Searching and managing projects, project templates and proposals
SECURITY Permission to view projects. Refer to Project security settings.
NAVIGATION My > Miscellaneous > Projects or > Projects > Search > Projects / Templates / Proposals
NAVIGATION Dashboard > Project entity widget > Project drill-down tables
The Project Search, Project Proposal Search and Project Template Search pages are all version of the same page. To open the page, use the path(s) in the Security and navigation section above.
- On the Project Search page, you can search for Proposal, Internal, and Client projects and create projects, projects from templates, and proposals
- On the Proposal Search page, you can search for Proposals and create projects, projects from templates, and proposals
- On the Project Template Search page, you can search for Templates and create templates
NOTE If you access the Project Search page from My > Miscellaneous > Projects, you will only see projects where you are:
• a member of the project team (includes Team Lead)
• the assigned lead for the department associated with the project
• the account manager or opportunity owner associated with the project
• the Workgroup Lead of a workgroup with one or more group members who are members of the project team
- To display a list of all records of a given entity in your Autotask instance, click Search without applying any filters.
Search results containing more than 25, 50, or 100 records (depending on your Records per page setting) are paginated. Use page navigation to view additional results. At most, 5,000 data record will be retrieved at any one time.
- To search for specific records, apply one or more search filters. Refer to Applying a search filter.
The Active filter defaults to Active on the Organization Search, Contact Search, My Organizations, and My Contacts pages, as well as on the global Search by Organization, Contact (First Name), Contact (Last Name), and Contact (Email). The counters in the My menu also reflect only active entities.
NOTE There are several options for phone number filters. The Phone filter will look for a contains match that includes any characters (such as - or () ) entered in the filter box. The Organization Search and Contact Search pages have a Phone (numbers only) option that will ignore special characters in the filter and the results. It will do a contains search for just the numbers entered in the filter box. The Contact Search page also allows you to do a Phone (Starts With) search. It will search for phone numbers that start with the value entered in the filter box.
The following tool buttons appear above the results list:
Tool Button | Description |
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New Button or Menu
Many Search pages (but not the widget drill-down tables) allow you to create a new instance of the selected entity. This button is visible before you execute a search:
For help with populating the fields, refer to the context-sensitive Help of the page that opens. |
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Timeline
The Project Search and Project Proposal Search results tables open to the List View, but you can also display one or more projects in a Project Search Timeline. Click Timeline and select one of the following:
The name of each project in the search results appears in the list on the left. To the right, a colored bar represents each project. The bar extends from the start date to the end date. The darker color indicates what percentage of the project is complete. The color of the bar indicates the project type. The color key appears beneath the schedule. NOTE You can't create a new project in the timeline view. Click the list view icon to return to the list view. |
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Export Button
SECURITY By default, Export is available to users with Admin security level and disabled for all others. It can be enabled for other security levels. Refer to Can export Grid Data. NOTE When exporting to CSV: To ensure consistent date/time formatting in the CSV output, we strongly recommend that the user’s date/time format settings in Autotask be identical to the Windows date/time format settings of the computer performing the export. This will prevent conflicts in how the software that generates the report interprets the date/time format.
NOTE Note that only the selected columns of the first 5,000 records will be exported. IMPORTANT The export file does not contain all fields that are required to re-import the data using the data import templates, and the data headers do not match. |
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Column Chooser
The Column Chooser allows you to customize search results tables throughout Autotask. It determines the following:
NOTE Column Chooser settings on search results tables and some standard reports are part of the user settings stored on the Autotask server. You can log in from any computer and have your column chooser settings applied to your Autotask session. To clear the data stored in your Autotask instance and reset the column chooser settings to the Autotask default settings, click Reset Settings in My > Miscellaneous > Settings. To customize the table, do the following:
Columns appear either in the Available Columns or the Selected Columns panel.
NOTE Top-to-bottom order in the Selected Columns list becomes left-to-right order on the Search Results list.
NOTE If the characters + # appear after the column name, then that column may have multiple items returned for some rows. If that occurs, the first item will appear in the row followed by + and the number of additional items returned. To display the list of additional items, hover over the item in the column. |
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Refresh
Click the refresh icon to execute the search on the current table again, using the same search criteria to find new records that were added since you first performed the search. |
NOTE Context menu options are limited by your security level permissions. Refer to Project security settings.
Hover over the context menu icon to access the following options:
Menu Option | Description |
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General | |
View Project | Opens the Project page. Refer to Managing a single project. |
Edit Project | Opens the Edit Project page to edit project-level information. Refer to Editing a project. |
Add | |
Project Note | (Projects and proposals only) Opens the Project Note page. Refer to Adding or editing project or project phase notes. |
Project Calendar Item | (Projects and proposals only) Opens the Project Calendar page. Refer to Adding a project calendar item. |
Other | |
View Project Financials | (Projects and proposals only) Opens the Project Financials report. Only users with access to the Contracts, Reports, or Admin modules can run this report. Refer to Project reports. |
Delete | Refer to Deleting a project. |
LiveLinks | |
LiveLinks | Access any LiveLinks published to the Projects module. Refer to LiveLinks. |