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Milestones PM+ Admin Guide About this Document

This guide covers your setup and understanding of Milestones PM+, both the Free Edition as well as the Premium Edition. In general, the guide is divided into sections for each edition, however in the section for the Free Edition, we will call out our premium/paid product, Milestones PM+ Premium Edition in situations where limitations do apply with the free version. The section for the Premium Edition covers the setup of the Premium Edition features. If your question or need is not covered in our admin guide, we recommend that you either:

● Browse our Milestones PM+ Starter Packs for implementation assistance. ● Reach our fantastic technical support team at [email protected]. ● Visit our Community to create an estimate for your implementation project.

About Milestones PM+

Milestones PM+ is native project management app for Salesforce and is easily customizable by an experienced Salesforce Administrator. You own your project management methodology, so we think you should own your project management solution as well. Our solution can be continuously adapted to meet your project management needs. This is why we offer Milestones PM+ Free Edition. It gives you the chance to experience the solution, map out your project management business process, implement project templates, and get off the ground with a more effective project management solution.

Who is Milestones PM+ Suited For?

Milestones PM+ is ideal for existing customers of Salesforce that are now looking to mature their organization’s usage of Salesforce by implementing a project management solution. Any project management solution consists of a project management methodology, a tool/app, and users who represent project senior leadership, project managers, and project team members. Milestones PM+ is a flexible platform to meet most project management models and 100% of your project management requirements. Our solution is best for those organizations that view

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their project management process almost like a manufacturing process with fixed phases. Each phase can have a set of tasks and each phase generally goes in order. Each project may bring with it an additional phase or two or an addition task or two (this is what makes a project unique and difficult), but in the end, baking a cake is baking a cake. With Milestones PM+, you can still have multiple templates for each project type. In general though, your project managers/coordinators are not tasked with reinventing the wheel each time nor are they delivering something truly unique to each customer. They are working off a template or master recipe/outline. In a nutshell, if you can boil down each of your project types to a template currently found in a document, spreadsheet, or MS project plan file, then Milestone PM+ is the correct solution for your organization.

Product Overview Video

Feel free to check out our demo video on youtube.

Milestones PM+ Free Edition Admin Guide

Product Installation and Permission Sets Milestones PM+ can be installed into a Professional Edition org or higher. Installing Milestones PM+ is easy! Just click the green “Get It Now” button on our AppExchange listing and follow the steps in the wizard. Please note that any Salesforce administrator will have access to Milestones PM+. If there are non-administrator users that you want to grant access to the app, please assign the Milestones PM+ Full Access permission set to the User record. Here is more info on how to assign permission sets to a User.

Assigning Users Licenses


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If you are on the Free Edition, you will need to add the Users that you want to use the app. To do so please refer to the steps outlined by Salesforce found here Assign User to Installed Package.

Upgrading Milestones PM to Milestones PM+ If you are upgrading an existing release of Milestones PM (unmanaged), please read on to learn about installing Milestones PM+:

● You can install Milestones PM+ alongside Milestones PM as it is separate app. If you need to retain old project data (including custom fields and relationships), we recommend that you visit our Community for a data migration quote unless you are really good with Salesforce data loading (ETL) tools. Most data migrations take no more than 8 hours. If no data retention is necessary, you may uninstall or delete Milestones PM when ready.

● Migrating Your Milestones PM Projects - Please follow these substeps: ○ Please note that this procedure will not export your custom fields, nor does it

include any customizations that you have made. Again, if you need assistance with a complete data migration option, or any data migration in Salesforce, please let us know.

○ MPM+ supports a simple project structure, Milestones and Tasks. Each Milestone may have multiple Tasks. If you are trying to convert existing templates and you have more than the two level structure, we recommend collapsing the items into two levels. Tasks being individual items for completion, belonging to a Milestone.In Milestones PM, you can export each relevant project that you wish to be migrated from MPM into an xml file that is compatible with MPM+.

○ In Milestones PM+, you can then import each exported MPM file to create a project in MPM+.

○ When you are happy with everything copied over, you may uninstall MPM, which deletes all of your project data.

Support ● Join the Milestones PM+ Success Community group ● Email [email protected] to log a case ● Please indicate the following details in each request:

○ Affected user / business unit ○ Affected record


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mailto:[email protected]

○ Expected results ○ Actual result ○ Steps to reproduce as appropriate ○ Confirm remote login access has been granted

● To take advantage of our Development Services for implementation, training, or any other needs, please purchase one of our Milestones PM+ Starter Packs or visit our Community to create a project estimate.

Custom Settings: Customize Milestones PM+ Behavior To customize how Milestones PM+ behaves, you must modify Custom Settings. To find the Custom Settings page, please go to Setup>Develop>Custom Settings and click “Manage” next to Milestone1 Settings. Think we are missing a custom setting? Let us know. Active Statuses – Enter status values considered Active to a Project in single quotations and, if multiple, separated by a comma. ‘Active’, ‘Planning’ Used for: Summary page, filtering to show only Projects with any of these values (by default, all Projects are displayed regardless of status).

Allow View State on Gantt Chart – If a Milestone with Tasks is collapsed on the Project page before printing through the Print Gantt Chart button, the Milestone will stay collapsed and the Tasks hidden. (Premium Edition only) Used for: Printing only select Milestones’ Tasks with the Project.

Auto Follow A Task – Automatically subscribes Users to follow Tasks they’re Assigned To. Used for: Communication management.

Auto Assign Task Resource – When Tasks are created or updated with no resource assignment, they will asynchronously be assigned to a Resource with the least amount of Tasks assigned and the same skills as what is required on the Task. (Premium Edition Only)

Automatic Task Resource Sharing – With this setting checked it will automatically provide sharing (read & write access) to the resource assigned to the task.

Auto Milestone/Task Completion – Automatically syncs completion statuses between a Milestone and its Tasks; marking a Milestone as complete will change the status of all its Tasks to complete, and marking all Tasks as complete will update the Milestone status to complete. Used for: (1) Improved accuracy, eliminating an extra step of updating a Milestone status


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despite its Tasks being marked complete. (2) Improved efficiency, eliminating the need to manually mass update individual Tasks when a Milestone is finished.

Auto UnFollow A Complete Task – Automatically unsubscribes Assigned Users from Chatter feed notifications of Tasks marked Complete. Used for: Communication management.

Auto Unfollow Reassignment – Automatically unsubscribes the previous Assigned User from a Task once reassigned to another User. Used for: Communication management.

Custom Email Fields – Enter the API name of an email address field that will override the “Notification Email Address” field being utilized for Milestones or Tasks. (Premium Edition only) Custom Milestone Email Field; Custom Task Email Field. Used for: Consistent communication to a single individual who needs these notifications.

Custom Sort Order of Objects – Enter the API name (comma-separated, if multiple) of an available field label to define a sorting order; optionally, use ASC or DESC for ascending/descending. (for example: Start_Date__c, Deadline__c DESC, Name ASC)

Used for: Custom Milestone Sort Order, Custom Project Sort Order, Custom Task Sort Order; Custom Summary Sort Order, use Project/Program field API names appropriate to the object in use.

Custom Setting Picklist Filter #1 – This setting is for our Development Services and inactive in the standard package.

Default Email Template Folder – The ID of the default selected email folder used in the notification inline Visualforce page.The email folder ID can be found at the URL tail (Premium Edition only) https://yourorgnamehere.salesforce.com/---?setupid=CommunicationTemplatesEmail&fcf=ThisIsTheFolderID Used for: Determining what email templates are displayed for selection on Milestone and Task notifications in-line Visualforce pages.

Default Milestone Alias – If a Task is created when an email is received without a Milestone in the subject line, the Task will be categorized with this alias. (Premium Edition only) Used for: Keeping emailed Tasks in one location to easily sort through, rather than having them unassociated anywhere.

Disable All Resource Email Notifications – Turns off all notifications sent to Resources regarding Tasks, including when they’re Assigned To or a predecessor Task has been


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completed. (Premium Edition only) Used for: Prevents notifications to Resources.

Disable Automatic Resource Creation – Prevents the creation of a Resource record when new Users are added. Used for: Cases where (1) Resources and Users are intended for separate purposes; (2) Resources are intended only for Contact records; (3) not all new User records require a Resource record; (4) Resources are preferred to be manually created.

Disable Deletion on Project Plan Page – Hides the delete column from the Manage Project Plan view. (Premium Edition only) Used for: If, frequently, Milestones and Tasks are initially added and later maintained in-line through Manage Project Plan, the deletion column being enabled may prove useful. Otherwise, removing this ability can prevent accidental deletion.

