Purpose
The Projects module allows users to track the status of multiple related Jobs within the system. It is ideal for situations requiring multiple Job records all related to a single client, providing a consolidated view of all associated Quotes, Jobs, Bids, and Contracts.
List View
View and manage all project records with filtering and search tools
- Create and manage project records
- Filter by stage, client, or status
- Track related Quotes, Jobs, Bids, and Contracts
- Import and export project data via CSV
- Customize list view columns with Grid View
Stage buttons display active counts of projects in various stages, providing a quick visual overview of your project pipeline.
- Each stage shows the count of projects currently at that status.
- Click a stage button to filter the list to only projects in that stage.
- Stage button labels are customizable in Settings → Company Preferences → Stage Labels → Projects (6 labels available).
| Option | Description |
|---|---|
| Quick Search | Search by contact name, company, or keywords. |
| Advanced Filter | Search using multiple criteria for more refined results. |
| Archive | Toggle to display archived project records. |
| Option | Description |
|---|---|
| Import | Use the Gear icon to download the CSV template and upload completed documents to bulk import project records. |
| Export | Select the export icon to download a CSV file of project records. |
Select the ≡ icon on any project record to access these options:
| Option | Description |
|---|---|
| Omit | Hides the selected project from your current search results without deleting it. |
| Feature | Description |
|---|---|
| "+" Icon | Select to create a new, unrelated blank project record. |
| "Grid" View | Select to customize the column headers that display in the list view. |
Selected Record
View and manage project details, related records, and project options
These buttons provide quick access to all records associated with the selected project:
| Button | Description |
|---|---|
| Quotes | Displays all Quote records associated with this project. |
| Jobs | Displays all Job records associated with this project. |
| Bids | Displays all Bid records associated with this project. |
| Contracts | Displays all Contract records associated with this project. |
| Field | Description |
|---|---|
| ID | System-generated ID. Modifiable in Company Preferences. |
| Name | Modifiable custom project name for easy identification. |
| Client | Enter the associated Client record. Links to the Clients module. |
| Description | Enter the details of the project for internal use and reference. |
| Archive | Select or deselect to archive/unarchive the project record. |
| Attributes | Custom fields for tracking additional project-specific data. Configurable in the Attributes module. |
| Activity Log | System-recorded actions and user-entered activity log entries for complete project history tracking. |
| Option | Description |
|---|---|
| Integrations | Perform any project-specific TRUE integrations with external systems. |
| ↻ Counts | Refresh button counts to update with any newly entered or assigned associated records. |
| Custom App | Open any enabled custom application configured for projects. |
| Delete | Permanently delete the selected project record. |
Use the Project Button to create a new associated record with the project automatically assigned:
- Create a new Quote linked to this project
- Create a new Job linked to this project
- Create a new Bid linked to this project
- Create a new Contract linked to this project
Tip: Using the Project Button ensures all related records are automatically associated with the project, maintaining data integrity.
Frequently Asked Questions
Common questions and answers about the Projects module
Project Setup & Management
- Navigate to Directory → Projects from the main menu.
- Click the + icon at the top of the list view.
- Enter a Name to identify the project.
- Select the Client associated with this project.
- Add a Description with project details for internal reference.
- Complete any custom Attributes as needed.
- Click Save to create the project record.
Use a Project when you need to group multiple related records for a single client engagement:
- Multi-phase work: A client engagement that spans multiple jobs over time.
- Complex scopes: Work requiring separate quotes, bids, and contracts.
- Consolidated tracking: When you need a single view of all related work for a client.
- Reporting purposes: When you want to report on overall project progress across multiple jobs.
For simple, standalone work, creating a Job directly without a project is sufficient.
Related Records
To link an existing record to a project:
- Open the existing Job, Quote, Bid, or Contract record.
- Locate the Project field in the record.
- Search for and select the appropriate project.
- Save the record to establish the link.
- Return to the project and click ↻ Counts in Options to refresh the totals.
- Navigate to the project record in Directory → Projects.
- Click the Project Button (creates associated records).
- Select the type of record to create: Quote, Job, Bid, or Contract.
- Complete the new record form with the required information.
- Save the record; it will automatically be linked to the project.
Note: Using the Project Button automatically assigns the project to the new record, ensuring proper association.
Stage Management
Project stage button labels are configured in Company Preferences:
- Navigate to Settings (Gear icon) → Company Preferences → Stage Labels section
- Select Projects to edit the 6 available stage labels.
- Enter custom labels that match your workflow terminology.
- Save changes to apply the new labels to the Projects module.
Note: Stage Labels control the button text that appears in the button bar. The project's actual Stage field value is set on individual project records. Projects has 6 customizable stage labels.
Archiving a project removes it from the active list while preserving all data:
- Archived projects no longer appear in the default list view.
- All associated Quotes, Jobs, Bids, and Contracts remain accessible.
- Use the Archive toggle in search options to view archived projects.
- Archived projects can be unarchived at any time by deselecting the Archive option.
Import & Export
TRUE supports bulk importing project records using CSV files. Excel files (.xlsx) are not directly supported - you must use the CSV template provided by the system.
- Navigate to Directory → Projects
- Click the Gear icon (⚙️)
- Select CSV Template to download the required format
- Open the template and add your project data, ensuring column headers remain unchanged
- Save your file as CSV format (not Excel .xlsx)
- Return to the Projects module
- Click the Gear icon (⚙️) and select Import Records
- Upload your completed CSV file and review the import results
Important: The Import feature only accepts CSV files that match the exact column structure of the CSV Template. Always download a fresh template before importing to ensure you have the correct format for your TRUE system version.
Access Permissions
Configure user access to the Projects module via Settings → Access
| Permission | Description |
|---|---|
| Module Access (Projects) | User can access the Projects module. |
| Permission | Description |
|---|---|
| New Project | User can create Projects. |
| Delete Project | User can delete Projects. |