Folders
Folders allow you to
Folders are currently available on job templates, quotes and jobs.
You can create folders manually on a job template at any time. The folders can be empty or you can assign tasks, costs and milestones to the folders, if you wish. Where you have common folder requirements across many jobs, job templates that incorporate folders are a great solution.
You can create folders manually on a quote at any time. Quotes, which are based on a job template that contains folders, will automatically inherit any folders and their contents.
Folders on quotes allow you to
You can combine labour (tasks) and materials (costs or disbursements) together and give that combination a name and subtotal to present to your client on a quote, with or without the detailed task and cost components.
You can create folders manually on a job at any time. The folders can be empty or you can assign job tasks, milestones, costs, notes or documents to the folders if you wish. Jobs based on a job template or a quote that contains folders will automatically inherit those folders and their contents.
Folders are specific to each job, so if you create folders manually for one job they will not be available to another job unless you copy an existing job with its folders.
Working with folders
You can create folders manually in job templates, quotes or jobs.
A folder name can be up to 100 characters in length.
Although you can create as many folders as you need in a job template, quote or job, for ease of management, we recommend a maximum of about 20 folders in any one job template, quote or job.
Job template
To create folders in an existing job template:
- In the Business menu, select Settings > Job Settings > Job Template.
- On the Job Settings screen, drill down on the job template you want to work with.
- Do one or both of the following:
- In the Default Folders text box, type a list of folder names separated by commas. These folders will initially be empty when the job template is used to create a quote or job.
- Click on the title of a milestone, task or cost. On the milestone, task or cost information screen, type a folder name into the Folder text box and click Save. When the job template is used, the milestone, task or cost will automatically be stored in the folder you named.
- Save your changes.
Quote
To create a folder in a quote:
- In the Business menu, select Quotes.
- If necessary, choose a filter so that the quote you want to work with is shown.
- Drill down on the quote you want to work with.
- Click the Folders tab.
- In the Folders pane, at left, click + New folder.
- In the New folder dialog, type the name and (optionally) a description for the new folder.
- Click Create. The new, empty, folder is created and appears in the Folders pane. You now need to assign task or cost items to the new folder.
Job
To create folders in a job:
- In the Jobs menu, select Jobs.
- On the Job Manager screen, drill down on the number of the job you wish to work with.
- In the job information screen, Folders pane, click Manage. WorkflowMax displays the Manage Folders tab, which lists any milestones, tasks, costs, notes or documents in the current job.
- In the Folder Name field, type the name of the folder you wish to create.
- Save your changes.
When you are adding a note or document to a job, you can create a folder for the note or document at the same time. Alternatively, you can assign the note or document to an existing folder.
After creating a folder, you generally need to assign specific milestones, tasks, costs or other items to that folder. However, when you are working with a job template, it is possible to create a folder and assign an item to it in one step.
As folders are simply used for viewing and managing items, the items are not actually moved from their respective tabs.
Job template
To assign items to folders in an existing job template:
- In the Business menu, select Settings > Job Settings > Job Template.
- On the Job Settings screen, drill down on the job template you want to work with.
- Drill down on the milestone, task or cost.you want to work with.
- On the milestone, task or cost information screen, type a folder name into the Folder text box and click Save. When the job template is used, the milestone, task or cost will automatically be associated with the folder you named.
- Save your changes.
Quote
To assign items to a folder in a quote:
- In the Business menu, select Quotes.
- If necessary, choose a filter so that the quote you want to work with is shown.
- Drill down on the quote you want to work with.
- Click the Folders tab. Tasks and costs that have not yet been assigned to a folder are displayed.
- Select the checkbox to the left of each item you wish to assign to another folder.
- In the Assign to drop-down list, click the name of the folder that you wish to assign the items to. These items are now displayed in the selected folder.
- If you selected an item in error or wish to move other items to different folders, simply select the folder in the Folders pane and repeat Steps 5 and 6 above.
Job
To assign an item to a folder in a job:
- In the Jobs menu, select Jobs.
- On the Job Manager screen, drill down on the number of the job you wish to work with.
