EasyFlow Projects

1.1. General features of the app

EasyFlow Projects offers you comprehensive project management functionalities directly in your own Salesforce environment:

• Simple and detailed planning of your projects - already at the quotation stage, which includes a time and personnel implementation planning
• Quickly set up a project team for implementation, as you can create your responsible project teams and assign the respective Salesforce users with just a few clicks
• Automatically create projects and subordinate tickets that can be assigned to your team members for processing
• By logging tasks and time spent by each individual project member, you can keep an eye on the current status of the project and have full control over the actual implementation status
• Project controlling during all stages of implementation, e.g. by automations running in the background, which provide aggregated statistical values at project level.
• Automatic support in the operational implementation of your projects through notifications, for example, of newly created projects, tickets or upcoming deadlines to the relevant team members
• Support of flat-rate billing and billing according to actual working time; flexibly define your preferred mode, also per sub-project, and use individual rounding logics for your time-based billing

This list serves as an overview. We will describe these functions individually and in detail throughout this documentation.

1.2. Requirements for the use of EasyFlow Projects

In order to be able to use EasyFlow Projects, some requirements must be met. You can find out what these are in the following.

EasyFlow is based on the use of a Salesforce SalesCloud Enterprise Edition by default. Higher SalesCloud editions are of course also supported. The use of a Professional Edition is also possible. Your users can use EasyFlow with a SalesCloud or a Platform licence. Please note that with a Platform licence you do not have access to the Opportunity object and the Quote object, which are necessary for the creation of projects. However, your Platform licence users have access to all custom objects, i.e. projects, tickets and time tracking.

The functionalities "Notes", "Quotes" and "Path" must also be activated:
> To check this, go to "Setup"
> Enter "Quotes", "Notes" and "Path" in the quick search
> Check whether "Active" is set.

1.3. The interfaces of EasyFlow Projects

The interface for the configuration and use of EasyFlow Projects is composed exclusively of native Salesforce components. A distinction can be made between two views, one for the EasyFlow administrator and one for the EasyFlow user. The EasyFlow user only sees the user interface, but also has the option of working in the console view.

2.1. Installation

EasyFlow Projects are installed via the AppExchange.

When you are on the installation page, select "Administrators only". This selection is necessary, as otherwise non-authorised users could gain access to sensitive data!

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Click on "Install" and confirm the message "Yes, grant access to these third-party websites".

Within the scope of the installation, release must be granted for addressing different interfaces. Click on "Next" to start the installation.

Once your installation is complete, you will find all the components associated with the package in your Salesforce org. You can recognise them by the "EasyFlow Projects" namespace.

A notification may appear with the following content: "The installation of this application takes some time. You will receive an email when the installation is complete." If this is the first time you've seen such a message, don't worry. Just click "Done." Salesforce will then email you to let you know if the installation was successful.

Once the installation is complete, we recommend checking the installation in the "Packages" area under "Installed packages" in Salesforce Setup.

2.2. Granting of rights of use

The use of the application requires the assignment of certain rights to desired Salesforce users. A basic distinction is made here according to the type of use:

• EasyFlow Projects licenses
• Salesforce permission sets

EasyFlow Projects licenses are assigned in the "Installed Packages" section, directly at the EasyFlow Projects package listed there. To do this, click the "Manage licenses" button and assign the desired users.

Salesforce permission sets are assigned separately. The following types of Salesforce permission sets are basically distinguished in EasyFlow Projects:

• EasyFlow Projects-Admin: for full administrative access to all areas of the application
• EasyFlow Projects User: for user access to EasyFlow Projects and Console app

To assign these permission sets, search for "permission sets" in the setup.

Search in the list for „EasyFlow Projects admin“ and „EasyFlow Projects user“ and click on the respective set of permissions you want to assign to a user.

Go to "Manage Assignments" and add the desired users by checking the checkbox.

IMPORTANT: It is also essential to share the dashboards and reports that come with EasyFlow Projects by default. To do this, please go to the standard tabs for "Reports" and "Dashboards" in the Salesforce interface and in each case (!) in the sharing settings of the " EasyFlow Projects" folder added with the installation of EasyFlow Projects, share it with the group of all internal users. You can find this sharing option as follows:
Search via the Reports or Dashboards search function > All Folders > EasyFlow Projects > Share (using the arrow function on the right). If this step is missed, the millio app homescreen will not display correctly for users without an administrator license.

