Project List

In the Projects item in the main menu, you will find a list of all projects ever created within your organisation. This list is organised by the current status of each project, whether active, partially active or inactive, ensuring easy navigation and management.

For each project, you will see the following details:

• Name

  Note: Project phases (sub-projects) will be displayed under their corresponding Parent Project. Multi-level project hierarchy is supported.

• Reference: The project's key for systems outside Flowtly, shown as a small monospaced line under the project name. This line appears when at least one project in your organisation has a Reference, and is absent when none has; there is nothing to switch on. Phases show their own References. See Project Reference.
• Status: Current status of the project.

  Note: required, if you want to add a rate for employees.

• Employees: Assigned employees, if any.
• Action Buttons:
  • Go to Hours View: Direct access to the project's hours tracking.
  • Go to Projects View: Direct access to the detailed project view.

At the top of the page, users can filter by Project Name, Project Type, and Client using the available filters. If a project has phases (sub-projects), you can view them by clicking the expand button located to the left of the project name.

Opening the list. Click Projects in the main menu, either the Projects group heading or the Projects entry under it. Both open this list.

The count next to the page title. It counts your top-level projects, the ones that are not phases of another project. When some projects have phases, it also gives the total including them, for example 12 projects · 124 incl. sub-projects. When no project has phases, the two numbers would be the same, so only one is shown. If you use project folders, it instead shows how many top-level projects are filed in a folder, next to the total. The count follows the filters you have applied, such as status.

How Project status is determined in the Project List view

Projects are categorised as Active or Inactive based on their start and end dates configuration and the dates configuration of their associated phases.

1. Active and Inactive Projects Display

• When a project is Active or Partially Active, it will appear in the Active tab.
• When a project is Inactive, it will be shown in the Inactive tab.

2. Impact of Inactive Phases on Parent Project

• If any phase of a project becomes Inactive, the Parent Project's status will automatically change to Partially Active. Even if all phases of the project are Inactive, but the Date to of parent project is not yet reached - it will stay as Partially active.

3. When a Parent Project becomes Partially Active

• If project phases are active, but the Date To of the Parent Project is reached, then the Parent Project status will change to Partially Active.

4. When a Project Becomes Fully Inactive

• A project will only become Inactive when all its phases and the Parent Project itself are marked as Inactive (Date to is reached).

5. Filtering by status or end date looks at each project and phase on its own

• When you filter the list by status or by end date, every phase is judged by its own status and its own dates, not by those of its parent project. A finished phase of a running project does not appear under Active, and a running phase of a finished or archived project still appears under Active.
• A parent project is listed whenever one of its phases matches, so the phase always appears under its parent. In that case the parent shows its own status, which can differ from the filter you chose.
• A parent project with no matching phase, and which does not match itself, is left out.
• An archived phase of a live project is not listed by default.
• When no status is selected in the Status filter, an archived project is left out together with all of its phases. Select Archived in the Status filter to see it.

Go to Hours View

By clicking on the Go to Hours View button, you will be directed to the Working Hours Report page. This page is designed to help managers to monitor the time logged for specific projects over a selected period. It provides valuable insights into time management and project progress, ensuring effective tracking and resource allocation.

To review who worked on a project, when, and for how long, follow these steps:

1. Select the Desired Period: Choose the range for which you want to view the working hours.
2. Select the Project: Choose the project(s) you want to review.
3. Click on "Show Project Working Hours": This will display the detailed working hours for the selected project and period.

Generating Invoices in Flowtly

If your organisation has the Invoices module active, you can generate invoices based on logged hours.

If the selected project has a client attached, you can directly generate an invoice for a specific period by clicking the "Generate Invoice" button. Each employee who has logged time under the selected project(s) during the specified period will appear as a separate row on the invoice. Flowtly automatically pre-fills known data, reducing manual input and ensuring accuracy. Flowtly automatically assigns the appropriate VAT rate based on the client's country of registration:

• Polish Clients (PL VAT payers) → The VAT rate is set to 23% by default.
• Clients from Other EU Countries → The VAT field is automatically set to "nd." (not defined), meaning VAT will not be applied unless manually adjusted.

If there's a Missing project rate label displayed, next to the user name, it means that user should have project rate added to proceed with successful calculation. To add it, you can click on the label. After that you'll be redirected to the Rate tab of Employee page. After project rate for employee is configured, you can proceed with Invoice creation for this employee. Note, that before adding employee rate it's important to assign Client to the Project to ensure that the rates are correctly aligned with the client's specific agreements.

Example use cases

• Monitor project statuses: Quickly view which projects are active, partially active, or inactive at a glance to manage your portfolio effectively.
• Find specific projects: Use filters to locate particular projects by name, type, or client, streamlining your search across numerous projects.
• Access project details and hours: Navigate directly to a project's detailed view or its associated working hours report for in-depth analysis of progress and time tracking.
• Initiate invoicing: Generate client invoices based on logged project hours directly from the "Go to Hours View" for projects with active invoicing modules, simplifying billing processes.