Key Features and How to Use Them

Table Of Contents

1. List View #

The List View serves as the entry point for project management, presenting all projects in a customizable table for easy browsing, filtering, and high-level actions.

Features #

  • Projects Table:
    • Displays all projects with columns:
      • Status: Visual icons indicate Pending (yellow), Active (green), Cancelled (red), or Template (blue) status.
      • Name: The project’s title (e.g., “Downtown Office Renovation”).
      • Description: A brief summary, also visible in a preview row below each project for quick reference.
      • Start Date: When the project begins (e.g., “2025-05-01”).
      • End Date: When the project is expected to complete (e.g., “2025-12-31”).
      • Total: The calculated total cost, summing materials and tasks.
      • Hidden Columns: Id (unique identifier), User (creator’s username), Date Created, Date Modified (timestamps for tracking changes).
    • Supports sorting (click column headers) and filtering via the Find Panel.
  • Buttons:
    • Open: Refreshes the table to reflect the latest data.
    • New: Creates a new project, opening it in Edit View.
    • Menu: A dropdown with:
      • Save Grid Layout: Stores your table customization (column order, visibility, widths).
      • Restore Grid Layout: Resets to the default table layout.
  • Popup Menu: Right-click a project row to access:
    • Edit: Opens the project in Edit View.
    • Delete: Removes the project after confirmation.
  • Find Panel: A persistent search bar at the top of the table for filtering projects by keyword (e.g., “Roof” to find roofing projects).
  • Footer: Shows the total number of projects under the Status column (e.g., “15”).

How to Use #

  1. View and Browse Projects:
    • Upon opening, the table loads all projects automatically, sorted by Id or another default column.
    • Use the mouse to scroll or arrow keys to navigate rows.
    • Click a column header (e.g., Name) to sort ascending or descending.
    • Example: To find all active projects, click the Status header and sort to group green icons together.
  2. Filter Projects:
    • Click the Find Panel (magnifying glass icon) and type a keyword (e.g., “Office” for office-related projects).
    • The table updates instantly to show matching projects across all visible columns.
    • Clear the search by clicking the X in the Find Panel.
    • Example: Searching “2025” may show projects with start/end dates or descriptions containing that year.
  3. Add a New Project:
    • Click New to create a blank project.
    • The Edit View opens automatically with default settings (e.g., Status = Pending).
    • Fill in details (see Edit View below) and save.
    • If an error occurs (e.g., database connectivity), a message like “Error appending record” appears, and the operation cancels.
    • Example: Use this to start planning a new project like “Warehouse Expansion.”
  4. Edit a Project:
    • Double-click a project row to open it in Edit View (ensures you click a valid row, not empty space).
    • Alternatively, right-click and select Edit from the popup menu.
    • Example: Double-click “Retail Store Fitout” to adjust its timeline or add materials.
  5. Delete a Project:
    • Right-click a project row and select Delete.
    • A confirmation dialog asks, “Are you sure you want to delete this project?”
    • Click Yes to remove the project; if in Edit View, you’ll return to List View.
    • If deletion fails (e.g., due to linked components), an error message like “Error deleting record” appears.
    • Example: Delete an outdated project like “Cancelled Mall Project” to declutter the list.
  6. Refresh the Table:
    • Click Open to reload project data, preserving your current selection if possible.
    • The cursor changes to an hourglass during loading (typically 1–2 seconds).
    • If the selected project is no longer available (e.g., deleted by another user), the table jumps to the first row.
    • Example: Use Open after a colleague adds a new project to ensure you see it.
  7. Customize the Table:
    • Right-click a column header and select Customize Columns to show/hide columns (e.g., enable User to see who created each project).
    • Drag columns to reorder (e.g., move Total next to Name).
    • Resize columns by dragging their edges.
    • Save your layout by clicking Menu > Save Grid Layout; it persists across sessions via the Main Form.
    • Reset to default by clicking Menu > Restore Grid Layout, which clears saved customizations.
    • Example: Hide Date Created and widen Description for a cleaner view, then save the layout.
  8. Count Projects:
    • Look at the footer under Status for the total project count (e.g., “12”).
    • Useful for reporting or tracking workload.
    • Example: Confirm you’re managing 10 active projects before a team meeting.

Why It Matters: The List View’s flexibility allows quick access to project data, supports efficient filtering for large project lists, and enables customization to match your workflow. The Open button ensures data freshness in multi-user environments, and the Delete option helps maintain a clean database.

Tips:

  • Use the Find Panel for partial matches (e.g., “Renov” for “Renovation”).
  • Save your grid layout after customizing to avoid redoing it each session.
  • Regularly refresh with Open if multiple users are editing projects simultaneously.

