Creating an Invoice (form details)

To create an invoice:

1. Go to Invoicing > List Invoices.
2. Click on the Create New button
3. Select whether you are creating an Invoice or Quote
   • Invoices are automatically populated from the following information entered into FunctionFox:
     • Tasks and Rates
     • Timesheet Entries
     • Project Costs
   • Quotes are automatically populated from the following information entered into FunctionFox:
     • Tasks and Rates
     • Estimate Hours
     • Estimate Project Costs
4. Select a predefined date range from the drop down list, or choose custom to select specific dates.
   • For Invoices this will include time entries and Project costs entered within the selected dates 
   • For Quotes this will include Project costs entered within the selected dates.
5. Select the To (Client) the invoice will be addressed to.
   • Note: If you do not have any addresses in this list you can add/link contacts to the Client by clicking on the contact details tab within the modal.
   
6. Select the From address, by default this will be the address used in your contact information under Account Settings.
   • Note: You can add addtional from addresses within the contact details table within the modal.
7. Invoice Number will be automatically populated for you, but can be manually overridden (you can further customize your invoice numbering under Account Preferences > Invoicing).
8. Choose to filter your project selection by status.
9. Select the Project(s) you wish to include on your invoice.
   
10. Choose to include:
    • Date Range
    • Details
    • Only Project Costs
    • Project Costs
    • Projects with Zero Costs (Invoices)
    • Projects with Zero Estimated Costs (Quotes)
    • Projects with Zero Time (Invoices)
    • Projects with Zero Estimated Time (Quotes)
    • Scope
11. Choose to hide:
    • Rates: when hidden, rates will appear in edit mode of the invoice (grayed out) but will not appear on the saved client facing version.
    • Quantity: when hidden, quantities will appear in edit mode of the invoice (grayed out) but will not appear on the saved client facing version.
    • Subtotals
12. Select which Taxes to apply. Click on the word Taxes to add your applicable taxes.
13. Click Submit to access the edit mode of your invoice.

Create Invoice (edit mode)

After you have submitted your invoice details from the Create Invoice form, you will be brought to the edit mode of your invoice.

Editable fields include:

• Invoice Number: you can add additional information and/or change the invoice number.
  
• Issued and Due Dates
• Address To and From fields
• Project Name and Scope
• Task/Cost, Quantity, and Rate – you can choose to collapse the entire task section by clicking on the icon beside the project name.
  

Other Functions:

• Add/Remove line items: click on the Add Fee/Add cost link, or remove an item by clicking on the X.
• Taxable items: you can choose to not apply your taxes to a specific line item by un-checking the checkbox next to the item.
  

Once you are happy with your invoice, click on the Save button at the bottom right of the page.

Note: the edits made to Tasks and Costs on your invoice will not affect any of the actual entries within FunctionFox.

Viewing Invoices

Once you have saved your Invoice/Quote, it will appear within the List Invoice table.

Here you can:

• Search for a term/value within the table.
• Filter by Client Name
• Filter by Stage – by default any newly created invoice will have a stage of Unpaid
• Filter by Invoice Type
• Choose to show:
  • Active InvoicesOverdue Invoices OnlyArchived Only
  

Editing Invoices

You can edit existing invoices by:

1. Clicking on Menu > Edit
   
2. Make the desired edits in the invoice edit mode.
3. Click Save

Deleting/ Archiving Invoices

When viewing your invoices on the Invoicing > View Invoice page, you can either:

1. Delete the Invoice/Quote by clicking on the delete icon.
2. Archive the Invoice/Quote by clicking on Menu > Archive

View Details

You can access a quick view of your invoice details on the View Invoices page by clicking on Menu > Details for the Invoice/Quote you wish to see.

Click on the View/Add Payments link to access a feature that allows you to enter in a payment history for your Invoice. (Note: these payments will only be viewable from the Invoice Report)

Other Viewing Formats

You can view your invoice in other file formats by clicking on the Menu > View HTML or Menu > Download PDF.

Flink is our file sharing and exchange tool that allows you to upload and share documents specific to Projects (or costs) within FunctionFox. Once uploaded, files can be accessed by other users, shared via email with clients, or others who don’t have access to FunctionFox.

Uploading Files:

You can add files to your projects by:

1. Go to Projects > Flink.
2. Select the Client and Project
3. Clink the Choose Files button to select files from your computer (you can upload multiple files).
4. Choose if you would like to post the uploaded files to the Blog(Premier & In-House only).
5. Enter a Subject
6. Enter in any notes regarding the file(s).
7. Click Save New.
   
   • Note: The total size of files uploaded at one time cannot exceed 1GB.

