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Creating Project

Introduction​

Projects are the foundation of Trackr's project management system. A project represents a complete trading or shipping operation with its own timeline, team members, tasks, and deliverables.

Accessing Project Management​

Manage Projects Screen

  1. Click on Project in the left sidebar navigation
  2. You'll land on the "Manage Projects" page
  3. Breadcrumb navigation shows: Dashboard > Projects

Manage Projects Interface​

Page Header​

Title: "Manage Projects"

Action Buttons (Top Right):

  1. Save Icon: Save current view settings
  2. List View Icon: Toggle between list and grid views
  3. Plus Icon (+): Create new project

Filtering Projects​

Filter Options​

The Manage Projects page provides comprehensive filtering capabilities:

Status Filter​

Location: Top right of the page

Available Status Options:

  • All: Shows all projects regardless of status
  • Ongoing: Only active projects
  • Finished: Completed projects
  • OnHold: Paused projects

How to Use:

  1. Click on the desired status button
  2. Projects list filters automatically
  3. Status button highlights in blue when selected

Date Range Filter​

Start Date Field:

  • Label: "Start Date"
  • Format: dd-mm-yyyy
  • Function: Filter projects starting from this date

End Date Field:

  • Label: "End Date"
  • Format: dd-mm-yyyy
  • Function: Filter projects ending before this date

Action Buttons:

  • Search Icon (Blue): Apply the date filters
  • Clear Icon (Pink): Reset all filters

How to Use Date Filters:

  1. Click on the Start Date field
  2. Select a date from the calendar picker
  3. Click on the End Date field
  4. Select an end date
  5. Click the blue Search button to apply filters
  6. Click the pink Clear button to reset

Project Card View​

Understanding Project Cards​

Each project is displayed as a card with the following information:

Card Header​

Status Badge:

  • Location: Top left of card
  • Color Coding:
    • Gray background for "Ongoing"
    • Green for "Finished"
    • Orange for "OnHold"
  • Text: Current project status

Options Menu (⋮):

  • Location: Top right of card
  • Click to reveal: Project actions menu

Project Owner​

Avatar Circle:

  • Display: First letter of owner's name
  • Color: Red background (customizable)
  • Example: "B" for "Blockpper"

Owner Name:

  • Display: Full name below avatar
  • Example: "Blockpeer"

Project Description​

Location: Below owner name

Content: Brief project description text

Example: "Test Description"

Project Timeline​

Due Date Display:

  • Label: "Due Date :"
  • Format: YYYY-MM-DD
  • Example: "2025-07-17"
  • Purpose: Shows project deadline

Project Statistics​

Members Section:

  • Icon: People icon
  • Label: "Members"
  • Count: Number displayed to the right
  • Example: Shows team size

Comments Section:

  • Icon: Chat bubble icon
  • Count: "0"
  • Purpose: Number of comments/discussions

Attachments Section:

  • Icon: Document icon
  • Count: "0"
  • Purpose: Number of files attached

Quick Actions​

View Button:

  • Icon: Eye icon in orange circle
  • Function: Opens project details page
  • Hover: Button color intensifies

List Button:

  • Icon: List icon in blue circle
  • Function: Shows project task list
  • Hover: Button color intensifies

Creating a New Project​

Step 1: Open Project Creation Form​

  1. On the Manage Projects page, look for the "Add Project" section
  2. You'll see a large plus (+) icon
  3. Text reads: "Click here to add New Project"
  4. Click anywhere in this section to open the creation form

Step 2: Fill Project Details​

Create New Project Form

The "Create New Project" modal will appear with the following fields:

Required Fields (marked with *)​

1. Name*

  • Label: "Name*"
  • Placeholder: "Project Name"
  • Purpose: Give your project a descriptive name
  • Example: "Q1 Shipping Operations", "Trade Finance Project"
  • Validation: Required field, cannot be empty

2. Description*

  • Label: "Description*"
  • Placeholder: "Add Description"
  • Type: Text area (multi-line input)
  • Purpose: Provide detailed project information
  • Validation: Required field with tooltip "Please fill out this field."
  • Best Practice: Include:
    • Project objectives
    • Key deliverables
    • Special requirements
    • Stakeholder information

Optional Fields​

3. Users

  • Label: "Users"
  • Type: Dropdown/multi-select
  • Placeholder: "Please Select"
  • Purpose: Assign team members to the project
  • Function: Select multiple users from your organization
  • Note: You can add users later if not known at creation