2.3. Configuration and customisation of standard objects

Since Salesforce does not support automatic adjustments to standard objects when installing applications such as EasyFlow, this must be done manually once after installation. This way, EasyFlow Projects seamlessly adapt to your Salesforce standard.

Note: We offer a free set-up service as part of the EasyFlow Projects licence purchase. Feel free to contact us or send an email to support@easyflowapps.com!

2.4. Management of the configuration data set

The first step in configuring the app is to manage the configuration data set. By default, default settings are stored in the configuration data set so that the app can be used directly. However, these settings can be freely configured according to your own requirements.

First, search for the „EasyFlow Projects admin“ app in the App Launcher or via the search function. Switch to the "Configuration" tab. Here you can create one-time entries for the basic configuration parameters in the data set.

The following fields can be configured:

Note: For a notification to be triggered by one of the thresholds EasyFlow requires that the corresponding notification settings are set up and active. You can find more information about notification settings in section 2.5.

2.5. Manage stage settings

You have the option to configure the automatic creation of projects based on the respective opportunity stage. By default, we have created a stage setting for you already, which creates a new project record for every opportunity with the stage "Closed Won". If you map an individual sales process through specially created opportunity stage, you should adjust your stage setting or create a new one.

To create another stage setting, click on "New" in the top bar in the stage setting section and fill out the following fields in the newly opened window:

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2.6. Set up notifications

Push notifications for one or more Salesforce users can be set up via "Notification Settings". Push notifications are generated in the following cases:

• On successful allocation of incoming e-mail messages.
• On automated creation of "project" records.
• When the user is assigned as a project member.
• When the user is assigned to a ticket.
• When the ticket threshold (see 2.3 configuration record) of a ticket to which the user is assigned is reached.
• When the project threshold (see 2.3 configuration record) of a project to which the user is assigned as a project member is reached.

To set up push notifications, click the "Notification Setting" tab and then the "New" button in the "Notification Settings" list to create a new "Notification Setting" record.

2.7. Manage roles

"Roles" allows you to create all of the project roles and responsibilities held by employees of your company. Within the framework of a project, project members can then be added on the basis of specific roles. Employees can also be assigned to project tasks in the form of tickets based on specific roles. This can be pre-configured by assigning specific roles to certain tasks in the ticket templates (see the following step "Creating ticket templates").

We recommend that you create all roles that exist in connection with projects in your company.

2.8. Create ticket templates

Tasks that arise in the project can be created via ticket templates.

If ticket templates are stored, they can be easily assigned to your products. They are then assigned to the project as tickets when the project is created (see "Creating products"). We recommend creating all ticket templates, i.e. all task areas that arise by default in your operative project business, in a first step in order to create and manage projects efficiently and in a time-saving manner in the following.

2.9. Creating products

Via the standard object "Product" you can create your products of the product family "Project" (see 2.3.1. "Customisation of the standard object "Product"") and link them to the ticket templates you have created via the button "Template link".

If, for example, you have created "Project Management" as a product or service and for this you have created the ticket templates "First Requirement Assessment", "Project Control" and "Final Presentation", you can link these tasks with the product. If this product is then offered in an opportunity, the individual task steps are displayed in the offer for the offer document item "Project management" under the related list "Planning". If a project order is then created from the opportunity or the offer, the tickets are created in the project (see "Creation of a project").

Note: Finally, you should add your products to a price book. Make sure that both the product and the price book are ticked with "Active".

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2.10. Trial version

You have the possibility to test EasyFlow Projects completely free of charge for 30 days. You do not need any credit card information. After 30 days, the test phase expires automatically and you can no longer access EasyFlow Projects.

If you want to test EasyFlow Projects in a sandbox, the installation process works exactly as in the live environment.

2.11. Order licenses

This step is especially important so that you can use EasyFlow Projects permanently!
The licence fees for the use of EasyFlow Projects will be collected by direct debit from the account you specify. This is how you can deposit your corresponding information:

> In the EasyFlow app you will find the button "Manage licences" in the "Configuration" tab. Clicking on the button opens a login page to your licence management area. In this customer portal you will find all the important data on your EasyFlow licences, payment information and also the option to book additional licences with a click.

> To log in, you will receive an individual code by e-mail, which you enter in the login mask.

> After logging in, the overview page opens with some information about what you need to tell us so that you can use EasyFlow in the future.

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> Click on "Check your billing address". There you can enter a valid billing address. Then click on "Check your SEPA direct debit mandate" to issue a valid SEPA direct debit mandate. You can also find the input masks for your data below in the "Billing" and "Payment" tabs.

