Open a project's settings to change its details, decide who is notified and who reviews its invoices, manage its addresses, or take it out of use when the work is done.
Before you start
You need the Admin or Purchaser role by default. Your company can change this per role in Company Settings.
Your company can make some of these fields required. An Admin sets that in Company Settings.
Steps
Open Projects in the top navigation bar.
Click the gear icon on the project. Its tooltip reads Edit project settings.
Under Project Details, edit the name, Project ID, watchers, project group or warehouse.
Under Assignees, set who handles this project's invoices, material requests and inventory.
Under Addresses, add an address or set the Default Delivery Address.
To take the project out of use, switch Active off.
Click Save Changes.
What happens next
Changes apply as soon as you save. If you switched Active off, the project moves to the Inactive projects list and stops appearing in project dropdowns across SubBase. Its orders, invoices and history stay as they are.
What clearing a field does
Clearing the project group does not hide the project. It becomes an ungrouped project, and ungrouped projects are visible to everyone in your company. Nothing is deleted, and putting the group back restores the old visibility. Nothing stops you clearing it.
Removing someone from Default Order Watchers stops them being added to new requests, quotes and orders on this project. They stay on the ones they already watch. Adding them back does not put them on anything created in between.
Switching Active off deletes nothing. The project leaves the Projects list and the project dropdowns, and switching it back on returns it. There is no way to delete a project.
Notes and limits
Project Name is required and has to be unique in your company.
Project ID cannot contain spaces, and has to be unique in your company.
Your company can rename Project Group, so that field may read something else for you.
Best practices
Move a project between groups from this page, and do not clear the field to restrict it. An empty project group makes the project visible to everyone in your company, which is the opposite of what it sounds like.
Take a finished project out of use with the Active switch rather than renaming it to something like CLOSED. Inactive projects keep their orders and invoices and drop out of every project dropdown.
Correct a wrong Project ID here rather than creating a second project. A duplicate is rejected with ID already exists.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.