Files can also be uploaded from other places within FunctionFox

• The Projects > Manage page.
• The Project Info Modal.
• Project > Project Costs (for attaching files like receipts and invoices to costs).
• Traffic > Blog (Premier & In-House subscriptions only).
• Project Request Forms (In-House subscriptions only).

Previewing Files

You can preview image files (JPG. PNG, and GIF only) without having to download them by hovering over the Download Link.

Downloading Files:

1. Choose a Client and Project to display all files that have been uploaded for the project.
2. To download the file, click on the Download Link.

Emailing Files

1. To email the file to someone outside of FunctionFox, click on the Email Download icon link . Using your default email program, this will generate an email with a link to download the file.
2. If you would like to email the file to someone outside of FunctionFox and allow them the ability to upload a file back, click the Email Replyicon mail . This will generate an email with a link to download the file as well as fields to upload a file back without requiring a login.
   

Editing Files

1. Files can be edited by clicking on the edit pencil edit
2. Make your desired changes (including uploading a new file).
3. Click Save Edit.

Deleting Files

1. Click on the delete icon delete  beside the file.
2. Confirm your desire to delete the file.

Flink Preferences

To access Flink Preferences, click on the Tips/Links tab on the Flink page.

Here you can choose to:

• Activate a setting that Alerts the owner of a file (the user who uploaded the file) when someone outside of FunctionFox uploads a file using the Email Reply link.
• Activate a setting that automatically adds file uploads via the Email Reply Link into the Blog.
• Monitor your Flink Usage

My Preferences

Accessed by clicking on the gear icon settings in the top header, the My Preferences tab allows you to customize your personal preferences in the account.

The following are a few examples of some of the preferences you can customize: 

• Home Tabs: customize you personal homepage options and ordering by dragging and dropping your desired selections. You can choose to have up to 6 options for your homepage.
  
• General > Default Landing Page: select which page you would like to start on when you first log in to your account (this is set to Home by default).
  
• Timesheet > Show Timer Icon in Header: Enabling this preference allows you to track time from any page within your account by clicking on the timer icon in the top header. If you use the timer function to track time, the timer icon will appear as schedule to indicate that there is active timer running. 
• Alerts > A new project is added: when enabled you will receive an email notification each time a new project is added in your account.
  

Account Preferences

Accessed by clicking on the gear icon settings in the top header, the Account Preferences tab allows you to customize the account settings for all users. (Note: These settings can only be accessed on the account if given the permissions to do so).

The following are a few examples of some of the account preferences you can customize:

• Project Sequencing: this is where you can customize how the project code is populated on the Projects > Mange Page. You can add any optional preceding characters, update the numerical sequencing, or add any optional following characters (example 19-0001-ABC).
• Custom Fields: are used to capture additional information at the project level and will appear in the project setup form on Projects > Manage page. There are two available fields in our Classic and Premier subscriptions, and unlimited fields for In-House accounts.To create a custom field, enter in the name field and select the type of field:
  • Date Picker: for additional date type fields.Input Box:additional text field allows with a max of 200 characters.Pick List: a custom single select pick list (once chosen a Manage link will appear to enter pick list options)Pick List Multi-Select: allows for multiple options to be chosen in a pick list.Text Area: large text field allowing for a max of 4000 characters.
  You can change the order of your custom fields by dragging and dropping them to your desired position.
• Timesheet > Copy Timesheet: this allows users to copy over timesheet entries from a previous date. Once selected, you can also choose to allow time and descriptions to be copied over as well.
  
• Naming: here you can update the naming conventions within your account to best suite your companies needs.
• Alerts > Estimate & Retainer: select the percentages from the drop-down for the desired email notification trigger. Project Managers will receive an email alert when estimates/retainers amounts reaches each set percentage. Note: users must also have the corresponding alerts enabled under My Preferences > Alerts section.
  

Available with the FunctionFox In-House platform, Request Forms allow external users to request new projects within FunctionFox. You can create multiple forms for different departments, project types, etc. Once filled out and submitted by the requester a new project will automatically be created in your account and email notifications sent.

Personnel can sign up for email notifications when a new project is submitted through the request form under My Preferences > Alerts

Creating a Request Form:

1. Go to Projects > Request Forms.
2. Enter in a request form Name.
   
3. Select a Request Form Owner the confirmation email sent to the requester will be generated from this person’s email address.
   
4. Enter a Form Title which will appear in the header on the request form.
   
5. Enter a Form message that will appear on the request form (max 2000 characters), this is a great place to include instructions or links for the requester.
   
6. Choose to send a Confirmation Email. With this option checked, the system will automatically send a confirmation email to the requester with the details of their request as well as the custom text entered into the Email Message.
   
