Project Edit Details Control

Overview

The Project Edit Details control provides a comprehensive interface for modifying project configuration settings after initial project creation. Located on the Edit tab of the Project Details page, this control enables authorized users to update essential project parameters including project identification, client assignment, budget settings, billing configuration, and integration with Purchase Order (PO) management.

The control serves as the administrative hub for project reconfiguration, supporting scenarios ranging from simple name corrections to complex client reassignments that trigger financial workflow adjustments. Built-in business rules validate changes, warn users about downstream impacts, and enforce data integrity across interconnected billing and time tracking systems.

When changes involve sensitive financial relationships—such as reassigning projects to different clients with existing billed time—the system guides users through appropriate workflows, including project copying rather than modification when historical billing records must be preserved.

Business Value

Why Does This Matter to the Company?

1. Project Flexibility Throughout Lifecycle - Business requirements change. Client names get updated, project scopes evolve, budget allocations shift. The Edit Details control enables projects to adapt to changing circumstances without creating new projects from scratch. This flexibility reduces administrative overhead while maintaining historical continuity.
2. Financial Control and Budget Management - Direct budget entry and modification capabilities ensure financial parameters stay current as project scope evolves. The integration with "Invoice Budget Amount" functionality enables fixed-price billing scenarios where clients pay agreed amounts rather than accumulated time costs.
3. Client Relationship Integrity - When client organizational changes occur (mergers, reorganizations, account transfers), projects can be reassigned to correct billing entities. The system's safeguards ensure historical billing data integrity while enabling necessary updates.
4. Purchase Order Integration - Direct PO assignment from the Edit tab connects projects to authorized spending. This linkage is essential for enterprise clients requiring formal purchase order processes before work can be invoiced.
5. Per-Piece Billing Configuration - The ability to toggle per-piece billing mode enables pricing model changes without recreating projects. When project pricing needs shift from hourly to deliverable-based billing, this control manages the transition including handling of existing time records.
6. Activity Restriction Controls - Projects can be limited to specific activity types, preventing time entry in unauthorized categories. This ensures time tracking discipline and accurate cost categorization for reporting and billing.
7. Campaign and Marketing Alignment - Linking projects to marketing campaigns enables portfolio-level reporting and analysis, connecting individual projects to broader business initiatives for strategic visibility.
8. Audit Trail and Compliance - Every modification is logged with user attribution and timestamps. The Change History section visible on the Edit tab provides complete accountability for configuration changes.

Business Benefits

For Project Managers

• Rapid Corrections: Fix project naming, descriptions, or classifications without administrative delays
• Budget Adjustments: Update financial allocations as project scope changes through change orders
• Client Updates: Handle client organizational changes without losing project history
• Workflow Control: Enable or disable per-piece billing as pricing requirements evolve

For Account Managers

• PO Management: Assign projects to purchase orders directly from the project page
• Budget Visibility: Enter and modify budget amounts with automatic impact on billing calculations
• Client Reassignment: Move projects between clients when account structures change
• Campaign Tracking: Link projects to campaigns for portfolio reporting

For Finance and Billing

• Invoice Control: Configure whether projects bill accumulated time or fixed budget amounts
• Cost Center Accuracy: Update client assignments to ensure proper billing group association
• Activity Management: Restrict allowed activities to control cost categorization
• Financial Integrity: System warnings prevent changes that would corrupt historical billing data

For Operations Management

• Project Classification: Update project types and categories as work evolves
• Open Project Management: Designate projects as ongoing (open) for continuous client relationships
• Requester Tracking: Associate projects with client requesters for communication and reporting

Usage Scenarios

Scenario 1: Budget Update After Change Order

A project manager receives approval for additional scope with an increased budget. They navigate to the project's Edit tab and update the Budget field from the original $5,000 to the new $8,000 allocation. They add a Budget Note documenting the change order reference. The system records the modification with the editor's name and timestamp, creating an audit trail for the budget increase.

Scenario 2: Per-Piece Billing Conversion

A project initially set up for hourly billing needs conversion to per-piece pricing after client negotiation. The project manager opens the Edit tab and checks "Per piece project." The system automatically creates time records associated with each artwork item, enabling per-deliverable billing. Existing general time entries remain for historical accuracy while new time recording shifts to artwork-specific entries.

Scenario 3: Client Organizational Change

A client company undergoes reorganization, creating new subsidiary entities. Projects previously under the parent company need reassignment to the appropriate subsidiary. The account manager opens each project's Edit tab and selects the new client from the dropdown. The system checks for purchase order impacts—if the new client belongs to a different invoice group, the user receives a warning that PO assignments may need updating.

Scenario 4: Client Change with Existing Invoiced Time

A project with already-invoiced time requires client reassignment. When the account manager attempts to change the client in the Edit tab, the system recognizes that invoiced time exists and prevents direct modification to protect billing integrity. Instead, the system redirects to the project copying workflow, creating a new project under the new client while preserving the original project's billing history.