Disable Interactive Gantt Chart – Turns off the drag and drop functionality on the Gantt chart. (Premium Edition only) Used for: Prevents changes to an in-line object’s start and end dates made by moving the bar.

Disable Milestone Deadline Population – If checked, the setting will allow the deadline field to be blank. If unchecked, it will prevent the deadline field from being blank. Used for: Ensures that only your users or your business specific workflow rules control the defaulting of this field value. Allows Milestone due dates to be blank even when the kickoff date field is populated.

Disable Milestone Shifts Caused By Tasks – Prevents the dates on a Milestone from changing when Project Task dates are changed, allowing both sets of dates to be different such as when task dates are updated outside the timeframe of the milestones or moved after the Milestone start date. Used for: (1) Keeping Tasks with its relevant Milestone (regardless of how the Task dates change in relation to its Milestones’ dates). (2) Avoid overlap of consecutive Milestones.

Disable Ownership Cascading – When checked this setting will prevent ownership assignment cascading. This means when the owner of a project or milestone changes, all child milestones or tasks assigned to the previous owner will not change to the new owner.

Disable Parent/Child Functionality – Prevents parent/child Milestones from functioning when those records are updated, while still allowing the use of parent/child relationships. Used for: Safeguards parent/child records from running unwanted changes as a result of edits. When disabled it will prevent the shifting of a child Milestones dates when a parents dates are shifted.


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Disable Resource Assignment Notification – Turns off notifications sent to Resources when they’re Assigned To a Task. (Premium Edition only) Used for: Organizations that simply want to reduce the necessity of using email to manage project execution.

Disable Task/Event Syncing – When this checkbox is checked, Milestones PM+ will no longer automatically sync Project Tasks to Salesforce Tasks/Events. (Premium Edition Only)

Disable Triggers – Prevents the Milestones PM+ triggers from firing. Used for: (1) Investigating issues and troubleshooting. (2) Turning off any automation for preference.

Display Tasks On Program Gantt Chart – Shows the Task rows within the Program Gantt chart. Used for: Full outline of a Program’s details. By default (unchecked), the Program Gantt displays Projects and Milestones.

Email Template Folder Override – Allows a field to be populated on the Project that has an ID of an email template folder to use for inline Visualforce email notifications. (Premium Edition only)

Exception Email Address – Enter an email address (comma-separated, if multiple) to receive email notifications when asynchronous job exceptions occur, detailing which record caused what error to occur. Used for: Alerting operations personnel.

Fiscal Year Offset – Enter numerical value of the month that the fiscal year starts.

Keep Project Template Assignments – When exporting and importing Project templates, assignment fields on the Project, Milestone, and Task objects are also transferred. (Premium Edition only) Used for: Used for Projects that are frequently executed with the same Resources or teams assigned, reducing resource management overhead.

Keep Weekday Duration When Shifting – Prevents the weekday duration from reducing if (1) an item is moved; (2) Exclude Weekend Work is checked, and (3) total duration (seven days) is unchanged.

Only Create Resource For SF License – Create Resource records only for new Users with a Standard profile for either Salesforce or Salesforce Platform license type. An alternative to the default setting (new Users creating new Resources) and our other custom setting (Disable Automatic Resource Creation).


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Used for: Filtering out Resource records from higher-restriction license types including community users.

Push Upgrade Opt Out – Allows organizations to elect not being push upgraded. (Premium Edition only)

Realtime Project Creation – By default (unchecked), Projects are created in the background and, thus, may take a few extra seconds to process. If checked the project will be created in realtime. Used for: Bypassing the Apex governor limits in Salesforce.

“Report Id” settings – Most of these settings are for the use of our Development Services.

Report Id: Project Report – Enter a report ID (tail of URL, not Report Unique Name) that the 'Project Report' button opens. This report must have the following criteria: “Project ID equals <blank>” before it is saved with any other modifications. This <blank> value will be replaced automatically in the report criteria using the Project ID when the ‘Project Report’ button is clicked. With the out of the box / managed Project Report, when the report opens, it will be defaulted to show all the given project tasks organized by milestone deadline. Used for: Conveniently viewing a combined report on all Project pages, instead of seeing just one or having to navigate to Reports. Useful if Programs are predominant work items.

Shift Due Date When Start Date Set – If checked, changing the start date of a Task will shift its due date to keep the duration the same number of days. Note: manual changes to the Task due date will override any shifts and this setting. Used for: (1) Due dates that are dependent on when the Task starts and not a predetermined hard deadline. (2) Consistency by freezing the span set between dates.

Show Duration on Gantt Chart – Display the Duration column on the Gantt chart, totaling the days between start and finish dates for in-line objects. (Premium Edition only)

Show Percentage Column on Gantt Chart – Display the Percentage column of the task on the Gantt chart. (Premium Edition only)

Show Resource on Gantt Chart – Display the Resource column on the Gantt chart. (Premium Edition only)

Summary Programs – Display Gantt charts of Programs instead of Projects on the Summary tab. Used for: Orgs primarily utilizing Programs rather than multiple independent Projects.

Sync Task With Actual Start Finish Dates – Syncs the Task values of Start Date and Due Date to Actual Start Date and Actual Finish Date.


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Used for: (1) Gantt chart auto-fill, as Actual Dates are displayed. (2) Automation for when Tasks are frequently on-time, and the Actual Dates don’t often vary.

Sync Tasks Events When in Project Planning – Allows Project Tasks to sync to SFDC Tasks/Events when the Project Task is in the ‘planning’ status. (Premium Edition only) Used for: When unchecked, Projects with Planning status won’t sync its Tasks to SFDC Tasks/Events. Once the Project status is Active, all Tasks will then be synced to SFDC Tasks/Events.

Sync on Predecessor Task Completion – Successor Project Tasks will only sync to SFDC Tasks/Events if its predecessor Task is marked complete. (Premium Edition only) Used for: Condensed overview of the most current status of a Project, limiting to completed Tasks and its next (successor) Task.

Sync Tasks Events When in Proj Planning - This will only sync tasks to Events when the project is in the Planning stage if checked.

Sync Task With Actual Start Finish Dates - This custom setting if checked will cause the start and finish date fields to sync to the actual start and finish dates when they are updated.

Usage of Limits – Enter how many maximum queries to execute in a single trigger context. Used for: Limiting the number of queries run by Milestones PM+ in a single context.

Add-Ons We have a few add-ons that will enhance your Milestones PM+ project management workflow. We’ve included just a few use cases for each of the various add-ons below along with install instructions:

Lookup Helper Add-On To use Lookup Helper, you must install it first from our Lookup Helper AppExchange listing.

● Link Projects Automatically To The Program Object ○ If you already have a field that describes what you would consider to be a

Program on your Project object, you can use that field value in Lookup Helper to automatically set the lookup for the Program and attach it to the Project. This allows for Program-level reporting and roll-ups.

● Display Milestones PM+ Project Tasks Under An Account (or any other CRM Object)


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○ Use Lookup Helper to automatically populate the packaged account__c field on the Project Task custom object based upon the Project’s Account value.

● Link Projects Underneath Geographic Regions or States ○ If you report on your Projects by State or Region, you can use Lookup Helper to

automatically group all of your Projects under a single Region or State. With this scenario, use the Account’s Billing State to set the Project’s State. You can then roll-up and easily report on Project information by State or Region.

Rollup Helper Add-On To use Rollup Helper, you must install it first from our Rollup Helper AppExchange listing.

● Use Rollup Helper to customize % complete tracking. For example, with Milestones PM+ out of the box, the percent complete field is based upon the number of Tasks completed / total number of Tasks. If you would like to calculate a percent complete field for Milestones completed, you would need to use Rollup Helper in order to complete the calculation. This is because you will need to be able to count the total number of Milestones under a Project, and count the number of Milestones that are completed.

● Use Rollup Helper to implement any custom date rollups. For example, to calculate and show the earliest Project date on a Program as the Program Start Date on the Program page layout use a MIN rollup to the Start Date field.

● Use Rollup Helper to help build custom embedded analytic reports on any page in Salesforce to show custom Project Dashboards. For example, use Rollup Helper to create a rollup of the count of Risks and Issues onto the Project and then create a Project-based report that includes these in a Report Chart and embed the Report Chart on the Project page.

Storage Helper Add-On To use Storage Helper, you must install it first from our Storage Helper AppExchange listing.

