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How do I create a project, and what does each of its tabs hold?
How to create your first project, add its work items — your own or partners' — and what each of its tabs holds.
On this page
What does the new project form ask for? How do I add work items? What does each tab hold? How do I add photos and choose the cover? Who creates and changes projects?A project is the folder for one piece of work for a customer — a permit, a structural study, a building services installation, an energy inspection, a construction supervision. Inside it live its work items (the pieces of the work), its expenses, files, notes and history.
| From where | What you get |
|---|---|
| Projects → + New project | An empty project; you add the items afterwards |
| Projects → 🧩 New project from a template | The items (and checklist) of one of the office's templates, ready made; it appears when the office has templates switched on |
| Projects → New project from documents | A building permit's details, read from its PDFs (offices in Greece) |
| Offers → Accept → Convert to project | The offer itself becomes the project |
What does the new project form ask for?
The form asks for a title, the customer (or Create a customer… from the same field), the Overall project owner, optionally Your own code (a protocol number, say), the location, and the award date, planned start and target completion. Someone who can see amounts also fills in the Project budget — the amount first agreed. The project code is generated for you. Press Create the project: the project's page opens and its owner is notified.
How do I add work items?
On the Items tab there are three cards, each with its own ＋: Our own item (your office does it), Assign to a partner (you give it to someone else) and Assignment from a partner (someone else gave it to you). Prices, the KAEK, deadlines and any special field the type of work asks for are entered on each item, not on the project as a whole.
What does each tab hold?
| Tab | What it holds | Who sees it |
|---|---|---|
| Items | The pieces of the work, their status, their payments | everyone |
| Expenses | The project's expenses — receipts included | whoever can see expenses |
| Files | The project's files; the same ones in ErgoCloud | whoever can see the projects' content |
| Photos | The project photographs, from a phone too; tick one to make it the cover | whoever can see the projects' content |
| Notes | Notes, urgent ones included | whoever can see the projects' content |
| Checklist | The project's steps and who ticks them | whoever can see checklists and the projects' content |
| Finances | Fees, payments received, cost, profit | whoever can see amounts |
| Appointments | The project's appointments | everyone |
| Time | The time recorded on the project | when the office records time |
| History | Who changed what, and when | everyone |
The projects' content — files, photos, notes — is seen by whoever holds its permission:
| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
|---|---|---|---|---|---|---|---|
| See the projects' content (files, photos, notes) | yes | yes | yes | yes | no | yes | yes |
On a narrow screen, the last tabs move under More.
Projects that are sample data carry a mark beside their code; they do not count towards the plan's limits.
How do I add photos and choose the cover?
On the project's Photos tab you upload as many photos as you like, several at once or straight from the phone's camera — JPG or PNG, up to 25 MB each; the office's space is the only limit. They are the same files in the project's Files and in ErgoCloud's Project photographs folder.
The mark on one photo makes it the project's cover: it shows at the top of the project. A second press leaves the project without a cover. A photo you delete goes to the trash for 30 days, and if it was the cover, the cover goes with it.
Publish on the website shows you the project's photos, the cover first; only the ones you pick are published, as copies — the publication keeps its picture if you tidy the folder later.
Who creates and changes projects?
| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
|---|---|---|---|---|---|---|---|
| Create and edit projects and work items | yes | yes | yes | no | no | no | no |
Someone without this permission opens and reads the office's projects, but does not see Edit, Delete the project or the cards for adding items; on the items they see no edit, no delete, no Share and no Ask to confirm. The project's expenses, checklist, notes and appointments each have a permission of their own.
When the office's plan limits new projects per month, the counter beside the Projects title shows how many have been added and how many are allowed; pressing it takes you to the plans.