Basil: Creating Projects

Projects in Basil allow you to group related tasks within a workload, giving you a comprehensive view of completed items for the entire project, rather than checking the status of each task individually. Another benefit of using a Project is that the creator of the Project and all of the task assignees will be notified when the Project has been created, when they have tasks to do in the Project, and when all of the Tasks that encompass the Project have been completed.

You can set up a project for any workflow or task group that involves multiple tasks to be completed. In the project, you can assign task owners, required completion dates, and additional details relevant to each of the tasks. The project can be launched with or without the Cora Assistant.

A Project can be created and launched or saved as a template. The Project can have several tasks, each consisting of a type of task, assignee, required by date, and additional details. The assignee is the owner of the task and is expected to complete the task before the date specified. The Project is completed when all the individual tasks are completed.

To Create a Project:

1. Click on the ‘Tasks’ tab at the top of Basil.
2. This brings you to the Task list view. To view Projects instead of individual tasks, select ‘Projects’ on the toggle button towards the top-right.
3. Next, click the ‘+ Projects’ button towards the top right. 
   
   
5. Select Client - Assign the Project to a Client and a Workspace. 
   1. The Client drop-down menu will show all Clients you’ve added to Basil. Please view the ‘Add Clients’ help guide if you need to add a Client.
   2. The Client Workspace drop-down menu will show the Workspaces for the specific Client you’ve selected above. If the user only has one workspace, it will be auto-populated in this field when selecting the client. Please view the ‘Create a Workspace’ instructions if necessary.
6. Project Info - Enter a name for the Project. You may add a description as well.
7. Schedule - You may add a Repetition Cycle and Enable Workflow for the Project.

1. 1. If you add a Repetition Cycle, a new occurrence of the Project will be created on that day in the future. The Tasks nested in the Project will also be created once the Project occurrence is created. For example, if today is the 15th of October and you set a Monthly repetition, then the next Project occurrence will be November 15th and its Tasks will also reflect the month of November. You can disable the creation of new occurrences by either changing the Repetition Cycle field to ‘None’ on the most recent Project occurrence.
   2. A completion order can be set by checking the ‘Enable Workflow’ box.
      1. The tasks must be completed in the order they are listed if this box is checked. When workflow is enabled, the start date for the next task will be the end date of the previous task. The next task will not show up on the Task Kanban boarding until the previous task is marked complete. The due date of the new task is set based on the new start date and is set equal to the set number of days after the new task’s start date.
       

7. Cora Assistant - You may set Cora Assistant who will help remind the people that were assigned tasks in your Project that they have action items to complete. Cora can be set to an ‘Easygoing’, ‘Regular’, Critical’, or a Custom mode. 

1. 1. In an ‘Easygoing’ mode, Cora will send an email reminder to the task owner once every 72 hours, until the task is completed.
   2. In a ‘Regular’ mode, Cora will send an email reminder to the task owners once every 48 hours, until the task is completed. 
   3. In a ‘Critical’ mode, Cora will send an email as well as a text reminder once every 24 hours until the task is completed. The task owner needs to have verified their mobile phone number to receive text messages. Phone carrier SMS text charges may apply.
   4. Custom follow-up modes can also be configured in the Account Owners 'Settings' menu.
   5. Cora Assistant can also be activated or edited after launching a Project by clicking the pencil icon to the right of the Project name from the list of all Projects.
      

8. Add Tasks - You can now begin to list the Project tasks by clicking ‘Add Tasks’. 

1. 1. Task Info - You can use the ‘Title’ field to choose from a number of preset task options or type the name of your Task as freeform text. You can then assign the Task to a user or leave it Unassigned and add a Description, Priority, and Tag for searching.
      1. You may create your own Task Types to add to this list by following the steps listed below in Creating New Task Types.
   2. Schedule - Set the Start and Due Dates for the Task. By default, the Start Date will be today and the Due Date will be seven days from today. 
   3. Billing - You can set your Tasks to be billable to be used with Invoicing once the Tasks are worked on.
   4. Folders and Files - Some Task Types allow you to add an Attachment. There are certain Task Types that require you to select a File Path:
      1. The ‘Upload a file’ task will ask you to select which folder you’d like the assigned user to upload to. 
      2. The ‘Download a file’ a ‘Review a file’ tasks will ask you to select the specific file you’d like the user to perform the task for.
      3. The ‘Setup a Meeting’ task will ask to select a user’s calendar where the meeting will be added.

9. When done, you can click ‘Save and Add More’ to add more tasks or ‘Save and Close’.

10. Click 'Launch' when you are ready to proceed. If you aren’t ready to launch the Project and would like to come back to it, you may click the ‘Save as Draft’ button or ‘Save as Template’ to save this project as a template.

1. 1. You can review and edit the Tasks part of the Project by going to the ‘Tasks’ button at the top of the window.
   2. If you click the ‘X’ in the top right corner, you will leave the Project and what you’ve entered will be saved as a draft as well.
   3. If you save a Project as a draft, you can come back to it by clicking the Tasks tab, toggling to view Projects, clicking the funnel icon to sort by statuses in 'Draft', and clicking the pencil icon to the right of the Project name. You can then edit the Project details and/or launch the project by clicking ‘Launch’.