Step 3: Submit Project​

Action Buttons:

Cancel Button:

  • Color: Gray
  • Position: Bottom left
  • Function: Close form without saving
  • Behavior: Discards all entered data

Create Button:

  • Color: Blue
  • Position: Bottom right
  • Function: Create the project
  • Validation: Checks all required fields before submission

Project Creation Steps:

  1. Fill in the Project Name (required)
  2. Add a Description (required)
  3. Select Users (optional - can be added later)
  4. Click "Create" button
  5. System validates the form
  6. If valid, project is created
  7. You're redirected to the project details page
  8. New project card appears on the Manage Projects page

Project Actions Menu​

Accessing Project Options​

Project Options Menu

From any project card, click the three-dot menu (⋮) in the top right corner.

Available Actions​

1. Invite Users

  • Icon: Person with plus icon
  • Function: Add team members to the project
  • Use Case: Expanding the project team
  • Action: Opens user invitation modal

2. Share to Clients

  • Icon: Share icon
  • Function: Provide client access to project
  • Use Case: External stakeholder collaboration
  • Action: Generates shareable link or sends invitation

3. Duplicate

  • Icon: Copy icon
  • Function: Create a copy of the project
  • Use Case: Starting similar projects quickly
  • Action: Creates duplicate with same settings
  • Note: Tasks and data are copied as templates

4. Save as Template

  • Icon: Save icon
  • Function: Convert project into reusable template
  • Use Case: Standardizing project structures
  • Action: Saves project structure for future use
  • Benefit: Faster project setup for recurring operations

5. Edit

  • Icon: Pencil icon
  • Function: Modify project details
  • Use Case: Updating project information
  • Action: Opens project edit form
  • Editable Fields: Name, description, dates, users

6. Delete

  • Icon: Trash icon (red color)
  • Function: Remove project from system
  • Use Case: Cleaning up cancelled projects
  • Action: Prompts confirmation before deletion
  • Warning: This action cannot be undone
  • Note: Consider archiving instead of deleting

Managing Existing Projects​

Viewing Project List​

The Manage Projects page displays all projects in a grid layout:

Default View:

  • Projects shown as cards
  • Status-coded for quick identification
  • Most recent projects first

Empty State:

  • When no projects match filters
  • Shows appropriate message
  • Prompts to create first project

Project Organization​

Sorting Options:

  • By creation date (newest first)
  • By due date (soonest first)
  • By status (Ongoing > OnHold > Finished)
  • Alphabetically by name

View Options:

  • Grid View: Cards layout (default)
  • List View: Table format
  • Toggle using list icon button

Inviting Users to Projects​

Invite Users Process​

Step 1: Access Invite Function

  1. Find the project card
  2. Click the three-dot menu (⋮)
  3. Select "Invite Users"

Step 2: Select Users

  • Modal appears with user selection
  • Search available users
  • Select one or multiple users
  • Assign roles/permissions if applicable

Step 3: Send Invitations

  • Review selected users
  • Add invitation message (optional)
  • Click "Invite" or "Send"
  • Users receive notification

User Permissions:

  • View project details
  • Access assigned tasks
  • Collaborate with team
  • Receive project updates

Sharing Projects with Clients​

Client Access Setup​

Step 1: Enable Client Sharing

  1. Open project options menu
  2. Click "Share to Clients"

Step 2: Configure Access

  • Select information to share
  • Set permission levels (view-only, comment, etc.)
  • Generate shareable link or send direct invitation

Step 3: Manage Client Access

  • Track who has access
  • Revoke access when needed
  • Monitor client interactions

Best Practices:

  • Only share necessary information
  • Use view-only permissions for external parties
  • Regularly review access permissions
  • Remove access after project completion

Duplicating Projects​

When to Duplicate​

Use project duplication for:

  • Similar trading operations
  • Recurring shipping cycles
  • Standardized workflows
  • Testing project variations

Duplication Process​

Step 1: Select Project to Duplicate

  1. Find the source project
  2. Open options menu (⋮)
  3. Click "Duplicate"

Step 2: Review Duplicated Elements

What Gets Copied:

  • Project name (with "Copy" suffix)
  • Description
  • Task structure
  • Milestone setup
  • Custom fields
  • Workflow stages