7. Check off the “Don’t Apply Tasks” setting if you DO NOT want your Common Tasks automatically applied to projects requested through this form.Note: You will need to manually add tasks or apply a project template in order to track time.
8. Choose to have you form only show as a single column, not having it split the available fields evenly.
9. Choose set a specified splitting point for you form.
10. Set the minimum days until a project start date can be chosen/set in for the requested project.
11. Select the Fields you wish to show on the request form:
    
    • Mandatory Fields included for all request forms are: Requester Name, Requester Email, and Project NameThe Department field is required, but can be hidden on the form (if choosing to hide the field you must select a default department).You can also make any field required by the requester by checking the “Req” checkbox.
    • Optional standard fields include: Phone number, project code, project type, scope, project manager, start and due dates.
    • Custom Fields can also be included on your form to capture Project information unique to your account. To add/edit available custom fields go to Account Preferences > Custom Fields.
    • Set a Default option for any field, this will pre-populate the form fields with that value.
    • Enter an Alternate Name for a field on your form.Note: This will not change the field name within your account, only the form title visible to the requester
12. Customize the order of the fields in the form by dragging and dropping the field to your desired location. 
    
13. Click Save New

Additional Form Customization

Tool Tip: Create a tool tip for any form input field. You can use this to help provide additional information or instructions for the field

1. To create a tool tip, click on the tool tip icon help next to any form field.
2. Enter your text in the tool tip modal.
3. Click Save
   

HTML Prefix: You can insert HTML/text above any form label. This is helpful when you are trying to create a form section (e.g. Additional Details) for when you are looking to provide further descriptions for the requester.

1. To create an HTML prefix, Click on the HTML Prefix Icon note_add next to any form field.
2. Enter your Text in the HTML prefix modal.
3. Click Save.
   

Custom Form CSS: Make custom CSS changes to your request form by utilizing the request form CSS field.

1. Click on Tips/Links.
2. Show CSS Field.
3. Enter your custom CSS into the CSS input field.
4. Click Save Edit to apply your changes to the request form.
   

Using the Request Form

Once you have saved your first request form, you will see the request form table appear below the form.

Within this table you will be able to:

• Access your Form: you can access/view your request form by clicking on the form name within the table.
  
• Email your Form: You can choose to share your form to potential requesters through email by clicking on the mail icon mail .

Requested Projects

Once a project is submitted via a request form, it will appear in FunctionFox just like any project created through the Manage > Projects page. There will, however, be a few differences between projects created manually and those requested through a request form:

• The default status of any requested project will be “Request Form“.
• When viewing the project details for requested projects, they will include fields for Requested By, Requester Email, Requester Phone and the Request Form Name.
  

Editing Your Request Form

1. Click on the edit icon create beside the form name.
2. Make the desired changes.
3. Click Save Edit

Note: Changes will automatically be applied to the existing form, there is no need to update your shared links.

Archiving and Deleting Forms

You can delete any form that has no requested projects against it. To delete a form click on the delete icon delete next to the form you wish to delete.

If you cannot delete a form, you can archive the form. This will de-activate the link so no further requests can be made through the form.

To Archive a form:

1. click on the edit icon create beside the form name.
2. Under the Name field, check the “Archived” checkbox.
3. Click Save Edit.

You can re-activate an archived form by following the steps above and un-checking the “Archived” checkbox.

Note: This will re-activate the original form link. If you require a new link for the form, you will need to create a new form.

Adding Blog Posts

1. Go to Traffic > Blog 
2. Select a Client and Project
   
3. Click on the Add Comment button.
4. Enter your desired entry in the comment area, then click Save.
   
5. Should you wish to notify personnel by email of your comment, click on the mail icon mail and select the people you wish to notify (emails will be sent to the address associated with their login profile).
   

Uploading Files

Make the blog your central collaboration point by adding files to the blog through our Flink add-on feature.

1. To upload a file, click on the Upload Files button next to the Add Comment button. 
2. Select your desired files, then click Upload.
   
3. Alternately, you can also upload files directly to your blog post by clicking on the file layer of the Add Comment modal.
   The links to uploaded files can then be included in your comment by clicking on the insert link playlist_add next to each file you ould like to include.Once you have added files to your comment you can toggle back to the comment layer and continue entering text to your comment or post your comment

Other Blog Features

• Replies can be made against a comment by clicking on the Comment Button below an existing post.
  
• Recent Blog Entries can be accessed from the right hand panel on the Blog page. Clicking on a recent entry will navigate you to the post and highlighting it within the comment feed.
  

Filters

Use the Availability filters to achieve your desired view:

• Personnel: select the personnel you wish to view in the availability table.
• Department: choose to refine personnel shown by department groups.
• Action Status: filter by action status (note: actions in a complete status will not show on the Availability page).
• Start Date: choose which date you wish your availability week view to begin (default is today’s date).
• View: select how many weeks you wish to view at a time ( 1 – 4 weeks).
• Choose to show/hide Weekends and Totals.

