Project Portfolio

Overview

Project portfolio is a project management tool that gives you a high-level overview of your projects and lets you manage them based on the information presented, including budget, invoices, payments due, and more.

My Projects screen overview

The My Projects screen shows charts featuring project metrics and a table view of projects in ServiceTitan. To access this screen, go to the navigation bar and click Projects.

The charts on the top half of the screen show a breakdown of how many projects are in each status and how many projects are owned by each project manager.

You can view the following information on the projects table:

• Project #: Project record number

• Customer: Customer associated with the project

• Project Name: Name of the project

• Group: Name of the project group

• Project Type: Project type associated with the project

• Project Business Units: Business units associated with the project

• Location: Location associated with the project

• Status: Status of the project

• Manager: Project manager overseeing the project

• Invoiced Total: Total of all invoices

• Start Date: Date when the project started

• Target Completion Date: Date the project is targeted to finish

• Actual Completion Date: Actual date when the project is completed

• Custom Fields: Custom fields for project records you have set up. For more, see Use custom fields.

• Total Jobs: Number of jobs associated with the project

• Completed Jobs: Number of completed jobs associated with the project

• Project Description: Description associated with the project

• Job Types: The job types of the jobs associated with the project

• First Estimate Sold By: The name of the employee that sold the first estimate associated with the project

Set up your project table view

When you go to the Projects screen for the first time, we recommend that you complete the following steps to set up your project table view. After you set it up, you can then save and bookmark your project table view. This saves you time from having to filter and sort your project table every time.

Tip: Saving and bookmarking your view saves you time, so you don't have to filter and sort your project table every time you view it.

Filter by absolute dates

To filter your projects by exact, predefined dates or date ranges:

1. Select a date from the dropdown. You can select:    

   1. Created On Date: Date when the project was created

   2. Modified On Date: Last date the project was modified

   3. Start Date: Expected start date for the project

   4. Target Completion Date: Date by which the project is targeted to be completed

   5. Actual Completion Date: Date when the project was actually completed

2. Select a date range from the dropdown. You can select the following:    

   1. Last 7 days

   2. Last 30 days

   3. Last 90 days

   4. Last 365 days

   5. 7 Days From Now

   6. 30 Days From Now

   7. 90 Days From Now

   8. 365 Days From Now

3. Alternatively, you can click the Calendar and create your own date range.

4. When finished, click Apply.

Filter by custom date ranges

To filter your projects by custom date ranges relative to today's date:

1. Click the Calendar .

2. Enter a number value and select a time frame from the dropdown. You can select the following:    

   1. Days Ago

   2. Weeks Ago

   3. Months Ago

   4. Years Ago

   5. Days from now

   6. Weeks from now

   7. Months from now

3. When finished, click Apply.

Customize table views

You can select which columns you want to show or hide from the project table.

To show or hide columns:

1. At the top of the projects table, click Edit Columns.

2. On the Edit Columns screen that opens, select or deselect the columns you want to show or hide in the table.

3. When finished, click Save.

Sort table columns

1. Click a column header to sort the table alphabetically by that column. An arrow appears on the column header, indicating how the table is sorted.

2. Click the column header again to change the sort order.

3. Click the column header a third time to clear the sorting filter.

An arrow pointing up means the column is sorted in ascending order.

An arrow pointing down means the column is sorted in descending order.

Group projects by column

Drag and drop a column header to the designated space above the table to group the table by that column.

For example, if you drag and drop the Status header, the table groups the projects by project status.

Note: You can only have one table group active at a time.

Tip: You can adjust the width of columns, how columns are sorted, and how projects are grouped for your project view. Be sure to save any changes you make.

To ungroup the projects, click the Delete icon on the group filter.

