# Projects A **project** is any sort of paid or unpaid commercial arrangement that involves doing work with your assets, including people or other products. Projects are designed to correspond to closed-won deals or opportunities in your customer-relationship management (CRM) system. So projects are *most often based on a customer contract or client engagement*. Organizations use projects to manage all their commercial activity, such as: * Closed deal * New contract * Renewal contract * Proof of concept (POC) * Trial period Organizations also use projects to track locations and timing of other hardware deployments, such as: * Demo units * Trade shows * R\&D assets {% hint style="info" %} **Understand project relationships** Most **projects** have a **date range** associated with them, indicating the start and end dates of the commercial activity. (A project cannot have more than one date range.) A **project** may also have an optional **customer** associated with the activity, based on your [customer list](/set-up-the-basics/companies.md). (A project cannot have more than one customer.) A **project** may also have optional **locations** associated with the activity, based on your [location list](/set-up-the-basics/locations.md). (A project can have an unlimited number of locations.) A **project** may also have optional **products** associated with the activity, based on your [items catalog](/set-up-the-basics/items.md). Each product can be have associated quantity, pricing, billing rules, and notes. Each **project** can has **assets assigned** to the project for a period of time. Assets can come on (assign) and off (unassign) of a project over time. An asset may only be assigned to one project at a time. Assignment data is used for reporting on commercial activity. {% endhint %} ## List all projects To see a listing of all projects, navigate to the [projects page](https://assets.hardfin.com/projects). There are two ways to view projects, either by table or by timeline. #### Timeline view In the **timeline view** you will see a chart with each project's name, date range, and the number of assets assigned relative to the number requested on the project.

You can *hover* over a project to get a quick view into the customer, locations, and products associated with the project, as well as the number of assets currently assigned to the project.

The timeline view supports full vertical scrolling, allowing you to expand the timeline section to view more projects at once. You can scroll vertically through the timeline to see all your projects in chronological order, making it easier to navigate large project lists. {% hint style="info" %} Note: Only projects with a *start date **and** an end date* with appear on the project timeline. {% endhint %} #### Table view In the **table view** you will see a table with each project's name, affiliated customer, timeline/dates, workflow stage, associated locations, and fulfillment status.

#### Filter by date status The project list includes a toggle button group for filtering projects by their date status: * **All** - Show all projects regardless of date status * **Upcoming** - Projects with start dates in the future * **Active** - Projects currently within their date range * **Past** - Projects with end dates in the past * **No date set** - Projects without defined date ranges The **workflow stage column** provides visual progress indicators showing the current stage of each project within its workflow. This column displays: * **Stage indicators** - Visual progress markers showing completed, current, and upcoming stages * **Stage information** - Current workflow stage name and position * **Sortable data** - Click the column header to sort projects by workflow stage progression ## View individual project details To view the full details of a project, click on an project name in the project list.

The project details page will appear. This page includes all the core details of the project at the top of the page, including name, previous project, dates, customer, locations, project value, and description:

The project details page continues with information about [product line items and billing](#manage-product-line-items-on-a-project):

Details are also available on [asset assignment](#asset-assignment) and the project asset assignment history:

Finally, the project details page include subsections for [commercial information](#manage-project-commercial-information) (billing/invoicing), [project notes](#manage-project-notes) (text comments), [files and links](#manage-project-files-and-links), and [project time and costs](#manage-project-costs). Project details also include a full [audit log](/monitor-the-details/audit-log.md) of the changes made to the project over time.

Project subsections and additional detail

## Create a project To create an individual project, click the "Add project" button and a window will appear. Name the project, select the appropriate dates for the project, choose the right customer (if applicable), and select any relevant locations. Then click "Add."

