Learn how OneCrew Admins review and maintain the settings that shape Project setup, customer-facing Proposals, Work Orders, email content, and document organization.
Project, Proposal, Work Order, document, and email settings shape how information moves through OneCrew from Project setup to customer approval and field execution.
These settings affect what users see, what customers receive, and what Operations and Field teams rely on to complete the work.
Changes to these settings may affect future Projects, customer-facing documents, field instructions, and multiple users. Review the expected impact before saving changes in Production.
| Setting Area | What It Controls | Who It Affects |
|---|---|---|
| Project Settings | Defaults, required fields, tags, checklists, folders, and business-unit-specific Project behavior. | Sales, Admins, Operations, and Field users. |
| Proposal Settings | Customer-facing layout, pricing display, terms, signatures, service descriptions, and attached content. | Salespeople and customers. |
| Work Order Settings | Scope, quantities, units, notes, costs, Project details, and field instructions. | Operations and Field users. |
| Email Settings | Subject lines, message content, sender details, links, attachments, and variables. | Internal users and customers. |
| Document Settings | Default folders, folder names, categories, and where Project files should be stored. | All users who upload or review Project documents. |
Follow the same review process before changing any Project, Proposal, Work Order, document, or email setting.
Make sure you are working in the correct Sandbox or Production environment.
Verify that the setting applies to the correct business unit.
Determine whether the change affects Sales, customers, Operations, Field users, or the entire organization.
Understand the existing value and why it is configured that way before replacing it.
Use Sandbox for unfamiliar or significant changes whenever possible.
Confirm the result in the generated Project, Proposal, Work Order, email, or document structure—not only in the Admin settings screen.
Do not change a setting simply because the option is available. Some settings are centrally managed or approved only for specific business units.
Project settings control how new Projects are created, organized, and prepared for the rest of the workflow.
Changes to Project defaults generally affect new Projects created after the update. Review an existing Project before assuming the change will apply retroactively.
Proposal settings control how Estimate information is presented to the customer.
Always review the generated Proposal, not only the Admin settings screen. The customer-facing output is the final result that must be correct.
Test major Proposal changes in Sandbox before using them on a live customer Estimate.
The required document step depends on how the Proposal is accepted.
If the Proposal is sent and accepted digitally through OneCrew, the accepted Proposal is automatically attached to the Project. No additional upload is required.
If the Proposal is paper-based or signed outside the digital process, upload the completed document to the Project Documents section.
Use clear and consistent folders for accepted Proposals, Work Orders, Change Orders, photos, tickets, receipts, vendor invoices, customer documents, and other supporting records.
Document settings should make it easy for users to find the final accepted record without replacing or obscuring the original Project history.
Work Order settings control what Operations and Field users see after the work is accepted.
Do not remove information that Operations or Field users rely on to understand and complete the job.
Email settings may control messages sent from OneCrew for Proposals, Project updates, or other workflows.
| Review Area | What to Confirm |
|---|---|
| Sender | The sender name and address are correct. |
| Subject | The subject line is clear and matches the purpose of the message. |
| Message Body | The wording is accurate, professional, and consistent with the approved process. |
| Variables | Project, customer, salesperson, and other variables display correctly. |
| Links and Attachments | Links work and the correct files are attached. |
The detailed use of variables and templates is covered in the Admin appendices.
Follow the full workflow far enough to confirm that the setting produces the expected result.
Make the approved update in Sandbox whenever possible.
Create the necessary test Project, Estimate, Proposal, Work Order, or email.
Generate the actual Proposal, Work Order, email, or document structure affected by the setting.
Review what the customer, salesperson, Operations user, or Field employee will actually see.
Confirm the result matches the expected workflow before applying or using the change in Production.
| Problem | What to Check |
|---|---|
| Project field is missing | Business unit, required-field configuration, defaults, and user permissions. |
| Proposal looks incorrect | Template settings, variables, pricing display, terms, and the generated customer-facing output. |
| Work Order lacks details | Service descriptions, quantities, notes, scope details, and display settings. |
| Email content is wrong | Template, subject line, variables, links, attachments, and sender settings. |
| Sandbox differs from Production | Environment-specific configuration, business-unit settings, and organization-level controls. |
| Setting is locked or missing | Whether the setting is centrally managed or limited to specific business units. |
When asking for help, explain what you expected to see, what actually appeared, which environment and business unit you were using, and include a screenshot or short video when possible.