Scenario 5: Purchase Order Assignment

A project needs association with a client's purchase order before work can be invoiced. The account manager opens the Edit tab, where the PO Assignment section displays available purchase orders for the project's client. They select the appropriate PO from the dropdown and click Assign. The system links the project to the purchase order, enabling billing against that authorization.

Scenario 6: Activity Restriction for Cost Control

Management requires that certain projects only track specific activity types for compliance reasons. The project manager opens the Edit tab and uses the Restrict Activity multi-select to choose only the allowed activities. Afterward, time entry on this project is limited to the selected activities, preventing misclassified entries.

Scenario 7: Campaign Association for Portfolio Reporting

Marketing requires all projects supporting a specific campaign to be trackable together. The project manager opens the Edit tab and selects the appropriate campaign from the Campaign dropdown. For new campaigns, they can add a campaign directly from this interface. The association enables campaign-level reporting across all linked projects.

Scenario 8: Fixed Budget Billing Configuration

A project uses flat-fee billing where the client pays a fixed amount regardless of actual hours. The account manager opens the Edit tab, enters the agreed amount in Budget, and checks "Invoice budget amount." The system creates a special time record representing the budget amount and ensures invoicing uses the budget figure rather than accumulated time costs.

Industry Context

How Project Configuration Management is Used Across Industries

Creative and Design Agencies

Design agencies universally require project modification capabilities as client requirements evolve. The industry standard is to provide comprehensive edit screens for project metadata, with special handling for changes that affect billing. Professional services automation systems (like Workfront, monday.com, or custom agency management systems) all include similar project editing functionality with audit trails.

Enterprise Resource Planning (ERP) Systems

ERP systems in manufacturing and services industries include project master data maintenance with similar change controls. Changes to project cost centers or billing entities require approval workflows in enterprise environments, mirroring this system's handling of client changes with financial implications.

Professional Services Firms

Law firms, consulting companies, and accounting firms use practice management systems with project editing that carefully handles client changes. When clients merge or reorganize, these systems must reassign projects while maintaining historical billing integrity—exactly the challenge addressed by this control's client-change handling.

Package and Label Production

The packaging industry specifically needs project modification capabilities for:

• Client reorganizations common in CPG (Consumer Packaged Goods) companies
• Budget revisions as artwork counts change
• Billing model adjustments (hourly vs. per-piece) as customer preferences evolve
• Campaign associations for seasonal packaging programs

Project Management Best Practices Implemented

• Change Control: Modifications are logged with user attribution, supporting project management governance
• Financial Safeguards: System prevents changes that would corrupt historical billing
• Workflow Redirection: When direct changes aren't appropriate, users are guided to correct workflows (like project copying)
• Purchase Order Integration: Direct PO linkage is standard in enterprise-facing creative services
• Activity Restrictions: Cost categorization controls are essential for accurate project costing and billing

Business Logic Details

Client Change Handling

The system applies sophisticated logic when clients are changed:

Simple Client Change

When a project has no invoiced/billed time, the client can be changed directly. The system updates all client-related associations and validates that the new client's settings are compatible with the project type.

Client Change with Invoiced Time

When invoiced time exists, direct client change is blocked to preserve billing integrity. The system redirects to the project copying workflow, where:

1. A new project is created under the new client
2. Unbilled work can be transferred to the new project
3. The original project retains its historical billing records

Invoice Group Changes

If the new client belongs to a different invoice group, purchase order assignments become invalid. The system warns users and, upon confirmation, removes old PO assignments so new ones can be added from the new client's available purchase orders.

Per-Piece Project Toggle

Enabling per-piece billing triggers automatic time record creation:

1. For each artwork item in the project, the system creates placeholder time records
2. These records enable per-deliverable billing based on artwork complexity
3. Existing general time entries are preserved but new entries focus on specific artworks

Disabling per-piece billing presents the option to remove the automatically created time records, with warnings about billing impact.

Budget and Invoice Budget Amount

The Budget field and "Invoice budget amount" checkbox work together:

Budget Only (Invoice Budget Amount unchecked)

• Budget serves as a reference/target amount
• Actual billing uses accumulated time costs
• System warns when time costs approach or exceed budget

Invoice Budget Amount Enabled

• Budget becomes the actual billing amount
• System creates a special time record representing the budget value
• Invoicing uses the fixed budget rather than hourly accumulation
• Changes to the budget synchronize the time record
• Disabling Invoice Budget Amount removes the budget time record (with confirmation)

Per-piece projects cannot use Invoice Budget Amount simultaneously—the system enforces mutual exclusivity.

Purchase Order Assignment

PO assignment validates:

1. The selected PO belongs to the client's invoice group
2. The PO's date range is current (not expired)
3. The project isn't already assigned to this PO

When clients change, PO assignments from the old invoice group are automatically removed with notification to the user.