● Use Storage Helper to recycle old Projects along with their Milestones and Tasks to free up valuable Salesforce Data Storage. Storage Helper allows you to easily define the criteria for the data that you would like to clean up and then automatically recycles the data for you.


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Workflow and Security

A Note About Workflow You will notice at various points in this admin guide that we make reference to Salesforce Workflow which can include Salesforce Process Builder and/or Flow workflow. Passage Technology can easily set up these workflows for you to make a seamless implementation if you purchase one of our Milestones PM+ Starter Packs.

Private Projects By default, Projects are set in the Organization Wide Default settings(OWD) as Public Read Only. This means that any users with access to the app and at least read access to the Projects tab and read access to the Project object will have access to view all Projects. If there are groups of users or individual users who should see less than all Projects, or you want to limit access to Projects to just those a project manager / user owns, then we would recommend that you change your Organization Wide Default to Private. Then only those Projects or Milestones shared on a read or read/write basis to other users by the Project Manager or via Automated Sharing Rules can be viewed. The way that these sharing rules are created is manually via the Sharing Button or via Sharing Rules.

Using The Project Creation Page The Project Creation page allows you to create the structure of an entire project on a single page. By default the project creation page allows you to define the values in the following fields during creation:

1. Name of the Project and the names of all Milestones and Tasks that belong to the Project.

2. Start Date/Kickoff and Due Date/Deadline of the Project, Milestones, and Tasks 3. Predecessor/Successor relationships between the Milestones and Tasks.

To add additional fields to the project creation page, you may modify the ‘Project Creation Page Fields’ fieldsets at the Project, Milestone, and Task levels. Simply navigate to the object definition that you would like to add the additional field(s) for, click edit next to the ‘Project Creation Page Fields’ fieldset, drag and drop the field(s) into the grey box labeled ‘In the Field Copyright 2018 - Passage Technology LLC - All Rights Reserved

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Set’, once all fields have been added click the save button. Please Note: only editable fields will display on the project creation page. To create Milestones and Tasks at the bottom of the Project you may click the ‘Add Milestone’ or ‘Add Task’ buttons at the bottom of the project creation page, or by clicking the dropdown menu on the Project row. To create a successor Milestone you may click the dropdown menu on the far right for the Milestone that you would like to create a Successor for then click the ‘Add Successor Milestone’ menu option. To create a Task under a specific Milestone click the dropdown menu on the far right of the Milestone that you would like to create the Task for then click the ‘Add Task’ menu item. To create a successor Task click the dropdown menu on the far right of the Task row that you would like to create the successor Task for then click the ‘Add Successor Task’ menu item. To remove items added to the project plan click the dropdown menu for the item that you would like to remove, and click the remove menu item. Please Note: Removing a Milestone will also remove all Tasks that belong to that Milestone. When defining the structure of a project, all of the criteria below must be met in order for a project to be created:

● The Start Date/Kickoff of an item must be before or on the same date as the Due Date/Deadline

● If an Item has a predecessor the Start Date/Kickoff of that item must be after or on the same date as its predecessors Due Date/Deadline.

● All Tasks that belong to the same Milestone must have unique names. Tasks belonging to different Milestones may have the same name.

● All Milestones that belong to the Project must have unique names. If issues are encountered on the Project Creation page related to the above issues, the fields values that need to be corrected will be highlighted with a red outline. However there may be some situations where the field encountering the issue may not be highlighted. If problem fields are not highlighted on the page you will need to scroll up to the top of the page to see what needs to be corrected in order for the project to be created.


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Using Project Templates You may create Project templates for each of your Project types out of the box. Please be advised that there are limitations with the Free Edition of Milestones PM+. For example, you cannot export custom fields in your Project templates. In versions older than 7.2, the Assigned To field can not be used in Project templates. In versions 7.2 or later, the Assigned To field has been replaced with the Resource field. To gain these additional features, please upgrade to Milestones PM+ Premium Edition to get the Advanced Project Templates feature. A template consists of a Project, their Milestones, and each Milestone's Tasks. To create a template, create a Project, add Milestones to the Project, and for each Milestone, add Tasks. Pay special attention to predecessor/successor relationships between Milestones and Tasks and adjust all the dates to match your expected /target /average durations. Review this with your team. After this review, click the "Export Template" button. This will create your Project template!

After creating a Project template file, use the "Import Template" tab to create a Project from the template file. It is important to note that relationship values other than the relationship fields that connect the project together (Predecessor Milestone, Predecessor Task, and Project lookup fields) should be cleared and a new template created before migrating the template from the org where the template was created, to another org. The reason for this is because even though records in two different orgs may have the same name and data populated, their IDs may not be the same.

For creating a project template in production and moving it to a sandbox, you would need to import the template with the “keep template assignments” custom setting for MPM+ turned off. If the setting is left on, it will try to reference the resource IDs, which only exist in your other environment and the import will fail.


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Automatic Project Creation Process/Relating to Salesforce Objects

Automatic Project Creation Process You can also automatically create projects from other objects in Salesforce and set the kickoff date to the import date. See the "Create Projects from an Opportunity / Any Object in Salesforce section for more details on this. Please read our Template Training Guide to learn more about the process of managing templates. Cloning Limitations:

● Project and Milestone Clone buttons will not copy predecessor relationships. ● We do not recommend using the clone buttons as the clone process will copy bad date

data that has been entered by the user. We recommend using templates instead.

Linking to Standard Salesforce Objects (E.G Opportunity, Case) You can easily link / relate any object in Milestones PM+ to any object in Salesforce. Doing so will allow you to implement new functionality in Salesforce such as:

● Displaying Project(s) that have been worked on for a client Opportunity. ● Displaying Cases underneath a Project for issues tied to the go-live.

Create Projects from an Opportunity / Any Object in Salesforce (Automatic Project Creation Process)

Automatic project creation process is a great way to enforce consistent template utilization within your project management organization and it supports the automatic assignment of a project kickoff date. There are four options for creating projects automatically:

● Create a project from a Button. ○ This option is easier to implement as it does not require any code or the use of a

sandbox. ○ This is a Milestones PM+ Premium Edition feature.


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https://docs.google.com/presentation/d/1TjCPsy5HuDj_Pphn_xe-Pr2G4tzMCASrK5aCBc_aZvk/edit?usp=sharing

○ Please refer to “Create Projects From Any Object In Salesforce” in the Premium Edition section below for step by step directions.

● Create a project automatically using a trigger on the desired object. ○ Please follow the steps below for the trigger option or contact

[email protected] for a quote if you would like us to implement this for you.

● Create a project automatically using an invocable method through Process Builder. ○ Please follow the steps below for the process builder option or contact


● Create a project automatically using a Visualforce Page trigger ○ Please follow the steps below for the Visualforce Page trigger option or contact


Trigger Creation: In order to setup Project creation automatically from any object in Salesforce, you will need two main variables to be managed by your users or your workflow. One variable will be the template name (example: New Client Onboarding) to use when a Project is to be created from another object and the second variable is the name for your Project (example: Account Name New Client Onboarding). In most implementations, you will have your Users either populate a custom text field or select a picklist field to select a template. If you are going to go down the path of implementing a picklist field, you MUST make sure that you do not default the picklist field to a specific template name value as then the trigger that is deployed behind the scenes will never fire. To get started with enabling this process, please follow these steps: 1) Log into your sandbox. 2) First create a picklist field in your sandbox on the object where projects will be auto-created from and populate the picklist with options that match the same values as your project template document names / templates names (Example from above: New Client Onboarding would be a picklist value). Jot down the name of the api name for this field (E.g. Project_Type__c) 3) Click on your name and then select "Developer Console". (Available in Salesforce Enterprise Edition and above unless an API package has been purchased with Professional Edition.) 4) Go to File>New>Apex Trigger 5) Enter the trigger name and select the object that you want to create project automatically from. For the trigger name we recommend "MPM4__Opportunity_Project_Creation”. Copyright 2018 - Passage Technology LLC - All Rights Reserved

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6) Copy and paste the template trigger code on the next page, and replace variables accordingly. Make sure you have "after insert, after update” in the parenthesis.

trigger MPM4_<Your_Object_Name>_Project_Creation on Your_Object_Name__c (after insert, after update) { if(Trigger.isAfter){ Type pcu = System.Type.forName('MPM4_BASE', 'Milestone1_Project_Creation_Utility'); if(pcu != null){ MPM4_BASE.Milestone1_Project_Creation_Utility projCreationUtil = (MPM4_BASE.Milestone1_Project_Creation_Utility) pcu.newInstance(); if(Trigger.isAfter){ projCreationUtil.CreateChildProject(trigger.oldMap, trigger.newMap, new Map<string, object>{ 'projectCreationField' => 'field_api_name__c', 'projectLookupField1' => 'field_api_name__c', 'projectLookupField2' => 'field_api_name__c', 'secondaryLookup' => 'field_api_name__c', 'projectNamingConventionField' => 'field_api_name__c' }); } } Copyright 2018 - Passage Technology LLC - All Rights Reserved