- In the job information screen, Folders pane, click Manage.
- In the Manage Folders tab, Folder Name field, type a new folder name or select an existing one from the drop-down list.
- Select the checkbox to the left of the item name to assign that item to the chosen folder.
- Save your changes.
Job template
To delete a folder in a job template:
- In the Business menu, select Settings > Job Settings > Job Template.
- On the Job Settings screen, drill down on the job template you want to work with.
- Do one or both of the following:
- Delete the folder name from the list shown in the Default Folders text box.
- Remove the folder name from each milestone, task or cost as follows:
- Drill down on the milestone, task or cost.you want to work with.
- On the milestone, task or cost information screen, delete the name of the folder from the Folder text box and click Save.
- Repeat the above steps until the folder name has been deleted from all milestones, tasks and costs in the job template.
- Save your changes.
Quote
To delete a folder in a quote:
- In the Business menu, select Quotes.
- If necessary, choose a filter so that the quote you want to work with is shown.
- Drill down on the quote you want to work with.
- Click the Folders tab. Existing folders in the quote are displayed.
- Click the folder you wish to delete. The folder description and contents are displayed.
- In the Options drop-down, select Delete and confirm deletion. Any items in the deleted folder are now listed in the Unassigned folder.
Job
To delete a folder in a job:
- In the Folders pane, click the folder you wish to delete. The name of the selected folder is shown as a tab title, and its current contents listed on the tab.
- Select Options > Delete Folder, and confirm deletion. Any items associated with the deleted folder will remain on their respective tabs - but they are no longer associated with the deleted folder.
You can print information about the contents of folders in quotes and jobs in several ways.
Print folders in quotes
To print a folder in a quote:
- In the Business menu, select Quotes.
- If necessary, choose a filter so that the quote you want to work with is shown.
- Drill down on the quote you want to work with.
- Click the Folders tab. Folders in the quote and the contents (if any) of the Unassigned folder are displayed.
- Click the folder you wish to print. The folder name, description and contents are displayed.
- In the Options drop-down, select Print folder. Print options are displayed.
- Use the checkboxes to select which items you want to print and choose whether or not to include Time/Quantity, Rate, Amount and Notes for specific items.
- Print.
- Check the preview displayed on screen, and then send to the printer, email or export to an electronic format, as required.
Print folders in jobs
When you select a folder in the Folders pane of the job information screen, three print options are displayed on the left of the screen, below the Folders pane: Print Folder, Print Folder Brief and Print Financial Summary.
Print Folder
Allows you to select and print contents of the folder (milestones, tasks, to-do lists, notes and costs). In addition, you can select Detail, Client Details and Time Sheets associated with the job.
- In the job information screen, Folders pane, select the folder you wish to print.
- Print Folder.
- Under Options, select the items you wish to include.
- If required, under the Time Sheets section:
- Select Time Sheets.
- Use the From and To calendars to select a date range.
- Select the staff members whose time sheets you wish to include. Staff members are listed only if they have recorded time against tasks assigned to the selected folder.
- Print.
- Check the preview displayed on screen, and then send to the printer, email or export to an electronic format, as required.
Print Folder Brief
Allows you to select and print the following contents of the folder: tasks, to-do lists, milestones, costs and notes.
- In the job information screen, Folders pane, select the folder you wish to print.
- Print Folder Brief.
- Under the Options section, select the items you wish to include.
- Print.
- Check the preview displayed on screen, and then send to the printer, email or export to an electronic format, as required.
Print Financial Summary
- Allows you to print the standard job financial summary report for activities associated with tasks and costs assigned to the selected folder.
- In the job information screen, Folders pane, select the folder you wish to print.
- Print Financial Summary. There are no options to select for this report.
- Print.
- Check the preview displayed on screen, and then send to the printer, email or export to an electronic format, as required.
- To invoice from a folder on a job, click into that folder, then click New Progress Invoice or New Final Invoice below the Folders pane.
- To print the job financial summary report for a folder, click into that folder, then click Print Financial Summary below the Folders pane.
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