Search for projects

To search for a specific project:

1. Select a search criteria from the search dropdown. You can search for projects by:    

   1. All

   2. Customer

   3. Location

   4. Project Name

   5. Project Number

2. Enter a search keyword in the textbox next to the dropdown.

3. Narrow your search results by the using following filters:    

   1. Total Range and custom fields: Click   to display the total range and custom fields criteria. Enter the criteria you want to use and click Apply.

   2. Status: Click the expand   icon to view a list of project statuses and select the statuses you want to include in your search criteria. Click All to select all statuses or None to clear your selections. When finished, click Apply.

   3. Manager: Click the expand   icon to view a list of project managers and select the project manager you want to include in your search criteria. Projects associated with the selected managers appear in the search results. Click All to select all statuses or None to clear your selections. When finished, click Apply.

4. When finished defining search filters, click Search.

Save your project table view

After setting up your project table view, you can save your view for future use. You can save multiple table views.

Note: You can only save changes to a view you set up, as described in the above section.

To save your project table view:

1. Click the Expand icon at the top of the screen.

2. In the menu that opens, select Save As. 

3. In the Save As pop-up that opens, enter a name in the Table View Name field. 

4. Click Save. The new table view name displays on the top menu.    

   Tip: You can drag-and-drop your saved views to organize them in the order you want.

Edit your saved project table view

1. Make your preferred changes to the table view by sorting, grouping, and filtering your projects.

2. When finished, click Save View on the top menu.

3. In the pop-up that opens, click Yes. A confirmation message appears on the top menu.

Bookmark your project table view

Bookmarking your project table view lets you access your customized view without having to select from your list of saved table views. When you click Projects in the navigation bar, the project table view appears based on what you bookmarked.

To bookmark your project portfolio view:

1. Set up your project portfolio view.

2. Save your project table view.

3. On the top menu, click the Bookmark   icon.

Note: A solid bookmark icon means the current table view is bookmarked.

Project Creation Experience

You can create projects directly from project portfolio. With the project creation experience, you can also create the necessary customer and location records to save time and increase efficiency.

To create projects from project portfolio:

1. Go to the Projects   tab and click Create Project. 

2. On the screen that opens, search for a customer using the search fields under Select Customer. You can search by name or address.    

   Note: If a customer record doesn't exist, you can create the customer while creating the project. For more, see Create new customer records from Project Portfolio.

    

3. Click Search.

4. Select the location record from the results that populate. 

5. Click Next to continue creating the project. 

6. On the Enter Projects Details screen that opens, you can enter information about the project before creating the project record. This includes:    

   1. Project Details: Project Photo, Project Name, Project Type, Status, Business Unit, Project Manager, Project Description, Revenue Recognition Method, Start Date, Target Completion Date, and Actual Completion Date.

   2. Contract Information: Contract For, Contract Date, Payment Term, Enable Retainage, Retainage Percentage, Prevailing Wage, and Rate Sheet.

   3. Additional Details: Custom Fields, if applicable.        

      Note: The Enter Project Details fields are not required fields. If you prefer to add the project details at a later time, click Create Project.

         

7. When finished, click Create Project.

The newly created project appears, including any details you entered while creating the project.

Create new customer records from Project Portfolio

To simultaneously create new customer and location records while creating projects from project portfolio:

1. From the   Projects tab, click Create Project. 

2. In the screen that opens, click   Create Customer. 

3. The Create Customer screen opens. Under Where will the service be performed?, enter the following details. This creates the new customer's Location Record:    

   1. Location Name

   2. Location Address: Include the street number and name, City, State, Country, Zip / Postal Code, and if applicable, the apartment, unit, or suite number.        

      Note: If the address populates for validation, select it from the Suggested Address dropdown to validate it. If it doesn't populate, manually enter the longitude and latitude coordinates so jobs can be managed properly.

   3. Contact Methods: The phone, email, or fax for the location.        

      Note: You should have at least one entry here. Click the Delete icon to remove a contact method, or click Add Contact Method to add another one.

