Edition: All
User-Level: User and Above
Building on the read-only foundation introduced in Phase 1, Phase 2 transforms Project Breakdown into a fully interactive workspace.
Project managers can now create, edit, duplicate, and delete Phases and Stages directly on the page, reducing the need to switch between multiple tools and making project management faster and more efficient.
Key Updates and Benefits
Phase 2 introduces the following capabilities to the Project Breakdown page:
Inline editing of key Stage and Phase details directly in the table
Create, duplicate, and delete Phases and Stages without leaving the page
Manage Contract level Fee, Amount, and Variations
Apply a pre-built template, or save the current structure as a new template
Enable or disable Phases on a project
Reorder Phases and Stages, including moving a Stage between Phases
Delete a project directly from the page
Inline date editing for Stage Start and End dates
A range of UX improvements to make the table easier to scan, edit, and navigate
Inline Editing
Project Breakdown is no longer read-only. You can now edit key fields directly in the table without navigating away from the page.
To begin editing, click the field you want to update. The cell becomes editable, and changes save without interrupting your workflow.
The majority of Stage and Phase fields support inline editing, including key details such as progress, fees, assignees, dates, and Stage status. We're continuing to expand this capability in future releases.
Phases
In this release Phase management is completed directly from the Project Breakdown page. The following actions are now available:
Enable/Disable Phases: Phases can be enabled or disabled directly from the page in the top right hand ellipses, giving you control over which Projects you would like phases to be included on.
Creating a Phase: New Phases can be inserted directly into the breakdown via the insert button, allowing you to build out your project structure on the fly.
Editing a Phase: The following fields can be edited directly in the table or side pane:
Name: Editable inline from the table by double-clicking the field
Description: Editable from the side pane, accessible by clicking on the Phase row
All Phase management options can be found in the ellipses menu on the far right hand side of each Phase.
Deleting a Phase - If you have the right permissions you will now be able to delete a phase. A confirmation step will appear before the deletion is finalised to prevent accidental removal.
Note: Deleting a Phase will also delete stages under it.
Stages must be in proposal status, with no invoices or WIP.
Reordering Phases - Phases can be reordered to reflect the structure that works best for your project. You can move a Phase to the top or bottom of the list in one click, or drag and drop it into any position.
Duplicating a Phase - Phases can be duplicated, creating a copy that can then be edited as needed, useful for projects with repeating structures.
All Phase management options can be found in the ellipses menu on the far right of each Phase.
Stages
Full Stage management is also now available directly from the Project Breakdown page. The following actions are now available:
Creating a Stage: New Stages can be inserted into any Phase directly from the page.
Editing a Stage: The majority of Stage fields can be edited directly from the table or side pane:
Editable inline from the table (click the field):
Name
Status
Progress
Discipline
Assignee
Fee Type
Percentage - available for Stages where the Fee Type is set to Percent of Contract
Fee/Cap
Start Date and End Date
Editable from the side pane - open it via the ellipses menu > Open Details on the Stage row:
Cost Centre
Rate Group
Tax Rule
Client Reference Number
Restrict Rates
Stage Colour
Use Project Contract Fee
Contract
Scope
Restrict Tasks
All Stage management options can be found in the ellipses menu on the far right of each Stage:
Open Details - Opens the side panel to view and edit additional Stage details.
Delete a Stage - A Stage can only be deleted when it's in Proposal status with no transactions, invoices, or budget lines. A confirmation step appears before deletion is finalised.
Reorder Stages - Move a Stage to the top or bottom of its current Phase in one click, drag it to any position within the same Phase, or drag it across to a different Phase.
Duplicate a Stage - Create a copy of a Stage within the same Phase that can then be edited as needed. The copy carries across the Phase, status, Assignee, discipline, cost centre, rate group, fee type, tax rule, and fee. Budget, resourcing, and custom fields are not copied and will need to be set up on the new Stage.
Create Invoice - Start a draft invoice pre-filtered to this Stage.
View Financials - Open the financials view for this Stage.
View Transactions - Open the transactions list for this Stage.
Example: Jane is setting up a new project with three near-identical design Stages. She creates the first Stage inline, duplicates it twice, then clicks into each copy to update the Name, Assignee, and Fee. No need to open a separate Stage form.