Only a name is *required* in order to create a new project. #### Bulk creation To import projects in bulk, configure an [integration with a CRM or ERP](/manage-your-account/integrations.md), or [set up API access](/advanced-options/api-access.md). For additional options, please [contact support](mailto:support@hardfin.com). ### Note on date ranges A project cannot have more than one date range. If you need to manage multiple date ranges, you should either use multiple projects or use one project and make notes in the project description. The choice depends on how many date ranges are being referenced and should be based on the contract structure. For example: * A business has a single year-long contract to operate hardware each Monday through Wednesday. The business should set up a single year-long project and note in the project description that the project is only active Mondays through Wednesdays. * A business has series of commercial engagements, in four 6-month phases, each with different hardware requirements and pricing. The business should set up four 6-month-long projects, with each new project being the child of the prior project. #### Date range shortcuts When setting project dates, you can use convenient date range shortcuts for common time periods. These shortcuts automatically calculate the correct start and end dates: * **Last 30 days** - Sets range from 30 days ago to today * **Last 3 months** - Sets range from 3 months ago to today * **Last 6 months** - Sets range from 6 months ago to today * **Last 12 months** - Sets range from 12 months ago to today Date range shortcuts ensure accurate date calculations and help you quickly set up projects for standard time periods. ## Update core project information To edit an individual project, view the project details. The core project information includes: * Date range * Previous project * Contract date * Install date * Customer * Locations * Project value * Description Hover on any piece core product information and a pencil icon :pencil2: will appear. Click the pencil to edit the details. Click "Save" to save the updated details.

## Manage product line items on a project **Product details (line items)** can be tracked for each project. Because projects are *most often based on a customer contract or client engagement, o*rganizations use projects to manage the products associated with this commercial activity, such as: * Hardware sold * Equipment leased * Devices rented * Accessories sold * Professional services * Software fees * Other offerings included [Read more about managing product line items and line-item billing for a project.](/run-your-business/projects/manage-project-line-items.md) ## Manage project workflows It's easy to track **project workflows and stages** right from the main project details page. Workflows help manage a project through the stages from start to completion. You can create custom workflows with multiple stages and track project progress through each stage. Project workflows are enabled across your organization, and can be turned on or off for each project. [Read more about project workflows in Hardfin.](/run-your-business/projects/manage-project-workflows.md) ## Asset assignment **Asset assignment** allows organizations to change the project that each asset is associated with. [Read more about assignments, how they work, and why they are important.](/run-your-business/assignments.md) The assignment section always includes any [items](/set-up-the-basics/items.md#edit-an-item) that have been added as line items on the project. These line items show `N requested` based on the quantity that have been set in the project details. For example, if a line item on the project includes 4 Premium Monitors, and none have yet been assigned to the project, then the assignment section will show `0 assigned / 4 requested`.

The assignment section also includes any products for assets that have been *assigned* to the project, even if those products are not listed as line items on the project. Such product will show `0 requested` because they are not set as required on the project. For example, if 2 Power Supplies have been assigned to a project, but none have been included as line items for the project, then the assignment section will show `2 assigned / 0 requested`. ### Assignment history The full assignment history for each product line item in the assignment section can be view by clicking the down arrow next to the line item. This view shows each asset serial that has been assigned to a project over time, including when each was assigned and unassigned from the project.

Product assignment history view on a project

### Assign an asset To assign an asset to a project, click the "Assign" button in the asset assignment section. You can choose an asset and an effective date. The effective date must not overlap with the asset's previous assignment (if applicable).

{% hint style="info" %} *Only unassigned assets are available for assignment.* To assign an asset that is already assigned to another project, first unassign the asset from the other project. {% endhint %} ### Unassigning an asset Assets must be unassigned from the [asset details page](/run-your-business/assets.md#view-individual-asset-details). There an asset can be directly [unassigned from its current project](/run-your-business/assets.md#unassigning-an-asset). Assets can also be reassigned to a new project from the same screen. ## Manage project fulfillment The **Fulfillment** tab provides comprehensive tracking of asset fulfillment for each project. This tab shows detailed information about requested quantities, filled quantities, and fulfillment status broken down by each product type. Sometimes a project includes multiple line items that cover the same product for different prices, locations, etc. The fulfillment view consolidates this information to view the project's fulfillment status by product.