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} } In the CreateChildProject method, there are multiple parameters. The 'projectCreationField' parameter is a MANDATORY text field representing the API name for the field containing the value that represents which project template document to search for. It also is the field that when set triggers project creation. Important: You will want to make sure that when creating project templates that you have your template named (document named) according to the value specified by this field. For example, if the value in the API field name referenced by the projectCreationField parameter is "Standard", you will need to make sure that you have a project template named, "Standard" or containing the word "Standard". The 'projectLookupField1' parameter is a MANDATORY text field representing the API name for the primary lookup on the project object that will connect to your newly created object to the parent object on which the project was automatically created. If you want to create a Project from an Opportunity, you would use the field_api_name__c for example: MPM4_BASE__Opportunity__c The 'projectLookupField2' parameter is an OPTIONAL text field representing the API name for a second lookup on the project object that will connect to your newly created object to an additional lookup field. If you also wanted to relate the Project to an Account for example: MPM4_BASE__Account__c NOTE: If you are using the secondaryLookup parameter to determine the source for the ID field to use for the secondaryLookup, you will need to set this field for where to put this ID field on the Project custom object. The 'secondaryLookup' parameter is an OPTIONAL text field representing the API name for an additional lookup field on the parent object on which the project was automatically created. For example, Opportunities have Accounts as their parent (grandparent to the Project) and if you are creating a Project from an Opportunity, you can set the Opportunity.'AccountID' api name / field name value to use in this parameter to relate the Project to both the Opportunity and it's Account. The 'Project_Naming_Convention__c' parameter is a MANDATORY text field representing the API name containing the field or formula field that sets the name of your newly created project.


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If you need assistance in deploying this trigger or changing your setup of how projects are created automatically, please let us know. We presently support creating a child project off any object (e.g. opportunity), but can set this up to run differently based on your requirements (e.g. an opportunities products can be used to select the template, a project can support being tied to multiple child opportunities). TIP: You can use Rollup Helper to rollup the product(s) on an opportunity, and then use that roll-up field as part of workflow that triggers project creation. TIP: If you have a third (or even more) lookups to set on the project object you can use our other app Lookup Helper to accomplish this with clicks and not code.

Trigger Test Method Once the Trigger has been created you will also need to create a test method for the trigger in order to deploy it into a production environment. Below you will find the code you can use as an example to build your trigger. PLEASE NOTE: If you have any extra required fields on Account or Opportunity you will need provide values for those fields in the constructor before inserting the record. // All test methods in this class can access all data. @isTest(SeeAllData=true) public class Opportunity_Project_Creation_Test { static testMethod void Opportunity_Project_trigger_Test() { MPM4_BASE__Milestone1_Project__c testProj = new MPM4_BASE__Milestone1_Project__c(name = 'test456'); Account testAcc = new Account( name = 'test321' ); insert testAcc; Opportunity testOpp = new opportunity( name = 'test123', Accountid = testAcc.id, Territory__c = 'Lung - Other', CloseDate = Date.Today(), ForecastCategoryName = 'Closed', stagename = 'Closed Won'


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); test.startTest(); insert testOpp; testOpp.Project_Type__c = 'Standard'; update testOpp; test.stopTest(); testProj = [Select MPM4_BASE__Opportunity__c, id from MPM4_BASE__Milestone1_Project__c where MPM4_BASE__Opportunity__c =: testOpp.id]; system.assert(testProj != null, 'Project not created!'); } }

Process Builder Option: Before you begin creating the process in Process Builder, a ‘Project Creation Setting’ custom setting must be created. To do this, go to Setup -> Custom Settings -> click Manage next to Project Creation Settings -> then click New.

● Required: Populate the name field with the name of the object that should trigger the project to be created (in lower case).

● Required: Project Creation Field the name of the field on the object (triggering project creation) that will contain the name of the project template that will get created.

● Required: Project Naming Convention field should be populated with the field name on the object (used in the name field) that will be used to name the new project that will be created.

● Required: Project Lookup Field 1 will contain the name of the lookup field on the project object that is used to relate the newly created project to the record that triggered the project to be created.

● Optional: Project Lookup Field 2 will contain the name of a secondary lookup field on the project object that should be populated on project creation.

● Optional: Secondary Lookup field will contain the field name of a relationship field on the source object that will contain the ID of what should be populated in the project field used for the ‘Project Lookup Field 2’ custom setting.

Once the ‘Project Creation Setting’ has been created, you may now create your process in Process Builder.

1. On the ‘New Process’ page, enter the process name and select When a record changes from the dropdown “The process starts when;” click save.

2. Select the object that should trigger the project creation


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3. Select if the process should fire on project creation, or whenever its created or edited. 4. If you would like to define a specific criteria that will have to be met in order for the

project to be created, you may do so or you select to just execute the action without criteria.

5. Add an immediate action with the type of ‘Apex’ 6. Name the action anything you would like. 7. Select Create Child Projects option for the Apex Class field. 8. Click +/plus symbol next to “Add Row” text in the ‘Set Apex Variables’ section. 9. Select parentRecs for the field 10. Set the type to Field Reference 11. Select the ID field for the value. 12. Click Save and activate the process.

Visualforce Page Trigger Option: Before you begin creating the Visualforce Page, a ‘Project Creation Setting’ custom setting must be created. To do this go to Setup -> Custom Settings -> click manage next to Project Creation Settings -> then click New.

● Required: Populate the name field with the name of the object that should trigger the project to be created (in lower case).

● Required: Project Creation Field the name of the field on the object (triggering project creation) that will contain the name of the project template that will get created.

● Required: Project Naming Convention field should be populated with the field name on the object (used in the name field) that will be used to name the new project that will be created.

● Required: Project Lookup Field 1 will contain the name of the lookup field on the project object that is used to relate the newly created project to the record that triggered the project to be created.

● Optional: Project Lookup Field 2 will contain the name of a secondary lookup field on the project object that should be populated on project creation.

● Optional: Secondary Lookup field will contain the field name of a relationship field on the source object that will contain the ID of what should be populated in the project field used for the ‘Project Lookup Field 2’ custom setting.

Once the ‘Project Creation Setting’ has been created you may now create your Visualforce Page.

● Create a new visualforce page with the following code: ○ <apex:page standardController="object_name__c" showHeader="false"

applyHtmlTag="false"> Copyright 2018 - Passage Technology LLC - All Rights Reserved

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<MPM4_BASE:MPM4_Project_Creation triggerObjectName="object_name__c" TriggerObjlookupName="Project_Parent_Record_ID__c"/> </apex:page>

● After the page is written you may replace ‘object_name__c’ with the name of the object that should cause a project to be created, and replace ‘Project_Parent_Record_ID__c’ with the name of the lookup field that will relate the newly created project to the record that triggered the creation.

What is Each Object/Tab Used for?

Programs Object Implement Programs to group your Projects together and display on the Program-level Gantt chart. To add your existing Projects to a Program, please make sure you add the Program lookup field to your page layout if not already displayed there and also add all your Programs using the Programs tab. You can also think of a Program as a parent Project.

Project Object Use Projects to track anything that has a start or a finish date. A Project has multiple Milestones. Projects can even roll up into a Program!

Project Dates If you shift the Project start and end date the same number of days, this will have the effect of shifting all milestones and tasks in the Project. The Project Configuration button automatically shifts all dates (including Project deadline) while maintaining item duration for three scenarios: defining a new kickoff date (by selecting kickoff date on the project configuration page), defining a new deadline date (by selecting deadline date on the project configuration page), and excluding weekends (by extending the dates). It will take a few moments for the Project to reflect the updates and requires a refresh. Project Configuration Scenario examples:


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● Changing only the kickoff date from 01/23/2000 to 01/25/2000 – two days later – will push all Project, Milestone, and Task dates forward.

● Changing only the kickoff date from 01/25/2000 to 01/22/2000 – three days earlier – will push all Project, Milestone, and Task dates back.

● Changing only the deadline Date from 01/23/2000 to 01/25/2000 – two days later – will push all Project, Milestone, and Task dates forward.

