WorkflowMax for Android

When you first log in to WorkflowMax on your Android device, you are prompted to create a four-digit security PIN. Once you have created your PIN, you can use it to login without entering your full credentials. If your Android device supports fingerprint ID, you can use that ID to log in to WorkflowMax.

1. Tap the 'more' icon () at top-right of the screen.
2. Select Settings and scroll down to see a list of your available organisations.
3. From the list of organisations, select the organisation you wish to use.

1. Tap the Clients icon () at the foot of the screen. All your clients are listed.
2. Do one of the following:
   • tap the search icon () then type the client name into the Search box, or
   • just scroll through the client names listed.
3. Drill-down on the client you wish to view. Client details are displayed. You can tap the client's general email address or phone number to email or phone them.
4. Drill-down on the contact you wish to view. Contact details are displayed.
5. Tap the contact's:
   • email address to send them an email
   • phone or mobile number to call or message them.

1. Tap the Jobs icon () at the foot of the screen. All your jobs are listed.
2. Drill-down on the job you wish to work with. Job details are displayed.
3. Do any of the following:
   • Add a task, note, photo, document or cost to the job by selecting the add icon () then selecting the required option from the pop-up menu.
   • Tap a milestone's checkbox to mark that milestone as complete.
   • Tap a task's checkbox to mark that task as complete.
   • Drill-down on the task you wish to work with.
     • Tap the task's checkbox to mark the task as complete.
     • View or add to-do items for that task. You can tap a to-do item's checkbox to mark the item as complete or swipe left on a to-do item to delete it.
     • Edit () the task. You can change the estimated time, add or change the task description, add or change the task labelIn WorkflowMax tasks, a label allows you to use the same task multiple times. The label is automatically appended to the task name. For example, in a specific job, designs are required for a brochure, flyer and a handbook. So, a label can be used to identify the Design task for each item: "Design - Brochure", "Design - Flyer" and "Design - Handbook"., change the scheduled status and the start and due dates, change the billable status.

To upload a photo or document directly to the Documents tab of any job.

1. On the main screen, tap the Jobs menu item.
2. On the Jobs screen tap the job you want to work with.
3. (optional) On the Job screen, tap the DOCUMENTS tab if you want to see the stored photos/documents.
4. Tap the "+" sign.
5. Tap Add Document.
6. On the Add Document screen, choose the source of the document: Camera, Photos, Documents.

Camera

1. Tap Camera.
2. Take a photo.
3. Tap OK.
4. On the Add Document screen, change the filename if required.
5. Tap SAVE.

The photo is uploaded and will be visible on the DOCUMENTS tab.

Photos

1. Tap Photos.
2. Select photo from gallery of photos.
3. Tap OPEN if required.
4. On the Add Document screen change the filename if required.
5. Tap SAVE.

The photo is uploaded and will be visible on the DOCUMENTS tab.

Documents

1. Tap Documents.
2. Select document from the gallery of documents.
3. On the Add Document screen change the filename if required.
4. Tap SAVE.

The document is uploaded and will be visible on the DOCUMENTS tab.

Limitations

The current version of the upload feature has the following limitations:

• No bulk upload - one photo or document can be uploaded at a time
• Document can only be uploaded to root folder
• Cannot delete uploaded document from phone (but can be deleted from the WorkflowMax desktop app or from a document management system, if enabled)
• Maximum 16MB per document/photo (this is the same as for the desktop version)
• No video option when using mobile camera
• List of documents/photos may need to be refreshed by closing and re-opening the job on the mobile if the files are added or deleted in the desktop app.

1. Tap the Jobs icon () at the foot of the screen. All your jobs are listed.
2. On the Jobs screen, tap the filter icon ( or if filters are already applied). The Filters screen is displayed.

   Once filters have been applied or the job sort sequence changed, tap RESET to reset currently visible filters (or sort sequences) back to their default settings.

   To filter the jobs displayed:

   1. Tap the required filter type: Due Date, Staff or Status.
   2. On the Due Date, Staff or Status screen, select the required option (or options).
   3. On the Staff or Status screen, tap  to return to the Filters screen.
   4. Repeat Steps a-c, to apply the filters you require.

