You can use Workflows to group Transactions, Notes, Files and Calendar Events. Workflows are customisable modules that open in the Workspace. Examples of how the Workflow modules can be used include:

• Workflow - Tracking all the information and transactions related a job or a campaign from enquiry through to payment.
• Customer File - Recording all the accounting information linked to a Customer, e.g., Credit Applications, Correspondence, etc.
• Supplier File - Recording all the accounting information required by a Supplier, e.g., Vendor agreement, Discount structures, Correspondence, etc.
• Staff File - Recording Staff information, e.g., Contract of Employment, Record of disciplinary procedures, Correspondence, etc.
• Product File - Recording all the information surrounding a product or vehicle. E.g., Wine Making, Fleet Management.
• Meetings - Recording the minutes of staff meetings.

Discover Workflow

• Get Started
• Workflow Setup
• Workflow User Settings

Get Started

The Workflow Setups are fixed Setups that can be found in Main Menu > Setup > Workflows. However User Access needs to be granted in order to access the Workflow Setups, navigate to Main Menu > Setup > Settings > Users > Setup Group > Workflows - Access Allowed.

Workflow Setup

This topic shows you how to set-up a Workflow Module.

Navigation

Main Menu > Setup > Workflows

1. Workflows Data Grid - The Workflows data grid will list all the Workflows created in the database.
2. Hide/Show Grid - This will collapse the Workflows data grid (1) and in turn expand the Workflow Setup interface.
3. Name - Here you are able to enter a name for the Workflow Module.
4. Code - Enter a Code that will represent the Workflow Module here.
5. Entities - This allows you to link the Workflow Module to Entities.
6. Edit - Click the Edit button to edit Workflows.
7. New - This will create a new Workflow populating the Workflows data grid (1) with a new row.
8. Menu - The Menu button provides the following additional functionality:
   • Update all Generators - This will update all the Generators.
   • Set Supervisor/User Access - This allows you to set the Supervisor or User Access for the selected Workflow. This can also be done in Main Menu > Setup > Settings > Users > Workflows Group > Workflows - Supervisor/User Access (Select Modules).
   • Move Up/Down - This allows you to move the selected Workflow up or down in the Workflows data grid (1).
   • Delete Workflow - This will delete the selected Workflow.
9. The Workflow Setups consists of the following tabs:

a. Settings (see below)

b. Status

c. Actions

d. Output

a. Settings

These Settings are Module-specific and determine the Links and Reference fields for the Workflow Module. See image below:

• Caption - Linked Item - This sets the caption for the linked Item.
• Caption - Linked Staff - This sets the caption used for the Staff field.
• Link to Customer/ Supplier - Here you can select if the Workflow Module links to Customer or Supplier.
• Link to Items - Here you can select if the Workflow Module links to Items or not.
• Link to Items - Category - This specifies what Items Category the Workflow Module links to, if the Links to Items setting is set to 'Yes'.
• Link to Staff - This specifies which Staff roles the Workflow Module links to.
• Reference Field 1-3 - Caption - This specifies what the Caption will be for the Reference fields.
• Reference Field 1-3 - Lookup List - This specifies what Items will appear on the lookup lists.

b. Status

This specifies what Statuses are available in the Workflow Module. See image below:

1. Description - This is the name of the Status.
2. Colour - Select the colour that depicts the Status.
3. Group - Select the Status Group for the Status from the default Status Groups; Active, Pending, Cancelled or Complete.
4. Default - This specifies what happens to the Workflow once that Status is selected; None, New Workflow or Close Workflow.
5. Editing - This specifies if the Workflow Module can be edited when the selected Status is applied; None, All or Status only.
6. Order - This is the order the Statuses will appear in.
7. By right-clicking on a Status (or by clicking on the Ellipsis) makes the following additional functionality available:
   • Move Up/Down - This allows you to move the selected Status up or down in the data grid.
   • Delete Status - This will delete the selected Status.

c. Actions

This specifies what Actions can be triggered in the Workflows Module. See image below:

1. Description - This is the name of the Action.
2. Menu Item - This specifies how the Action will appear on the Workflow Menu.
   • Standard - This is a standard Menu Item.
   • Begin a Group - This indicates a dividing line between the previous Menu Item and this Menu Item, to start a new Menu Group.
   • Submenu - This specifies a secondary Menu linked to the previous Menu Item.
   • Submenu Item - This specifies that this Menu Item is part of the Submenu.
   • Hidden - This will hide the Menu Item.
3. Type - This specifies what Type of Action will be triggered within the Workflow Transaction.
4. Change Status to - This specifies if the Action effects a change in Status.
5. Note - A note can be added to the Action.
6. Order - This specifies the order of the Action on the Menu.
7. By right-clicking on an Action (or by clicking on the Ellipsis) makes the following additional functionality available:
   • Set Dependencies - This allows you to link Dependencies to the Action.

d. Output

This tab allows you to set-up Outputs for the selected Workflow Module. See image below:

1. Name - This is the Name of the Output Method
2. Type - This specifies the Output Type; Template, HTML or Plain Text.
3. Output - This specifies the method of Output; Print only, E-mail only or Print & E-mail.
4. Status - This specifies what Statuses should be present to allow the Output.
5. Template - This box indicates if a Template has been loaded.
6. By right-clicking on a record (or by clicking on the Ellipsis) makes the following additional functionality available:
   • Delete Template - This will delete the Template linked to the selected Output.
   • Load Reportbuilder (.rtm) file - This function only applies to Template Type Outputs and allows you to load a Reportbuilder file to the selected Output.
   • Edit Plain Text - This function only applies to Plain Text Type Outputs and opens the Plain Text Editor where you can add or edit the Plain Text to the selected Output.
   • Edit HTML - This function applies to Template and HTML Type Outputs and opens the HTML Editor where you can add HTML to the selected Output.

Once you completed the Workflow Setup you will need to add the newly created Workflow Module to the Main Menu by making use of the Menu Manager. See Adding Workflows to Navigation topic below.

Adding Workflows to Navigation

Once you've completed the Workflow Setups you are able to add the newly created Workflow Module to the application's navigation. Navigate to Main Menu > Setup > Menu Manager.

Make sure to set the Menu Item's Type to Workflow in order to select the Workflow Modules you've created in Workflow Setups. See screenshots below:

For more about the Menu Manager, click here.

Workflow User Settings

Once You've created a Workflow Module you'll need to set-up the Workflow User Settings.

Navigation

Main Menu > Setup > Settings > Users > Workflow & Workspace Group

Complete the following Workflow User Settings:

• Default Width of Side panel (Pixels) - Default: 472. This determines the width of the Workspace window in pixels.
• Workflows - Show Preview - Default: No. If this box is checked a Preview will be displayed.
• Workflows - Supervisor access (Select Modules) - Supervisor access allows Users to delete Workflows. This setting determines which Modules are accessible at a Supervisor-level. Click Edit and select the required modules from the Available Modules list, and click the right-arrow to move them into the Selected Modules list.
• Workflows - User access (Select Modules) - User access allows Users to create Workflows, but not delete them. This determines which Modules are accessible at a User-level. Click Edit and select the required modules from the Available Modules list, and click the right-arrow to move them into the Selected Modules list.
• Workspace - Access Allowed to other Users (Select Users) - This determines which other User's Workspace this User can view, in order to monitor Indicators and Reminders. Click Edit and select the required Users from the Available Users list, and click the right-arrow to move them into the Selected Users list.
• Workspace - Auto Refresh - Seconds (0 = Manual Refresh) - This automatically refreshes the Reminders and Indicators in the Workspace.