Using the Availability Table

Personnel: Includes a column of the Personnel set in the filter parameters. Clicking on the person’s name will expand the data to show their assigned actions and meetings within the displayed time frame. 

Day Overview: shows a summation of assigned hours for each personnel in the time frame selected in the filters. Hovering over a specific day will display the overview summary for that individual’s day.

• Available: represents the total hours a person is eligible to work for that specific week day. Hours can be set by going to “Set Work Hours”, which can be accessed from Tips/Links > Set Work Hours or by going to Manage > Personnel.
• Worked: represents a summation of hours tracked on the timesheet page for that individual.
• Remaining: shows the remaining hours that individual is available to work for that specific day.
• Scheduled: represents a summation of all the estimated action hours and meeting hours for the given day.

Day Summary: Clicking on an individual’s specific day will display a detailed breakdown of their scheduled actions and meetings.

Mark as Unavailable: Double clicking on a specific day will mark that person as unavailable. The availability tool will automatically re-distrubute estimated action hours to the availables days they are assigned for. Double click again to mark them as available

Current Actions: Actions span from start to due date in a continuous yellow bar and will be displayed in ascending order by start date then by action title. The number displayed on the action represents the “remaining action estimate” hours.

Overdue Actions: actions that have passed their due date will appear as a solid red bar that ends on today’s date.

Note: The remaining estimated hours for overdue actions will be applied the the next available work day for the individual.

Meetings: are gray bars and will be displayed in ascending order by “Start Date” within the actions in expanded view. Similar to actions, meetings have a corresponding number that represents the total hours for the meeting.

Adding and Editing Items

Adding Entries: You can assign a new action or meeting by clicking on the add_box Add Action add_box Add Meeting buttons located above the personnel column.

Editing: Actions and Meetings can be modified in the following ways:

• Modal Edits: clicking on an action or meeting in the table enables a modal where you can make inline edits.
• Drag/drop item: an action or meeting can be moved to another day by dragging it to any visible day (excluding dates in the past).
• Drag start/end dates: action dates can be edited by clicking and dragging either the start or end dates of the bar.
• Transfer Personnel with drag/drop: an action or a meeting can be reassigned to another personnel by dragging an item and dropping it above the desired personnel’s name.
  

Displayed Available Hours

Any time that has been tracked against a specific action will be subtracted from the remaining hours for availability on that action. For example, if you have an action with an estimate of 10 hours, and you track 5 hours, the remaining 5 hours of the estimate will then be divided by the remaining days. Once an action status has been updated to completed the remaining estimated hours will no longer be applied against the personnel’s availability.

Meetings are calculated differently from actions with regards to availability. When viewing the availability table, the actual time of day is used to see how far along a meeting has elapsed.

Totals for the week will be displayed on the far right in a separate column; these totals can be hidden in the filter sections. The weekly totals will fluctuate as you progress through your week.

Filters:

Use the Gantt Chart filters to achieve your desired view:

• Client: filter by clients that have open projects.
• Projects: select specific open projects to view under a specific Client.
• Project Manager: filter by project managers on open projects.
• Project Status: filter by ‘open type’ statuses.
• Project Type: filter to show only projects of a specific project type.
  
• Show Actions/Milestones/Meetings: filter by item types: Actions, Milestones, or Project Meetings.
  

Gantt Chart View

Navigate the timeline view of your Gantt Chart by using the arrow icons chevron_left chevron_right beside the month headers or the scroll bar at the bottom of your view.

Use the zoom control (located at the top of the Client/Project listing panel) to adjust your desired Gantt Chart view.

Hover over the project name (or scheduled item) to access additional navigation options to bring into view either the start or due date of the item.

View Project Details

Expand the project timeline to view all scheduled items by clicking on the project name or expand arrow chevron_right of the project you wish to view in detail.

Click on the Tips/Links box on the upper right-hand side of the page to access additional customizable options. You can view or hide the status of your Actions as well as time tracked against your Actions.

Editing Project Schedule (drag/drop)

• Project Start/Due Date: drag the entire project timeline to adjust your project OR drag either the start/due date ends to shorten or extend your project.
  
• Actions: drag the entire action OR drag either the start/due date ends of the action to shorten or extend it.
  
• Milestone: drag the entire milestone to adjust your item.
  
• Meeting: drag the entire meeting to adjust the item.
  

Make on the fly adjustments to your project schedule with easy to use drag and drop functionality within the chart.

Editing Project Schedule Items (modal)

You can also make adjustments to your schedule by clicking on any item to access the edit item modal.

1. Click on an item under the Gantt chart graph.
2. Make the desired changes.
3. Click Save Edit.
   

Add New Schedule Items:

Use the Add Items function to add new Actions, Milestones or Project Meetings to your projects.