4. Under Who will pay for the job?, enter the following details. This creates the new Customer Record:    

   1. From the dropdown, select whether The customer is the same as the tenant or The customer is different from the tenant.        

      1. If they're the same, the location details under Where will the service be performed? will match the Customer Record and the customer you're adding will pay for the job.

      2. If they're different, enter the Customer Name, Billing address, and contact methods of the party who will be financially responsible for services.

   2. Customer Type: Select Residential or Commercial to set the property type.

   3. If your account is configured for it, select if the customer is eligible for client-specific pricing, or if you'd prefer to Use Default Rate Sheet for Customer Type.        

      Note: If you Select custom rate sheet, provide additional information to your customer about the client-specific rates. Account configuration is required to use this feature, please contact Technical Support for details.

5. When finished, click Create Customer. 

6. With the newly created customer and location records, you can proceed by clicking Next to continue creating the project.

Add locations to existing customers from Project Portfolio

With Project Portfolio you can also add new locations to existing customer records. To add new locations:

1. Go to the Projects   tab and click Create Project.

2. On the screen that opens, search for a customer using the search fields under Select Customer. You can search by name or address.

3. Click Add Location. 

4. On the Create Location screen that opens, enter the following details:    

   1. Location Name

   2. Location Address: The service location address. Include the street, city, state, country, zip or postal code, and if applicable, the apartment, unit, or suite number.        

      Note: If the address populates for validation, select it from the Suggested Address dropdown to validate it. If it doesn't populate, manually enter the longitude and latitude coordinates so jobs can be managed properly.

   3. Location Mobile Phone and Email: The contact methods for the service location. 

5. When finished, click Create Location.  

6. Click Next to continue creating the project.

Use Edit Mode

With Edit Mode, you can edit your project information directly from Project Portfolio. You can also make bulk edits to multiple projects at the same time.

When you edit projects from Project Portfolio, you operate from the same browser tab. This saves you clicks, time, and energy.

Common use cases for Edit Mode include:

• A project manager edits projects they manage to reflect their current status. With in-line editing, the project manager clicks the Status column on their projects and updates several project statuses without having to open each project individually.

• Adding custom fields to the project table view and bulk editing the value for the custom field. For example, bulk editing the Pre-Site Complete custom field to Completed.

• Bulk editing the Manager field to a new project manager.

To edit a single project

1. Click on the Projects   tab to access Project Portfolio.

2. On the Projects screen, turn on the Edit Mode toggle. 

3. With Edit Mode enabled, click the project information you want to edit. 

4. After you've finished making changes, click Save. 

5. Turn off the Edit Mode toggle to exit Edit Mode. 

To edit multiple projects

1. Click on the Projects   tab to access Project Portfolio.

2. On the Projects screen, turn on the Edit Mode toggle. 

3. With Edit Mode enabled, click the project rows you want to edit. 

4. Click the project information you wish to edit.

5. On the pop-up that opens, click Apply to save your changes. 

6. Turn off the Edit Mode toggle to exit Edit Mode.

Bulk edit projects

1. Click on the Projects   tab to access Project Portfolio.

2. On the Projects screen, turn on the Edit Mode toggle.

3. With Edit Mode enabled, click the project rows you want to edit and then click Bulk Edit. 

   Note: The option to Bulk Edit is visible once Edit Mode is enabled. Bulk editing only applies to projects selected on the current screen.

4. On the Bulk Edit screen that opens, select the fields you want to change:    

   1. Click the Status field and select Update Value.

   2. Click the Change to dropdown and select the value you want to update.        

      Tip: You can also remove values in bulk.

      

      Note: Fields that remain blank, empty, or Keep as is on the Bulk Edit screen are not changed in the selected projects.

5. After you've finished making changes, click Save. 

6. On the confirmation pop-up that opens, click Confirm. 

7. Turn off the Edit Mode toggle to exit Edit Mode. 

Want to learn more?

• See Project management

• See Manage projects