Creating Project Phases in Screendragon Templates

TABLE OF CONTENTS

• Steps to Create Project Phases in a Template
  • Navigate to the Template Builder
• Access the Phases Tab
• Best Practices for Phases
• Next Steps

In Screendragon, project phases help structure work into distinct stages, improving organization and visibility. When configuring a project template, at least one phase must be added to enable proper project planning and task assignment.

Steps to Create Project Phases in a Template

Navigate to the Template Builder

1. From the homepage, navigate to the settings area. 

2. From the Admin area, open the Template Builder.
   
   

3. Click the Create New Template. Click here for steps to create a new template. 

Access the Phases Tab

• Click the Phases tab.
• This is where you’ll define the stages of the project that users will see when creating or managing projects from this template.

Note: Adding at least one phase is required for the template to be valid.

Add a New Phase

• Click Add Phase.
• A new phase field appears at the bottom of the list.

Name the Phase

• Enter a clear and descriptive Title (e.g., Planning, Execution, Review).
  
• This name appears in the project’s phase navigation and is visible to users.

(Optional) 

• Provide a brief description to clarify the purpose of the phase. This can help guide project teams and ensure consistent usage of phases across projects.
• The Link to Date drop-down specifies which date field the phase should reference. Available options include:
  • Start Date

    The phase begins on the project’s Start Date. It is commonly used for the first phase of a project or when the phase must align with the project kickoff.

    Example: The project Planning phase starts on the project’s defined start date.

  • End Date

    The phase aligns with the project’s End Date. This is useful for final phases, wrap-up activities, or reviews that should occur at project close.

    Example: Final QA Review phase ends on the project’s set end date.

  • Extra Date 1

    A custom, administrator-defined date field that can be configured in the template or project form. This provides flexibility for anchoring a phase to a milestone or client-specific deadline that is not necessarily the start or end date.

    Example: A Client Approval phase linked to a mid-project deadline entered as Extra Date 1.

  • Extra Date 2

    A second customizable date field, offering additional flexibility. This is typically used for secondary milestones, such as Regulatory Submission Date or Go-Live Date.

    Example: A Launch Readiness phase linked to Extra Date 2 so that any changes to the launch date automatically adjust the phase timing.

• Color Choice 

  • The Color Choice option allows administrators to assign a specific color to a phase. This provides a visual identifier in project timelines, Gantt charts, and dashboards.

    • Use this to differentiate between types of phases (e.g., Planning = Blue, Execution = Green, Review = Orange). It improves readability in complex projects by making phases instantly recognizable.

    • Consistent color usage across templates makes it easier for users to interpret project schedules at a glance.

      
      

      
      

• Is Default

  • The Is Default toggle designates a phase as the default phase in the template.

    This ensures that this phase is automatically included when a new project is created from the template.

    • When enabled, the phase will always appear in the project unless manually removed. Multiple phases can be set as defaults to form a “baseline structure” for all projects built from the template. For best use, mark standard, non-optional phases (e.g., Planning, Execution, Closeout) as defaults to maintain consistency across projects.

• Email Notify 

  • The Email Notify toggle enables automatic email notifications when the phase is reached or updated. This keeps stakeholders informed of project progress at critical milestones. It sends an email alert to designated users or groups when the phase begins, changes status, or completes (depending on system configuration).

  • Recipients are determined by workflow rules or project roles. Enable for key milestones that require visibility across teams (e.g., Client Approval, Launch). You can also disable this for minor or internal phases to avoid excessive email traffic.
    
    

Best Practices for Phases

• Use clear, action-oriented phase names that align with your project lifecycle (e.g., Discovery, Design, Delivery).

• Include descriptions to support consistent understanding across teams.

• Keep the number of phases manageable—too many can overcomplicate navigation and reporting.

• Define extra dates consistently: Standardize what Extra Date 1 and Extra Date 2 represent across templates (e.g., “Approval Date” and “Go-Live Date”) to avoid confusion.

• Use dependencies: Combine the Link to Date setting with task dependencies to create dynamic project timelines that update automatically.

• Keep it simple: Where possible, link only the critical phases to project dates to prevent unintended cascading changes when dates shift.

• Communicate clearly: Ensure project managers and users understand which dates drive each phase, so they know how updates affect project schedules.

Next Steps

Once you’ve added all required phases:

• Proceed to configure tasks, workflows, budgets, or other modules within the template as needed.

• Save and publish your template so it can be used for creating new projects.