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, eg. Credit Applications, Correspondence, etc.

• Supplier File - Recording all the accounting information required by a Supplier, eg. Vendor agreement, Discount structures, Correspondence, etc.

• Staff File - Recording Staff information eg. Contract of Employment, Record of disciplinary procedures, Correspondence, etc.

• Product File - Recording all the information surrounding a product or vehicle. Eg. Wine Making, Fleet Management

• Meetings - Recording the minutes of staff meetings

This topic shows you how to setup a Workflow.

What you'll find on this page:

1. Modules

2. Settings

3. Actions

4. Status

5. Workflow Enhancements

6. Creating a Customer Customer File in Workflows

Navigation

Main menu > Setup > Workflow

1. Modules

1. Modules - This specifies the Module name.

2. Nickname - This is the shortened, unique version of the Module name.

3. Order - This specifies the order of the Modules in the Workflow.

2. Settings

These Settings are Module-specific and determine the Links and Reference fields for the Modules.

1. Settings for - Select which Module the Settings apply to from this drop-down list of Modules specified in the Modules tab.

2. Links - This specifies what the Module will link to.

   • Link to Customer / Supplier - You can select if the Module links to Customer or Supplier.

   • Link to Items - You can select if the Module links to Items or not.

   • Link to Items - Category - This specifies what Items Category the Module links to, if the Links to Items setting is set to 'Yes'.

   • Link to Staff - This specifies which Staff roles the Module links to.

3. Reference fields - This specifies the Reference fields' settings in the Module.

   • 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.

3. Actions

This specifies what Actions will be triggered in the Workflows Module.

1. Actions for - Select the Module that the Actions will apply to.

2. Description - This is the name of the Action.

3. 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.

4. Type - This specifies what Type of Action will be triggered within the Workflow Transaction.

5. Change Status to - This specifies if the Action effects a change in Status.

6. Note - A note can be added to the Action.

7. Order - This specifies the order of the Action on the Menu.

Actions are shown as buttons on the Workflow that will trigger the linked action, as shown below:

4. Status

This specifies what Statuses are available in the Workflow module.

1. Status for - Select which Workflow Module the Status settings will apply to.

2. Description - This is the name of the Status.

3. Colour - Select the colour that depicts the Status.

4. Group - Select the Status Group for the Status from the default Status Groups: Active, Pending, Cancelled, Complete.

5. Default - This specifies what happens to the Workflow once that Status is selected.

5. Workflow Enhancements

• Numbering - Each Workflow now has it's own number sequence. The upgrade will set the number equal to the ID

• Layout & Actions - The Layout has been updated (See image below) and the Actions on the right no longer have a default 'Add' option - Actions need to be specifically created for each Workflow module.

• Save/Restore Layout - The Save/Restore Grid menu options (when a workflow is open) have been changed to Save/Restore Layout. In addition to saving the grid, the width of the Action buttons and both the width and height of the reminders panel is saved now.

• Workflow Action - Input Form- A new Workflow Action Input Form has been added. When this action is selected, you are able to create an Input Form using the standard User-fields functionality - right-click the item and select Edit User-defined fields. See image below. The following data pipelines have been added for Output:

  • WF_Item_Rec- USe when you only want to Ouput the data on one Action.

  • WF_UserFields- Outputs the User-defined fields that make up the Input Form - FieldName = User-field name

• A Refresh button has been added to the button bar for easy access (Before we had a Refresh item in the popup menu) - see image below:

• We’ve reverted back to using a popup menu to add Actions to a Workflow - it looks neater and scales much better - see image below:

• The way Reminders are added has been changed as follows: (See image below)

• Click the Remind button to select which Users need to be reminded. They will be reminded according to the period on the right of the button.

• Click the Set button to set the reminder date/time of all the selected users to the period on the left of the button.

• The information captured on an Input form Action type will now also display in the Notes view - see images below:

Timeline view:

Notes view:

6. Creating a Customer File in Workflows

The Customer File is a Workflow module that acts as a document manager where you can easily store, and access, Customer documentation and information. The Customer File opens as a side-view panel.

This topic shows you how to create a Customer File in Workflows.

Customer File

1. Search - This allows you to sort and view records by module, record number or customer with the module search, number search and text search fields.

2. Data filter - This allows you to view Customer File by Date, Customer, Rep and Status.

3. Data grid - This grid allows you to sort Customer Files in the business by Date, User, Customer and Rep.

A Customer

1. Status bar - This shows the Doc No., creation Date, and Status of the Workflow Transaction.

2. Customer - This shows the Customer's name.

3. Contact - This shows the default Contact person for the Customer.

4. Rep - This shows the default Rep for the Customer

5. Add - This button has functionality to add Remarks, as well as any other Action that was specified during Setup.

6. Reminders - This allows the user to set Reminders and Due Dates in order to drive a process forward.