Project Overview
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
How to Create Projects
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
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Via an Organization/Account 360
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Via a Project View
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How to Create a Project Template
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:
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Project Categories
How to | How to Visual |
How to create Project Categories:
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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:
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You can select a custom status as a default, to do so:
*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. |
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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: I created a template that assigns Project Tasks to a Key Role. What happens when I create a Project for a customer that doesn't have the Key Role assigned?
A: The Project Tasks will not have an assignee if the customer has no assigned Key Role when the Project is created. Note that if the Key Role is assigned afterward, the Project Tasks will not be automatically reassigned.
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.