● Changing only the deadline date from 01/25/2000 to 01/22/2000 – three days earlier – will push all Project, Milestone, and Task dates back.

● Enabling only “Exclude weekend work” will take the total amount of days between start and end, then apply that total to weekdays and add each weekend-day to the due date. (This functionality can work only through the Project Configuration page.)

Project Buttons (Export Template, Project Configuration, and Project Report)

The Project object has some pre-built custom buttons that can be added/removed to the page layout on the Project layout:

● Export Template - use this the export a template based off of the current Project. Make sure you have the Project defined exactly how you want it before exporting because changes to the Project after exporting it will not update the exported file. You would need to export the template once again.

● Project Configuration - this button allows you to shift the Project by a certain number of days. You could also check an option to exclude weekend work. This will adjust the Project to account for no weekend work and your Tasks/Milestones will not land on the weekend.


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Project Report - this will open up a report on the current Project so you can have an overview on the health of the Project. The button, by default, uses prepackaged criteria (named “Project Report” in the Milestones PM+ Reports folder) to create a summary of the page’s Project by grouping Task data with Milestones. Milestones PM+ contains two Report presets that can be used for the Project Report button, the other (“Project Report - No Filter) showing an overview of all Projects rather than just the page’s and can be changed via the custom setting Report ID: Project Report. They are intended as a framework to develop upon, so it’s highly advised to “Save As” a copy from the Report and not modify them directly.

Status at a Glance Charts On the Project page there are some 'Status at a Glance' charts to help you track task status and budget status. If you you think you will need to change those charts or create different Project-level metrics, we recommend that you look into Rollup Helper to calculate any Project metrics / KPIs. If you want to graph any Project metric (as we have done with the sample charts), we recommend using Embedded Analytics as that is a completely native solution and fully supported. You can have a unique Project number for each Project by creating a custom field and using the auto-number custom field type. You can view a list of the custom-field types supported in Milestones PM+ here.

Next Project Top Milestone Name The Next Project Top Milestone Name will be auto-calculated at the Project level. This field pulls the name of the next incomplete Milestone with a deadline filled out that does not have a parent milestone.

Milestones Object Use Milestones to track a component of your Project that have a start or a finish date. Milestones can even have multiple Tasks or be related to any object in Salesforce! Milestones can be linked to other Milestones to form dependencies that are displayed on the Gantt Chart.


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Milestone Dates When you extend an end date on a Milestone beyond the end date of the Project, the Project will be extended.

Using Templates for Milestones You may use the Templates functionality for the entire Project work breakdown structure (Project, Milestones, Tasks) to be copied.

Quick Task Update The quick task update visualforce page component (Milestone2_Project_Task_RL) can be added to your Milestones detail page to allow multiple Tasks to be marked complete, or for multiple date changes to be updated en masse. You can also use the field set associated to the VF page component to change the fields that appear for the user. When adding the visualforce page component to your Milestones detail page, we recommend setting the parameters as depicted in this image to ensure enough Tasks will display for each Milestone, and if not, to enable showing scrollbars.


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Milestones Validation Rules Do not disable the 'Milestone Kickoff must not be earlier than its Predecessor's Deadline' validation rule. Disabling the validation rule will allow for potentially bad data to be created in a Project while the User is editing Milestones, or during the automated Project creation processes that we have (auto-project creation processes, import project).

Task Object Use Tasks to hold individuals accountable for delivering on specific time-sensitive items. Milestones can even have multiple Tasks or be related to any object in Salesforce!

Task Dates When you extend an end date on a Task beyond the end date of the Milestone, the Milestone will be extended. Successor Tasks will also be shifted over as well.

Actual Start And Actual Finish Dates It is important to note that when you save a Task as complete, the default behavior is for your start date to be used as the actual start date (if one is not provided) and that the actual finish date will be set to today (if one is not provided). Changing the start and finish dates whilst marking a Task complete, may not apply the correct dates to your plan. If you want to mark a Task complete, first make sure that the dates are correct for start and due date first before marking the Task complete. Alternatively, you may want to add the actual start and finish dates to your Task layouts and Quick Task Update visualforce page component (on the Milestone page) to ensure the correct actual start and finish dates are applied to your plan.

Time Object You can put time records on each Project Task using the “New Time” button on the “Times” Related List of your Tasks Detail Page. In Milestones PM+ Free Edition, this is a bit tedious, so if you are looking for an easy to use time tracker for inputting time on multiple Tasks at once in a grid-like format, please upgrade to Milestones PM+ Premium Edition.

Risks Use Risks to document any potential issues that may occur during a Project and any contingency plans that are in place.


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Issues Use Issues to document any problems that arise during a project.

Calendar Tab Use the calendar to view deadlines in a calendar format.

Gantt Chart & Gantt Sorting You can display a Gantt of child Projects under a Program, a Project's Milestones, or even a Milestone's Tasks. The sorting logic on the Gantt chart by default is to order in an ascending fashion, first on the start date, then the end date, and then finally on the name of the item. The sort order of the Gantt chart Tasks can be configured by an admin using the 'Custom Task Sort Order' custom setting (Develop>Custom Settings, etc). Some customers who make extensive use of predecessor relationships between Tasks may want to modify this custom setting as follows: Predecessor_Task__r.Predecessor_Task__r.Due_Date__c asc, Predecessor_Task__r.Due_Date__c asc, Predecessor_Task__r.name desc, Start_Date__c asc, Due_Date__c asc, Name asc

Gantt Chart for Communities The Milestones PM+ Gantt Chart component is now Salesforce Community Cloud Ready! Contact Passage Technology to learn more about enablement.

Summary Tab Shows a Milestone-level Gantt chart of each Project with option to search for a Project. You can drill down into each Project. The layout on the Summary tab is presently fixed, but we hope to improve the configurability of this page in the near future.


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Known Issue: You may find that when clicking on the Summary tab you get the following error, “Attempt to de-reference a null object An unexpected error has occurred. Your solution provider has been notified. (MPM4_BASE)” If you get this error, please perform the following steps:

1. Go to Setup>Develop>Custom Settings 2. Click ‘Manage’ next to Milestone1_Settings 3. Click the FIRST ‘New’ button at the top of the page to create a new default organization

wide custom setting for Milestones PM+.

Predecessor/Successor Dependencies

How do the Predecessor/Successor Dependencies Work?

Predecessor/successor dependencies are used to depict that one item relies on the completion of another item in order to continue work. If a predecessor Milestone or Task is shifted (a "Date Shift"), the successor Milestone or Task will be shifted over the same number of days. What we mean by a "Date Shift" is that both the start and end dates are shifted by the same number of days. In order to enact a "Date Shift" at the Milestone level that cascades down to its Tasks, both the start date AND end date have to shift by the same number of days. If just the start date is shifted, this will not influence the Task dates on the updated Milestone. Please note that when the end date on the Milestone is shifted, then the successor Milestones will also have their dates changed and their Tasks' dates will also change. Predecessor Limitations:

● A Project Task can only have one Task predecessor. If you wish to have a Task linked to multiple Task predecessors, we recommend that you group the Tasks that are the predecessors into one Milestone and make that Milestone a predecessor Milestone to a Milestone that contains the downstream Task in question. If you still require further customization of this default behavior, please contact us to see about getting this new feature implemented into our product.

● A Project Milestone can only have one predecessor Project Milestone. If you still require further customization of this default behavior, please contact us to see about getting this new feature implemented into our product.


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● A Project Task can only become a predecessor Project Task if it is on the same Milestone as the successor Project Task. If you still require further customization of this default behavior, please contact us to see about getting this new feature implemented into our product.

Parent/Child Milestone Relationships Parent/Child relationships are created by using the ’Parent Milestone’ lookup field on the Milestone Object. The ‘Parent Milestone’ lookup field may be beneficial used when you need to create a grouping of milestones that belong to another Milestone. Unlike the Predecessor/Successor relationship the Parent/Child relationship does not denote that a parent must be completed before the child can begin. In addition the Parent/Child relationships do not display on the gantt chart like the Predecessor/Successor relationships do. Please Note: the ‘Parent Milestone’ field is not required; and if not used, the only downstream impact is that some of the Rollup Summary fields on the Milestone Object will not be calculated.

Importing Data/Files from another App(E.G Milestones PM, MS Project, Primavera)

Can I Import Data into Milestones PM+ from Another App(E.G Milestones PM, MS Project, Primavera)? Yes, we recommend using either the Salesforce dataloader.io app (cloud app) or Salesforce Data Loader app (desktop/client app) for this. We recommend these solutions just for one-time data migration. If you need assistance with a data migration, please visit our Community to create a Project estimate.

