Adding Tasks to a Prism Project

The heart of project management is the creation and management of project tasks. They are essential for organizing, executing, and tracking the work required to achieve individual project goals. Once the project details have been completed, users may associate any of three task types with any given project (provided the modules are turned on in Prism). These include Project-specific tasks, Work Orders (WOs) and Bid Requests. Note that Prism Projects is a fully-featured standalone project management application and does not require WOs and Bids to be enabled. However, one of the true benefits of Prism Projects is its full integration with the property management operations platform. Your operation will achieve higher efficiencies and better NOI when both Work Orders and Bid Management are enabled.

Figure 12: A newly created project, ready to add tasks

Project-specific Tasks

The workhorse of Prism Projects, Project Tasks are native to the app and represent a flexible, easy way to break your projects into smaller actionable steps. With support for milestones, task durations (with a start and end date), priority, status, and line-item budgetary control, they can be used for a variety of purposes to clarify responsibilities and provide tracking. Furthermore, Project tasks can be assigned to any user in Prism’s “My Users” module, regardless of type, including vendors, tenants, and property management users. All task assignees will receive an email notification regardless of being a Prism user.

To add a new project task from the Project Details page:

1. Under the “Tasks” tab, click on the “Project Tasks” subtab where the total number of tasks associated with the project is displayed
2. Select the “+ Add New Project Task” to add a task to your project

Figure 13: Step 2, adding task details.

1. Fill in the details of your task in the “Create Task” page and select “Create Project Task” when complete. You may always go back and edit these tasks once added to the project

Figure 14: Editing a project-specific task upon creation

1. The new Project Task has been added and is visible in the “mini grid” for project tasks below the main project details. Note that you may change the status of the task directly in the mini grid as your work progresses.

Figure 15: The new Project Task has been added to the project.

Adding Work Orders (WOs) and Bid Tasks

Leveraging the full capabilities of Prism, both WOs and Bids can be added as task types to any given project from the either the source module (i.e., from Bid Management or Work Orders) or directly from the Projects module. To add a Bid or Work order task to your project, navigate to the Project Detail page, select the “Tasks” tab and select the subtab of your choice.

Adding a Work Order or Bid Task from the Projects Module

In this example, we add a work order by selecting the “+ Add Work Order” button

1. Navigate to the project’s “Tasks” tab, and select the “Work Orders” subtab

Figure 16: Step 1, adding a Work Order to a project by selecting the “+ Add Work Orders” button

1. Select the “+ Add Work Orders” button to popup the “Add Task Items” modal

Figure 17: Step 2, select the work order you wish to add from the drop down

Adding a Project to the Work Order or Bid from the native module

Projects can also be associated to Work Orders or bids from those modules directly. Here we are editing a Work Order where we can create the Project association directly. For more information on how the Work Orders and Bid Management modules work, please see the documentation on the Prism Support Center.

1. First, navigate to and edit the Work Order for which you wish to create the project Association and select the “Project” tab followed by the “Edit” button

1. Select the project you want from the drop down

Figure 18: Adding a Project to a Work Order from within WO module.

1. The project has been associated with this Work Order

Figure 19: A project has been added to the WOs under the "Project" tab.

1. The work order you have added is also visible in the Projects “Tasks” tab in the “Work Orders” mini grid.

Figure 20: A Work Order, visible in the “Work Orders” sub-tab has been added to the Project as a task