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CRM Help

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    Using SkyDesk Projects Integration

    Create Project

    You can create projects for Accounts, Contacts and Potentials in SkyDesk CRM. The users in your CRM account can create or associate projects if they have permission to do so.

    Note:

    • The user should have Create Project permission in SkyDesk Projects for creating a project in CRM.
    • The user must have Add User permission in SkyDesk Projects to add user(s) in a particular project.
    • In case you are creating a project from the Contacts module, the contact in question must have an email address associated with it.

    To create a new project from a record's details page in SkyDesk CRM

    1. Click Accounts, Contacts or Potentials modules and select a record.
    2. In the [Record Details] page, go to SkyDesk Projects in the Related List.
    3. Click New Project.
      You will be alerted, if you do not have the permission to create project.
    4. In the Project Details section, do the following:
      • Enter the Project Name.
      • Choose an already created Template from the drop-down list.
      • Choose a Project Owner from the drop-down list.
      • Enter the Start date and End date of the project.
      • Select a Project Group that the project belongs to. (See also: Create Project Groups)
      • Enter a Project Overview for the Project.
      • To add further project related details click Show more fields and do the following:
        • When custom fields are added in SkyDesk Projects the same will be listed when you click Show  More Fields.
          You can capture additional information from within SkyDesk CRM with these custom fields.
      • Under the Project Users section, click on add user(s).
      • Select the users from the list. 
        Only SkyDesk CRM users will be listed. 
      • Select a Role and Profile from the drop-down list, if you want to change the current role and profile of the user.
    5. In the Client Details section, select the Client Users.
      Only the selected user will have access to the project.
      • For Contacts: The contact under which you add the project will be the client user. You can add multiple contacts as Client Users but a contact cannot be added under two Clients.
      • For Accounts & Potentials: All SkyDesk CRM contacts associated to the Account or Potential will be listed to be added as Client Users.
    6. Click Save.

    Associate Project

    In SkyDesk CRM, you can also associate the already created projects to the accounts, contacts and potentials. The user should have Edit Project Permission in SkyDesk Projects to edit/associate the project for his profile.

    To associate an existing project

    1. Click Accounts, Contacts or Potentials modules and select a record.
    2. In the [Record Details] page of the Accounts, Contacts or Potentials modules, click Associate Project.
      You will be alerted, if you do not have the permission to Associate Project.
    3. In the Associate Projects section, do the following:
      • Select the required project from the Project Name drop-down list.
        • Only the projects for which the user has edit/associate permission will be listed here. 
        • Projects that are already associated to the record will not be listed. The Description and the Project Users for the selected Project will be added.
      • Modify the Project Overview, if required.
      • Assign Project Owner and Project Group from the drop-down list.
      • Click the Show more fields link to add or change the project related details.
        You can add or edit the other custom fields.  
      • Click the Add User(s) link and select the checkboxes to add users.
        Only SkyDesk CRM users will be listed with their corresponding Role and Profile in projects.
        You can select a Role and Profile from the drop-down list, if required.
    4. In the Client Details section, select the Client Users.
      The selected user will have access to the project.
      • For Contacts: The contact under which you add the project will be the client user. You can add multiple contacts as Client Users but a contact cannot be added under two Clients.
      • For Accounts & Potentials: All SkyDesk CRM contacts associated to the Account or Potential will be listed to be added as Client Users.
    5. Click Save.

    Note

    • The Portal Owner will automatically be added as one of the users, provided the owner is also part of SkyDesk CRM account.

    Remove Associated Projects from SkyDesk CRM

    When a project is complete and if you do not want it listed under a record, you can remove the project. When a project is removed, it is not deleted from SkyDesk Projects. The project is only removed from SkyDesk CRM.

    To remove projects

    1. Click Accounts, Contacts or Potentials modules and select a record.
    2. In the [Record Details] page of the Accounts, Contacts or Potentials modules, go to the SkyDesk Projects Related List.
      The associated projects with Project Name, Project Status, Project Description and Project Completion details will be listed.
    3. Click the Delete link for the corresponding project.

    Create Project Groups

    A Project group can be created while creating a new project or editing an existing project. A Project group is created in SkyDesk CRM from the Projects tab.

    To create a Project group in SkyDesk CRM

    1. Click the Projects tab.
    2. Click Projects on the left panel.
    3. Click New Project.
    4. In the Group Name field, click the Add (+) icon.
      Enter the name of the new Project group.
    5. Click AddGroup.
      A new Project group has now been created. This can be associated to existing as well as new projects.

