FileMaker Pro

Filemaker Pro is the project management tool our offices uses for the following functions:

• Recording project names and assigning job numbers
• Reporting the progress of a job
• Tracking estimates for design, proofreading, photography, and other expenses
• Tracking and reconciling actual expenses
• Holding important documents and images related to a job
• Sending pertinent communications to a project team

Filemaker Basics

Opening a New Job

From your dashboard, click on the New Project button on the right-hand side of the screen.

You will see a blank Project Information screen. Fill in as many fields as you can. Be sure to open a component by clicking the "create component" button in the upper right hand side of the screen.

Additionally, you will want to enter notes about the project in the Project Track tab. You should write a message anytime something significant happens in a project, such as a comp having been presented, or the client changing something about the project. The time and date of your entry will automatically be recorded.

Recording Job Status

Every project manager must update the job status for every open job by the end of the day Friday each week. To do this, click on the component you want to address. In the Component screen, use the drop-down menu next to the component name and select a status.

Tracking Estimates

Printing will always in the component's Print Specs tab. The designer and photographer will also enter estimates in the Art and Assignment Photo tabs respectively. You can use these numbers to help produce an estimate for your client.

Tracking and Reconciling Expenses

In your Navigator field, select Ledger Card. In this screen, you may view actual expenses and compare them to your estimate. At the end of a project, you will want to be sure that all actual totals are entered before closing your job.

Adding Attachments

You should upload any important job documents in Filemaker. These might include Model Releases, estimates, and final approved images for printed projects. From your Project Information Screen, select the Attachments tab. you may upload thumbnail images on the right by dragging and dropping them where noted. You may upload full documents by browsing your files and selecting the appropriate one in the section on the right.

Sending Project Updates

You can use Project Track to send updates to your work team. You may use this for all projects, but is particularly important for Web projects. This is the first tab in your Component screen. Just enter your note in the "message" section, and then click on the mail icon to send it as an email to your team. Be sure to copy yourself if you would like to be sure the message went out. You may also create a standard distribution list for all messages on the right-hand side of the page.