What Doesn't Get Copied:

  • Task completion status (all reset to initial state)
  • Comments and discussions
  • File attachments
  • Actual dates (reset to current date)
  • Historical data

Step 3: Customize Duplicated Project

  1. Rename the project
  2. Update description if needed
  3. Adjust dates and timeline
  4. Assign team members
  5. Modify tasks as needed

Creating Project Templates​

Template Benefits​

Templates help you:

  • Standardize operations
  • Ensure consistency
  • Save time on setup
  • Share best practices
  • Onboard new team members faster

Creating a Template​

Step 1: Prepare Source Project

  1. Create a comprehensive project
  2. Add all standard tasks
  3. Include milestones
  4. Set up workflows
  5. Add documentation

Step 2: Save as Template

  1. Open project options menu
  2. Select "Save as template"
  3. Name your template
  4. Add template description
  5. Categorize template (optional)
  6. Save

Step 3: Using Templates

To Create Project from Template:

  1. Go to Manage Projects page
  2. Click "Add Project"
  3. Select "From Template" option
  4. Choose your template
  5. Customize as needed
  6. Create project

Template Management:

  • Edit templates anytime
  • Version control for templates
  • Share templates across organization
  • Archive outdated templates

Editing Projects​

Edit Project Details​

Step 1: Access Edit Mode

  1. Find the project card
  2. Click three-dot menu (⋮)
  3. Select "Edit"

Step 2: Modify Information

Editable Fields:

  • Project name
  • Description
  • Start date
  • Due date
  • Status
  • Team members
  • Budget information
  • Custom fields

Step 3: Save Changes

  1. Make your modifications
  2. Click "Save" or "Update"
  3. Changes reflect immediately
  4. Team receives notification (if configured)

Best Practices:

  • Document major changes in comments
  • Notify affected team members
  • Update related tasks if timeline changes
  • Maintain change history

Deleting Projects​

Before You Delete​

Consider Alternatives:

  • Change status to "OnHold" instead
  • Archive the project
  • Mark as "Finished" if completed
  • Save as template for future reference

When to Delete:

  • Duplicate projects created by mistake
  • Test projects no longer needed
  • Cancelled projects with no historical value

Deletion Process​

Step 1: Initiate Deletion

  1. Open project options menu (⋮)
  2. Click "Delete" (red text)

Step 2: Confirm Deletion

  • Confirmation dialog appears
  • Warning: "This action cannot be undone"
  • Type project name to confirm (security measure)
  • Click "Delete" to proceed

Step 3: Post-Deletion

  • Project removed from system
  • Associated tasks deleted
  • Team members notified
  • Project data cannot be recovered

⚠️ Important Warning:

  • Deletion is permanent
  • All project data is lost
  • Tasks and milestones are removed
  • Comments and files are deleted
  • Consider exporting data before deletion

Project Status Management​

Status Types​

1. Ongoing

  • Indicator: Gray badge
  • Meaning: Active project
  • Use: Default status for active work
  • Actions: All features available

2. Finished

  • Indicator: Green badge
  • Meaning: Completed project
  • Use: Delivered and closed projects
  • Actions: Read-only or limited editing

3. OnHold

  • Indicator: Orange badge
  • Meaning: Temporarily paused
  • Use: Waiting for resources, decisions, or dependencies
  • Actions: Can be reactivated anytime

Changing Project Status​

Method 1: Via Edit

  1. Edit project details
  2. Change status dropdown
  3. Save changes

Method 2: Quick Status Change

  • Some views offer quick status toggle
  • Click current status badge
  • Select new status
  • Confirm change

Status Change Notifications:

  • Team members receive alerts
  • Status visible on project card
  • Dashboard metrics update
  • Reports reflect new status

Project Best Practices​

Naming Conventions​

Effective Project Names Should:

  • Be descriptive and specific
  • Include key identifiers (client, product, date)
  • Be consistent across similar projects
  • Be searchable

Examples:

  • ✅ "Q1 2025 - Client ABC - Cotton Shipment"
  • ✅ "Trade Finance - XYZ Corp - Jan 2025"
  • ❌ "Project 1"
  • ❌ "New Trading"

Description Guidelines​

Include:

  • Project objectives and goals
  • Scope of work
  • Key deliverables
  • Important stakeholders
  • Special requirements or constraints
  • Success criteria

