated Contacts section is updated automatically with the contacts that are on the project’s jobs and placements.
To add a project contact, click the ✚ icon on the right.
A screen opens for you to select the contact and pick a relationship, ie. select how the contact is related to the project, e.g project manager, site manager. The list of types is configured by your Systems Administrator. Use the Overwrite option to overwrite the existing main project contact whose name is shown on the project’s Details tab. |
 |
Purchase Orders Tab
You can add purchase orders to a project, that you have saved on the client. And a total of the purchase order values is then shown on the project’s Details tab.
To add a saved purchase order, click the ✚ icon on the right.
And in this screen, click the search icon and select the appropriate purchase order and its value will be shown. Then click Save. | 
|
For your reference, below are the steps on how to save a purchase order on a client.
Go to the client record.
Click on Financial above the tabs and select Purchase Orders.
Click New.
Enter the purchase order number and value. You can also add a description, dates and any relevant documentation.
Click Save.
Consultants Tab
Here you add users or a group to show ownership of the project. Click the appropriate ✚ icon on the right to add the consultant or group. With consultant, you can add one primary consultant and multiple secondary consultants.
Notes Tab
Add any additional notes to the project to the Notes tab. When in edit mode, you can timestamp the notes using the clock icon that sits at the bottom of the screen.
Documentation Tab
You can upload project related documents here. And you can indicate if it is intended for the client to see the document via the check box Client Access. To upload a document, click the ✚ icon on the right.
And in this screen, use the Browse option to find and select the required document. The Document Description field will automatically update with the document’s name but you can edit the description, if required. And you have the optional Client Access box and a Comments box. Click Save once done.
|
 |
Invoices Tab
Created invoices for the placements in the project are shown here. You can get to the invoice screen by selecting the invoice, clicking the 3 dot icon ⠇ at the end of the row and selecting Go To Invoice.
Applicant Action Tab
The applicant actions for the jobs that are in the project are listed here. You can view/open the applicant action using the view or edit icon at the end of the action’s row.
Custom Fields
Your Systems Administrator can create additional fields for you to populate on your projects. The additional fields will appear in their own tab/s (which would be named by your Systems Administrator). The example below shows an additional tab created called Additional Client Details, and the tab contains two additional fields.
Where can you view Project Details?
The Projects screen lists all the projects. There you select a project and see all the associated project details within it.
You can also see the projects that records are linked to from other areas on Access Recruitment CRM:
Job Record (there is a Project field in the Details tab and a Projects tab on the job)
Placement Record (there is a Projects tab on the placement)
Applicant Actions (in table view, there is a Project column)
Schedule Manager (there is a Project column)
From inside a client (there is a Projects tab)
From inside a contact (there is a Projects tab)
From inside an applicant (there is a Projects tab)
Timesheets (in table view there is a Project Title column)
Work History search result (in table view there is a Project column)
Job search result (in table view there is a Project column)
Contract/Temp Manager (there is a Project column)
Project options for the systems administrator
If you are the Systems Administrator, you need to be aware of the following areas that relate to projects:
Switch off the Projects screen
Project restrictions
Project value lists
Project merge fields
Switch off Projects
The Systems Administrator can turn the Projects screen off if it is not a function that is applicable to your business. You use the Feature Toggles option to do this.
Go to Options ; System Settings ; Feature Toggles.
Select Projects in the list. And untick the Enabled box. Click Save to save your change. And after refreshing Access Recruitment CRM, the Projects menu option will be hidden.
|
 |
Custom Fields
You can create custom fields so additional information can be recorded on a project. To create custom fields, inside a project, click the More icon above the tabs and select Configure Custom Columns.
Click New and enter the details for the additional field. Click Save once done.
You will be prompted to refresh Access Recruitment CRM when moving away from this screen.
Project Value Lists
Some of a project’s details require the user to pick a value from a drop down list, for example Project Type. These value lists are configured by your Systems Administrator.
To get to the value lists, go to Options ; Manager ; Lookups. And you will see the following:
Project Status
Project Types
Project Commercial Terms
Project Client Roles
Project Contact Relation Types (this is the relationship field when adding a contact to a project)
After selecting the list you want to make changes to:
|
 |
Merge Fields
There are project merge fields available that you can add onto your documents and templates. When in the Document Editor screen of a template, open the merge fields section, select Project in the Entity box and you will see the available merge fields.
|
 |
Restrictions
There are project restrictions around creating or deleting a project and the information within it, that you can apply to a role.
Go to Options ; Accounts ; Roles. Select the role you want to apply the restrictions to.
Click the ✚ icon on the right of the screen. In the restrictions list, search using the word ‘project’ and all the project restrictions will be shown. Select the restrictions you want to apply to the role and click Select.
Report Builder
Project data is available in the Report Builder for you to include in a report.
If creating a new report or editing an existing report, look for Project (or Project Sector Defined Column for any custom fields on a project) in the Entities box on the left, and the data you can add to the report will be shown immediately underneath. Select the items as needed.
You can download a copy of this document for printing or reference.