In this article
- How edit an existing project
- How to add packages to an existing project
- How to attach drawings and documents
- How to add hyperlinks
- Archiving a project
- Deleting a project
- Want to know more?
Adding projects in Chalkstring
A project contains all the data needed to produce a scope of works required for a tender. Chalkstring provides the functionality to add your data to the project leading to the successful acceptance of a tender.
Steps to add a new project
1. Expand the main Chalkstring black menu bar and click on the ‘Projects’ menu.
2. Click the ‘+ New Project’ button in the top right of the screen.
3. Type in your project name.
4. Complete the remaining fields.
- Project Name - Your project name can contain letters and numbers which is useful if your business uses project codes. The project name will appear on all outgoing documentation generated by Chalkstring for the project.
- Client - Select which of your clients this project is for. If you receive an enquiry from a client you have never worked with before, you will need to set up a new client.
- Project status - Select the current status for your project from the dropdown.
- Project Reference - This is number for the client which corresponds with your 3rd party accounts software.
- Client details - The 'Client telephone', 'Client contact name' and 'Client email' boxes will be automatically populated with the information from the client record when a client is selected from the 'Client' dropdown menu.
- Project Value - Once established, the full project value can be manually entered here so this information is easily available.
- Address - Enter the full address for the project.
- Enquiry Date - Date that the enquiry was received from your client.
- Tender due date - Date for the initial tenders be returned by.
- Tender submitted - Date the tender was submitted to your client
- Chase date - Date you want to chase the client on the status of the tender.
- Retention - The retention percentage your client is levying on your applications. Once set here, subsequent applications will automatically factor these rates into any documents produced and create corresponding entries in the accounts export data.
- Group Company - Select which company from within your own group will be responsible for the project.
- Responsible - Select who is responsible for managing this project.
- Assigned to - Select who within your business has been assigned to this project.
5. Select the work packages to be included in this project from the drop down list. If you receive an enquiry for a package of work that you have never provided before, you will need to set up a new work package.
6. Once completed, click ‘Save Project’ to create the project homepage. The project cannot be saved unless the required fields are complete.
Editing an existing project
If a projects detail needs to be updated you can use the edit option.
Steps to edit a project
1. Expand the main Chalkstring black menu bar and click on the ‘Projects’ menu.
2. Use the filters to search for and click on the project that needs to be updated.
3. Click on the edit button in the top right corner.
4. Amend the required details for the project .
5. Click the 'Save Project' button.
How to add packages to an existing project
There may be times where you need to add a package to a project and set the tax rate in Chalkstring.
Steps to add a package to a project
1. Expand the main Chalkstring black menu bar and select the 'Projects' menu.
2. Search for and click on the project which the package is to be added to.
3. Click the white '+New work package' button 'Work packages' section.
4. Click to select the packages to be added.
5.Repeat this step for as many packages as you need to add.
6. To change the VAT rates for a work package, click the 'Edit' button in the top right corner and click the drop-down menus for each element to select the VAT rate required for each package.
Application revenue - This is your own outgoing revenue tax rate.
Supply & fit costs – This is your incoming subcontractor supply & fit costs tax rate.
Material costs - This is your incoming material costs tax rate.
Fixed costs - This is your incoming fixed costs tax rate.
Labour costs - This is your incoming labour costs tax rate.
8. Click 'Save project'.
How to attach drawings and documents
Files can be uploaded to Chalkstring and stored on the project home page for each project.
Steps to attach drawings and documents
1. Expand the main Chalkstring black menu bar and click the ‘Projects’ menu.
2. Select the project that you want to add drawings or documents to.
3. On the project homepage, click the ‘+ New folder’ button in the 'Files & links' section to create new folder(s) for this project.
4. Enter a name for the folder and click ‘Create Folder’.
5. Click on the folder you want to add files to and click the 'Upload files' box to browse to the file or drag and drop any relevant drawings, documents or correspondence to attach to the project.
6. To edit a folders details, click the edit icon for the folder
7. To delete a folder, click the delete icon.
8. Attachments within folders can be downloaded by clicking on the ‘Download’ icon.
9. To delete an attachment within folders, click the name of the folder and click the ‘delete’ icon next to the file name.
10. Attachments can be transferred between folders. To do this, click the folder containing the file to be moved and click the folder icon, select an alternative folder from the drop-down menu and click ‘Move File’.
How to add hyperlinks
Hyperlinks can be added to give quick access to external files and folders, such as dropbox or office 365. Clicking these links will open a new internet browser tab.
Steps to add hyperlinks
1. Click the folder you want to add a link to.
2. Click the ‘Add Link’ button.
3. Enter a label name for the link and the URL link.
4. Click ‘Add Link’.
5. To open a link, click on the folder containing the link and click the link name.
4. To delete a link, click the delete icon next to the link name.
5. Links can be moved to a different folder. To do this, click the folder icon next to the link name, select an alternative folder from the drop-down menu and click ‘Move Link’.
Archiving projects
If you have projects that have finished or you didn't win the tender you can archive them from the main project list.
Steps to archive a project
1. Expand the main Chalkstring black menu bar and select the 'Projects' menu.
2. Search for and click the project to be archived.
3. Click the archive button in the top right corner.
4. Click 'Confirm Archive' to archive the project.
Steps to unarchive a project
If for some reason you need to reinstate an archived project you can do so with the following steps:
1. Expand the main Chalkstring black menu bar and select the 'Projects' menu.
2. At the bottom of the screen tick the box for 'Include archived'.
3. Use the filters to search for the project that needs to be unarchived. Once you have found it, click on it to open it.
4. Click the 'Unarchive' icon in the top right of the screen and then click the 'Confirm unarchive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
5. This will reinstate the project record in the main project list.
Deleting projects
If you have projects records that were created in error then you can delete them using the following steps:
Steps to delete a project
1. Expand the main Chalkstring black menu bar and select the 'Projects' menu.
2. Use the filters to search for the project that needs to be deleted. Once you have found it, click on it to open it.
3. Click the 'Delete' icon in the top right of the screen and then click the 'Confirm'. If you aren't sure which icon, hover over them to see a tooltip.
4. A pop up window will be displayed with a warning about deleting this project. To confirm and delete the project, you will need to type your name into the required cell and click 'Delete'
This will permanently remove the project record from the system.
Deleting projects cannot be undone, so only proceed if you are absolutely sure that you want to remove the project and it's associated applications, orders, and documents, permanently from your system.
Want to know more?