Project Creation
Project Fields
Every project in The One Projects has a set of core fields that drive how it appears, who can access it, and how it behaves in reporting.
Required Fields
| Field | Notes |
|---|---|
| Name | Displayed in project lists, the Portal, and PSA health views. Keep it client-facing and clear. |
| Engine | The industry workflow configuration for this project. Set at creation and affects stage names, task types, and custom fields. |
| Owner | The team member responsible for the project. Defaults to the creator. |
Optional Fields
| Field | Notes |
|---|---|
| Description | Internal scope note. Not visible to portal clients. |
| Client | Link to an existing client org. Projects without a client are marked Internal. |
| Start Date | Project kickoff date. Used for timeline calculations. |
| Due Date | Target delivery date. Overdue flagging is triggered when today > due date and status ≠ completed. |
| Budget | Monetary budget in your currency. Enables budget vs. actuals tracking. Billable hours × billing rate count toward actuals. |
| Tags | Free-text labels for filtering the project list. |
Engine-Specific Custom Fields
Depending on the selected engine, additional custom fields appear during project creation:
| Engine | Example Custom Fields |
|---|---|
| MSP | contract_id, billable_rate, sla_hours, site_id |
| Legal | matter_number (required), court_date, filing_deadline, jurisdiction, retainer_amount |
| Accounting | engagement_type, filing_deadline, tax_year, extension_filed |
| Construction | permit_number, site_address, architect, change_order |
| Agency | campaign, channel, deliverable_type, ad_spend |
| Software | sprint, epic, repo_link, acceptance_criteria |
Custom field requirements (e.g., matter_number in Legal) are enforced on save.
Project Types by Engine
Each engine uses its own terminology for what a "project" is. The underlying structure is identical; only the labels change.
| Engine | "Project" is called… |
|---|---|
| General / MSP / Construction / Software | Project |
| Agency | Campaign |
| Legal | Matter |
| Accounting | Engagement |
| Church | Event |
| Association | Program |
Project Status Workflow
Projects move through these statuses:
Draft → Planning → In Progress → On Hold → Completed
↘ Cancelled
↘ Archived
| Status | Meaning |
|---|---|
| Draft | Created but not actively worked on yet |
| Planning | Scoping and milestone setup in progress |
| In Progress | Active delivery work underway |
| On Hold | Paused; will resume |
| Completed | Delivered successfully |
| Cancelled | Stopped before delivery |
| Archived | Hidden from active views; data retained |
Project Templates
Templates let you pre-fill a project with phases, milestones, and tasks so every similar engagement starts from the same baseline.
Builtin Templates
| Engine | Templates |
|---|---|
| MSP | Network Refresh, Cloud Migration, Client Onboarding |
| Agency | Campaign Launch |
| Software | Sprint Cycle, Product Launch |
| Legal | Litigation Lifecycle |
| Accounting | Tax Season, Audit Engagement |
| Construction | Residential Build |
| Church | VBS Planning |
| Association | Annual Conference |
| General | Blank, Simple Kanban |
When you apply a template during project creation, Projects creates all the phases, milestones, and tasks defined in the template. Task assignees and dates from templates are relative — you adjust them after the project is created.
Custom Templates
You can save any project structure as a reusable template:
- Go to Templates in the left sidebar
- Click New Template
- Select the engine this template is for
- Add phases, milestones, and default tasks
- Set estimated duration in days (optional — used for date offset suggestions)
- Save
Custom templates appear in the template picker alongside builtin templates when creating a new project.
Applying a Template After Creation
Templates are applied at project creation time. There is no bulk-apply to an existing project, but you can manually add milestones and tasks to match a template at any point.
Project Numbers
Every project is automatically assigned a sequential number using the format {PREFIX}-{6-digit-counter} (e.g., PRJ-000001, CLT-000042).
- Set your prefix in Admin → Settings → Project Number Prefix
- Numbers are org-wide and never reused
- The number appears on project cards, in PSA health views, and in Portal
Priority Levels
| Priority | Use When |
|---|---|
| Low | No client deadline impact; nice-to-have |
| Medium | Standard scheduled work |
| High | Elevated urgency; elevated client visibility |
| Urgent | Breaking issue; immediate action required |
Archiving vs. Deleting a Project
- Archive — Hides the project from active lists but preserves all tasks, time entries, and documents. Use this for completed projects you want to retain for reference.
- Delete — Not available via the UI. Projects are soft-deleted (archived) to preserve audit history.
Archiving a project does not remove it from PSA health views. The project will still appear in the PSA Command Center with an "Archived" label until you unlink it from the PSA contract.