### Creating fulfillment orders from projects To streamline the fulfillment workflow, you can create [fulfillment orders](/fulfill-and-deploy/fulfillment-orders.md) directly from the project details page. Click the **"Fulfill"** button in the project header actions to open the fulfillment order creation dialog. When creating a fulfillment order from a project: * The fulfillment order is automatically linked to the project * Project details (customer, locations) are pre-populated * Product line items from the project are available for selection * You can specify which items to fulfill and their quantities This provides a fast path from identifying fulfillment needs on the project to creating the fulfillment order that will coordinate the actual shipment and delivery of assets. #### Understanding fulfillment metrics * **Requested**: The total quantity needed for the project across all line items * **Filled**: Assets currently assigned to fulfill the request * **Need**: Remaining quantity required (*Requested* quantity less *Filled* quantity) * **Overage**: Extra assets assigned beyond the requested amount **Project and product fulfillment status** Hardfin tracks fulfillment at two distinct levels to provide comprehensive visibility: * **Product fulfillment status**: Specific fulfillment status for each product within the project * **Project fulfillment status**: Overall completion status for the entire project, calculated based on each individual product fulfillment This separation allows for more precise fulfillment reporting and better operational control. For example, a user may need to fulfill items from a specific warehouse, and needs to identify unfulfilled products of a specific product type. This distinction helps teams understand exactly what aspects of fulfillment are pending or completed. {% hint style="success" %} The fulfillment tab centralizes all project fulfillment information, making it easy to track project completion status and identify any gaps in asset assignments. {% endhint %} ## Manage project commercial information Project **commercial activity** shows the context of the project for **billing** and **invoicing** for accounts receivable purposes. It includes billing contact and address, payment terms, purchase order (PO) number, discount records, and required memo.

Project commercial details for billing and invoicing

If you would like to automate capture of this information from your customer-relationship management (CRM) system, please [contact support](mailto:support@hardfin.com). ## Manage project notes Text **notes** can be added to a project on the "Notes" tab of the project details screen. Notes can be used to track any relevant information on the project over time. A new note appears listed by user posting the note. A new note can be added by clicking the "Add note" button in the top right above the notes list.

Notes can be edited, deleted, and audited by clicking the menu button in the top right of each note. ## Manage project tickets **Tickets** can be attached to project records to track necessary actions and work items related to the project. You can also attach existing tickets to projects or detach them as needed. Project tickets are visible on the "Tickets" tab for each project. They can be filtered by status (All, Open, Closed) to help prioritize work. Common use cases include: * Installation tasks for new equipment * Repair requests during service contracts * Follow-up actions after project deployment * Investigation or inspection tasks * General project-related work items

**To create a ticket for a project** 1. Navigate to the project details page 2. Click on the "Tickets" tab 3. Click "Open ticket" to create a new ticket 4. The ticket will be automatically attached to this project [Learn more about tickets in Hardfin.](/run-your-business/tickets.md) ## Manage project files and links **Files and links** can be attached to project records on the "Files and links" tab of the project details screen. This functionality is primarily used for records related to the project, such as contract details, price lists, lease terms, or master service agreement (MSA). [Learn more about files and links in Hardfin.](/monitor-the-details/files-and-links.md) ## Manage project time and costs You can log **project time (hours) and other (miscellaneous) costs** on the "Costs" tab of the project details screen. These details are useful in order to report on the ongoing cost of project, manage cost allocation, track service hours, record billable events, and calculate overall project margins. [Learn more about project time tracking and costing in Hardfin.](/run-your-business/projects/manage-project-time-and-costs.md) ## Project renewals **Renewing** a project creates a new project that has the current project recorded as its previous project. A renewal can optionally copy over all the product details associated with the previous project. A renewal will also automatically reassign the assets when the project renews (subject to certain constraints). [Learn more about renewing projects and handling automatic renewals.](/run-your-business/projects/manage-project-renewals.md) ## Archive a project {% hint style="info" %} [Archiving objects](#archiving-customers) hides the object from the list view and dropdown menus. The object can still be viewed in the list by selecting the "Archived" option. Archived objects still appear in dropdown menus when searched by name. {% endhint %} To archive a project that is not yet archived, choose the "Archive project" option from the *More actions* menu.

A small badge will appear on the project indicating *Archived*.

The project will now be visible in the project list only when "Archived" is selected.

Archived project view in the project list

To unarchive a project that is already archived, edit the project and choose the "Unarchive project" option from the *More actions* menu.

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