Projects

Manage your customer projects where you manage your customers.

About Projects

Vitally's Projects are meant to provide you with an ordered sequence of tasks and milestones to complete. They allow you to create, manage, and track your customer/team projects - e.g. a collection of tasks aimed to help a customer reach some goal.

All tasks within a Project are simply Vitally Tasks, and can be viewed/reported on the same as your existing tasks. Within a project, they can be grouped together in order to form Milestones. Vitally will calculate a completion percentage next to each Milestone, based on the number of tasks that have been completed within it.

Some examples of Projects might include:

• Data Integration

• Onboarding

• User Training

• Renewal

• QBR planning

• CSM and/or champion change process

Projects: How to Create

Projects come with the ability to create your own custom templates, categories, and statuses. Within a project, you can be group together tasks in order to form Milestones. Vitally will calculate a completion percentage next to each Milestone, based on the number of tasks that have been completed within it.

There are 2 types of Projects you can create:

• A Customer Project (Org or Accounts): These are assigned to an Org or an Account, aka your customer. These can be used for a variety of reasons, some of which we've listed above under "some example of project might include".

• Team Project: Use these internally to help internal projects such as new hire onboarding, transitioning accounts from one CSM to another, documentation projects, etc.

You can create projects manually or automated via a playbook. Below we'll go over how to manually create a Project.

How To	How To Visual
Via Create a New button Select the Create a New button on the bottom left Select Create Project Select an Organization or Account the Project is for, or select Team Project If you select a customer, select a template or create from scratch Team projects can not be created from a template, only customer projects can be created from a template Give your project a name Select Create Project Create any Milestones Add your Tasks You can add/change Target Start Date Target End Date Add a Category Add any Attachments Add Project Traits Additionally, you can add this Project to a Hub by selecting the meatball menu on the top right You can manually change the status by selecting the drop down on the top right, or the status will update automatically once you've completed a Task
Via an Organization/Account 360 While in a 360, select Projects on the left panel Select a template or create from scratch Give your Project a Name Create any Milestones Add your Tasks You can add/change Target Start Date Target End Date Add a Category Add any Attachments Add Project Traits Additionally, you can add this Project to a Hub by selecting the meatball menu on the top right You can manually change the status by selecting the drop-down on the top right, or the status will update automatically once you've completed a Task
Via a Project View When in a Project Table View, select Create New towards the top left Select a template or create from scratch Give your project a name Give your project a name Create any Milestones Add your Tasks You can add/change Target Start Date Target End Date Add a Category Add any Attachments Add Project Traits Additionally, you can add this Project to a Hub by selecting the meatball menu on the top right You can manually change the status by selecting the drop-down on the top right, or the status will update automatically once you've completed a Task

Project Templates

Project templates allow you to create custom, pre-made projects for any customer project scenario. Once you've created a template, you can either create a template-based project at the click of a button, or trigger it from Playbook automation.

Team projects can not be created from a template, only customer projects can be created from a template

How To

How To Visual

How to create a Project Template: Navigate to your Settings (⚙️) by selecting your Account Logo on the top left Under Activity select Projects Select Project Templates Select New Template on the top right Give your Template a name Select the level of Hierarchy (Accounts or Organzations) Select Create Project Template Add any Milestones Add any Tasks You can also select: A category Add a Description Add a Key Role to assign as the Project Owner Or assign to a specific Team Member Add a Start Date Add an End Date Add Attachments You can select Create Project to start a project from here as well! Select the meatball menu to clone or delete the template

Project Categories

How to	How to Visual
How to create Project Categories: Navigate to your Settings (⚙️) by selecting your Account Logo on the top left Under Activity select Projects Select Project Categories Select New Category on the top right Name the category

Project Statuses

Project statuses give you the ability to track the state of a project through its lifecycle. You can even create your own statuses to meet your tracking requirements.

There are 3 types of project statuses in Vitally:

• Active

  • Active projects are projects that are yet to be completed. This includes projects that should be worked but may be blocked at the moment.

  • Your project will automatically be set to your default "active" status after the first task has been completed.

• Inactive

  • Inactive projects are projects that are not complete, but have otherwise been abandoned and no further work is required.

• Complete

  • Complete projects are those that have been successfully completed, and no further work is required.

  • When all tasks in a project have been completed, the project will automatically be set to your default "complete" status.

  • If you "un-complete" a task or add a new task to a "complete" project, the status will be returned to the default "active" status.

How to	How To Visual Project Statuses
How to create Project Statuses: Navigate to your Settings (⚙️) by selecting your Account Logo on the top left Under Activity select Projects Select Project Statuses Select New Status on the top right Name the Status Select the Type Active Inactive Complete Add a Color Select Create Project Status
You can select a custom status as a default, to do so: Select Edit on the status you want to make a default At the bottom of the pop-up, check the box to make it default status for newly started projects Select Update Project Status *You can not delete a default status, you will need to make another status a default and then you can delete the original default status.

Project Management

Project Overview Tab

From the Project Overview tab, you can:

• Define the project description

• Set or change the project owner

• Set or change the start date

• Set or change the end date

• Set or change the project category

• Add an attachment to the project.

• Add Project traits

Milestones & Tasks Re-ordering in a Project

To change the order of the tasks or milestones in your project, simply click and drag on the left side of the item you wish to move.

Project Table View

You can easily create a Table View to see all Projects or use filters to see a subset of Projects. Follow along here to see how to create a Table View.

Project Columns

Here's the list of columns that you can find in the Project explorer:

Field	Description
Account	The account that this project belongs to
Owned By	The Vitally user that owns the project
Target start date	The planned start date of the project (this is configured manually or in the project template)
Actual start date	The date that the project status became active (either manually or by completing the first task)
Target completion date	The planned completion date of the project (this is configured manually or in the project template)
Actual completion date	The date that all project tasks were completed, or when the status was manually set to "complete"
Category	The custom category assigned to the project
Status	The current status assigned to the project (one of 3 types: Active, Inactive, and Complete)
Status last changed at	The date when the status of the project was most recently changed
Progress	Shows the number of tasks completed, and the percentage of tasks completed.
Created on	The date that the project was created on (not to be confused with a Start Date)
Created by	If the project was manually created, this will show which Vitally user created it
Template	If the project was created from a template, this will show which template it was created from
Duration	Will show how long the project is (or was) active for

Projects FAQ

Q: What is Duration in Projects? A: Duration for a project is the length of time between its "actual start date" (ie. moves into an "active" stage) and "actual completion date" (ie. moves to a "complete" stage). This can be changed by admins.

Q: I created a template but can't find it when creating a Team Project? A: Currently, Project templates can only be used on customer Projects, so Projects that are assigned to an Org or an Account. We don't currently have templates for Team Projects.

Q: I created a template but can't find it when creating a template? A: If you've created an Organization level project, you can not use it on an Account (and vice versa). Double check if that template is on the Org or Account level.

Q: Do inactive tasks count towards the Project and Milstone task counts? A: Inactive tasks are not factored into project task totals, including milestones. For example, with 1 inactive task and 1 active (complete) task, your project will now reflect as 100% complete. Inactive Tasks will be grayed out to make this clearer.

When an inactive Project has a Task moved to active, the Project will automatically move to the default active status. This allows you to ignore tasks that are no longer needed or have become outdated in a project.

Relevant Links

• Key Stakeholder Change Template

• CSM Transition Template

• Client Escalation Template

• New Customer Kickoff Template

• Sales to Customer Success Handoff Template

• Executive Business Review (EBR) Project

• Renewal Project Template

• Guide to Customer Onboarding

• Resolving NPS Detractors