WorkflowMax Support

Joanna Bellis Nov 16 Official WorkflowMax / Announcements

The new user interface has seen a few areas of WorkflowMax change, and minimal features have been removed. Please find a summary of the removed features outlined below:

  • Invoice Manager - Bulk Approve & Print, Payment Import (This has been moved to the Xero interface menu)
  • New/Edit Contact - Client Login
  • Client Details - Delete, Merge, Notes, and Documents
  • Design - Banner and Domain
  • Costs - Renamed "Items"
  • Start / Stop Timer


Invoice Manager - Bulk Approve & Print

The ability to Approve and Print invoices in one action has been removed. Prior to the new user interface you could click Approve & Print.

Old_setting.png

 

Within the new user interface this is a two step process where you will approve and then print, the ability to do both of these steps in bulk has not been removed. 

New_setting.png

 

New/Edit Contact

In the old interface it was possible to invite clients to view specific information that you allowed them to view, this functionality has been removed in the new user interface.

Clients that have a current login will still be able to access the account as they have done previously but no new clients are able to be invited. Here is what it will look like to clients when they login.

new_client_login.png

 

Client Details

1. Previously you were able to delete a client, this has been removed in the new user interface. Where you would have deleted a client previously you can now simply archive the client.

2. In the first release of the user interface the ability to merge clients has been removed, this feature will be coming back. In the interim you will need to request (support@workflowmax.com) that your account opt out of the new user interface so that you can merge any clients, and then opt back in.

3. The notes and documents tabs within a client record are not available in the first release but these features are coming back. In the interim you can create a custom field to link back to the Notes/Documents pages on the client screen:

  • Via the Business-Settings ... Custom Fields screen (old UI: Admin-Custom Fields) - create 2 new custom fields of the "Contact Link" variety 
  • Use names like client notes and client documents
  • Use this URL https://my.workflowmax.com/client/clientview.aspx?id={ID}&tab=notes or =documents (refer below)
  • Move them up the custom field display order
  • Optionally add a header custom field for easy reference
  • Suggest using Ctrl+ or Cmd+ when clicking on the link for tabbed viewing

Client Note and Document Custom Field creation:

Client_notes.png

When you go to the Client record you will now see a hyperlink that you can click and you will be taken to the Client Notes or Documents tab.

new_links.png

 

Design

The ability to customise your own banner has been removed, this is to ensure that there is a seamless transition between the suite of Xero products.

The custom domain has also been removed. Any of your clients who have a login will be taken to a login page as shown below:

login.png

Costs

Costs have been renamed "Items" in order to bring them into alignment with Xero nomenclature, and to avoid confusion in the Report Builder where previously you could have had a field called [Costs] Cost Estimated Costs - this will now make more sense as [Items] Cost Estimated Items. To access the costs please click on the Practice tab > Settings > Items 

items.png

 

Start / Stop Timer

Is not available in the new UI. We will look to replace it when the newly designed time sheets come on line.

Screen_Shot_2014-05-28_at_3.08.07_pm.png

 

 

If you have any queries about these changes please contact support support@workflowmax.com and the team will be happy to help. 

 

 

 

Jessie Nankivell May 15 Practice Manager / Getting started

The new user interface has seen a few areas of WorkflowMax change, and minimal features have been removed. Please find a summary of the removed features outlined below:

  • Invoice Manager - Bulk Approve & Print, Payment Import
  • New/Edit Contact - Client Login
  • Group Details - Tax Statements
  • Client Details - Delete, Merge, Notes, and Documents
  • Design - Banner and Domain
  • Costs - Renamed "Items"
  • Start / Stop Timer


Invoice Manager - Bulk Approve & Print

The ability to Approve and Print invoices in one action has been removed. Prior to the new user interface you could click Approve & Print.

Old_setting.png

 

Within the new user interface this is a two step process where you will approve and then print, the ability to do both of these steps in bulk has not been removed. 

New_setting.png

 

New/Edit Contact

In the old interface it was possible to invite clients to view specific information that you allowed them to view, this functionality has been removed in the new user interface.

Clients that have a current login will still be able to access the account as they have done previously but no new clients are able to be invited. Here is what it will look like to clients when they login.

new_client_login.png

Group Details

Within the old user interface it was possible to view all tax statements for the entities in the group, within the new user interface this has been removed and you will need to view the statements by going to the Tax tab > Statement.

 

Client Details

1. Previously you were able to delete a client, this has been removed in the new user interface. Where you would have deleted a client previously you can now simply archive the client.

2. In the first release of the user interface the ability to merge clients has been removed, this feature will be coming back. In the interim you will need to request (support@workflowmax.com) that your account opt out of the new user interface so that you can merge any clients, and then opt back in.