Best Practices:

  • Keep it concise but comprehensive
  • Use bullet points for clarity
  • Update as project evolves
  • Include relevant links or references

Team Assignment​

When Assigning Users:

  • Assign only relevant team members
  • Define roles clearly
  • Communicate responsibilities
  • Update assignments as needed
  • Remove users when no longer involved

Timeline Management​

Setting Due Dates:

  • Be realistic with timelines
  • Build in buffer time
  • Consider dependencies
  • Account for holidays and absences
  • Update dates if scope changes

Project Collaboration Features​

Team Members Section​

Viewing Team Members:

  • Shows on project detail page
  • Displays avatars and names
  • Indicates roles
  • Shows task assignments

Member Capabilities:

  • View project information
  • Access assigned tasks
  • Comment and collaborate
  • Upload files
  • Receive notifications

Clients Section​

Client Management:

  • Separate section for external stakeholders
  • Limited access compared to team members
  • View-only permissions typical
  • Controlled information sharing

Adding Clients:

  1. Use "Share to Clients" option
  2. Select information to share
  3. Send invitation
  4. Monitor client engagement

Vendors Section​

Vendor Tracking:

  • Track external service providers
  • Monitor vendor deliverables
  • Manage vendor communications
  • Link vendor documents

Common Project Scenarios​

Scenario 1: Starting a New Trading Operation​

Steps:

  1. Create new project: "Q1 Trade - [Client Name]"
  2. Add description with trade details
  3. Assign trading team members
  4. Set timeline based on shipment schedule
  5. Create tasks for each stage
  6. Add clients for visibility
  7. Track progress through completion

Scenario 2: Managing Multiple Shipments​

Approach:

  1. Create separate project for each shipment
  2. Use consistent naming: "Shipment [ID] - [Product]"
  3. Duplicate template for efficiency
  4. Assign logistics team
  5. Track each shipment independently
  6. Generate reports across all projects

Scenario 3: Long-term Trading Partnership​

Strategy:

  1. Create master project for partnership
  2. Add milestones for major deliveries
  3. Invite client for ongoing visibility
  4. Update status as partnership evolves
  5. Document all activities
  6. Generate periodic reports

Troubleshooting Projects​

Cannot Create Project​

Issue: Create button disabled or error on submission

Solutions:

  1. Ensure all required fields (*) are filled
  2. Check that project name is unique
  3. Verify you have permission to create projects
  4. Try refreshing the page
  5. Contact administrator if issue persists

Project Not Appearing​

Issue: Created project doesn't show in list

Solutions:

  1. Check applied filters (status, date range)
  2. Click "Clear" to reset filters
  3. Refresh the page
  4. Verify project was saved successfully
  5. Check if project was assigned to different status

Cannot Edit Project​

Issue: Edit option grayed out or not working

Solutions:

  1. Verify you have edit permissions
  2. Check if project is locked
  3. Ensure you're not in view-only mode
  4. Contact project owner for access
  5. Check system permissions with administrator

Team Members Not Receiving Notifications​

Issue: Users don't get project updates

Solutions:

  1. Verify users are properly added to project
  2. Check notification settings
  3. Ensure email addresses are correct
  4. Check spam/junk folders
  5. Review system notification configuration

Project Metrics and Reporting​

Key Project Metrics​

Track these metrics for project success:

Timeline Metrics:

  • Days until due date
  • Days overdue (if applicable)
  • Percentage of timeline elapsed

Task Metrics:

  • Total tasks
  • Completed tasks
  • In-progress tasks
  • Blocked tasks

Resource Metrics:

  • Team members assigned
  • Hours logged
  • Budget utilized

Engagement Metrics:

  • Comments count
  • Files uploaded
  • Last activity date

Accessing Project Reports​

Navigate to Project Report in sidebar for:

  • Individual project analytics
  • Cross-project comparisons
  • Team performance metrics
  • Timeline analysis
  • Budget tracking

Summary​

Effective project management in Trackr involves:

✅ Creating well-defined projects with clear names and descriptions
✅ Assigning the right team members to appropriate roles
✅ Using templates and duplication for efficiency
✅ Managing project status throughout lifecycle
✅ Collaborating with clients and vendors effectively
✅ Tracking metrics and progress continuously
✅ Maintaining organized project portfolio with proper filters

Master these project management skills to ensure successful trading and shipping operations.