1. Click on “Add Items“.
2. Select the item type (Action, Milestone, Meeting).
3. Enter the item details.
4. Click Save.
   

Customize Chart View

Personalize your chart view by layering in action estimate tracked hours and/or action statuses to gain visual insight into the progress of your projects schedule. Go to Tips/Links to update your current chart view preferences.

• Action Hours:
  • Not Tracked: action tracked vs. estimated hours will be hidden.
  • Tracked: action tracked vs. estimated hours will be displayed.
• Action Status:
  • Colors:
    • To-do: Yellow
    • In Progress: Orange
    • Overdue: Red
    • Complete: Green
  • Display:
    • Hidden: the to-do action color will be used for all actions.
    • Bottom: will display the status as a half bar layer on the bottom of actions.
    • Bottom: will display the status as a full bar layer on actions.

Calendar is a new feature that allows you to view all your FunctionFox calendars in one centralized view.

You can choose which calendars to show/hide by clicking on the +/- sign on the top right of the calendar tab.

Example: Events from the My Calendar and Group Calendar will be displayed, but Project Calendar events (Premier & In-House subscriptions only) will be hidden.

Calendar Date Navigation

There are two main functions which allow for calendar date navigation.

• Navigation Buttons: use the “next/previous” month and year navigation arrows (located to left), or click on “Today” to return to today’s date. 
  
• Month Quick Links: use the month quick links at the top of the calendar to quickly navigate to a specific month.

Calendar Display Options:

Use the calendar options to customize your calendar view, quickly produce reports, or filter your views.

• Calendar Reports: produce a calendar report for your currently displayed calendar view by clicking on insert_chart and selecting the report to generate.
• Full Screen: click on fullscreen to view the calendar in full screen mode (hides the menu, top header, and tabs), To exit click on fullscreen_exit .
• Detail vs. Summary View: change whether you are viewing your calendar entries in detailed view_agenda or summary view view_headline .
• Weekly or Monthly View: choose to view your calendar in a weekly view_week or monthly view apps .
• Show/Hide Weekends you can choose to either hide view_carousel or show weekends view_array .
• Show/Hide Project Filters: available when viewing the project calendar. Choose to show or hide filters filter_list filters are used to customize your calendar project events.

Print Calendar

To print a copy of calendar, click on the print icon ( print ) located in the top right header. This will print the visible calendar events as they are displayed on the screen.

View Others’ My Calendar

When My Calendar is active, a personnel drop-down may be available, which allows users to view and edit others’ My Calender entries. This feature requires that a user has been given “Access to Shared Calendars” for their access level, and the team member has choosen to shared their calendar. To share (or make private) your My Calendar go to Settings & Preferences > My Preferences> General and check/uncheck the box for “Share My Calendar”.

Add New Calendar Entires (Meetings/ Events)

Click on the add icon for the day in which you want to schedule a new event. This will enable the “Events Modal” where you can select the type of events to add based on your visible calendar(s):

• person Add My Event: Enter in a personal meeting or event for yourself that will only be visible on your “My Calendar” (eg. vacation days or appointment)
• group Add Group Event: Enter in a group event that will be visible on the “Group Calendar” for the team (eg. Stat holidays, birthdays, anniversaries) 
• group_add Meeting Scheduler: Schedule meetings with other team members and choose to have it shown on the group calendar.
• event_available Add Action:* add a new action for a project.
• question_answer ;Add Meeting:* schedule a meeting for a specific project. 
• assistant Add Milestone:* add a project milestone.
• * Only available when the Project Calendar (Premier and In-House subscriptions) is active.

Once you have selected the event to add to the Calendar, fill in all the details of the event and click Save New.

View Calender Details

To view additional details for an event, you can hover over the event to see more details like the event notes. You can also click on the (…) that appears at the bottom left corner of a day to view full details for all events scheduled on that day. To View all details of event click on the specific event to view in the modal.

Edit Calendar Entries

To Edit a calender entry:

1. Click on the event you wish to edit to access the event details.
2. Make the required changes.
3. Save Edit.

Alternatively if you need to only update the date an event falls on you can drag/drop the event to the required new date. (Note: Recurring meetings can only be modified by clicking on the event to edit.) 

Delete Calendar Entries:

Calendar events can be removed from the calendar by clicking on the event and selecting delete.

My Calendar

My Calendar is your personal calendar view in FunctionFox and allows you to view Daily Timesheet Totals, Daily Notes, Personnel Events, and Meetings that you are invited to.