Can I Import MS Project Files? Yes the ability to import projects from Microsoft Project templates was added in version 9.6 of Milestones PM+. However all fields from the Microsoft Projects project may not be migrated over to Milestones PM+. Currently the fields that get populated are the following:


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● Project Object ○ Name, Kickoff, Deadline

● Milestone Object ○ Name, Kickoff, Deadline, Predecessor Milestone, and Description

● Task Object ○ Name, Start Date, Due Date, Predecessor Task, Description

Changing Tabs/Labels and Performing Translations To change labels for a custom Tab:

1. Navigate to [Your Name]>Setup. 2. Under App Setup expand Customize. 3. Expand Tab Names and Labels. 4. Click Rename Tabs and Labels. 5. Scroll down to Custom Tabs. 6. Click Edit next to the custom tab you want to rename. 7. Change the values in the Record Name, Singular, or Plural fields to ones that make

sense for your organization. 8. Click Save. 9. Repeat steps 6-8 for each tab you want to rename.

To change labels for a Custom Field:

1. Navigate to [Your Name]>Setup. 2. Under Administration Setup expand Translation Workbench. 3. Click Override. 4. Change Package to Milestones PM+. 5. Change language to appropriate language (e.g. English). 6. Change Setup Component to Custom Field. 7. Pick the Object that contains your Custom Field. 8. Make sure Aspect is set to Field Label. 9. Double click in the Field Label Override cell for the label you want to change. Input your

new label value. 10. Click Save button.

To change labels for a custom Related List:

1. Navigate to [Your Name]>Setup. 2. Under Administration Setup expand Translation Workbench.


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3. Click Override. 4. Change Package to Milestones PM+. 5. Change language to appropriate language (e.g. English). 6. Change Setup Component to Custom Field. 7. Pick the Object that contains your Custom Related List. 8. Make sure Aspect is set to Related List Label. 9. Double click in the Related List Label Override cell for the label you want to change.

Input your new label value. 10. Click Save button.

Resources, Task Assignment and Task Reminders

Resource Assignment

Assigning Tasks To Salesforce Users In the free version of Milestones PM+, each Task must be assigned to a single Task owner and that Task owner must be a Salesforce User. You can assign a Task to a User manually or automatically. Milestones PM+ assigns owners to Projects, Milestones, and Tasks automatically based on the User performing or triggering the Project import from a template file. Milestones PM+ also changes owners automatically on Milestones and Tasks when the higher level object’s (parent object’s) owner changes and the old owner matches. You can automate other owner changes using workflow field updates. Please read on to review our additional Resource assignment capabilities.

Assigning Tasks To Non-Salesforce Users That Don’t Require In App View/Update Access If you are interested in assigning Tasks to non-Salesforce Users and they don’t require in app view/update access or need to assign a Task to a group of Users, please upgrade to the Milestones PM+ Premium Edition. This package has our ‘Resource Assignment’ feature. The Resource Assignment feature includes access to Resource object and allows for a seamless process of linking a Task to a Resource (who is a Contact in your database). For a group of Users, a Contact record can be created for the group using the group email address. With the Premium Edition, you will be able to create workflow to drive your business process further with


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this Resource object for various notification email alerts. Please note that workflows are only available with Salesforce Enterprise Edition orgs or higher (or orgs having the API & workflow add-on purchased from Salesforce).

Assigning Tasks To Non-Salesforce Users That Require In App View/Update Access If you are interested in assigning tasks to non-Salesforce users and having them view or update data directly, please read the next section.

Does your app provide external user access? Yes, this is possible with some advanced configuration and may require additional Salesforce licenses to be purchased from Passage Technology or Salesforce. If you are not comfortable with advanced configuration or not sure which licenses are best for you to purchase, please browse our Milestones PM+ Starter Packs for implementation assistance.

Direct Access Via a Portal / Community License - Option 1 This option provides the best blend of functionality and security. This option requires setting up direct access to the system via a Salesforce community portal. In this case, we will setup a community for you to have all your external / non-Salesforce team members access the application securely regardless of having a Salesforce user login today. In this scenario, portal licenses / community licenses are required for users to access the portal. Please contact us for assistance in procuring these licenses through Salesforce.

Direct Access Via Salesforce License - Option 2 This alternative allows you to give your external / non-Salesforce team members a similar user experience as your internal users. This option requires purchasing a license either from Passage Technology (single app license) or from Salesforce (chatter plus, force.com one app, or force.com EE licenses. This option doesn't require a portal to be setup, but may still require security configuration and still requires additional licenses for your customers and partners and other external team members. In this scenario, you will setup a restricted user profile for your external customers or partners to access Salesforce securely. For assistance with implementing any of these options or related workflow, browse our Milestones PM+ Starter Packs for implementation assistance.


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Assigning Tasks To Multiple Owners To assign multiple users to a task, find the related list called “Task Resources” under the Task object. Then create multiple junction object records by clicking the “New Task Resource” button on that related list. If neither of these options meet your requirements, please consider upgrading to Milestones PM+ Premium Edition for Resource Assignment functionality (a Contact record for the group can be used for Task assignment) or email [email protected] for a quote on delivering this functionality / customization per your needs.

How do I Set Up Task Reminders? If you are looking for a more standardized way of reminding your Users about Tasks just like Salesforce does with Tasks on the Homepage and those pop-up reminders that you get on login, we have this functionality in our Premium Edition. With the Premium Edition, we integrate Salesforce Tasks/Events with Milestones PM+ Tasks. The Premium Edition has notification features such as the ability to use native Task reminders for Tasks due or can even notify downstream Task owners when a predecessor Task gets completed.

Updating Resources If you are upgrading from a version lower than 7.24 to a version equal to or greater than 7.24, you may need to update your Resource fields. Version 7.24 has deprecated the Assign To field on Tasks in favor of a more dynamic field called Resource. The Resource field can be a Contact or a User (Contact is only available in Premium Edition). To accommodate for this we needed a new object called Resource that can hold either a User or a Contact as the Resource. In order to transfer your existing Assign To data to the Resource field we will need to first create a Resource for each User that doesn't already have a Resource aligned with the User and also update all of the Resource fields that are currently blank with the value in the Assign To field. To do this just go to the Getting Started page and press execute on the button in the Update Resource section. Note: you can disable Resource Task assignments before running the process to ensure that Users do not get flooded with Resource Assignment emails.


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Additional Information

What About Document Management? Document management is not really a feature built into Milestone PM+, but you can use Salesforce document management features (Salesforce Content, Chatter files, Notes and Attachments, etc) to get more functionality in this space.

What Is Your Release Process? Where do you Keep Release Notes?

Our release process is documented via email. Keep up to date with the latest features by viewing the Milestones PM+ Release Notes.

Will Milestones PM+ Interfere with my Other Applications or Deployments?

No, in general Milestones PM+ runs in its own “namespaced” managed package. ● Managed package code is not included in the required code coverage calculation for

deployment. The 75% requirement is on all Apex code in your org's namespace. Managed code has its own namespace, so it is not included.

● When deploying to production, all tests in your org's namespace will be run. Managed tests will not be run by default.

● If the deployment package explicitly marks runAllTests to true, managed tests will also run. These will need to execute without any failures should the flag be set. Despite this, the 75% requirement for code coverage is still only on unmanaged code.

Clone any Field Using the Field Set

In Milestones PM+ we have created a custom clone button that will allow users to clone entire projects. In order to use the clone button you will have to make sure the clone button is added to the page layout. Customize What Fields Get Cloned: To determine what fields get cloned we use the 'Cloned Fields' fieldsets at the Project, Milestone, and Task level. Simply remove/add fields to the fieldsets at each level to prevent/allow the fields value to persist after the clone.


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Create Multiple Projects Simultaneously

You can now create an automatic project creation trigger and then go to the list view of the object and edit multiple instances of that object and save them at once. It will then create Projects for all the records that meet the criteria defined in the automatic project creation trigger.

Custom Gantt Colors

The bar color for each record on the Gantt chart can be changed by end users at the Task, Milestone, and Project level. To enable this functionality:

1. Go to the intended object’s page 2. Click “Edit Layout” 3. Find the Gantt Color field; drag and drop onto the layout; click “Save”.