Troubleshooting:

  • Table is Empty: Click Open to refresh, or verify with your administrator that projects exist in the database.
  • Search Not Working: Simplify your keyword (e.g., “Build” instead of “Building Project”) or clear the Find Panel.
  • Double-Click Fails: Ensure you’re clicking a project row, not the table’s empty space or header.

2. Edit View #

The Edit View is the core of project management, offering a detailed interface to modify project details, manage components, materials, and tasks, and monitor costs and timelines. It includes summary fields, navigation tools, and integration with the Lookup Form.

Features #

  • Main Fields:
    • Status: A dropdown with options: Pending (yellow), Active (green), Cancelled (red), Template (blue). Icons enhance visibility.
    • Name: A short text field for the project title (e.g., “Highway Bridge Repair”).
    • Start: A date picker for the project’s start date (e.g., “2025-06-15”).
    • End: A date picker for the project’s end date (e.g., “2025-09-30”).
    • Description: A multi-line text box for detailed notes (e.g., “Repair of northbound lanes, including asphalt and guardrails”).
  • Summary Fields (Read-Only):
    • Total: The total project cost, summing all components, materials, and tasks.
    • Hours: Total hours from all tasks, based on quantities and speed settings.
    • Materials: Total cost of materials across all components.
    • Tasks: Total cost of tasks across all components.
  • Buttons:
    • Back: Returns to List View, saving any unsaved changes.
    • Save: Manually saves changes and recalculates totals.
    • New: Creates a new project, opening it in Edit View.
    • Scroll Up/Down: Navigates to the previous or next project in the List View order.
    • Add Item: Opens the Lookup Form to add a component.
    • Copy: Duplicates the current project, including all components, materials, and tasks.
    • Actions: A dropdown with scheduling options:
      • Schedule Project (All Components From Start Date): Schedules all components from the project’s start date, with sub-options: Every Day, Exclude Sundays, Exclude Saturdays & Sundays.
      • Schedule Project (Remaining Components From Today): Schedules incomplete components from the current date, with the same sub-options.
    • Menu: A dropdown reserved for future features (currently empty).
  • Components Table:
    • Lists all components for the current project with columns:
      • Status: Cancelled (red), Pending (yellow), Ready (blue), Active (green), Completed (check).
      • Name: Component name (e.g., “Concrete Foundation”).
      • Qty: Quantity (e.g., “10” for 10 units).
      • Unit: Unit of measure (e.g., “sq ft”).
      • Hours: Total hours for tasks linked to the component.
      • Materials: Total material costs for the component.
      • Tasks: Total task costs for the component.
      • Total: Sum of material and task costs.
      • Start, End, Days: Scheduling fields showing start date, end date, and duration.
      • Hidden Columns: Id, Project, Description, User, Date Created, Date Modified, Order, Note.
    • Right-click options: Move Up, Move Down, View/Edit Note, Copy, Delete.
    • Option: Show Notes (checkbox to toggle note visibility in a preview row).
  • Materials Table:
    • Lists materials for the selected component (or all components if “Show all” is checked) with columns:
      • Status: Pending (yellow), Active (green), Complete (check), Cancelled (red).
      • Name: Material name (e.g., “Asphalt Mix”).
      • Qty Type: Fixed (set quantity) or Comp (based on component quantity).
      • Qty: Quantity (e.g., “500”).
      • Total Qty: Calculated quantity (Qty × component Qty for Comp type).
      • Unit: Unit of measure (e.g., “tons”).
      • Unit Cost: Cost per unit (e.g., “$100”).
      • Total: Total cost (Qty × Unit Cost or adjusted for Comp type).
      • Hidden Columns: Id, Component, Materials, Date Created, Date Modified, User, Order, Note.
    • Right-click options: Move Up, Move Down, View/Edit Note, Delete.
    • Options: Show all Materials for Project (checkbox), Show Notes (checkbox), Export (button to export the table).
  • Tasks Table:
    • Lists tasks for the selected component with columns:
      • Status: Pending (yellow), Ready (blue), Active (green), Complete (check), Cancelled (red).
      • Name: Task name (e.g., “Pour Concrete”).
      • Qty Type: Fixed or Comp.
      • Qty: Quantity (e.g., “20”).
      • Total Qty: Calculated quantity.
      • Unit: Unit of measure (e.g., “cu yd”).
      • Rate: Hourly rate (e.g., “$50”).
      • Speed (Qty/hr): Units per hour (e.g., “5”), sets Speed Update ID to 1.
      • Speed (Hr/Qty): Hours per unit (e.g., “0.2”), sets Speed Update ID to 2.
      • Unit Cost: Cost per unit.
      • Total: Total cost.
      • Hours: Total hours (based on Qty and Speed).
      • Team: Assigned team (from Contacts lookup).
      • Hidden Columns: Id, Component, Assigned To, Due Date, Date Created, Date Modified, Tasks, User, Order, Note.
    • Right-click options: Move Up, Move Down, View/Edit Note, Delete.
    • Option: Show Notes (checkbox).