My Calendar Legend:

• Timesheet: click on the timer icon ( schedule ) to access the timesheet modal to add/edit entries on that specific date, the timer icon will appear as ( schedule ) if there is an active timer for that day. When time has been tracked on any given date the total time will be displayed in brackets beside the timer icon.
• Daily Notes: any note that you enter under “Daily Notes” text box on the timesheet page will appear on that given date.
• Personal Events and Team Meetings: scheduled personal events that are added using “add my event” or meetings scheduled with the “meeting scheduler” that you are invitee will appear as: 8:00-9:00 Client off site meeting
• Project Meetings: Meetings that you are an invitee for that is related to a specific Client/Project within FunctionFox will appear as:Project Meeting (12:00pm): Production Meetings
  0002-stationery Package

Group Calendar

The Group Calendar provides a central place to schedule events that are visible to all users, such as stat holidays, team members birthdays, and meetings in which the group calendar is an invitee.

Group Calendar Legend:

• Group Events and Meetings: scheduled group events that are added using “add group event” or meetings scheduled with the “meeting scheduler” that include the calendar as an invitee will appear as:All-Day Johnny’s Birthday
• Project Meetings: Meetings that the Group Calendar is an invitee for a specific Client/Project within FunctionFox will appear as:Project Meeting (12:00pm): Post Project Wrap-up
  0002-stationery Package

Adding Schedule Items:

To add items to your Project Schedule:

1. Go to Traffic > Project Schedule.
2. Select the Client and Project
   
3. Click on the Add Items button to access the add items modal.
   
4. Select the item you wish to add by clicking on the Actions, Milestones, or Meetings tab at the top Add Event modal.
5. Fill out the form details for the item and click Save New.

Adding Action Items:

1. Click Add Items.
2. Select the Add Action tab in the modal.
3. Select a Task
4. Enter an Action title for the work to be done (e.g. Design first proof).
5. Select who you are assigning the action to.
6. Select the Start & Due Dates.
7. Add any other optional details (Priority, Status, Action Estimate, Note, or insert a file link into the Note section).
8. Click Save New.

Note: you can learn more about assigning actions by checking out our series Day to Day: Actions.

Check Availability: To access the availability modal click on the link located on the right side of the page. This modal provides a snap shot of your resource capacity based off of action estimates and scheduled project meetings for each team member.

Adding Milestone items:

Milestones mark significant points throughout the course of a project, such as interim due dates, completion of a phase, sign off dates, etc. Milestones can be used to create a complete work back schedule on a project.

1. Click Add Items.
2. Select the Add Milestone tab.
3. Enter the Milestone (e.g. First Proof due)
4. Enter in the Date for the milestone.
5. Enter in a milestone Note.
6. Click on Show Files to insert file links into the note Section.
7. Click Save New.

Adding in Project Meetings:

Use the project meeting scheduler to add in meetings that pertain to a specific project.

To create project meetings:

1. Click Add Items.
2. Select the Add Meeting tab.
3. Enter in the Start and End time for the meeting.
4. Choose if the meeting will be an All Day Event or if it Recurs.
5. Enter in the meeting Subject
6. Add in details for the meeting in the Note section.
7. Click on Show Files to insert file links into the note Section.
8. Select Team Members to invite to the meeting.
9. Choose to show the meeting as Busy or Free.
10. click Save New.

Meeting Scheduler: to avoid overlapping project meetings, you can use the meeting scheduler to see your teams. To access click on add_circle invitees.

Once expanded you can see which team members already have scheduled meetings and can drag and adjust the proposed meeting time bar to accommodate.

Access Project Details

To access the details for the project by either clicking on the project info link beside the project selection menu, or by clicking on the edit pencil edit beside the start or due date of the project within the schedule table. You can make in-line edits as required, and the changes are saved automatically.

Shifting Project Timelines:

In the event that a project timeline needs to be brought forward or extended, the Shift Items feature allows you to shift all Actions, Milestones, and Meetings dates by selecting the number of days to move items by (to shift a schedule forward – enter in a negative number).

1. Click on Shift Schedule link.
2. Enter in How Many Days to shift item by.
3. Select which items to shift.
4. Click Shift

Schedule Timeline:

The Project Timeline provides a visual representation of your project schedule.

• Zoom and Scroll: use the zoom function by moving your mouse over the zoom area, and using your mouse wheel to zoom in/out. As you zoom out you can scroll horizontally to view various sections of your timeline.
  
• Event Types: the timeline contains indicators to show the various event types
  • Actions: arrow_drop_down
  • Milestones: arrow_drop_up
  • Meetings: arrow_drop_up
• Editing Items to edit an event on a timeline, hover your mouse over the event. A modal will appear displaying a list of the items near your cursor location. Click on the edit pencil edit next to the event you wish to edit. Make your required changes in the modal and Save Edit.
• Show/Hide Timeline: you can toggle the timeline by clicking on the word “Timeline”.

Filter Events

Use the filters at the top of the page to filter out Actions, Milestones and Meetings on the project timeline and the project schedule table.