Users can then insert a six-digit HEX code (no hashtag) by double-clicking the field or the “Edit” button and inputting a value; once the value is entered, click “Save”. Example values: ff0000, red. 00ff00, green. 0000ff, blue. ffff00, yellow. ff9000, orange. 9000ff, purple. To make things easier for your users, you may want to populate these values into a project template before exporting and simply keeping this field hidden from users so everyone can use standardized colors once new projects are created from the template.


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You can also set these colors dynamically using workflow. For example, when a project task is completed, within a workflow you may wish to have a field update action that will set the color as blue (0000ff).

Internal/External Tasks and Milestones

Check/uncheck the internal checkbox field to define a Task/Milestone/Project as internal only. If it is internal you can filter it out when viewing the Gantt Chart in the print gantt chart view. This allows you to print a version that hides internal Tasks from your clients (Printable Gantt is only available in Premium Edition).

Reporting Because Milestones PM+ is native to Salesforce, full reporting and dashboard functionality can be used. Additionally, embedded analytics can be implemented to display charts on any of the objects. You may also view our pre built reports to see if they fit your organization's needs. If you need assistance with creating custom reports, consider the following resources or contact [email protected] for a Development Services quote.

● Salesforce Help ● Trailhead Reports & Dashboards

Page Layout Modification You might notice that there are many fields hidden from the default page layouts in Milestones PM+. You may add fields included in the managed package to the page layouts but, before doing so, we recommend reviewing the field descriptions to prevent you from adding fields to the page layouts that are not necessary. Please Note: There are many calculated fields that leverage the parent relationship field (instead of the predecessor relationship field). If the parent lookup field does not have a value, these calculated fields will not be populated and may not be valuable to include on the layouts.

Free Edition Best Practices ● When creating a Project that will be used as a template:

○ Use a Project name that you will also use as the Template name. ○ Make sure that all durations, predecessor/successor dependencies are in place.


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○ Only lookup fields that apply to all projects created from the template should be populated. If for example, they all should be in the same Program, populate the Program Lookup. They may not all be for the same Account, so leave that blank.

○ If the Template may be migrated to another org, Lookup and Resource fields should be blank as the records may not exist in the new environment.

● File Project Templates in the Milestones PM folder so that all Users have access to them.

● Keep in mind that Custom Settings apply to all Programs, Projects, etc. ● If you have large Projects hitting limit errors such as SOQL 101, consider lowering the

“Usage of Limits” Custom Setting to 70% (It is 100% by default).

Milestones PM+ Premium Edition Admin Guide

Premium Edition Features Covered In This Portion of the Guide:

● Project Task & Salesforce Task Sync ● Project Task & Salesforce Event Sync ● Resource Assignment ● Milestone and Task Communication Templates ● Alerts & Notifications ● Create Projects From Any Object In Salesforce ● Time Entry ● Print Gantt Chart

Installation Prerequisites IMPORTANT: In order to avoid install or operational errors with this package if you are upgrading from a version of Milestones PM+ that is older than 7.0, you must enable the “Allow Activities” object setting from both the Milestone and Task object configuration screen.

○ Enable Track Activities on Milestone ■ Setup>Create>Objects>Milestone>Edit>Optional Features>Check Allow

Activities ○ Enable Track Activities on Task


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■ Setup>Create>Objects>Task>Edit>Optional Features>Check Allow Activities

Installation Support To get help installing the app, please email: [email protected]

Security After installing, please verify that all your user profiles (or permission sets) can see the fields on the Milestones PM+ objects that are added through the Enterprise Edition. Fields included that needs to be visible and editable/readable include:

● Milestone Object ○ MPM4_BASE__Additional_Information__c ○ MPM4_BASE__Email_Template__c ○ MPM4_BASE__Notification_Email_Address__c ○ MPM4_BASE__Task_Sync_ID__c

● Project Task ○ MPM4_BASE__Additional_Information__c ○ MPM4_BASE__CreatedByTask__c ○ MPM4_BASE__Duration_In_Minutes__c ○ MPM4_BASE__Email_Template_ID__c ○ MPM4_BASE__End_Date_Time__c ○ MPM4_BASE__My_Task__c ○ MPM4_BASE__Notification_Email_Address__c ○ MPM4_BASE__Reminder__c ○ MPM4_BASE__Reminder_Time__c ○ MPM4_BASE__Resource__c ○ MPM4_BASE__Start_Date_Time__c ○ MPM4_BASE__Sync_To__c

Project Task & Salesforce Task Sync (Premium Edition Feature): Currently there are no steps required to set up this feature. The package will come with this feature enabled by default. Please note that only new Project Tasks created or updated will be synchronized to Salesforce Tasks. In order to sync a Project Task to a Salesforce Task, you need to add the “Sync To” field to your page layout, and select “Salesforce Task” in this field or leave it blank. Please remember to add the “Sync To”, “Reminder”, “Reminder Time” fields to your page layout.


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Setting Reminders on Open Tasks: To select a reminder option on an open Task, select the checkbox, date and time.

Custom Setting: Sync Tasks Events When in Proj Planning If you do not want tasks to sync when the project is in the Planning stage then just uncheck the custom setting called: Sync Tasks Events When in Proj Planning. This will prevent task sync from the project but once the project switches to another status it will sync the tasks.

Project Task & Salesforce Event Sync (Premium Edition Feature): Currently there are no steps required to set up this feature. The package will come with this feature enabled by default. Please note that only new Project Tasks created or updated will be synchronized to Salesforce events AND this will only happen if you have selected ‘Salesforce Event” in the “Sync To” field AND have inputted the “Start Time” for the event on your Project Task. Please remember to add the “Sync To”, Start Time, End Time, and Duration fields to your Project Task page layout and keep in mind that only the “Sync To” field and “Start Time” fields are required to be populated in order to create a “Salesforce Event” in this field. Note: We do not currently support multi-day events. Please contact us at [email protected] to request this feature to be enabled.

Known Issues With Task/Event Sync Syncing of a Project Task to either a Salesforce Task or Salesforce Event will only occur automatically for new Tasks created on new Milestones. By adding the sync fields to the page layout, selecting either Task or Event sync and saving the record will cause a manual sync for that record.

Resource Assignment (Premium Edition Feature): With Milestones PM+ Premium Edition, a Resource record will need to be created from either selecting a Contact or User in the CRM as a Resource. Once this is completed, the Resource is available in the Resource lookup on the Task record. If multiple Resources are needed for the Task, a Contact record for the group can be created and assigned.


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Auto Task Resource Assignments (Premium Edition Feature): To enable auto task resource assignments navigate to setup and search for 'Custom Settings'. Once on the custom settings page click the manage link next to 'Milestone1 Settings', click the edit button, then select the 'Auto Assign Task Resource' checkbox and click save. On task creation or update, Milestones PM+ will attempt to find a resource with the same skills as what is required on the task and which is assigned to the fewest number of tasks in the date range that the task spans. PLEASE NOTE: The task assignment is performed asynchronously. This means that it may take up to a couple of minutes for a value to be populated in the ‘Resource’ field. In order for a task to automatically be assigned the following criteria must be met:

● The 'Auto Assign Task Resource' custom setting has been enabled ● A task is created or updated with a blank value in the 'Resource' field ● The task has one or multiple required skill populated in the 'Required Skills' field ● The task is not marked complete ● The task has dates populated in both the start and due date fields ● There is at least one resource created with all of the tasks required skills populated in

the "Resource Skills' field

Milestone and Task Communication Templates (Premium Edition Feature): To enable the the Milestone and Task communication templates the following steps are required:

1. First obtain the ID or the email template folder containing the email templates that will be used. To obtain the ID of the email template folder, navigate to the setup menu, click the Email Templates link under the Communication Templates section, then select the correct email template folder. Once the correct email template folder has been selected your URL will look something like this: salesforce.com/00X?setupid=CommunicationTemplatesEmail&fcf=00lj00000010v7a. The ID of the folder is contained after the ‘fcf=’ portion of the URL (displayed with the red text).

2. Once the ID is obtained navigate back to the setup menu for the second part of this configuration. Once back at the setup menu view your custom settings (accessible under the develop section), and click manage next to Milestone1 Settings. Click the edit button


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and update the ‘Default Email Template Folder’ field with the ID obtained in the first step, and click save. Once the custom setting has been saved you are ready for step three.

