Created November 2023
To create a PSOhub project from an opportunity in Dynamics 365, open PSOhub and choose from the menu Projects and Projects:
Once in the Projects overview, click the Create button:
The following window appears:
Click on the Microsoft Dynamics 365 tile to create a project from a Dynamics 365 opportunity.
The Search opportunities in D365 window will appear. Enter the name of the opportunity (you can type the first few characters) and click Search. In the search results, select the opportunity you wish to create the project from:
Note: Only an opportunity that is linked to an account will be displayed in PSOhub.
The Project Quick Setup window appears:
Refer to the table below for an explanation of the field names:
Field | Description |
Name | By default, the project name is the name of the deal. If necessary, you can modify the name to something more appropriate. |
Type | Project types will allow you to categorize further your project and to filter on this parameter. Out of the box PSOhub will provide you with 5 project types but you can create additional ones or modify the existing ones.
|
Currency | Select the currency for this project. The list of currencies are based on your Currency Settings. |
Due days invoice | PSOhub will display the default value entered in the Invoice Settings of your organization. You can leave it as is or overwrite it if different for this project. |
Business unit | By default, the top business unit in your organization structure will be selected. If you wish to change the business unit owning this project, you can select it from the drop-down list. The business unit will determine the users who can be assigned to this project. |
Project manager | This person will be selected from the list of users belonging to the business unit chosen in the previous field.
The person identified here will see this project in his/her project dashboard. He/she will also be identified as the sender of the invoices of this project if there is no default value in the Invoice Settings (Sender will be displayed as follows: John Doe - Company A <noreply@psohub.com>. ) |
Stage | Select the current project stage. By default, Active is set which means that the project is live, team members are notified that they have been assigned to the project and time and expense entries can be created.
The Closed stage is used once the project has been closed out. Archived is for archiving the project and moving it from the main Projects view. |
Internal Project | By default, PSOhub will have selected the option No. If this is an internal project, (to capture internal hours) change it to Yes. |
Then, click Next to go to Step 2: Setup contract:
A contract will define your project's structure for booking time and expenses as well as invoicing. Contract templates are pre-defined contract structures. Out of the box, PSOhub comes with a number of contract templates that you can choose from or modify. Select the contract template for this project.
Click Next to go to Step 3: Add team:
Refer to the table below for an explanation of the field names.
Field | Description |
Filter on Business Unit | Here, you can select the business unit where the users you want to assign belong to. |
Resources | Select the users from the chosen business unit and click the Add to team button. |
Project members | The selected users will be confirmed in this field. |
Once you are done, click Create.
Your project is now created!
Configure the project
In the right pane, you will find the company name and contact(s) related to this project.
Your project is now created. The left panel is where you will find the general information and parameters of your project such as:
how detailed you want your invoices to be or if you want your smart invoices to be generated first as a draft or sent directly to the client.
where to define the project manager of this project so he/she can view it in the dashboards and project's list.
You can modify this information by clicking on the Edit button at the bottom of the pane or in the Contract area, click on the button with the three dots and select Edit:
Since this project comes from an opportunity in Dynamics 365, it has automatically inherited the name of deal as the project name as well as the deal amount and deal description.
You will also find a link that will bring you back directly to the deal at the bottom of the panel:
The right-hand pane will show you and give you access to the different records related to this project; e.g. company, contacts, hours, documents, etc.
You will notice that the company as well as the contacts of the deal have followed into PSOhub. Note, that PSOhub will also bring over all the contacts in Dynamics 365 related to that company.
The middle pane is the heart of your project. This is where you will:
Define your contract (via a template)
Define your budget (optional)
Identify your project's team and rates
Import contacts to be used as additional invoice contacts
Set up your task board and planning (optional)
Attach files directly into your project
Review the progress of your project based on key performance indicators.
Tip: If you want more space to view the middle pane you can collapse the right pane by clicking the right arrow at the top of the pane, and expand the pane again by clicking the arrow again. The same principle will apply if you want to collapse the left pane:
The last step in the creation of your project is to set it up as Active. When a project is created it is automatically set to the stage Proposal. This will prevent anyone from booking time and expenses towards the project (it will not be visible in the timesheet and expense entry screen) as well as invoicing, thus giving you time to finalize it.
To change the status simply click Active:
Your project is now Active! You can go ahead with time and expense entry as well as invoicing your fixed fees.
One final note regarding the middle panel: as the project unfolds it will show activities relating to the project in a chronological order, with the latest activity at the top.
From now on any changes to your contract, budget and team members will be tracked in the Activity tab of your project. And most importantly these activities will also show in the related opportunity's Timeline and company in Dynamics 365.
NEXT STEP
Your next step now is to start booking time and expenses!
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