Cancel Projects

The “Cancel Project” checkbox allows to preserve details of projects that have been cancelled. It's commonly used if you create quotes and estimates and would like to maintain a record of the projects, and project numbers, that were not awarded.

Important Notes when using the Cancelled Project Feature:

• “Cancelled” projects will not show in the Invoice Creator.
  
  
• “Cancelled” projects behave like “Closed” projects, which means that you can not add bookings, media orders, work orders, or extras, and can not modify prices or discounts.
  
  
• Financial Reports: Data from bookings, media orders, work orders and extras within a “Cancelled” project will still be included in Financial Reports if you generate these reports from the Objects. But if you generate your Financial Reports from Projects, you can always leave “Cancelled” projects out.
  Best practice is to Archive “Cancelled” projects for these not to be included in Financial Reports. More granular searches as input for the report can be pulled from the Project/Bookings Search.
  
  
• Cancelled projects will automatically be set inactive. 
  
  
• "Hide Cancelled Projects From Timelines And Reports" in Toolbox > Settings > Server Setup.
  When you have this setting enabled and change project status to "Cancelled" the Bookings will no longer show in the Hourline, Object tree, Personnel tree, iOS timeline and Web Client timeline. They still show when loading the Project in the Project tree.
  The Bookings will also not show in Financial Reports, Object Reports and User Reports. You can still print out a Project Report. (If you need to still be able include lines from cancelled projects in your Financial Reports do not use the setting.)
  
  If the "Cancelled" Status is un-ticked, the Project Bookings will show again in the timelines, the Project however will remain not active.
  
  
• Set all related Bookings as Cancelled
  Until the Project is archived all the containing Bookings will remain on the timeline (unless the new setting "Hide Cancelled Projects From Timelines And Reports" is on). Go to "Projects" and Filter From: Projects & Bookings. Search for all Bookings of the to be Cancelled Project, highlight all, right click and set the "Global Status For Selected Bookings (x): Cancelled".
  
  
  
• Filter and search for "Cancelled" Projects in the Project Search
  Display the "Cancelled Note" through "Edit View" in the search results and from here e.g. export through the "Open As Spreadsheet" option.

• Closed and cancelled projects can also be archived. 
  Archived projects will be listed under “Archived” under the Project tab in the Toolbox/ Navigator. Read more on Archiving here.
  
  
  

Configuring the Permission Profile

Only Super Users with “Cancel Project” permissions are allowed to cancel a project.

1. Go to the Object Manager/ Server Setup.
   
   
2. Double click on the Super User whose profile you wish to grant access.
   
   
3. Open the permission profile settings from the bottom right hand corner of the Modify User panel.
   
   
4. Set “Can Cancel Projects” from the General settings to YES. See pink box in the picture below.
   
   
5. Click “OK”.
   
   
   
   

Using the feature “Cancel Projects”

1. Open the Project
2. Check the checkbox labeled “Cancelled” at the bottom of the Edit Project window.
3. Confirm cancelling the project.
4. Enter a descriptive note as to why the project was cancelled. This note will be visible as mouseover on the cancelled checkbox.
   
   
   
   
5. Set the Active status of the project to “No”. No matter if the Active status is still set to ‘YES’ or ‘NO’ the project will no longer show up under either “Active” or “Closed” projects once the Cancelled Checkbox is ticked.
   
   
6. The project will now be listed under the Project tab in the Toolbox/ Navigator, under “Cancelled”.