3. This step entails updating the page layouts of the Milestone and Project Task objects to display the visualforce page components that will be used to send off the email templates. To update your page layouts, follow these steps:

a. For the Milestone Page Layout: i. Go To Setup>Create>Objects ii. Click on Milestone iii. Scroll down to Page Layouts and click Edit link next to your page layout. iv. From the Page Layout Editor, scroll down the list of components and

select “VisualForce Pages”. Note: See highlighted option in image below.

v. Click and drag the MPM4_Milestone_Email visualforce page onto the

layout. vi. Click the wrench icon and change the height of the component to 100

pixels. vii. Click Save.

b. For the Task Page Layout: i. Repeat the steps from the prior step except you’ll be adding the

MPM4_Task_Email visualforce page onto the Task layout. ii. Once the page layouts have been updated you should be able to send off

created email templates from the Milestone, and Task page by selecting the correct template, and clicking the send button.

Known Milestone and Task Communication Templates Issues: When creating email templates that are of type CUSTOM, you cannot edit the email content from the template before sending. If you want to be able edit the email content from the template before sending, you must use HTML type email templates. This will require you to create a letterhead.


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Another important item to note about email templates is if you want to include Milestone fields in an email template intended to be sent from the Task page, you will need to create a formula field on the Task object that references the Milestone field's value. Then, within your Task email communication template, select that formula field on the Task object to bring in the Milestone field value.

Alerts & Notifications (Premium Edition Feature): To enable Alerts and Notifications no additional steps are required. However if you would like to disable this functionality you may do so by selecting the ‘Disable All Resource Email Notifications’ checkbox in the Milestone PM+ custom setting. When the Alerts and Notification feature enabled, email notifications will be sent to a successor Task owner/Resource when the predecessor Task is complete, and when a Resource is assigned to a Task. If you would like for only the successor Task notifications when a predecessor Task is complete you may check the ‘Disable Resource Assignment Notification’ custom setting.

Complete Milestone/Task Functionality (Premium Edition Feature): Please add the Complete Milestone and Complete Task buttons to your Milestone and Task page layouts respectively.

Create Projects From Any Object In Salesforce (Premium Edition Feature): With the Milestones PM+ Enterprise Edition, you now have the ability to create Projects from any object within Salesforce at the click of a button. Use the following steps to create the Project Creation Button. This feature is available with at least version 6.0 of Milestones PM+ base package.

a. Navigate to the setup menu. b. For any objects that you would like to create a project from, you must first create a

lookup relationship on Project to the parent object where the button will reside. If for example you want to create new projects from Cases, you would first create a lookup field on Project to Case.

c. Return to Setup and select the object you would like to create the project from. d. Click the New button or Link button. e. Populate the label, name, description, then select how you would like the project

creation to be trigger from: i. Detail Page Button (recommended)


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ii. Detail Page Link f. Select how you would like the new page being forwarded to display.

i. We recommend to use the behavior of “Display in existing window without sidebar or header”.

g. Leave the Content Source as URL. h. Paste the following text into the large box:

/apex/MPM4_BASE__Milestone1_Import_Project?&Id={!Object.Id} i. Change ‘Object’ highlighted in red above to the api name of the object you would

like to create the project from. i. Save the new button or link. j. Add the button or link to your page layout.

Time Entry (Premium Edition Feature): To get started with Time Entry, please watch the Getting Started Video. New to time entry: there is now a Time Entry tab which allows you to enter time on any object for multiple days.

Time Tabs Time Tracking Settings allows users to select objects (up to five objects) for their Time Entry grid.

Time Entry is the grid where users save and submit their hours by week. The records that display in the view are based off of the list views created at the object level. If you would like to further filter down the records that display, simply create a new list view for the object.

Time Entry Approval allows users to view their submitted and approved Time Entries, and is where managers can approve and deny Entries.

Remove Tab Access by User Profiles Remove access to custom tabs by user profiles: Setup > Administer > Manage Users > Profile > Edit > Edit > Tab Settings (second section) > Custom Tab Settings

● To restrict Time Tracking Settings from being modified and keep Entry grid layouts, change to ‘Tab Hidden.’

● To restrict Time Entry Approval for managerial users, change non-manager profiles to ‘Tab Hidden.’


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● To disallow access from the Time Entry grid for users who won’t use it, change to ‘Tab Hidden.’

Printable Gantt (Premium Edition Feature): When printing, be sure to select Background graphics in your Printer Options to see the full Gantt chart.

Internal/External Records: Set the internal checkbox field on a Project/Milestone/Task to true to hide it from the Gantt chart. When printing the Gantt chart and selecting external only from the drop down list, this allows you to show a client facing version of the Gantt chart and hide internal Projects/Milestones/Tasks.

Display Resource and Duration on Gantt (Premium Edition Feature): To see a Resource column or a Duration column on the Gantt chart, go to Custom Settings and Manage Milestones1 Settings and Edit. Select the desired checkbox for display Resource or display Duration.

Track Completion Percentage (Premium Edition Feature) To display the percent completed of Project Tasks on the gantt chart, select the custom setting Show Percentage Column on Gantt Chart. The ‘Percent Complete of the Project Task’ Status will be displayed on Project and Milestone charts.

Drag and Drop (Premium Edition Feature) Drag and drop the in-line bars on the Gantt chart to:

● update start and end dates of Milestones and Tasks ● set predecessor/successor relationships

To turn off this feature, select the custom setting Disable Interactive Gantt Chart.


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Manage Project Plan (Premium Edition Feature)

Inline Creation (Premium Edition Feature) Projects, Milestones, and Tasks can easily be added right in Manage Project Plan.

● Create Tasks in-line on the Milestone Gantt chart ● Create Milestones and Tasks in-line on the Project Gantt chart ● Create Projects and Milestones in-line on the Program Gantt chart

Alternatively, the two buttons on the far right open a new window to add their respective object.

Toggle Existing Items The Toggle Existing Items button hides existing items from the Manage Project Plan, allowing an easier view when adding new in-line items.

Show/Hide Fields On Manage Project Plan To show/hide fields on the Manage Project Plan you may simply modify the ‘Manage Project Plan Fields’ fieldsets at the Project, Milestone, and Task object levels. Please Note: It is recommended to keep the fields included by default in the Manage Project Plan fieldsets. To modify the ‘Manage Project Plan Fields’ fieldset, follow the steps below: Lightning Setup > Object Manager > Project, Milestone, or Task > Field sets > Click ‘Edit’ for the ‘Manage Project Plan Fields’ fieldset Classic Build > Create > Objects > Project, Milestone, or Task > Field sets > Click ‘Edit’ next to the ‘Manage Project Plan Fields’ fieldset


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Delete Column To hide the Delete checkbox column, select the custom setting Disable Deletion On Project Plan Page.

Resource Allocation Page (Premium Edition Feature) The Resource Allocation page allows a user to view resource allocation, the tasks a given resource is assigned to, and the ability to search for available resources in a given time range. Resource allocation may be populated at the Task level by setting the 'Daily Resource Allocation Percentage' field. The value populated in this field should be equal to the percentage of the day that a resource will be working on the Task. When navigating to the Resource Allocation tab a user will initially see the gantt chart that displays resource allocation for the current user week. If the current user does not have any tasks assigned to them in the current week a gantt chart will not be displayed. You may type in the name of one or multiple resources separated by a comma in the ‘Resource Name’ input box. You may also populate a different date range that you would like to display the allocation for (Please Note: the date range must be 40 days or less). After changing the input you may click the refresh button to update the gantt chart. To display all tasks one or multiple resources are assigned to in the input date range you may click the ‘Display Task View’ button. If you would like to search for available resources in a given date range you may click on the ‘Find Available Resources’ tab towards the top of the page. You may then search for available resources with the selected skill(s) in the input date range. The returned results will show all available resources and the percentage of availability they have. To denote that a resource has a given skill you may navigate to the resources record and update the ‘Resource Skills’ field. You may modify the field definition for the ‘Resource Skills’ field to add and remove skills to/from the picklist values.

Premium Edition Best Practices ● Please review Free Edition Best Practices for basic Milestones PM+ functionality.


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● When creating a Project that will be used as a template: ○ Ensure that Task/Event sync is set up as desired before exporting the template to

ensure that all Projects created from that template will have the sync enabled. ○ If there are Project Tasks that are internal, designate them as such.

● When logging time on behalf of another person, it is best to do so in the Time related list on the Project Task. The Time Entry grid will only allow logging time as yourself.

● When mass editing project tasks (e.g. data load), resource email notifications for project tasks can be turned off in custom settings to avoid unnecessary emails being sent to users: (Setup -> Custom Setting -> Milestone1 Settings -> Check Disable All Resource Email Notifications and Disable Resource Assignment Notification)

● The "Task Sync ID" field on Project Milestones is required for Task/Event sync. When performing data migrations, please include this field.


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