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How to link an opportunity with a project?

Introduction

Sometimes working on an opportunity might require the involvement of the whole team of the specialists. In this case creating a project and linking it with the opportunity will help you coordinate the work and manage it more efficiently.

Follow the instructions below to learn how to link an existing opportunity with a project.

Step 1. Access the CRM

Enter your ONLYOFFICE portal and click the CRM link.

How to link an opportunity with a project? Step 1 How to link an opportunity with a project? Step 1

In case you have already logged in to the portal and been using it for some time, to access the CRM module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

Step 2. Select an opportunity or create a new one

By default, all the available opportunities are displayed in the Opportunities list. To open it, just click the Opportunities link on the left-side panel.

Select the necessary opportunity from the list. To facilitate the search, make use of our filter at the top of the list.

Click the Plus Icon button and select one of the options:

  • Responsible is used to display the opportunities assigned to you or to a specified user only;

  • Due date is used to display the opportunities with a specified due date;

  • Participant is used to display the opportunities with a specified participant only;

  • Contact is used to display the opportunities linked with a specified contact only;

  • With tag is used to display the opportunities with a specified tag only.

  • Stage/Stage type list is used to display the opportunities at a certain stage or of a certain stage type;

How to link an opportunity with a project? Step 2 How to link an opportunity with a project? Step 2

You can also use the wildcards to filter your opportunities:

  • use the question mark ? to perform the single-character wildcard search. For example, when you use the Sm?th query, it will return results for Smith and Smyth.
  • use the asterisk * to perform the multiple-character wildcard search. For example, to search for all the words beginning with O, use the O* query
  • use the tilde ~ at the end of the word to search for the words similar in spelling.

To create a new opportunity follow the instructions here.

Step 3. Create a project

When the opportunity is located, click the Actions Icon icon to the right and select the Create project option from the drop-down list.

How to link an opportunity with a project? Step 3 How to link an opportunity with a project? Step 3

The standard Create new project form will be open. Check the available information and modify it, if necessary:

If you have previously created a template and want to apply it to a new project click the Select link under the Select project template caption and choose the necessary template. Use the search field to accelerate the search process. To learn more about how to create a template visit our Tips & Tricks section.
  • change your project Title and its Description,
  • change a Project Manager,

    To do that, open the corresponding drop-down list and select a person you need. Sort all users by group or use the filter field at the top to facilitate the search. Check the box near this field if you wish to notify the progect manager by email.

  • manage your project Team,

    Click the Manage Team link. In the left part of the form check the users you wish to add to your team and click the rightwards arrow. To remove an added user, select him/her and click the leftwards arrow.

    When all the users are added, click the Save button. They will be notified by email.

  • edit project structure,

    You can edit project structure adding milestones. Click the Add milestone link, enter the title, due date and select responsible person. Click the OK button. To edit/delete a milestone or add a task, select the needed milestone and click the Actions Icon icon to the right and select the corresponding option from the drop-down list. If you wish to add tasks without milestone, click the Add task link in the Tasks without milestone section, enter the task title, set it's due date and responsible person.

  • review the contact list,

    If you add some more participants to your opportunity, they will be automatically displayed on the Contacts tab of the created project.

  • enter tags separating them with commas,

    This helps categorize the project and facilitate the search for the other users.

  • check the Save this project as private box,

    Use this option if you'd like to restrict access to the newly created project. In this case the project will be available only to the project administrator, the project manager and its members with corresponding rights.

  • check the Follow this project box, if you don't plan to participate in this project but need to keep track of it,

After reviewing all the information click the Save button.

How to link an opportunity with a project? Step 3 How to link an opportunity with a project? Step 3

The created project will be added to the Projects list of the Projects module.

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