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Setting it up right the first time...

Paul

May 13, 2022 21:05

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I really hate wasting time because I set up something wrong the first time, so I thought I'd see if anyone can guide me through the organization of data given my use case.

I run a small consulting firm. I have teammates. I have clients. We do projects for clients.

Some of these projects are repeats (thus templates for task lists are quite useful) and some are one-offs (thus I built project plans from scratch). Tasks and due dates are important to me. Gantt charts and dependencies really aren't. All projects involve files. Files we're given (PDFs usually) and documents we create. We also take a lot of notes to share with one another. We could do this in Pagico or in a separate tool and bring the document in when we're done.

Ideal workflow:

New project comes in. Create project in Pagico under the correct client. Use a template if this is a common type of project. Add the teammate to the project so that they have access to everything related to this project. Upload the documents to the project. Assign tasks and due dates. Create a note to put some random comments about the project/client, etc. for my teammate to see. Log in every day to find all of this stuff in one place.

Now, within Pagico - I see Dashboards, Projects, Teams, Lists, Tasks, Collections. I'm reading the instructions and trying to watch videos on YouTube but I'd really like to set this up the right way the first time so I can dive right in with using it. 

Thanks!

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10 comments

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  CM May 14, 2022 03:10 Official comment

  Hi Paul,

  I'm happy to help! Here's how I would do it:

  First, the team setup:

  1. Make sure you have created a team and invited your teammate to it.

  2. Once your teammates are in, you're all set. Please note: Your teammates will have access to everything in the same team. We'll cover this in a moment.

  New project comes in:

  1. Go to the Contacts section and make sure you have a contact for this client. If not, create it.

  2. Double check: is this contact shared in your team yet? If not, click on the "SHARE" button and check your desired team. Remember, all team members will have access to everything in that team.

  3. Inside this contact, click on the "+" button and choose "Project or Contact". You'll be creating a link to a (to-be-made) project. Type in the project title in the keyword field, then select the "Create a new project" option to create this project and link to it in one shot.

  4. Go to this project and you can start putting in dates, tasks, notes, and files. Remember to share this project in your team, by clicking on the "SHARE" button near the top right corner, and check your team.

  At this point, you'd have a contact for the client, a linked project for this new project, and both the project & the contacts are in your team, making them accessible to all your teammates in that team.

  I hope this helps a bit, and let me know if you have any further questions or comments. Thanks!

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  Paul May 14, 2022 18:17

  1. Make sure you have created a team and invited your teammate to it.

  Having some issues here. I purchased the "Partners Plan." Using the browser (Safari), I clicked "Manage Teammates." I clicked "Add a New teammate," typed in his name and email, and it says I was successful. The interface still shows me as having "No teammates yet," but maybe that's just because he hasn't accepted.

  Then I click on "Create a new team." I type in a name and select my region. It says "new team created" and has a green checkmark. When I dismiss that window, there is no sign of the team I just created. "No team workspaces yet." Did that 4-5 times with the same result.

  Then I left the browser and opened the Mac App. I go to teams and it shows there are none and "last synchronized" is "n/a." So I click the "refresh" option. It says "loading," then "done," but nothing changes.

  I click the "create a new team" icon. A box pops up that says "Create a new team" at the top and in the middle says "loading." It never finishes loading. Quit the app, restart, try everything again and it's all the same.  

  

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  CM May 14, 2022 23:49

  Hi Paul,

  Sorry for the inconvenience! The past 24 hours have been tricky as we just completed (or mostly completed) a major web services overhaul. There are still minor kinks that we are working through. We expect all the issues to be resolved by Monday. Would you mind trying the team invitation a little later and let me know how it goes? Things should go much better after a day.

  Thank you very much for your patience!

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  CM May 15, 2022 18:35

  Hi Paul,

  Just to confirm that the issue of inability to create new teams in Pagico has been addressed. It was indeed caused by our server overhaul that took place over this weekend. But now everything should work as expected. I apologize for the inconvenience! Please do let us know if you see anything else strange.

  Thank you!

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  Paul May 16, 2022 13:45

  Yep, got the team set up now, no problem. Created the clients as contacts and I see how all that works.

  I took an existing project and made it into a template. (Save as template.) I found where I can see a list of my templates and share it with my team (done).

  Where I'm a bit stuck is how to use the template to create a new project. I went to the client and clicked "+," named my new project, but couldn't see how I apply the template to that new project.

  I apologize for needing so much hand holding!

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  Paul May 16, 2022 13:49

  Ahh - found it, on the dashboard!

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  Paul May 16, 2022 14:38

  FYI: Looks like maybe the public link function isn't working? That would make sense to me as a temporary casualty of your server overhaul.

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  Paul May 16, 2022 15:55

  My teammate gets this when he tries to get set up.

  

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  CM May 16, 2022 16:11

  Hi Paul,

  I’m sorry for the inconvenience, and I’ll be happy to help! 

  Please ask your teammate to sign up for a Pagico ID account one more time; it should work this time.

  Thank you very much!

  To answer your earlier question: To create new projects with templates, there are two ways:

  1. Go to the Dashboard. You should see all your templates listed near the right side. Click on those buttons to create new projects using the templates.

  2. On the left side, right-click on the Create New button (the big blue one near the top) and choose "New Project". In the subsequent prompt, choose a template from the dropdown list.

  Hope this helps a little! Feel free to let me know if you have any further questions.

  Thank you! 

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  Paul May 16, 2022 18:47

  Got it, thanks!

  I've asked him to try again and I'll post back soon with the result (and, no doubt, my next series of questions!).