Editing and Deleting Items:

Editing: you can make edits to any event by clicking on the edit pencil edit within the schedule table. Once you click on the edit icon, a modal will open with the event details. Make your required changes and click Save Edit.

As mentioned above you can also edit an item by hovering over the event in the timeline and clicking on the edit pencil.

Deleting: you can delete any item by clicking on the delete icon delete within the schedule table.

To use the To-Do List:

1. Go to Timesheets > To-Do List
2. Use the Filters to refine your view of actions by Client, Project, Task, Assigned From/To, Priority, or Status. Additionally you can use the text search to find a specific key word(s) within each listed Action.
   
3. By default your To-Do List will be Grouped. If you wish to view your actions un-grouped, you can do so by clicking on [+] Group button:
   • Today’s Actions: actions that are due today.
   • Overdue Actions: actions that have passed their assigned due date without being marked as “Complete”.
   • Upcoming Actions: actions that are within their due date.
   • Recently Completed Actions: actions that have been completed within the last three weeks.
     
4. You can track time against any action item assigned to you on the To-Do List by clicking on the clock icon schedule or by clicking on Menu > Add to Timesheet to manually enter time.
   Note: Once you have started a timer or manually added time against an Action, the status will update to “In-Progress”.
5. Edits can be made by using the in-line table edits or by clicking on Menu > Edit. 
   

6. Once work on the Action assignment in finished, update the action status to “complete” (This can be done by using the edit methods outlined above). This will move the Action to the Recently Completed section of the To-Do List and appear grayed out with a lock on the timer icon.
7. Additional actions can be added by clicking on the [+] Add Actionbutton located under the filters.
   

Additional Functions

• Add Blog Comments directly against an action item by clicking on Menu > Add to Blog. Comments are helpful when you are wanting to communicate additional notes/comments against an action or project.
  
• Project Information can be accessed by clicking on the project name in-line to access the Project Info Modal. This additional modal contains details like the Project Manager, Project Status, Scope, Due Dates, and other important details.
  

We recommend you start with the Project Report. This will allow you to see all the Time and Costs that has been tracked against one particular project within your selected parameters.

Producing a Report

1. Select your desired date range from a selection of predefined date selection options.
2. Choose to sort dates by ascending or descending Order.
3. Select the Client and Project.
4. Report Type can be either a Detail or in a Summary view.
5. Choose how you would like the resulting data to be Group By: Date, Task, or Personnel
6. Select which items to Show on the report:
   • Edit Links (Detailed view only)
   • Monetary values: When not selected only a column for hours will be included.
   • Non-Billable Separate: displays in a separate table.
   • Project Costs: displays in a separate table.
7. Click “Run” to produce the report, or “Reset” to set form options to the default settings.

Other Report Features

Each field on the reports has the ability to be shown, hidden, or locked to customize/ simplify the report to suit your needs. By clicking on the icon you have the ability to:

• Show/Enabled visibility : Indicates that the field is enabled and can be used to refined you produced report by the selection/input options.
• Hide/Disabled visibility_off : Indicates that the field is disabled and can not be used to refined your produced report and will no longer show in the visible fields selection. To see/re-enable hidden fields click on the link “Show Hidden Fields” under Tips/Links.
• Lock lock : Lock default fields by first selection/inputing options in the fields and clicking on the eye until the icon changes to a lock this will disable any further selections being chosen in the field until you choose to unlock it.

Viewing Reports

1. The report parameters are displayed on the top left. 
2. The report body will contain the output from the report parameters. In the case of the project report this will be timesheet entires for the specified date range.
3. All reports can be saved as an Excel file, PDF, HTML, or CSV file. Click on Close/Back to return to the report filters (or previous page like CEO Desktop), or choose My Reports to access all your available reports.
4. You also have the option to print the report by clicking on the print icon print, located in the top header.
5. You can modify the logo that appears on the reports by clicking on the settings icon and choosing the Logo tab. 

Closing Projects

The process of closing projects is an important step in maintaining your FunctionFox account. Keeping your projects up to date helps team members stay informed, improves data accuracy, and helps streamline project management practices.

Closing projects is also a necessary step in archiving, as discussed below.

To close a Project:

1. Go to Projects > Project Status.
2. From this page you’ll notice a list of all your projects and their given statuses. Find the project you wish to close.
3. Click on the status in-line and change it to closed.
   

Manage Status Options:

By default your FunctionFox account will be set up with the status options: Open and Closed.

To customize your statuses:

1. Go to Projects > Project Status.
2. Click on Tips/Links.
3. Click on the link Manage Status Options to enable the status modal.
   
4. Enter a new status.
5. Select a Status Type:
   • “Open” types allow you to track time, enter costs, assign actions.
   • “Closed” types allow you to archive projects and limit the ability to add/adjust time, costs, and actions on the project.
6. Click Save New

You can also edit an existing status by clicking on the pencil icon edit next to the status. Make your desired changes and Save Edit.