> After you have entered and saved the necessary data, you will receive an e-mail confirmation and a document with all the information about your SEPA direct debit mandate.

Note: The confirmation email will be sent to the email address specified during the EasyFlow download in the Salesforce AppExchange.

3.1. The Project Record

On the project record you will find three tabs: Members, Details and Controlling. In addition, various dashboards are displayed to give you a graphically well-structured overview of the project's progress in real time.

You will find the following fields on the "Details" tab:

In the "Controlling" tab, you can find the following fields:

Note: If the field "Completion" shows 0% despite existing worklogs, this may be due to the status of the project. Projects that are in either the "Open" status or the "In Planning" status are, by definition, 0% complete. To track progress accurately, set the status to "In Realization".

You can find the following dashboards to visualise your project progress:

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In addition, you can find several related lists on the project record, which allow you to access the different related records of the project directly from the record interface. These include:

• Notes
• Files
• Project Members
• Sub-projects
• Tickets
• Overview of the projects' history

3.2. The Sub-project Record

A sub-project is created from each quotation document item of a quotation of an opportunity when the project is created. However, these sub-projects are only created if the product family is "project" and the offer is the synchronised offer. In this case, tickets are created from the task steps that are linked to the offer via planning, which are assigned to the corresponding sub-project.

Note: The sub-project record is created automatically when the project is created, the field values do not need to be edited or adjusted. The sub-project record enables project accounting by individual products. This also allows settlement within a project by time and lump sum, according to the defined settlement type per subproject, which is taken over from the quotation document item. If desired, the subproject topic list can be hidden from the project page layout.

On the sub-project record you will find two tabs: "Details" and "Controlling". On the "Details" tab you can find the following fields:  

In the “Controlling” tab, you will find the same fields as in the ‘Controlling’ tab of the project record, only with data related to the progress of the subproject. The only difference is the “Billing type” field, where you can view and edit the selected billing type. You can access the assigned tickets and store notes and files using the related lists.

3.3. The Ticket Record

On the ticket record you will find two tabs: Details and Controlling. In addition, you can use the "Time tracking" button to open an interface that allows you to easily log the time you have spent on the ticket (see "Time tracking on tickets").

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You will find the following fields on the ticket record:

In the “Controlling” tab, you will find the same fields as in the "Controlling" tab of the project data record, only with data related to the progress of the ticket. The only difference is the “Billing type” field, which shows you the billing type selected in the assigned subproject.

Note: The "Billing Type" field of the ticket record is read-only. You can only edit the billing type via the related sub-project.

3.4. The Worklog Record

On the worklog record you will find two tabs: Details and Controlling.

You will also find the following fields:

As for the other records, you can find related lists for notes and files in the worklog record.

4.1. Creating a Project

4.2. Editing Your Project

After you have successfully completed the above steps and your project record has been created, you can click on the newly created project record in the "Projects" topic list of your opportunity or open the project via the "Project" tab and start the implementation.

To support you, you can click on the drop-down arrow next to the status path and have the "Guide to Success" displayed.

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4.3. Time Tracking

If you or one of your project members is working on a ticket, you can easily track the time you need to work on it by clicking on the button "Record time". Clicking on "Track time" opens an interface in which the current user is automatically entered and the current time is recorded. You can either add a fixed end time or leave the field empty, if you want to manually end the time tracking later on. You can also select another user by clicking on the drop-down menu. Please note that only project members are displayed for editing the ticket. Now you can start working on the ticket.

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If you want to end the time recording, you can simply click on the "Time recording" button again and you will be taken back to the time recording interface. The current time is then stored as the end. However, you can still edit this manually or add a comment if you want to add remarks.

When you have completed all tasks of the respective ticket, you can set the status to completed. When all tickets assigned to a project are set to "Completed", you can close your project.

4.4. Project Completion

When all tickets assigned to the project have been completed, you can close the project. When you close the project, the actual time worked is synchronised with the opportunity and the opportunity product, if you have selected the billing type "Time".

Congratulations! Now you can switch to EasyFlow Rechnungen and carry out the invoicing of the project.

4.5. Reporting and Controlling

A central function of EasyFlow Projects is that you can filter your projects in real time according to any parameters in reports and monitor them visually in dashboards. In addition, on the "Controlling" tab, you have an up-to-date overview of all relevant key figures on time planning, hours worked versus hours offered as well as financial key figures calculated from this, such as the currently billable hours or different margin considerations. For a list of all fields and their definition, please see "The Project Record".