Papaya Projects: TCL’s newest project management app for Salesforce
Since The Customer Link (TCL) got a lot of questions from its customers whether Salesforce had an invoicing or project management functionality, we decided to take the matter into our own hands and develop these custom applications. Hence Papaya was born, TCL’s own spin-off and app development department. In two blog posts Arno Abs, who served a functional role in the projects, will explain the new functionalities to you.
In this second blog post, Arno will guide you through our project management tool. In case you have missed the first blog about the invoicing tool, check it out here:
How to define your own projectteam
Let us start from the top. The cornerstone in our project management tool, as it is in all projects, is the resource object. For every employee you would like to involve in a project, you’d have to make a resource record. Our data model made it required to link each resource to a role since we need a clear structure in our projects of who does what. So once we created our role and resource, the resource record page looks as follows: we have some basic details about our resource, related objects being associated roles and projects, and on the bottom of the record we have a clear overview on which projects our resource is implemented.
Once we have our resources in place, we can start setting up projects. No problem if you forgot a resource, you could always create a new one during the project set-up, or from the project record page.
When we click on ‘New’ on the Projects object, a screen flow pops up in where we first need to document our basic details. We need to give the project a name, status, and we can relate it to an Account, Opportunity or Order. In the next screen we can start adding resources. We do this by first selecting the desired role we would like to have and then we can select a resource based on that role. At the bottom of the screen we have a summary of all resources selected. Once we are done, we can uncheck the ‘add teammembers’ box and we arrive on our project record page.
Our project record page exists of four components namely, the header, calendar, tasks & milestones tab and the details & related list tab. The header and details & related list tab have the same functionality as in a sales or service cloud; in the header we find our most important details of the record instantly, in the details & related tab we can view and edit the information of the record and see which objects are related to our project.
Get your milestones and tasks in check
But the most interesting components of our project are of course the calendar and tasks & milestones tab. Let’s start with the calendar overview. You have the choice to see the days in a month, week, day or list presentation, whatever fulfils your needs as a project manager. You can drag and drop the tasks and milestones on the calendar to suit your desired project dates. Whenever a resource is appointed to a task or milestone, you see his or her name in the legenda on the left in its chosen color. Notice that the appointed task copies the color of its resource, this way the calendar offers a clear overview on the project of who does what. In the legenda you have the option to filter out resources on the calendar by simply clicking their name. This is especially handy in large projects where there are a lot of resources are involved.
A project would not be a project without any piece of work. In the foreseen tab, you can create new tasks and milestones as you desire. A milestone can have multiple tasks under it, not vice versa. Upon creating one, you must appoint a responsible role who will bring the task or milestone to a good end. Once you drag the job onto the calendar, you can select which resource will fulfill the task, based on the selected role in the previous step. Whenever all the tasks under a milestone are set to complete, the milestone itself is also set to complete and the names are crossed out in your task/milestone list and on the calendar. This is all setup to deliver the most efficient overview for project managers so they can manage their business the best way possible.
Papaya Projects includes easy-to-use overviews for your project management
In the Overview object, we have two options to present us a Gantt chart, one is based on projects, the other on resources. The first image is the projects one: here we see all running projects and underneath it its appointed resources and tasks. The second image is the resource one, where we can view per resource on which project they are working and which task or milestone they need to perform. We made it possible to click through on every project or resource that directs you to the record page. Pretty neat, right?!
Just like Papaya invoicing our applications will be upgraded along the way. In the future we will implement more financial information; resource rates, project budget, remaining hours/budget, … As this is an in-house application that is in continuous development, we are able to customize the tool to your organizations needs.
We hope Arno awakened your inner project manager with his blog and you have an idea of what Papaya Projects is capable of. Do not hesitate to contact us for more information about this tool which will definitely help you in organizing all your tasks, milestones, resources and projects.