    Create Project For Contacts

    In SkyDesk CRM, you can create projects for the Contacts module even if the contact is not associated to an account. That is, it is not mandatory for the contact to have an account associated to it for creating a project. While creating a project for the contact, you will be prompted whether to proceed creating a project without an account. However, you must note the following points while creating a project:

    • Once the project is created, the Contact will be considered as the Client in SkyDesk Projects.
    • The Contact will be created as a dummy client under SkyDesk Projects and all the projects will be associated to this client. However, no Account will be created inside SkyDesk CRM. For example, if the contact has an email address patricia@zylker.com, a dummy client named "Patricia" will be created in SkyDesk Projects. All the projects created for this contact will be directly moved under the client "Patricia". 
    • In future if the contact is associated to an account, the account will be merged with the client's company in SkyDesk Projects and the client's company name will be updated with the new account name. For example, if Patricia is associated to an account named "Zylker". In Projects, the client name "Patricia" will be replaced with "Zylker".
    • You will not be allowed to create projects for account that is associated to more than one contact, as there will be discrepancy in merging the clients in Projects. 
    • If an account is already a client company is Projects and is also associated to a contact, there will be an error if a project is created due to discrepancy in merging the clients.

    To create a new project for Contacts in SkyDesk CRM

    1. Go to the Contacts Module and select a Record.
    2. In the record's related list, go to SkyDesk Projects > click New Project.
    3. Click Yes Proceed, in the popup. 
    4. Enter the project details in the form.
    5. Click Save.

    Access Projects Tab

    The integration of SkyDesk Projects with SkyDesk CRM intends to make it easier for you to create and assign projects to your CRM users after a potential has been won. The complete Project details from SkyDesk Projects are pushed inside SkyDesk CRM and presented under the Projects Tab. The functionalities are the same as in Projects. You can perform all tasks and activities you would in SkyDesk Projects from SkyDesk CRM. See Also SkyDesk Projects Help

    • When you click on the Projects Tab, you are taken to an iFrame window where the details from SkyDesk Projects are loaded. You are taken to the Feeds section of the respective SkyDesk Projects account.
    • When you click on a project from the Record Details page of Accounts, Contacts or Potentials, you are taken to the Dashboard of the particular project.

    Create a New Task for a Project from SkyDesk CRM

    You can quickly create a new task for a project of a contact, account or potential. This task created in SkyDesk CRM can be synced with SkyDesk Projects. Users with Add Task permission in SkyDesk Projects can only create/sync tasks from CRM.

    To create a new task

    1. In the Records Details page of the selected module, click the New Task in the Open Activities Related List.
    2. Enter the required details and click Save & Add to SkyDesk Projects.

      If you do not see the Save & Add to SkyDesk Projects button, it means that there are no projects listed for the selected record.
    3. In the Add to SkyDesk Projects pop-up, select the project to which you want to add the task.
      The projects to which the user belongs, will only be listed.

      You can also sync the tasks with your Projects account or directly add a task to Projects. A sync icon will be displayed along with your open activities list that ensures the tasks created in SkyDesk CRM are in sync with your Projects account.

      The task fields will me mapped and the notes related to the task will also be in sync.
      Field Mapping
      CRM Fields Projects Fields
      Subject Task Title
      Task Owner Task Assignee
      Due Date - Start Date (Current Date)
      - End Date (End date will only be synced with CRM)
      Status
      - Completed
      - Not Started

      Completion
      - Completed will be mapped as 100% in your SkyDesk Projects.
      - Other status (Not Started) will be set to 0% in Projects.

       

      Notes Comment (Notes content of CRM will be mapped as comments in your Projects account and Notes title will not be synced)
      Description Description
      Priority
      - High, Highest
      - Low, Lowest
      - Normal
      Priority
      - High
      - Low
      - Medium
    4. Click Save.
      Now the task will be added under the selected project.

    Note:

    • You cannot associate a task to a project when the record in question is not related to any project.
    • If you comment from SkyDesk Projects on a task created originally in SkyDesk CRM, this comment will be added as a note to the associated contact/account/potential in SkyDesk CRM.
    • If the task owner assigned from Projects is not a SkyDesk CRM user, then the one who creates that task in CRM will be assigned as owner automatically. However, if the task owner assigned from CRM is not a user in SkyDesk Projects, then the task will be left unassigned in your Projects account.
    • Restored tasks from Recycle Bin in CRM will be treated as a New Task in Projects, since Projects doesn't support Recycle Bin.
    • If the projects integration is deactivated from CRM, the sync of all the tasks and notes will also be removed.
    • End date (end date of your task in CRM) field will only be in sync with CRM.
    • Notes title will not be in sync with Projects.
    • Reminders and Attachments fields will not be in sync because CRM and Projects will have their own Reminders and Attachments.
    • Recurring tasks will not be pushed to Projects.

    View Tasks, Milestones and Bugs

    Tasks, Milestones and Bugs associated with a project are pushed from SkyDesk Projects to SkyDesk CRM. In SkyDesk CRM, you can view these in the [Records Details] page of Accounts, Contacts or Potentials module. You can also add a task and a milestone from SkyDesk CRM.

    To view tasks, milestones and bugs

    1. Go to the [Records Details] page of the required module.
    2. Under the SkyDesk Projects section, click the completion bar under Task or Bug depending on which you wish to add to the project.
    3. In the pop up window that appears, add a new task or a bug as the case may be.
      See Also SkyDesk Projects Help

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