Fresh Projects

00:00: This article explains how to manage project groups in Fresh Projects and Fresh

00:04: Memory.

00:05: You will learn how groups are set up, how to view and adjust them,

00:09: and how they appear in permission groups.

00:12: Let's take a look at how project groups work.

00:15: A project group brings together the projects for one job,

00:19: such as the architecture,

00:20: planning and visualisation projects,

00:23: so that emails for that job are filed once,

00:25: to the job.

00:27: We will start in Fresh Projects,

00:29: where groups are set up.

00:32: In the top right corner,

00:33: click the settings cog.

00:35: Then,

00:36: select "Project Groups" from the menu.

00:39: If you do not see this option,

00:41: please reach out to our support.

00:45: To see how projects are placed into groups,

00:47: click "Grouping Rule"

00:50: Here,

00:51: you can choose how your project codes show the job number.

00:54: To have new projects grouped for you,

00:57: select "Group new projects automatically".

01:00: Next, choose the option that matches your codes.

01:04: The first option suits codes where the job number is followed by letters for the

01:08: service,

01:08: so the projects for one job are grouped together.

01:12: You can also use a set number of characters,

01:14: or everything before a chosen character,

01:17: if that suits your codes better.

01:19: Below that,

01:20: choose whether a new group is named after the first project in it,

01:24: or after the job number.

01:26: Then,

01:27: click "Check existing projects".

01:30: This shows a preview of what the rule would do,

01:33: so nothing is changed yet.

01:35: It tells you how many of your projects would be grouped,

01:38: and how many match a job but are the only project for it.

01:42: Please note that a project that is the only one for its job stays ungrouped until a second

01:47: project for the same job is added.

01:49: If you are happy with the preview, click "Save".

01:54: The "Project Groups" page now lists every group, along with its code, its name,

01:58: the number of projects it holds,

02:00: and the project codes inside it.

02:03: To look at or change one group,

02:05: select it in the list.

02:08: The "Edit Project Group" window shows the group's code and name,

02:11: as well as the projects inside it.

02:14: To take a project out of the group,

02:16: click the "x" beside it.

02:18: To add a project,

02:19: start typing its code or name in the box,

02:22: then select it from the list.

02:25: Once you are happy with your changes,

02:27: click "Save".

02:29: Now we can look at how the project grouping displays in Fresh Memory.

02:34: In the Fresh Memory admin portal,

02:36: click "Company Setup" in the left-hand menu.

02:40: This is where you manage your employees,

02:42: projects and groups.

02:45: Where a job has several services,

02:47: you will see one entry for the whole job with an orange "Job group" badge.

02:52: This is the job your team will select when filing an email,

02:55: instead of choosing between the individual services.

02:59: Jobs with only one service do not have a badge,

03:02: and are filed as normal.

03:05: Next, click the "Project groups" tab to see how your jobs have been grouped.

03:11: Each row on this page is one job, showing its code, its name,

03:15: the number of projects it holds,

03:17: and where the group came from.

03:19: "Fresh Projects / rule" means the group was created from your Fresh Projects groups

03:23: and grouping rule.

03:25: To see what is inside a group,

03:27: click the arrow at the start of its row.

03:30: The projects are listed underneath.

03:32: You will also see additional options for each group on the right-hand side of each line.

03:37: line.

03:39: To add a project, click the plus icon at the end of the group's row.

03:43: You can then select from your company's projects, and type a code or name to narrow

03:48: the list.

03:49: Please note that a project that is already in another group moves into this one.

03:54: Projects you add by hand stay where you place them, so Fresh Projects and the

03:58: grouping rule will not move them.

04:01: Then,

04:01: click "Add", or click "Cancel" if you change your mind.

04:06: To rename a group,

04:07: click the pencil icon at the end of its row.

04:10: The code is the job number,

04:12: so it cannot be changed here,

04:14: because Fresh Projects and the grouping rule use it to decide which projects belong

04:18: in the group.

04:20: Please note that once you rename a group here,

04:22: Fresh Memory keeps your name and Fresh Projects will no longer change it.

04:27: When you are happy with the name, click "Save".

04:31: Next, let's see how Fresh Memory decides which projects belong together.

04:36: Click "Grouping rule" at the top right.

04:40: This window explains how groups are made.

04:43: The rule finds the job number in each project code,

04:46: so the projects for one job are filed together,

04:49: once.

04:50: The individual projects stay in Fresh Memory,

04:53: but they are hidden from the filing picker.

04:56: If "Groups are assigned in Fresh Projects" is selected, only the groups set up in Fresh

05:00: Projects are used.

05:03: If a job needs a group that has not been created for you,

05:06: you can create one by hand.

05:09: To do this,

05:10: click "New group".

05:12: Start by entering the job number in the "Code" field.

05:16: Projects with that job number will then join the group.

05:20: Next, enter a name for the group in the "Name" field.

05:24: Then,

05:24: click "Save"

05:27: Finally, let's take a look at permission groups, which control which employees can

05:32: see which projects.

05:33: To start, click the "Permission Groups" tab.

05:38: Select a permission group,

05:39: for example "Management", and open its projects list.

05:43: Then,

05:43: type the name or code of a job into the search box.

05:47: A job with several services is listed once, under its job code,

05:51: for example "Canal Street Warehouse Conversion; Millbrook".

05:56: Select the box beside a job to include it in the permission group.

06:01: This article has now guided you through managing project groups in Fresh Projects

06:05: and Fresh Memory.