Editing a project
Security and navigation
SECURITY Permission to view projects. Refer to Project security settings.
NAVIGATION 
> Projects > Search > Project > context menu > Edit Project
About editing a project
The Edit Project page is similar to the New Project page, but several fields are read-only or may behave differently. The following sections describe how Edit Project differs from New Project. For a basic description of all fields, refer to Adding a project with new content.
To open the page, use the path(s) in the Security and navigation section above.
How to...
Edit general information fields
You can edit all general information except for the Organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site. field. Once a phase, task, or issue has been added to the schedule, you cannot edit the Start Date.
NOTE The project start date is linked to the start date of the first item added to the schedule. For example, if you set your project's start date to November 1, you cannot set any phase, task, or issue start date earlier than November 1. And, if you set the start date of the first phase, task, or issue to a date later than November 1, the project start date will reset to that date. You cannot edit the project start date to set it back to November 1. You can edit the first schedule item and set the start date back to a date that is equal to or greater than November 1.
If you edit the project End Date, all issues, tasks, and phases must fall within the new time frame, or you will not be able to save the date change.
If you change the Project Type, it may impact billable items and time entries that are associated with the project.
| If you change Type From -To | It triggers these actions |
|---|---|
| Proposal to Client | Any previous time entries against the proposal's tasks will appear in Approve & Post. This allows you to bill for labor performed during the sales process. |
| Internal to Client | If you convert an internal project to a client project, labor items that were added to the timesheet while the project was internal would appear on the Approve & Post page for billing, but the currency amount would be zero. |
Status fields
You can and should edit the status to reflect the progress of the project. Any time you update the project Status or Status Detail, a new project note detailing the change is saved in the Project Notes view. The Status and Status Detail (when provided) are available for filtering and grouping in project searches and project reports.
| Field | Description |
|---|---|
| Status | The Status field does not appear on the New
Project page. New projects are automatically assigned the New status. Select a different status from the dropdown list. To inactivate a project, select the Inactive status. Inactivating a project puts the project on hold. The project will no longer appear on Active project lists, and tasks will no longer appear on the My Tasks and Tickets page. Resources will no longer be able to track time or enter notes on the tasks for this project. To re-activate an inactive project, select any status other than Inactive or Complete. Changes in project status are time stamped and automatically tracked as project notes. |
| Status Detail | You can provide information about the status changes in the Status Detail field. Text entered here will appear on the Summary page. When you change the status to Complete here, the Status Detail field cannot be left empty. If you use the Complete Project wizard, Status was set to Complete is automatically appended to any existing text in the Status Detail field. Complete projects no longer appear in searches for open projects. Refer to Completing a project. |
| Date and Time fields | The Date and Time fields will default to the current date and time when you select a different status. You can adjust them if needed. The status Date appears in the project summary. The time is used to ensure that the date is accurate across time zones. |
Associated With fields
In View mode, Department, Opportunity, and Contract fields are part of the General section. You can edit any field in this section. The following restrictions apply:
- Only contracts associated with the selected organization or its parent organization Your Autotask instance may be configured to use one of the following terms instead: Headquarters, Parent Account, Parent Client, Parent Company, Parent Customer. can be selected.
- A message will let you choose if you want to update the contract on all non-posted time entries. The selection applies to excluded roles, as well.
- If you change an associated fixed price or recurring service contract to another contract type, all non-posted billing items will now show on the invoice. You can edit the Show on invoice setting on the time entries.
- Only opportunities associated with the selected organization or its parent organization can be selected
- Any department can be selected
NOTE The contract on the project can be different that the one on the associated tickets, and changes to the project's contract won't impact any associated tickets.
Team Members fields
The Team Member fields display the current Project Lead and Internal and Client team members, if any. You can change only the project lead when you edit the project. To add or delete project team members, you must go to the team page for the project. Refer to The Project Team page.
Edit the schedule settings
You can change all settings. A change to the settings under Internal Location or When scheduling tasks/issues, exclude: may have an impact on phase, task, and issue dates.
User-Defined Fields
You can edit all User-Defined Field values. When importing items into an existing project using a template, UDFs will not be updated.
Estimated revenue/costs
The Estimated Revenue/Cost section appears on the New Project page, and when the project Summary page is in Edit mode. It does not appear when the Summary page is in View mode, but the estimates are available on specific Project Financial reports.
When you create or edit the project, you can enter your financial expectations for the project into the Revenue, Sales Cost, and General Expense % fields. The Original Estimate values serve as a baseline, and are compared to the current numbers you can enter into the Revenue and Costs fields for Labor and Project Charges. Totals, Profit and Margin % are automatically calculated.
In the Payments Received field, you will see the sum of all project payments entered on the Project Payments page. Refer to Tracking payments against projects.
NOTE If Multi-currency is enabled, all revenue and cost fields are displayed in the internal currency.
