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Project Structure for Builders

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Copper Contributor
Posts: 19
Country: United Kingdom
Accepted Solution

Project Structure for Builders

A builder dealing mainly large projects has Contact records for: Client, Architect, Quantity Surveyor, sub-contractors, etc.  However, some of these people will be involved in several projects.  Correspondence for each of the projects needs to be kept separate.

 

The only way I can think of doing this is to have each Contact field set up as Projectname Firstname Lastname.  This way, e-mail, letters, calls, etc. can be recorded against the specific project and a group created for the project to see a complete chronological History.  However, each Contact may be in the database multiple times - once for each project they are involved in.

 

.....or is there a better way?

 

 


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Solution
Accepted by topic author Kim_Kendall
‎09-25-2015 03:20 AM
Nickel Contributor
Posts: 205
Country: United_Kingdom

Re: Project Structure for Builders

I have set-up ACT! for a client with a similar requirement to yours. The end result was to create a Group in ACT! for each project and add the relevant contacts to that Group. Group fields can then be used to characterise and report on the project. The same contact can be added to multiple groups - do not make multiple contacts it will only confuse in the end. Email, letters etc can be associated with the specific Group as well as the contact. In the Group tab for history you then select the filter so that items are Show For: Group so that items relating to other Groups (projects) are not displayed.
Trevor Lever

UK - ACT Certified Consultant
www.actpartners.co.uk
trevor@actpartners.co.uk

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Solution
Accepted by topic author Kim_Kendall
‎09-25-2015 03:20 AM
Nickel Contributor
Posts: 205
Country: United_Kingdom

Re: Project Structure for Builders

I have set-up ACT! for a client with a similar requirement to yours. The end result was to create a Group in ACT! for each project and add the relevant contacts to that Group. Group fields can then be used to characterise and report on the project. The same contact can be added to multiple groups - do not make multiple contacts it will only confuse in the end. Email, letters etc can be associated with the specific Group as well as the contact. In the Group tab for history you then select the filter so that items are Show For: Group so that items relating to other Groups (projects) are not displayed.
Trevor Lever

UK - ACT Certified Consultant
www.actpartners.co.uk
trevor@actpartners.co.uk
Nickel Elite Contributor
Posts: 934
Country: USA

Re: Project Structure for Builders

yes, using groups is one good way, but these projects are Opportunities. Use Opportunities.

 Also correct, DO NOT use multiple contacts.   Cheers - FSB

Bill Williams - Owner/Consultant/Trainer at Fill Staff "ACT! FOR RECRUITERS"
Manage Your ACT! Backups http://fillstaff.com/backupfolderspro.html - FREE
BIG ACT! LAYOUTS for Larger Monitors www.bigactlayouts.com
Protect your Files & Folders with Folder Lock Pro by New Software http://download.cnet.com/Folder-Lock/3000-2092_4-10063343.html
Nickel Contributor
Posts: 205
Country: United_Kingdom

Re: Project Structure for Builders

Hi Bill - yes that's another approach. I prefer to use Opportunities for all "pre sales" tracking. And Groups for all "post sales" tracking. It's an attempt to separate out the sales side of the business from the operational side. I guess you would set up a separate sales process called "Project" and track the work this way?

 

 

Trevor Lever

UK - ACT Certified Consultant
www.actpartners.co.uk
trevor@actpartners.co.uk
Nickel Elite Contributor
Posts: 934
Country: USA

Re: Project Structure for Builders

Hey Trevor,

 

Yes you could prob do it that way.

Without knowing a few more specifics about these Projects, it seems to me that these Projects Are the Sales Opportunities?

And when one project is accepted or completed, then a Sale has hopfully resulted? 

 Seems like Each Project would possibly be a Product / Service?

  Multiple contacts can be associated with each opportunity/product(Project).

That's basicly how it works for the Recruiting biz and our add-on product Fill Staff-10 For Recruiters Pro..

 We created a Recruiting Sales Cycle(Not the ACT! sales cycle) and that may be what is needed here?

 

And then there is the Grouping option. Nice thing about ACT1 is: Options.

Often times, there are at least two ways of doing things.

 

Cheers - FSB

Bill Williams - Owner/Consultant/Trainer at Fill Staff "ACT! FOR RECRUITERS"
Manage Your ACT! Backups http://fillstaff.com/backupfolderspro.html - FREE
BIG ACT! LAYOUTS for Larger Monitors www.bigactlayouts.com
Protect your Files & Folders with Folder Lock Pro by New Software http://download.cnet.com/Folder-Lock/3000-2092_4-10063343.html