3. The notes and documents tabs within a client record are not available in the first release but these features are coming back. In the interim you can create a custom field to link back to the Notes/Documents pages on the client screen:

  • Via the Practice-Settings (old UI: Admin-Custom Fields) - create 2 custom contact links 
  • Use names like client notes and client documents
  • Use this URL https://my.workflowmax.com/client/clientview.aspx?id={ID}&tab=notes or =documents (refer below)
  • Move them up the custom field display order
  • Optionally add a header custom field for easy reference
  • Suggest using Ctrl+ or Cmd+ when clicking on the link for tabbed viewing

Client Note and Document Custom Field creation:

Client_notes.png

When you go to the Client record you will now see a hyperlink that you can click and you will be taken to the Client Notes or Documents tab.

new_links.png

 

Design

The ability to customise your own banner has been removed, this is to ensure that there is a seamless transition between the suite of Xero products.

The custom domain has also been removed. Any of your clients who have a login will be taken to a login page as shown below:

login.png

Costs

Costs have been renamed "Items" in order to bring them into alignment with Xero nomenclature, and to avoid confusion in the Report Builder where previously you could have had a field called [Costs] Cost Estimated Costs - this will now make more sense as [Items] Cost Estimated Items. To access the costs please click on the Practice tab > Settings > Items 

items.png

 

Start / Stop Timer

Is not available in the new UI. We will look to replace it when the newly designed time sheets come on line.

Screen_Shot_2014-05-28_at_3.08.07_pm.png

 

 

If you have any queries about these changes please contact support support@workflowmax.com and the team will be happy to help. 

 

 

 

Joanna Bellis March 18, 2011 Official WorkflowMax / Getting Started

So you've signed up, logged in, what next?

Below is a checklist covering the standard process of setting up and customising your system, getting your data into WorkflowMax from your previous systems, and entering jobs which may already be in progress.  It is not intended as a detailed guide, but a checklist to cover the implementation and migration process.

Furthermore, not every step is required so you may decide that some steps below do not apply to your business.

 

At the bottom of this page you can download a PDF 'Quick Start Guide' that covers off all of core areas of setup you need to go through.

Please refer to the documentation and tutorials for more in-depth information on any of these topics.

System set-up

  1. If using an integrated accounting system such as Xero complete the integration via Admin-Interfaces
  2. Import clients, contacts and suppliers either via a CSV or via the integrated accounting system
  3. Define tasks, job statuses, job categories
  4. Import costs/products/inventory items
  5. Set up Staff
  6. Set up any notifications, such as for new jobs, changes to job states, milestones and estimated vs actual threshold breaches
  7. Customise WorkflowMax - upload your logo and banner, define your email settings, personalise your Invoice, Payment, Quote and Purchase Order details, customise your job and quote numbering (Admin-Preferences click Edit Number Sequences on the left)

Set up my jobs

You can import basic job data into WorkflowMax to get you up and running, but you will have to configure other details for each job. You can choose to only enter new jobs after your go-live date, and phase out your old jobs (ie run two systems during a cut-over period) or you can migrate your on-going jobs so you can go-live with all your jobs at a particular date.

  1. Select a date after which all new jobs should be entered directly into WorkflowMax (perhaps the start of a week or month to keep reporting tidy).  This is your "go-live" date
  2. Depending on the number of open jobs you have, select a date a week or two before your go-live date.  This will be your "migration" period.  All open jobs during this period can be entered into WorkflowMax, with an outstanding balance owed.  You can enter the timesheets and costs on the job if you want to be able to produce reports on these jobs, or just start with a single cost item showing the outstanding balance on the job.
  3. We don't advise entering historical data

Job Management Process

The Job Management process, including the optional Lead Manager module, is as follows:

  1. Create the Lead in the Lead Manager (Optional)
  2. Create a quote or estimate (Optional)
  3. Accept the quote from the Quote Manager menu, or mark the Lead as "Won" - this will create a job based on either the Lead or Quote, or "Lost" - no further action will be taken.  
  4. If there was no quote/estimate required simply go to the Job menu and click New Job.
  5. Once the job is created, you can schedule it, assign it to staff, change the status, add some milestones and monitor costs and progress on the job.  Raise a deposit on the quote if required.
  6. Create Purchase Orders for your cost items, and receipt the Purchase Orders as the goods and supplier invoices are delivered
  7. Create Progress Invoices throughout the life of the job, or a New [Final] Invoice on completion of the job
  8. Report and analysis of the financial and scheduling aspects of the job

 

Overview | Recent

WIP Ledger (0)

  • No topics found