The Best Way to Share Project Timelines and Visibility With External Departments
![](https://media.coschedule.com/uploads/Blog_Best-Way-to-Share-Timelines-CoSchedule.png?w=3840&q=75)
Keep External Departments Updated on Project Planning
Follow this process to use CoSchedule to keep external departments in-the-know about the status of their project request. This helps them see that their request has been received and is being prioritized.Create Custom Statuses in CoSchedule
Head over to your calendar settings:- Toggle down your name in the top left-hand corner.
- Choose calendar settings.
- Click the “Status” option in the left-hand menu.
- Set up three custom statuses under the “Ideas” area - Requested, Backlog, and Up Next.
![Custom Statuses Coschedule](https://media.coschedule.com/uploads/image1-8.png?w=3840&q=75)
Set Up a Sales Requests Saved View
Next, you’ll need to create a new “sales requests” saved view. This creates a focused view of CoSchedule that contains only the projects that have been requested by your sales department. You’ll want to do this for two reasons:- It makes it easy for you to quickly monitor incoming requests.
- It allows your sales department to self-serve and confirms their request has been seen.
- From your calendar, click the last option in the breadcrumb menu and choose “Create New Saved View”.
![Create new saved view](https://media.coschedule.com/uploads/image2-8.png?w=3840&q=75)
- Name your new saved view, “Sales Requests”.
- Tick the box “Share view with my team” if you’d like your marketing team to see this saved view.
- Next, choose to add a new filter category.
- If your sales team has its own color label, add “Label” as a filter category; if sales has a tag, add “Tag” as a filter category.
![Filter category](https://media.coschedule.com/uploads/image3-6.png?w=3840&q=75)
- Under “View Settings” tick the box next to “Ideas”, “Team”, and “Projects”. This will make this saved view available in all areas of CoSchedule.
![Projects View](https://media.coschedule.com/uploads/image4-4.png?w=3840&q=75)
![Group by status](https://media.coschedule.com/uploads/image5-5.png?w=3840&q=75)
Create an Idea Board Read-Only Link to Share with Your Sales Department
From the Sales Requests view of your Idea Board, click the read-only icon in the corner.![Read-only icon](https://media.coschedule.com/uploads/image6-5.png?w=3840&q=75)
![Share read-only view](https://media.coschedule.com/uploads/image7-5.png?w=3840&q=75)
![Read-only project overview](https://media.coschedule.com/uploads/image8-2.png?w=3840&q=75)
Field Incoming Requests With the Idea Board
Now, it’s time to start monitoring all your incoming requests using the Idea Board. After you’ve seen an incoming request appear in the Idea Board, drag and drop the project from the “Requests” tab to the “Backlog” backlog column.![Backlog projects](https://media.coschedule.com/uploads/Blog_Best-Way-to-Share-Timeline-02.png?w=3840&q=75)
Schedule a Project From the Idea Board
When you’re ready for your team to begin working on one of the sales requests:- Click the ellipsis that appears when you hover over a project.
- Choose the option “Move to Calendar”.
- Select a date on the calendar, then click “Schedule”.
Keep External Departments Updated on Real-Time Project Progress
Now, let’s take it one step further. Once a project has moved off of your Ideas Board and is live on your marketing calendar, you can share a saved view of the calendar with your sales team. This allows them to track the progress of the projects they’ve requested and stay updated on delivery timelines. Click the last item in the breadcrumb menu to navigate to the sales view you created earlier.![Sales view](https://media.coschedule.com/uploads/image11-2.png?w=3840&q=75)
Create a Calendar Read-Only Link to Share with Your Sales Department
From the Sales Requests view of your calendar, click the read-only icon in the corner.![](https://media.coschedule.com/uploads/image12-3.png?w=3840&q=75)
![Share read-only](https://media.coschedule.com/uploads/image13-1.png?w=3840&q=75)
![Saved share-only view](https://media.coschedule.com/uploads/image14-1.png?w=3840&q=75)
![Read-only attachments](https://media.coschedule.com/uploads/image15-1.png?w=3840&q=75)
Create a Read-Only Link of the Project View
Next, create a read-only link of the Project Kanban Board so the Sales Team can track which phase their project is in. Choose the “Project” option from the breadcrumb drop-down.![Projects breadcrumb](https://media.coschedule.com/uploads/image16.png?w=3840&q=75)
![project phases](https://media.coschedule.com/uploads/image17.png?w=3840&q=75)
![share read-only](https://media.coschedule.com/uploads/image18-1.png?w=3840&q=75)
Quickly Report on Completed Projects
The final step in sharing visibility with external departments is the ability to quickly produce monthly, quarterly, or yearly reports on behalf of other departments. This means you can easily inform stakeholders about all the projects you completed on their behalf throughout the year. To do so, navigate to the analytics are of CoSchedule by clicking the first item in your breadcrumb menu and choosing “Analytics”.![Analytics](https://media.coschedule.com/uploads/image19.png?w=3840&q=75)
![](https://media.coschedule.com/uploads/2019/12/project-report.png?w=3840&q=75)
- Add a new filter.
- Choose the “Sales” color label or “Sales” tag.
- Add another filter. This time choose “Publish Date”. Choose the dates you would like to include.
![Select publish date](https://media.coschedule.com/uploads/image21.png?w=3840&q=75)
- Finally, click the share button to automatically send this report to stakeholders. This informs the sales department of all the projects your team has completed on their behalf over a specific time period.
![Share](https://media.coschedule.com/uploads/image22.png?w=3840&q=75)
- To save this report for quick access, toggle down the “Saved Reports” option in the top left-hand corner. Scroll down to “Save New Report View”.
![save new report view](https://media.coschedule.com/uploads/image23.png?w=3840&q=75)
![Ready to set this up on your calendar?](https://media.coschedule.com/uploads/Blog_Best-Way-to-Share-Timeline-03-2.png?w=3840&q=75)