Extra Descriptions – Scope

What are Extra Descriptions?

Extra Descriptions give you an additional text field for your components, deliverables, and tasks. This means you can add two separate descriptions to the same item instead of just one.

Think of it this way: the main description covers what the item is, while the extra description can cover other important details like pricing notes, resource requirements, or technical specifications.

Why Use Extra Descriptions?

Extra Descriptions help you organize different types of information separately, which becomes especially useful when creating output documents. For example:

Main Description: "2 days photoshoot on location with medium-size crew"
Extra Description: "Excluding equipment hire, priced at basic rate"

When you generate reports or documents, you can pull the main description into one section (like your Resource Plan) and the extra description into another section (like your Pricing Details). This keeps your documents well-organized without duplicating or mixing different types of information.

Enabling Extra Descriptions

Extra Descriptions must be enabled at the application level before you can use them. If you don't see the "Extra description" tab, contact your system administrator to enable this feature.

How to Add an Extra Description

Step 1: Open the Item

Navigate to the component, deliverable, or task where you want to add an extra description.

Step 2: Access the Extra Description Tab

Look for the "Extra description" tab next to the "Main description" tab at the top of the description area.

Step 3: Add Your Content

Click on the "Extra description" tab and type your additional information. You can use the formatting toolbar to:

Make text bold or italic
Add bullet points or numbered lists
Format your text just like in the main description

Step 4: Save

Click the "Save" button (orange button at the bottom right) to save your extra description.

Working with Extra Descriptions in Library Items

When you add an extra description to a Library Component or Deliverable:

The extra description is saved as part of that library item
Any time you add this library item to a scope, both the main description AND the extra description will be included automatically

Editing Extra Descriptions in Scopes

When you add a library item to a scope, you can customize the extra description for that specific use:

Open the scope item (component, deliverable, or task)
Click on the "Extra description" tab
Make your changes
Click "Save"

The changes you make will only apply to this specific scope item. The original library item remains unchanged.

Using Extra Descriptions in Output Documents

The real power of extra descriptions comes when generating output documents or spreadsheets. You can configure your templates to:

Pull main descriptions into one section of your document
Pull extra descriptions into a different section
Show both descriptions in different contexts

For example, a project proposal might show main descriptions in the "Scope of Work" section and extra descriptions in the "Budget Notes" section.

Tips for Using Extra Descriptions Effectively

Keep Them Focused: Use each description field for a specific purpose. For example:

Main description = what needs to be done
Extra description = pricing notes, resource requirements, or technical details

Be Consistent: Decide on a standard for what goes in main vs. extra descriptions across your organization so everyone uses them the same way.

Update Library Items: When you update an extra description in a library item, remember that it won't automatically update in existing scopes—only in newly added items.

Check Your Templates: Make sure your output templates are configured to pull extra descriptions into the right sections of your documents.

Need Help?

If you need assistance with Extra Descriptions or want to enable this feature, please contact your system administrator or support team.