Side panel notes
Rate Group - Changing the Rate Group on a Stage recalculates all WIP (uninvoiced) transactions on that Stage. Invoiced and written-off transactions are unchanged.
Restrict Rates - Only available when stage-specific rates have been set up. When enabled, only those stage-specific rates can be used for timesheets, budgets, and invoicing on this Stage.
Restrict Tasks - Only available when stage-specific tasks have been set up. When enabled, staff can only log time against those tasks on this Stage.
When inline editing is blocked
Some fields stop accepting edits depending on Stage or project state. If a cell appears read-only, it's usually because of one of the conditions below.
Start Date / End Date - Not editable when the Stage status is On Hold, Unsuccessful, or Complete. Once a date has been set it cannot be cleared.
Fee / Cap - Not editable when the Stage has draft invoices, the Stage status is Complete or Unsuccessful, the Fee Type is Non-Billable or Hourly, or the project is non-billable. The value cannot be reduced below the amount already invoiced.
Fee Type - Not editable when the Stage has draft invoices, when Use Project Contract Fee is on, or when the Stage or project status is Complete or Unsuccessful. Changing Fee Type triggers a confirmation dialog before the change is applied.
Percentage (Percent of Contract) - Only appears when the Fee Type is Percent of Contract. The total percentage across all contract-linked Stages cannot exceed 100%.
Progress - Accepts whole numbers between 0 and 100. Decimals are not supported.
Discipline - Not editable when the Stage or project status is Complete or Unsuccessful.
Contract Fees, Variations, and Templates
Project Contract Fees - Contract fee amounts and variations can now be managed directly from the Project Breakdown page, giving you a single place to oversee the financial structure of your project.
Insert from Template - Phases and Stages can be populated from a pre-built template, allowing you to apply a standard project structure without building it from scratch.
Create Template - The current Phase and Stage structure of a project can be saved as a template for future use, making it easier to standardise structures across similar projects.
Delete Project
Projects can now be deleted directly from the Project Breakdown page, with the usual confirmation step before the deletion is finalised.
UX Improvements
A range of smaller improvements make the table easier to scan, edit, and navigate:
Hover indicators on editable fields - Editable cells now show a visual indicator on hover so you can see at a glance which fields can be edited inline.
Cursor affordance - The cursor changes over editable cells to reinforce which fields accept direct input.
Skeleton loading state - The side pane now shows a skeleton loading state while data is being fetched, giving clearer feedback that content is on the way.
Pagination options - You can now set the number of rows per page to 20, 50, or 100.
Autocomplete navigation - Autocomplete fields now support arrow-key navigation and have a consistent height across the table.
Permissions for Project Breakdown (Enterprise only)
A new group has been added to the Security Matrix (for Enterprise users) called Manage Projects, which contains three new permissions:
Access Project Breakdown - Gives page access so you can view Phases and Stages, including the following columns: Phase and WBS, Stage Name, Status, Dates, Assignee, Scope of Works, Client Reference Number, and Progress.
View Stage Details - Requires Access Project Breakdown. Adds visibility of Fee Type, Cost Centre, Discipline, Tax Rule, Restrict Rates, Restrict Tasks, and Tags in the UI and in the exported Excel file.
Project Financials - Requires Access Project Breakdown. Adds visibility of Fee, Cap Value, Cap, Fee and Cap, Total Fee, Contract Amount, Construction Fee Percent, and Construction Fee Value in the UI and in the exported Excel file.
If Access Project Breakdown is OFF - The user cannot see the Project Breakdown page or its data, and the View Stage Details and Project Financials permissions have no effect.
If Access Project Breakdown is ON - The user can view the page and its base columns. View Stage Details and Project Financials then each reveal their respective additional columns in the UI and the Excel export.
Upcoming Enhancements
We're continuing to invest in Project Breakdown. Here's a snapshot of what's currently prioritised:
Improved visibility of Rate Group and Cost Centre - Bringing these fields out of the side pane and into the main table for faster access.
Customisable columns - Tailor the table to show the information most relevant to you and your team.
Drag-and-drop column ordering - Arrange your columns in the order that works best for your workflow.
Continued UX refinements - We're always listening to feedback and making targeted improvements to make the experience smoother and more intuitive.
Have feedback on the new Project Breakdown page? We'd love to hear it.