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Project Status and Progress

This guide explains the status and the progress of a project in MyCloudBook: how to change them, what each status allows, and how a completed project protects its documents.

Overview

Every project has a status and a progress. The status tells where the project stands: Not Started, In Progress, Completed, or Cancelled. The progress is the share of the work that is done, from 0 to 100 percent.

Both values are set by a user. MyCloudBook does not change them by itself: a new document, a date, or a payment does not change the status, and the status does not change the progress. The status also decides which projects the documents can use, and a completed project locks its documents.

How to open the windows

  1. In the left navigation, click Projects, and double click the project in the projects list.
  2. In the Project Information panel, click the Status row to change the status, or the Progress row to change the progress. A pencil icon marks the two rows.

The status can also be set in the Add Project and Update Project window. The projects list shows the status and the progress of every project, but it does not change them.

The Project Information panel of the project Harbor View - Wedding Coffee Bar with the Status row Not Started and the Progress row 0 percent.
Figure 1. The Status and Progress rows.
  1. 1Status. The status of the project in a colored badge. A click opens the Update Status window.
  2. 2Progress. The progress as a bar and a percentage. A click opens the Update Progress window.

Changing the status

The example starts the preparation of the project Harbor View - Wedding Coffee Bar: the status changes from Not Started to In Progress.

  1. Click the Status row. The Update Status window opens with the current status.
  2. Select the new status in the Status list.
  3. Click Save. The message Project 'NAME': status changed to 'In Progress'. appears, and the badge of the panel changes at once.
The Update Status window with the Status list set to Not Started and the Save and Cancel buttons.
Figure 2. The Update Status window.
  1. 1The window title, Update Status.
  2. 2Status. The current status of the project.
  3. 3Save.
  4. 4Cancel. Closes the window without a change.
The Status list of the Update Status window, open, with the values Not Started, In Progress, Completed and Cancelled.
Figure 3. The four statuses.
  1. 1Status.
  2. 2The values of the list.
The project Harbor View - Wedding Coffee Bar after the change, with the message status changed to In Progress and the blue In Progress badge.
Figure 4. The status after the save.
  1. 1The message of the change.
  2. 2The new status, In Progress.

Every status can change to every other status, in any order. For example, a completed project can return to In Progress when a document of the project must be corrected.

StatusMeaning and effect
Not StartedGray. The status of a new project. The work has not started. New documents can use the project.
In ProgressBlue. The work is running. New documents can use the project.
CompletedGreen. The work is finished. New documents cannot use the project, and its documents are locked (see below).
CancelledRed. The project was stopped. The Project lists of new documents do not offer the project.

Changing the progress

The progress is a number from 0 to 100, with up to two decimals. Set it from your own measure of the work, for example the hours done, the delivered goods, or the finished stages.

  1. Click the Progress row. The Update Progress window opens with the current value.
  2. Drag the slider, or type the value in the Progress (%) field. The slider and the field follow each other.
  3. Click Save. The message Project 'NAME': progress set to 30%. appears, and the bar of the panel changes.
The Update Progress window with the slider and the Progress field set to 30, and the Save and Cancel buttons.
Figure 5. The Update Progress window.
  1. 1The window title, Update Progress.
  2. 2The slider. It moves in steps of one percent.
  3. 3Progress (%). A value from 0 to 100, with up to two decimals.
  4. 4Save.
  5. 5Cancel. Closes the window without a change.
The project after the change of the progress, with the message progress set to 30 percent and the progress bar at 30 percent.
Figure 6. The progress after the save.
  1. 1The message of the change.
  2. 2The new progress, 30%.

After a change of the status or the progress, an open projects list loads its rows again.

The projects list with the project Harbor View - Wedding Coffee Bar In Progress at 30 percent.
Figure 7. The status and the progress in the projects list.
  1. 1Status. In Progress.
  2. 2Progress. 30%.
The Status filter of the projects list, open, with the four statuses.
Figure 8. The projects of one status.
  1. 1Status. The filter of the projects list.
  2. 2The four statuses.

The projects that documents can use

The Project field of a sales document and the Project column of a purchase document list the projects in the status Not Started or In Progress. A sales document lists the projects of its customer and the projects without a customer. When no project fits, the list shows No assignable projects found.

A document that already belongs to a project keeps it, whatever the status of the project. The project information screen also fills in its own project in the new documents of its Edit menu.

The lock of a completed project

The status Completed protects the figures of a finished project. MyCloudBook locks the documents of the project:

  • A sales document of the project (an invoice, a receipt, an estimate, a project estimate, a sales order, or a draft) cannot be saved or deleted. A new sales document cannot be saved in the project.
  • On a bill, an expense, or a purchase order, the lines of the project cannot be added, changed, or removed. The other lines of the document stay open. A document with a line of the project cannot be deleted.
  • A credit note that refunds an invoice of the project cannot be saved or deleted.

Payments stay possible: a receipt voucher can still receive the amount due of an invoice of the project, and a bill payment can still pay a bill of the project. The project itself can still be edited, pinned, and given notes and attachments.

The message The project Riverside Hotel - Lobby Coffee Bar is marked as completed. You cannot save the Invoice in it.
Figure 9. A new invoice in a completed project.
  1. 1The message from the server. The invoice is not saved.

To correct a document of a completed project, set the status of the project to In Progress, change the document, and set the status back to Completed.

Messages and their meaning

MessageCauseWhat to do
Project 'NAME': status changed to 'In Progress'.The status was saved.No action is needed.
Project 'NAME': progress set to 30%.The progress was saved.No action is needed.
Progress must be a number between 0 and 100.The Progress (%) field is empty.Type a value from 0 to 100.
The project 'NAME' is marked as completed. You cannot save the Invoice in it.A sales document of a completed project was saved. The message names the type of the document.Set the project to In Progress first, when the document must change.
The project 'NAME' is marked as completed. You cannot delete the Invoice #N from it.A document of a completed project was deleted.Set the project to In Progress first, when the document must be deleted.
The project 'NAME' is marked as completed. You cannot add, change, or remove its lines.A line of a completed project was added, changed, or removed on a purchase document.Keep the lines of the project, or set the project to In Progress first.
The project 'NAME' is completed. You cannot save a Credit Note that refunds an invoice in a completed project.The credit note refunds an invoice of a completed project.Set the project to In Progress first, when the credit note is needed.
No assignable projects found.The Project list of a document has no project in the status Not Started or In Progress for the customer.Check the customer of the document, or change the status of the project.

Questions and answers

Who changes the status of a project?

A user, in the Update Status window or in the Update Project window. Documents, dates, and payments leave the status as it is.

How is the progress of a project set?

A user sets it in the Update Progress window, from 0 to 100 percent.

What does the status Completed lock?

The sales documents of the project, the lines of the project on purchase documents, and the credit notes that refund an invoice of the project. They cannot be saved or deleted. Payments stay possible.

Can I reopen a completed project?

Yes. Set the status to In Progress in the Update Status window. The documents of the project are open again.

What is the difference between Completed and Cancelled?

Completed is for a finished project and locks its documents. Cancelled is for a stopped project: the Project lists of new documents do not offer it.