How to Use #

  1. Edit a Project:
    • Open a project from List View via double-click or Edit.
    • Update fields:
      • Status: Choose “Active” to mark a project as in progress.
      • Name: Enter a clear title like “School Roof Replacement.”
      • Start/End: Use the calendar picker to set dates (e.g., “2025-07-01” to “2025-08-15”).
      • Description: Add details like “Replace 10,000 sq ft of roofing with new shingles.”
    • Changes are tracked with your user ID and the current timestamp (e.g., “2025-04-21 05:13”).
    • Click Save to commit changes and update totals, or Back to save and return to List View.
    • Errors (e.g., missing required fields) display a message like “Error saving changes.”
    • Example: Adjust the end date of “Mall Renovation” to account for delays, then save.
  2. Add a New Project:
    • Click New (from List or Edit View).
    • A blank project opens with Status = Pending.
    • Fill in fields and add components/materials/tasks as needed.
    • Save via Save or Back.
    • Example: Create “Apartment Complex Build” with a start date of “2025-09-01.”
  3. Navigate Projects:
    • Use Scroll Up (up arrow) or Scroll Down (down arrow) to move to the previous or next project without returning to List View.
    • Buttons disable dynamically: Scroll Up at the first project, Scroll Down at the last.
    • Example: Scroll from “Bridge Repair” to “Tunnel Expansion” to compare budgets.
  4. Manage Components:
    • Add a Component:
      • Click Add Item to open the Lookup Form, centered on the screen, defaulting to the “Components” tab.
      • The table shows active components (Status = Active) from template projects (Status = Template) with columns: Status (icon), Name (e.g., “Steel Framework”), Unit (e.g., “tons”), hidden Id, Project, User.
      • Use the Find Panel to filter (e.g., “Frame” for framing components).
      • Select by double-clicking a row, pressing Enter, or clicking Add. The cursor shows an hourglass during processing (1–2 seconds).
      • The component is added with a default quantity of 1, linked to your user ID, and saved automatically, refreshing the Components table.
      • If no template components are available, the table is empty; contact your administrator to add templates.
      • Click Close to exit the Lookup Form.
      • Example: Add “Concrete Columns” to “High-rise Construction” for structural work.
    • Edit: Click a row to update Qty (e.g., change “10” to “12”), Unit, or Status. Changes enable the Save button.
    • Reorder: Right-click and select Move Up or Move Down to adjust the component order (e.g., prioritize “Foundation” over “Walls”). Disabled at the top/bottom; refreshes the table instantly.
    • Copy: Right-click and select Copy to duplicate a component (e.g., add another “Roof Section”). Saves automatically.
    • Delete: Right-click and select Delete, confirm with Yes, and save. Errors (e.g., linked materials) show a message like “Error deleting record.”
    • Notes: Right-click and select View/Edit Note to open a read-only notes window (e.g., “Use high-strength concrete”). Toggle visibility with Show Notes.
    • Example: Reorder components in “Office Build” to start with “Electrical” for early wiring.
  5. Manage Materials:
    • Add a Material:
      • Ensure at least one component exists (materials are linked to components).
      • Manual Entry: Click the Materials tab, then the blank row at the top. Enter Name (e.g., “Steel Rebar”), Qty (e.g., “100”), Unit (e.g., “ft”), Unit Cost (e.g., “$5”), and Qty Type (Fixed or Comp).
      • Lookup Form: Click Add Item, then switch to the “Materials” tab in the Lookup Form (opens if not active, or syncs to Materials if Edit View is on Materials).
      • The Lookup Form shows active materials (Status = Active) with columns: Status (icon), Description (e.g., “Grade 60 Rebar”), Unit (PO) (e.g., “bundle”), X Base (qty per purchase, e.g., “100 ft”), Unit (Base) (e.g., “ft”), hidden Id, Tags, User, Date Created, Date Modified.
      • Filter with the Find Panel (e.g., “Rebar”). The footer shows the material count.
      • Select by double-clicking, pressing Enter, or clicking Add. The cursor shows an hourglass.
      • If no components exist, an error appears: “Items are linked to components, but no components exist.” Add a component first.
      • The material is added to the current component with Qty = 1, linked to your user ID, and the Materials table refreshes.
      • Click Close to exit the Lookup Form.
      • Example: Add “Cement Bags” to the “Foundation” component with Qty = 50.
    • Scope: Check Show all Materials for Project to view materials across all components (e.g., all cement used in “Bridge Project”). Uncheck to focus on the selected component. Refreshes automatically.
    • Edit: Click a row to update Qty, Unit Cost, or Status. Changes enable Save.
    • Reorder: Right-click and select Move Up or Move Down (disabled if “Show all” is checked or at top/bottom). Refreshes the table.
