gFM-Business 2.7 with project management released.

We are pleased to present the Enterprise software gFM-Business Light and Professional in the updated version 2.7. The new version now has integrated project management, which can be used to plan and manage individual projects and is therefore also very suitable as a Agency software.

Any number of customers, contact persons, services, employees, documents, quotations, orders, invoices, credit notes, orders, processes and external files can be assigned to each project. The actual values of revenues and costs are automatically calculated from the assigned invoices, credit notes, orders and transactions. Numerous planning data such as the project type, start and end date, budget, revenue or costs can be predefined for each project. Corresponding free fields are available for individual data. The new project management can be used on Mac, Windows and iPad. gFM-Business 2.7 also contains some bug fixes and optimizations for use on the Apple iPad.

Project planning and management

In the area [Company] a project management function is now available in gFM-Business for planning any number of projects. Any number of the following data can be assigned to each project:

• Customers - Assign any number of customers to a project. A customer can easily be assigned to several projects.
• Contacts - Any number of contact persons can be assigned to each project.
• Services - Assign services from time recording to any project.
• Employees - Any number of employees from the user administration can be assigned to each project.
• Documents - Assign any number of documents from the [Correspondence] to.
• Offers - Enables any number of quotations from invoicing to be assigned to a project.
• Orders - Allows any number of orders from invoicing to be assigned to a project.
• Invoices - Allocated invoices automatically increase the actual value of revenue.
• Credit notes - Assigned credit notes automatically increase the actual value of costs.
• Orders - Assign any number of orders to a project.
• Processes - Any number of tasks can be assigned to each project with the support of milestones.
• Files - Assign any number of external files to a project.

The following master data can be managed for each project:

• Project name - Name of the project
• Project type - Type of project with editable Value list
• Project manager - Selection of users from the user administration
• Description - Text description of the project
• Status - Activity status of the project
• Phase - Project phase with editable value list
• Priority - Priority of the project
• Image - Project picture
• Date - Entry date of the project
• Start date and end date Target and actual
• Planned budget
• Revenues and costs Target with automatic calculation of the Total
• Actual revenues and costs with automatic calculation of the Total from revenues, costs and assigned documents
• Five Freely definable fields for individual data

Creation of a new project

To create a new project, first call up the selection point [Company > Projects] and click on the [New] button in the toolbar.

Enter all the required details for the new project in the fields of the popover dialog. After clicking on the [Add] the new project in the Database and can be edited further.

Adding customers to a project

To add a customer to a project, go to the [Connected data] on [Customers] and click on the right edge of the data portal on the button [+]. In the following dialog, you can find customers using a full-text search and add them to the project with a mouse click.

In the field [Search term] a full text search can be carried out in all available customers in order to limit the selection in the dialog. After selecting a customer with a mouse click, the customer is added to the project called up. It is not possible to add a customer to a project more than once.

Adding contact persons to a project

You can assign any number of contact persons to each project. To add a contact person to a project, go to the [Connected data] on [Contacts] and click on the right edge of the data portal on the button [+].

In the dialog for adding contact persons, only contacts of customers linked to the project are displayed. In the field [Search term] a full-text search can be carried out in all available contacts in order to limit the selection in the dialog. After selecting a contact person with a mouse click, the contact is added to the project called up. It is not possible to add a contact person to a project more than once.

Adding services to a project

The time recording integrated in gFM-Business has been extended for use in project management. This means that registered services can also be recorded in the [Customers > Services] of the CRM can be assigned to a specific project. To add a new service directly in a project, go to the [Connected data] on [Services] and click on the right edge of the data portal on the button [+].

After confirming the popover dialog with the button [New service] the service entered is added to the project called up. The saved service is also available for the assigned customer in the CRM under [Customers > Services] visible.

Assign employees to a project

Under the selection item [Employees] in the area [Connected data] several employees from your own company can be assigned to a project. To add a contact person to a project, switch to the relevant area and click on the button on the right-hand side of the data portal [+].

All employees entered in the user administration are available in the popover dialog for selecting employees. In the field [Search term] a full-text search can be carried out in all available employees in order to limit the selection in the dialog. After selecting an employee with a mouse click, the employee is added to the selected project. It is not possible to add an employee to a project more than once.

