Teamwork – Web Design Project Assignment Steps

New Deals & some Refreshes from Evergreen sales: When a web design project comes through in Hubspot, they are assigned to the Web Services Manager and can be found in the sidebar nav in Hubspot by hovering over CRM and then click on Tasks. Filter to show results assigned to Kim Stout.

Hubspot

Step 1:

In Hubspot, click on the Associated Deal

In the middle/main column, under Upcoming, there is a task called “Website Project Closed: Please assign Website Design Project Manager for xxxxxxxx” - make sure the Onboarding project has been assigned and not rescheduled and if it is assigned, go ahead and check the red circled box:

If it needs to be rescheduled or pushed out further, click on the task and adjust the date to match the Onboarding date/task.

Step 2:

In Hubspot, click on the Associated Deal – in the right column, scroll down to the Onboarding Notes section, and click on Website Design Project Manager and choose a PM then click on Save. (it will automatically fill in the email and scheduling link after it is saved)

On the far right side, under the Line Item area, check to see what they purchased – (web packages are here) Make sure there are no additional pages or other web related items to include for the PM.

Teamwork

In Teamwork, go to Projects, and click on +Add project button on the upper right.

1. Click on Use a template
   1. Use Web Services Standard if it is a new customer
   2. Use Web Services Evergreen Refresh if it is an Evergreen Refresh
2. Create a Project window – fill out:
   1. Choose a Start on date – usually it is within 5 business days
   2. Choose a Name (add company name after semi-colon)
   3. Choose a Company (should show up once you start typing; if not, you’ll have to add it)
   4. Items in the description box:
      1. Package (from the Line Items in Hubspot)
      2. Hubspot (copied URL link from browser)
      3. Onboarder (found in the Onboarding Notes on left side in Hubspot)
      4. Contact (found in upper right side of Hubspot or this can be left blank too but is helpful for the PM
      5. 
   5. Click on Next step
3. Remove Jane Nassiri, Paul S. and Ryan W. and keep the remaining in place
4. Select Project Owner in the dropdown and choose whoever you assigned in Hubspot
5. Click on Next step
6. Uncheck Make me the creator of Tasks, Milestones and copied Messages
7. Click on Next Step
8. Add a project category – this is where we define if it is GZ/GZCMS or CM/MZ/GZCMS
   1. 
   2. No tags are needed
   3. Keep Billable checked
   4. Custom Fields:
      1. Add a Primary Domain if you are able to
      2. If customer already has a database and a Tenant ID is available, add this
      3. Test Link URL is added by the PM
      4. Theme/Layout Choice is added by the PM
      5. Web Design Package – choose from the dropdown what package it is noted in Hubspot/Line Items area
      6. Web Design Status – change to Active
      7. Click on Create Project
   5. Assign Tasks window will appear and choose the Project Manager that has been assigned to the project
   6. Click Finished
9. At the top/nav bar, click on Dashboard:
   1. 
10. To the left/sidebar, click on the End date and change it to 90 days out from the start date (or if it is more than that, adjust as needed) and click on Set Project Dates
11. Highlight and copy the full description in the left/sidebar area:
    1. 
        
12. Enable/Activate Web Design Success Plan Form - Click on Forms tab in top/nav bar then click on "Website Design Success Plan":
    1. 
    2. Toggle the form to "Active" (if message that form could not publish appears, click on "Publish" button at bottom and try again):
    3. 
    4. In the same window, on the left side, click on the Settings tab and change the Task Assignee to the owner of the project it was assigned to (Web PM):
    5. 
13. Click on Messages tab in the top/nav bar:
    1. 
    2. Click on +Add a message in upper right corner
    3. Add subject line text “New Project Assignment”
    4. Paste copied information into the description area
    5. Click on “Remove All” for notifications
    6. Click on Select People and add the Project Manager who was assigned
    7. If there is a Web Planner available to attach, you can add attach the downloaded file from T1 (Forms/Surveys à Website Design Success Plan Responses) The Web PM also knows to check this area or you can indicate there is no planner as of xx/xx (date)
    8. Click on Post Message – this will send an email to the PM