WMJ Training: Glossary of Terms

This guide is designed to present you with the Terms and their Definitions within Workamajig. You can use this guide in an effort to get familiar with the system.

**Last updated 7/26/2021 by Megan Godwin

For example, you might have referred to projects as jobs, tasks or even as campaigns in your previous system or process. However, in Workamajig a project is very specific and designed to accomplish certain things. So while the labeled name of the project cannot be edited in our system, this guide can help you in your transition by understanding what a project actually is.

Project Management

The following terms are used to describe the different aspects used when managing projects and associated items in Workamajig.

Campaign

It is a way to have an umbrella over multiple projects with different deliverables that are linked together. All transactions are still entered at the project level, however, campaigns allow you to roll up costs into one view. You can even estimate and bill at the campaign level.

Project

This is often referred to as a Job Jacket. It is a pliable compilation of workflow and data management, complete with a start date, specific goals and tasks, defined responsibilities, a budget, and an end goal date, where multiple parties are involved.

Schedule

It is made up mainly of tasks that need to be accomplished on the project to complete one phase and start work on another. May also be referred to as a timeline.

Task

Often referred to as a Milestone, Goal, or Phase of the projects. It contains the pre-assigned service (labor) to be completed and billed within that portion of the project. These can be assigned to a team or individual use to complete. **For Marriner, we bill up front at the time the project is kicked off, but don't recognize revenue until the job is completed.

Predecessor

This is where tasks can be linked to not allow the completion of one or many tasks until one or several tasks are themselves completed.

Assignment

This defines who the specific person, service, and allocation of time are designated to within a Task. A single Task can have multiple assignments.

To Do

These are noted as additional details to be done within the constraints of a single task on a project. Think of them as a checklist item that can be assigned to those within the task.

Conversations

This is the new term for all communication in the Platinum interface. It houses the Activities and To Dos within it, but the conversation can be about pretty much any type of transaction.

Deliverable

Sometimes referred to as an Art/Digital Review/ROUTE. This feature allows you to send out a file for commenting and approval. Deliverables are typically an internal review prior to sending to the client. INTERNAL routes are set up, followed by CLIENT FEEDBACK deliverables/routes for edits that come back from the client.

 

Companies

Refers to a record of data in the system, this record can be a client and/or vendor. It can also be a personal business reference as well.

Clients

When a company is flagged as a Client in Workamajig, this allows you to create projects for them, generate invoices and enter receipts.

Vendors

When a company is flagged as a Vendor in Workamajig, you can then generate orders, vendor invoices and payments for them.

Products

A way to further define sections of the client company for project tracking purposes. Can be used at Client level or Client-Division level. Billing remains connected to the main client level

General

This section has terms and features that don't necessarily fit in the categories above, yet you may come across these terms in the system and wonder what they mean and how they function.

Platinum vs Classic

Platinum in the new interface of Workamajig. The Flash interface, or Classic, is no longer getting updated and will be available to use so long as it can. Regardless of which interface you are currently using, your records in the database remain the same.

Standard Reports and Custom Reports

The system comes loaded with a slew of reports that a typical agency will want to use. Such as Profitability and Budget Analysis reports. However, the system does let you create your own custom reports based on specific areas of data.

Budget

This is the term used for the monetary layout of an approved estimate within a project.

Lock (In a Project schedule)

Locking a project schedule makes it so other users cannot make changes to the project while in this status. However, those with higher levels of security rights can still make changes.

Finalize (in a Project)

It takes a snapshot of your actual start and completion dates and populates the original start and completion dates. These original dates never change, allowing you to see what the project schedule original started out as.

Show on Schedule (in a project)

It is a scheduling component that is on by default. If unchecked it takes away the ability to assign people to tasks.

Track Budgets and Expenses (in a project)

This is to track tasks you can estimate for that track time against like time entries, labor entries or expenses. If this is something you would track then you want to check this box. You either want to track at the summary or detail level but you cannot do both.

Allow Time on all Timesheets (in a project)

This is an override to enter their time against their task whether they are assigned to it or not.

Custom Fields

When the available options don't allow for your unique requirements, one can always explore adding custom fields at a variety of levels within the system to generate the reporting needed.