Project Settings

Project Settings control how projects are structured and managed within Intellicon CRM. Configure statuses, create reusable templates, and define standard phases and task structures.

Navigate to Admin > Project Settings.

Project Statuses

Project statuses track the lifecycle of a project from initiation to completion.

Configuring Statuses

1. Select the Statuses tab.
2. Click Add Status to create a new status.
3. Configure:
   • Name (required) — e.g., "Planning", "In Progress", "On Hold", "Completed", "Cancelled"
   • Color — visual identifier
   • Order — progression sequence
4. Save.

Recommended Status Set

Order	Status	Color	Description
1	Planning	Gray	Project is being scoped and planned
2	Not Started	Blue-gray	Planned but work has not begun
3	In Progress	Blue	Active work underway
4	On Hold	Amber	Paused due to dependencies or issues
5	Review	Purple	Deliverables under review
6	Completed	Green	All deliverables finished
7	Cancelled	Red	Project was abandoned

info

The first status in the list is used as the default for new projects. Ensure it represents the initial state (typically "Planning" or "Not Started").

Project Templates

Templates are reusable project structures that standardize how projects are set up. Instead of creating every project from scratch, select a template to pre-populate phases, tasks, and settings.

Creating a Project Template

1. Select the Templates tab.
2. Click Create Template.
3. Configure:
   • Template Name (required) — e.g., "Standard Implementation", "Website Redesign", "Onboarding"
   • Description — what this template is for
   • Default Status — initial status for projects using this template
   • Estimated Duration — typical project length in days
4. Save the template.

Using Templates

When a user creates a new project, they can select a template. The project is created with all the template's phases and tasks pre-populated. Users can then customize the specific project as needed.

tip

Create templates for your most common project types. An implementation team might have templates for "Small Implementation (30 days)", "Medium Implementation (60 days)", and "Enterprise Implementation (90 days)".

Custom Project Fields

Add module-specific custom fields to projects through the Custom Fields page (select "Projects" as the module). Common custom fields for projects include:

• Budget (Currency)
• Client Sponsor (Text)
• Risk Level (Select: Low / Medium / High)
• Go-Live Date (Date)
• Project Code (Text)

Phase Templates

Phases break a project into major milestones or workstreams. Phase templates define the standard phases within a project template.

Creating Phase Templates

1. Open a project template.
2. Switch to the Phases tab.
3. Click Add Phase.
4. Configure:
   • Phase Name (required) — e.g., "Discovery", "Design", "Development", "Testing", "Launch"
   • Order — sequence within the project
   • Estimated Duration — days allocated to this phase
   • Description — what this phase covers
5. Save.

Example: Implementation Project Phases

Order	Phase	Duration	Description
1	Discovery & Planning	5 days	Gather requirements and create project plan
2	Configuration	10 days	Set up the system to match requirements
3	Data Migration	5 days	Import and validate customer data
4	User Training	3 days	Train end users on the system
5	UAT & Go-Live	5 days	User acceptance testing and launch

Task Templates Within Phases

Each phase can have pre-defined tasks that are created when a project uses the template.

Creating Task Templates

1. Open a phase within a project template.
2. Click Add Task Template.
3. Configure:
   • Task Name (required) — e.g., "Conduct stakeholder interviews"
   • Task Type — from configured task types
   • Estimated Hours — time estimate
   • Description — what needs to be done
   • Relative Due Date — days from phase start (e.g., "+3 days")
   • Assignee Role — which role should handle this task (actual person assigned at project creation)
4. Save.

warning

Task templates create real tasks when a project is instantiated from the template. Ensure task names and descriptions are generic enough to apply across different project instances.

Best Practices

1. Build templates from experience — create templates based on projects you have already completed successfully.
2. Keep templates maintained — update templates as your processes evolve.
3. Use realistic time estimates — over-optimistic estimates set projects up for failure.
4. Include buffer phases — add review or buffer time between major phases.
5. Define dependencies in tasks — note which tasks depend on others completing first (task dependencies are managed at the project level).
6. Version your templates — when making significant changes, create a new template version rather than modifying the existing one.

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Next: Targets Setup — Configure performance targets and assignments.