Project Type Constraints

Some project attributes constrain client selection:

• Packaging projects prefer clients configured for packaging
• Creative projects prefer clients configured for creative work
• The system warns when selecting clients with mismatched project type configurations

Activity Restrictions

Activity restrictions limit time entry options:

• Multiple activities can be selected as allowed
• Time entries on restricted projects can only use allowed activities
• Existing time entries in now-restricted activities remain for historical accuracy
• New entries must use allowed activities only

Campaign Association

Campaigns are client-specific:

• Only campaigns belonging to the project's current client appear in the dropdown
• When clients change, campaign selection resets
• New campaigns can be created directly from this interface for the current client

Project Tracker Fields

Specialized fields support client-specific tracking requirements:

• Requestor: The client-side contact who requested the work
• Facility: Manufacturing location or distribution center relevant to the project
• Client Project Number: The client's internal reference number for cross-referencing
• New/Edit: Classification of whether work is new design or modification of existing artwork

These fields enable reporting in client-required formats and populate specialized reports like Project Tracker exports.

Key Features

Project Identification

Financial Settings

Billing Configuration

Activity Controls

Project Tracker Section

Purchase Order Management

Functional Components

Project Details Form

The main editing form presents all configurable project attributes in a structured layout. Required fields are validated before save, with clear error messaging for validation failures. The project name field enforces maximum length (256 characters) with immediate validation feedback.

Client Selection

The client dropdown is filtered based on project type compatibility. Clients configured for different project types appear highlighted, with warnings when selection would create a type mismatch. The system tracks whether the selected client change would require project copying due to existing billed time.

PO Assignment Panel

The PO assignment section shows:

• Currently assigned purchase orders with details (number, dates, amount, description)
• Quick links to PO reports and estimate documents
• Dropdown for adding new PO assignments from available orders for the client
• Automatic validation of PO availability and date ranges

Budget Details Display

An expandable section shows how the budget breaks down across artwork items:

• Complexity levels and their associated dollar amounts
• Count of items at each complexity level
• Alteration entries when applicable
• Useful for understanding how per-piece pricing accumulates

Campaign Management

The campaign dropdown shows campaigns associated with the current client. An "Add new campaign" link expands an inline form for creating new campaigns directly from the Edit tab without navigating away. New campaigns become immediately available for selection.

Save and Validation

The Save button performs comprehensive validation:

• Required field completion
• Business rule validation (e.g., per-piece/budget exclusivity)
• Client change impact assessment
• Confirmation dialogs for changes with financial implications

Change History Section

Below the edit form, the Change History displays all modifications made to project details:

• Date and time of each change
• User who made the modification
• Before and after values for changed fields
• Complete audit trail for compliance and troubleshooting

Relationship to Other System Components

Project Details Page

The Edit Details control is one tab within the comprehensive Project Details page. Changes made here affect displays on other tabs:

• Project Info tab shows updated name and description
• Header displays updated client and budget information
• Time tab respects activity restrictions configured here
• Estimates tab shows PO assignments made through this control

Dashboard

Projects appear on the Dashboard with their current names and client associations. Changes to project identification here immediately reflect on Dashboard displays for all users.

Invoice and Billing System

Edit Details changes directly impact billing:

• Client changes affect which invoice group receives billings
• Budget/Invoice Budget Amount settings control billing calculations
• PO assignments determine billing authorization
• Per-piece settings affect time record creation for billing

Time Tracking

Activity restrictions set here control the Time Entry interface:

• Only allowed activities appear in time entry dropdowns
• Existing time entries in restricted activities display but cannot be duplicated
• Per-piece toggle affects time entry association with artwork items

Purchase Order Management

PO assignments made here appear in:

• PO reports showing project associations
• Estimate management for creating PO-specific cost estimates
• Billing workflows validating work against PO authorizations

Client Management

Client information flows from the client management system:

• Available clients in the dropdown come from active client records
• Client settings (project type, invoice group) affect project compatibility
• Requester lists are filtered to the selected client's contacts

Campaign Reporting

Campaign associations enable portfolio-level analysis:

• Campaign reports aggregate all linked projects
• Marketing can track spending and progress across campaign projects
• Executive dashboards show campaign-level metrics

Audit and Compliance

Change logging supports compliance requirements:

• All modifications are recorded with user identity
• Change history is accessible for audits
• Financial changes trigger additional logging

Summary

The Project Edit Details control provides the essential capability to maintain and modify project configuration throughout the project lifecycle. By consolidating all editable project attributes into a single, accessible interface on the Edit tab, the control enables efficient project administration while enforcing business rules that protect data integrity.

The control provides:

• Comprehensive Project Configuration: All modifiable project attributes accessible from one location
• Financial Safeguards: Client change handling protects historical billing integrity
• Purchase Order Integration: Direct PO assignment connects projects to authorized spending
• Flexible Billing Models: Per-piece toggle and budget settings support various pricing approaches
• Activity Control: Restrictions ensure proper cost categorization for reporting and billing
• Campaign Association: Portfolio-level tracking connects projects to marketing initiatives
• Complete Audit Trail: All changes logged for compliance and troubleshooting

Whether updating a project name, reconfiguring billing to per-piece pricing, reassigning to a new client, or linking to purchase orders, the Edit Details control provides the tools necessary while ensuring the integrity of interconnected financial and operational data throughout the system.