    • Delete: Right-click and select Delete, confirm, and save. Errors show a message.
    • Export: Click Export to save the materials list (e.g., as CSV) via the Main Form’s export feature, useful for supplier orders.
    • Notes: Right-click and select View/Edit Note (read-only, e.g., “Order from Supplier X”). Toggle with Show Notes.
    • Example: Export materials for “School Renovation” to prepare a purchase order.
  6. Manage Tasks:
    • Add a Task:
      • Ensure at least one component exists (tasks are linked to components).
      • Manual Entry: Click the Tasks tab, then the blank row. Enter Name (e.g., “Install Windows”), Qty (e.g., “30”), Unit (e.g., “unit”), Rate (e.g., “$40/hr”), Speed (Qty/hr) (e.g., “10”), and optionally Team (from Contacts).
      • Lookup Form: Click Add Item, then switch to the “Tasks” tab (defaults to Tasks if Materials isn’t active in Edit View).
      • The Lookup Form shows active tasks (Status = Active) with columns: Status (icon), Name (e.g., “Tile Flooring”), Unit (e.g., “sq ft”), Unit Cost, Speed (Qty/hr), Hourly Rate, Speed (Hr/Qty), Qty Type (Fixed/Comp), hidden Id, Description, User, Date Created, Date Modified, Speed Update ID.
      • Filter with the Find Panel (e.g., “Tile”). The footer shows the task count.
      • Select by double-clicking, pressing Enter, or clicking Add. The cursor shows an hourglass.
      • If no components exist, an error appears: “Items are linked to components, but no components exist.”
      • The task is added to the current component, linked to your user ID, and the Tasks table refreshes.
      • Click Close to exit the Lookup Form.
      • Example: Add “Painting Walls” to the “Interior” component with a team assignment.
    • Edit: Click a row to update Qty, Rate, or Speed. Speed changes update Speed Update ID (1 for Qty/hr, 2 for Hr/Qty) for internal tracking.
    • Reorder: Right-click and select Move Up or Move Down (disabled at top/bottom). Refreshes the table.
    • Delete: Right-click and select Delete, confirm, and save. Errors show a message.
    • Notes: Right-click and select View/Edit Note (read-only, e.g., “Use low-VOC paint”). Toggle with Show Notes.
    • Example: Adjust the Speed (Qty/hr) for “Drywall Installation” to reflect a faster crew.
  7. Copy a Project:
    • Click Copy to duplicate the project, including all components, materials, and tasks.
    • The cursor shows an hourglass during processing (2–5 seconds for large projects).
    • The new project opens in Edit View with a unique ID; errors (e.g., database failure) show “Failed to copy the project.”
    • Example: Copy “Apartment Block A” to create “Apartment Block B” with similar specs.
  8. Schedule a Project:
    • Click Actions and select:
      • Schedule Project (All Components From Start Date): Assigns dates to all components from the project’s Start date.
      • Schedule Project (Remaining Components From Today): Assigns dates to incomplete components from today’s date (e.g., April 21, 2025).
    • Sub-options: Every Day, Exclude Sundays, Exclude Saturdays & Sundays (affects date calculations).
    • The cursor shows an hourglass. The Components table updates with Start, End, and Days (duration).
    • Errors (e.g., invalid dates) show “Error executing stored procedure.”
    • Example: Schedule “Road Paving” to start on “2025-05-01,” excluding weekends, to set task timelines.
  9. View Summaries:
    • Check Total, Hours, Materials, and Tasks for real-time cost and time estimates.
    • Updated after clicking Save, using a background query to sum component data.
    • Example: Confirm “Hospital Wing” stays within a $500,000 budget by checking Total.
  10. Exit Edit View:
    • Click Back or press Esc to return to List View, saving unsaved changes automatically.
    • Example: Press Esc after updating “Storefront Installation” to quickly review other projects.

Why It Matters: The Edit View’s comprehensive interface supports detailed project planning, from setting timelines to assigning tasks. The Lookup Form streamlines adding items, and features like scheduling and copying save time for repetitive projects. Summary fields provide instant financial oversight.

Tips:

  • Save frequently with Save to ensure totals reflect recent changes.
  • Use Show all Materials for Project to audit total material usage across components.
  • Leverage the Lookup Form for consistent data entry, especially for standardized materials/tasks.
  • Schedule projects early to align component dates with the project timeline.

Troubleshooting:

  • Totals Not Updating: Click Save to trigger the recalculation query.
  • Lookup Form Empty: Ensure template projects (for components) or active materials/tasks exist in the database.
  • Component Required Error: Add a component before adding materials or tasks.
  • Scheduling Fails: Verify the project’s Start date is set and components have valid quantities.
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Updated on April 22, 2025