Edit a Project

Learn how to edit a project in AroFlo Office

Updated on March 19th, 2024

Once a project has been created, you can edit the project details displayed in the project header and reorder the project stages if needed. 


You can also control the visibility of project documents on associated tasks from here, as well as close the project once it is complete.

To open the Edit Project window:

  1. Go to Workflow > Projects > Open.
  2. Click the project name.
  3. Click Edit Project (top right).
  4. Edit the fields as required and Save Project.
  5. When you've finished, click Project (top left) to return to the main Project work area.


Project Detail

The fields under Project Detail can be changed. Refer to Create a Project to learn about each field.

There are also some additional options when you edit a project:

Close the project

Closing a project locks down details and prevents any further tasks or invoices from being raised.

The project can only be closed when all linked tasks have been marked as 'Completed' and all project invoices have been processed and finalized.


To close the project, scroll down to Project Status and select Closed.


Restrict client access to reports

This setting lets you control the level of cost information in reports for clients who have permission to access your AroFlo site.

Restricted No cost details (labor, materials, expenses) are shown.
Lab & Mat (Qty only) Labor and materials show total quantities only.
Lab & Mat (Detailed Cost) Labor and material items show cost pricing.
Lab & Mat (Detailed Sell) Labor and material items show sell pricing.

Delete the project

If you want to delete a project, you will first need to delete all linked quotes, tasks, and invoices.


Once linked information is deleted, you can click Delete Project (top right of the edit screen) and OK.


Read more: Delete a Project


Change the substatus

Select a substatus from the dropdown and Save Project


Set project document visibility on tasks

Use the Task Project Documents Visibility setting to control the types of documents displayed within the Project Documents tab on a linked task.

All Project & Tasks Documents Displays all documents that have been uploaded to the project and/or any linked tasks.
Only Project Documents Displays documents that have been uploaded to the project only.


Project Stages

The fields found in the Stages tab can be changed. Refer to Create a Project to learn about each field.

  • Click a stage to view the stage details
  • Click the (blue pencil) to edit a stage.


Reorder project stages

You can easily re-order stages on the project without having to change the original quote (if linked).


Simply click and drag the (two bars) icon on the stage and drag it up or down. These changes will be reflected in the Project dashboard and reports.


Delete project stages

You can only delete project stages that contain no quotes, tasks, Gantt chart links, or invoices. To do this:

  1. Click Edit Project.
  2. Click (red bin).
  3. Click OK > Save Project.

Icons explained

If your project stages contain quotes, tasks, Gantt chart links, or invoices, you'll see the following icons, each with a number to indicate how many of each item the stage contains.

Icon Meaning
The stage contains quotes.
The stage contains tasks, purchase orders or bills.
The stage is linked to another stage in the Gantt chart.
The stage contains tasks that have been invoiced.

See Delete a QuoteDelete a TaskDelete a Dependency (in a Gantt chart), or Delete an Invoice for information on removing items from project stages to enable stage removal.

In this image, the 'Ground Floor' stage contains 1 quote, 3 tasks, 2 Gantt chart links, and 1 invoice.  The 'Variations' stage contains no quotes, tasks, Gantt chart links, or invoices, and can be deleted.
In this image, the 'Ground Floor' stage contains 1 quote, 3 tasks, 2 Gantt chart links, and 1 invoice.
The 'Variations' stage contains no quotes, tasks, Gantt chart links, or invoices, and can be deleted.

Progress Settings

These settings let you set the default progress settings for this project as well as the default behavior when creating an invoice and choosing the project default settings. 


See Progress Claims.

Progress Summary

Select a default progress summary view:

  • Project Overall - approved contract (quote) and variation total (ex. GST).
  • Contract Only - approved contract (quote) total (ex. GST).
  • Variations Only - approved variations total (ex. GST).

Progress Breakdown

Select a default progress breakdown:

  • By Project (overall)
  • By Stage
  • By Tracking Centre

Calculation Method

Select a default invoice calculation method:

  • Contract %
  • Task Actuals

Include No Stage

Include or exclude quotes/tasks that are not linked to a stage when invoicing.



Project Documents and Photos

Documents can be added to the Project using the Documents & Photos tab.


To learn more, see Documents and Photos.

The Task Project Documents Visibility setting (explained above) controls what documents are displayed in the Project Documents tab within a Task.


Example: This is useful when you have a scope or schedule sent from the builder. You might want this available on every task linked to this project.