Archiving Projects

Once a project has been moved to a “Closed” status, you can archive it. Archiving is a way to put a Project into “storage” so that you will no longer see it listed with your open and closed Projects. All data is saved for reporting purposes, and you can alway de-archive Projects as needed.

Archiving a Project is recommended when it is complete and no longer needed for time tracking or scheduling. Archiving ensures that you are only viewing your active and current Projects so they remain your top priority.

To archive a project:

1. Go to Projects > Manage or Projects > Project Status.
2. Click on Tips/Links.
3. Go to Archive Projects.
4. Locate the project you wish to archive in the table and click on the checkbox beside it.
   

Note: Archiving projects will not cause you to lose any information for a project. Archived projects can still be visible for some reports and other features by enabling the “view archived” check box beside the project menu.

De-archiving Projects

If you need to re-activate a project to update information, you can do so by:

1. Go to Projects > Manage or Projects > Project Status.
2. Click on Tips/Links.
3. Go to De-archive Projects.
4. Locate the project you wish to de-archive in the table and click on the checkbox beside it.
   

Note: The de-archive table is filtered by default to only show projects archived in the last 90 days. Use the search/filter fields at the top of the page to find the project you wish to de-archive.

Archiving Personnel

When you have a user who no longer requires access to the account, we recommend that you archive them.

By archiving personnel you will retain all of their historical information, as well as remove their ability to login to the account. As with projects you can de-archive a user if you wish to re-activate their login.

How to archive personnel:

1. Go to Personnel > Manage.
2. Click on Tips/Links.
3. Go to Archive Personnel.
4. Locate the personnel in the table and click on the checkbox beside their name.

You can follow similar steps to de-archive personnel by clicking the link for De-Archive Personnel under Tips/Links.

Archiving Clients

Have a client you are no longer working with? You have the ability to also archive clients within your account. Clients can only be archived when all their subsequent projects have been closed.

To archive a client:

1. Go to Clients > Manage.
2. Click on Tips/Links.
3. Go to Archive Clients.
4. locate the Client in the table and click on the checkbox beside their name.

Access Levels

Access Levels allow you to control which features, capabilities, and pages personnel have access to in your account.

There are four default access levels available when you open an account:

• Admin: Admin users have access to all features within FunctionFox. Typically, only one or two Admins are needed on an account — they are the main point of contact for FunctionFox, have the authority to request account changes, and are the only ones with access to update contact and billing information for the account.
  • Note: We recommend you do not remove features from the Admin access level. See ‘Creating a New Level’ below for information on how to create a custom access level.
• Level 1: Best suited for members of management or designated project managers. This level provides access to all features except for: Contact Info, Adding Personnel, and the full CEO Desktop.
• Level 2: Suitable for senior team members. This level allows users to setup Clients, Projects, and Tasks, as well as generate several reports.
• Level 3:A very basic access level suitable for users who only need to track their time and enter in project costs.

Creating Custom Levels:

To create a custom level:

1. Go to Personnel > Access Levels.
2. Click on Manage next to the access level selection.
   
3. Enter an access level Name
4. Enter a level description (optional).
5. Click Save New

Once saved, your custom access level will appear in the access level table as a column with a series of checkboxes marking off the features available to that level. Features can be added or removed from this custom level as needed (see editing features below). 

Assigning Personnel to a level

You can assign personnel to an access level by:

1. Selecting the level in the Access Level pick list
2. In the Assign Personnel menu, select the personnel who should be assigned to this level. Changes are applied automatically, as users can only be assigned to one access level at a time, this will remove them from any previous level they were assigned to.
   

Note: You can also change a user’s access level from the Personnel > Manage page. To edit the level either click on the edit pencil edit or use the in-line table edit function to update the users access level.

Editing Features on Access levels

Within the Access Level table, check or un-check the features in the access level column you are wanting to add or remove features for. You can use the category filter and search fields located above the table, to make it easier to view/edit features for levels. Not sure what a feature does? Click on the link in the feature column to view a description of the functionality. Changes to access levels are applied automatically.

Viewing Personnel in a level

Not sure who is part of which access level? There are several places within the account where this can be seen:

• Under the Assign Personnel pick list.
  
• Hovering over a feature checkbox in a level column on the Access Level table.
  
• On the Personnel > Manage page: hover over a level on the Access Level Chart to see who is included.
  

Deleting a Level

To delete an access level:

1. Click on the Manage link next to the access level pick list.
2. Click on the delete icon delete next to the level you want to delete.

Note: Only levels that have no assigned personnel can be deleted. You must first re-assign those personnel (including archived users) to a new access level.