Project Template Operations
Set Task Recurrence and Reminder in a Project Template
You can create tasks and set recurrence and reminders for Templates. These will apply when you create a project using the template.
Recurring Tasks
In a project template, you can create tasks and set them to recur anytime using the Recurring function in Zoho Projects. You can set recurrence details while creating or editing a task.
You can enable the Set to previous business day option to set the previous day as the Start Date for the task automatically, if the Start Date of the recurring task occurs on a holiday or a weekend. This option is only enabled if the Recurring frequency of the task is set to Monthly or Yearly.
You can also set the recurring frequency for tasks without any defined limit. The No End Date option helps in defining the limitless occurrence.
Task Reminders
If you're working on multiple tasks, you need a reminder to know the start and end dates of the tasks. Setting up a reminder will send timely email notifications. With task reminders in Zoho Projects, you won't miss a single task.
In Remind on, if you select:
- None: There are no reminder mails for these tasks.
- Daily: A reminder email for a task is triggered daily from the scheduled date in Start Date until the Due on date. (Mail notification is sent every day, from the selected start date until its due date.) Based on Business Hours settings, reminder emails are sent even if the task Start Date and End Date falls on a weekend or holiday.
- On Same Day: A reminder email for a task is triggered only on the scheduled Due on date. (Mail notification is sent only on the task due date.) Based on Business Hours settings, reminder mails are sent even if the task Due on date falls on a weekend or holiday.
- day(s): You can set reminder mails to be triggered any desired number of days, ahead of the scheduled Due on date. For example, you can set reminder mails to be triggered three days before the Due on date. Based on Business Hours settings, if you have skipped weekends in your settings, reminder mails are calculated and sent skipping the weekend or holiday.
However, you cannot set reminders for elapsed date in Zoho Projects.
Set Budget for a Project Template
- Navigate to the left navigation panel and click Projects.
- Select the drop-down to view the list of categories.
- Click Project Templates to view the list of all the project templates.
- Click New Template and enter the Project Template Name.
- Select the required currency in the Budget section.
- Select Based on Amount or Based on Hours in the Project Budget field to set up/create a budget for your project. You can also set budget for phases and tasks. If you don’t wish to set up a budget right now you can select None.
- Enter the budget amount or hours based on your previous selection.
- Enter the threshold limit. You can define this limit only if you have enabled Budget threshold mail in Budget Settings. Note that you will receive an email notification when the actual cost exceeds this limit.
- Choose the Billing Method:
- Based on Staff Hours - Users are assigned different rates, and project billing is based on the user rates of the members working on the project. You can set user rates when adding or editing users.
- Based on Project Hours - The billing is based on a fixed project rate. The total hours logged are multiplied with this rate to get the project cost.
- Fixed Cost for Project - Clients are invoiced based on a fixed cost. This option is only available for portals integrated with Zoho Invoice/Books.
- Based on Task/Issue Hours - In task or issue based billing method clients are invoiced based on the Rate Per Hour set in task or issue. This billing method is used when your organization provides services that are independent of each other, so each task/issue requires a different rate based on their purpose.
- Enter the fixed cost if you select Fixed Cost for Project.
- Enter the Rate Per Hour (for calculating revenue and invoicing) and Cost Per Hour (for calculating project costs)
- Enter the Default Rate Per Hour and Default Cost Per Hour if you select task or issue based billing method.
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