Add documents to a project

For each project, any number of documents from the [Correspondence] can be assigned to a project. To add a document to a project, go to the [Connected data] on [Documents] and click on the right edge of the data portal on the button [+].

In the field [Search term] a full-text search can be carried out in all available documents to restrict the selection in the dialog. After selecting a document with a mouse click, the document is added to the selected project. It is not possible to add a document to a project more than once.

Add documents to a project

gFM-Business supports the addition of any number of quotations, orders, invoices, credit notes and purchase orders to a project. To assign a document to a project, select the following in the [Connected data] the desired document type and click on the button on the right side of the data portal [+].

In the field [Search term] a full-text search can be carried out in the items of all available documents in order to restrict the selection in the dialog. After selecting a document with a mouse click, the document is added to the project called up. It is not possible to add a voucher to a project more than once. The actual values of revenues and costs are automatically recalculated for invoices, credit notes and orders assigned to the project.

Adding tasks to a project

Any number of tasks can be added to a project, representing individual steps within a project. A task can be defined as a milestone in order to highlight it accordingly in the task list. To add a new task to a project, switch to the tab button [Processes] and click on the button in the title bar on the right-hand side. [+].

An external image and an external document can be saved for each task. If the activity is marked as a milestone, it is highlighted in the activity list. In each activity, you can specify whether the amounts entered in the fields for costs and revenues should affect the overall calculation in the project. By clicking on the [Add] the new task is added to the called project.

Edit processes

To edit an existing task, click on the corresponding entry in the task list, whereupon the dialog shown above opens for editing the task. In this dialog, it is also possible to transfer the task with start and end date to the group calendar as an appointment.

In the task list, you will find the icon for calling up the corresponding functions for the task on the left-hand side of an entry. The following functions are available for tasks:

• New process - Used to create a new activity for the project called up.
• Duplicate process - Creates a new operation based on the selected operation.
• < Process back - Orders the selected operation before the previous operation.
• > Continue process - Arranges the selected operation after the next operation.
• Delete process - Removes the selected task from the selected project.
• Delete selected - Removes all selected tasks from the selected project.

The button to the right of the function button can be used to set a process to the status [Done] can be set. To the right of this, processes can be marked in the list, for example to remove several processes in one step. Tasks with the status [Milestone] are highlighted in yellow in the list.

Attach external files to a project

Any number of external files can be assigned to each project. Under the register button [Files] all files belonging to the project are displayed in list form.

Clicking on a file name displays a preview of the document in a popover dialog. The document can be opened in an external program by clicking on the document preview. File attachments can be opened, printed and removed from the project.

Event log of projects

Under the register button [Events] all changes that have been made to the selected project in the past are displayed in chronological order.

Print project list and project overview

To print a list of all projects or an overview of a project, click on the [Print] icon in the toolbar, whereupon the print dialog for projects appears.

By default, gFM-Business has the print layouts "Project list" (list of all called projects) and "Project overview" (overview of the called project with all activities) in the project management. Using FileMaker Pro, the print layouts can be adapted to individual requirements or additional print layouts can be added for projects.

Project management on the iPad

Project management is also available for use on the Apple iPad with optimized masks. Adding external files is not supported on the iPad.

Revised masks and lists on the iPad

In gFM-Business 2.7, all masks and list views have been revised for the Apple iPad and optimized for use with FileMaker Go 15 optimized.

Buy gFM-Business in the online store

• gFM-Business Light - single user, without group calendar, 299 Euro
• gFM-Business Professional - single user, from 499 Euro
• gFM-Business Professional, multi-user license, from 799 Euro
• gFM-Business Custom, single user license - from 1.299 Euro
• gFM-Business Custom, multi-user license, from 1,999 Euro

Download 30-day trial version

Below you will find gFM-Business Light for Mac OS X or Windows and gFM-Business Professional for download. You can download the software free of charge and test it for a period of 30 days without restrictions. gFM-Business Professional requires an installed license or a demo version of FileMaker Pro.

Download gFM-Business Light (single user license)

Download gFM-Business Professional (FileMaker 14-16)