Autotask Projects

Autotask Projects Management

Overview

Autotask Projects extend beyond simple ticketing to handle structured work with defined phases, tasks, dependencies, and resource assignments. Projects are used for implementations, migrations, onboarding, and any work requiring planning and tracking.

Anti-triggers

• Reactive service desk work — a project Task and a Ticket are different entities with different tools (autotask_create_task vs autotask_create_ticket); use autotask-tickets.
• Scheduling a technician's visit — booked onsite blocks are service calls; use autotask-service-calls.
• Hours logged against project tasks — use autotask-time-entries.

Key Concepts

Project Structure

Project
├── Phase 1
│   ├── Task 1.1
│   ├── Task 1.2
│   └── Milestone: Phase 1 Complete
├── Phase 2
│   ├── Task 2.1
│   ├── Task 2.2
│   └── Milestone: Phase 2 Complete
└── Final Milestone: Project Complete

Project Fields

Project Status Values

Task Fields

API Patterns

Creating a Project

POST /v1.0/Projects
Content-Type: application/json

{
  "projectName": "Acme Corp - Office 365 Migration",
  "companyID": 12345,
  "projectType": 1,
  "status": 1,
  "startDate": "2024-03-01",
  "endDate": "2024-04-15",
  "projectLeadResourceID": 29744150,
  "description": "Migrate from on-prem Exchange to Office 365",
  "estimatedRevenue": 15000.00,
  "contractID": 54321
}

Creating a Phase

POST /v1.0/Phases
Content-Type: application/json

{
  "projectID": 98765,
  "title": "Phase 1: Planning & Assessment",
  "description": "Initial assessment and migration planning",
  "startDate": "2024-03-01",
  "dueDate": "2024-03-08",
  "estimatedHours": 16
}

Creating a Task

POST /v1.0/ProjectTasks
Content-Type: application/json

{
  "projectID": 98765,
  "phaseID": 11111,
  "taskName": "Document current Exchange environment",
  "status": 1,
  "assignedResourceID": 29744150,
  "estimatedHours": 4,
  "startDate": "2024-03-01",
  "endDate": "2024-03-02",
  "priority": 2
}

Searching Projects

Active projects for a company:

{
  "filter": [
    {"field": "companyID", "op": "eq", "value": 12345},
    {"field": "status", "op": "eq", "value": 5}
  ]
}

Projects by lead:

{
  "filter": [
    {"field": "projectLeadResourceID", "op": "eq", "value": 29744150},
    {"field": "status", "op": "in", "value": [1, 5]}
  ]
}

Creating Time Entry on Task

POST /v1.0/TimeEntries
Content-Type: application/json

{
  "taskID": 22222,
  "resourceID": 29744150,
  "dateWorked": "2024-03-01",
  "startDateTime": "2024-03-01T09:00:00Z",
  "endDateTime": "2024-03-01T12:00:00Z",
  "hoursWorked": 3,
  "summaryNotes": "Documented Exchange server configuration",
  "billingCodeID": 29683556
}

Updating Project Status

PATCH /v1.0/Projects
Content-Type: application/json

{
  "id": 98765,
  "status": 5,
  "actualStartDate": "2024-03-01"
}

Common Workflows

Project Setup

1. Create project

   • Link to company and contract
   • Set project lead
   • Define timeline

2. Create phases

   • Logical groupings of work
   • Sequential ordering

3. Create tasks

   • Assign to phases
   • Estimate hours
   • Set dependencies

4. Assign resources

   • Assign tasks to techs
   • Balance workload

Project Execution

1. Start project - Update status to Active
2. Work tasks - Log time entries
3. Complete tasks - Update task status
4. Track progress - Monitor vs estimates
5. Complete phases - Mark milestones
6. Close project - Final status update

Project Billing

Projects can be billed:

• Fixed Fee - Set project price
• Time & Materials - Bill actual time
• Against Contract - Deduct from prepaid hours

Always associate project with contract for proper billing flow.

Error Handling

Common API Errors

Validation Errors

"ProjectName is required" - Project name cannot be empty

"Invalid companyID" - Company must exist and be active

"PhaseID does not belong to Project" - Task's phase must be in same project

Best Practices

1. Use phases - Organize work logically
2. Estimate accurately - Track estimates vs actuals
3. Assign tasks - Don't leave tasks unassigned
4. Update status - Keep project status current
5. Link to contracts - Ensure billing flows correctly
6. Document milestones - Define clear completion criteria
7. Regular reviews - Weekly project status checks

Related Skills

• Autotask Tickets - Ad-hoc service work
• Autotask Contracts - Project billing
• Autotask CRM - Company relationships