   To change the way that jobs are sorted:

   1. Tap the current sort field, displayed below the Sort by heading.
   2. On the Sort by screen, select the data field you wish to sort on.
   3. Tap Direction then choose Ascending (A–Z and 0–9) or Descending (Z–A and 9–0) sort order.
3. On the Filters screen, make sure that the Apply filters switch is displayed in green.
4. Save the selected filter or sort sequence and exit the Filters screen.

Staff must be assigned to a job before they can record time against any of that job's tasks.

A staff member cannot be unassigned from a job if they are currently allocated to any of that job's tasks.

1. Tap the Jobs icon () at the foot of the screen. All your jobs are listed.
2. Tap the job you wish to work with. Job details are displayed. In the Staff section:
   • if no staff are currently assigned to the job, the ASSIGN STAFF option is displayed
   • if staff are already assigned to the job, they are listed above the REASSIGN STAFF option.
3. Add or change the staff assigned to the job, tap ASSIGN STAFF or REASSIGN STAFF or . The Assign Staff screen is displayed. All currently workingStaff who are currently available to be assigned to jobs have the checkbox "Currently Working" selected (on the General Settings > Staff > Staff information screen). If this checkbox is not selected, the staff member is not shown in the drop-down list of staff to be assigned to a job. staff are listed. Staff currently assigned to the job are shown with . Do any of the following:
   1. (optional) To find a staff member, type any part of their name into the Search box.
   2. Tap the name of the staff member you want to assign (or unassign).

If you want to control which staff members can record time against specific tasks, you can allocate those staff members to the tasks you want them to work on. For further details of the Organisation settings required to be able to allocate staff to tasks, see the FAQ items on tasks and entering time.

1. Tap the Jobs icon () at the foot of the screen. All your jobs are listed.
2. Tap the job you wish to work with. Job details are displayed.
3. Tap the task you wish to work with. Task details are displayed. In the Staff section:
   • if no staff are currently allocated to the task, the ALLOCATE STAFF option is displayed
   • if staff are already allocated to the task, they are listed above the REALLOCATE STAFF option.
4. (optional) Remove a staff member from a task they are allocated to by swiping left on their name.
5. Add or change the staff allocated to the task, tap ALLOCATE STAFF or REALLOCATE STAFF. The Allocate Staff screen is displayed. All staff currently assigned to the job are listed. Staff currently allocated to the task are shown with . Do any of the following:
   1. (optional) To find a staff member, type any part of their name into the Search box.
   2. Tap the name of the staff member you want to allocate (or unallocate).

You can use the timer to add time for today only.

1. On the Today screen, do one of the following:
   • To add a new time entry, tap the add icon ().
   • Tap the weekly time icon () to view, enter or submit your time sheet for the current or previous weeks.
   • Drill down on draft or saved time entries to view (or complete) them.
   • Swipe-right on a saved entry to open the Add Time screen to create a new time entry for the same job/task.
   • Swipe-left on the entry to Discard a draft entry or Delete a saved entry.
2. On the Add time screen, do any of the following:
   • Enter your hours:minutes worked in the Time box, or enter your start and finish time in the Start and End boxes. Your Entry Mode setting (in the web app) controls whether you see the Time box or Start/End boxes.
   • Select a client, job and task to record your time against.
   • Start the timer. Once the timer is running, the elapsed time is displayed instead of the button. Tap the elapsed time display to stop the timer.
   • Hide the currently running timer. The timer remains running while you use other features of the app. Use the timer icon () to return to the timer screen.
   • Clear the currently selected client, job and task. The timer continues running.
   • Save the currently displayed time and other details. If these details are complete, the time is saved to your time sheet. Incomplete details are saved to a draft time entry.
   • Discard () the currently displayed time and other details (no confirmation prompt).

You can use weekly view to review, enter, edit or submit your time sheet for the current or previous weeks.

To navigate to another day or week:

1. Tap the weekly view icon () at the top of the screen. Days in the current week are displayed in separate panels. Three formats provide different options for viewing, editing, adding or deleting time for any day.

   

2. Do any of the following:
   • Tap < PREV to go back to the previous week. After going back to a previous week:
     • Tap CURRENT to go to the current week.
     • Tap NEXT > to go to the next week.
   • Tap SUBMIT AND LOCK THIS TIME SHEET to submit/lock the time sheet entries for the currently displayed week. Once the time sheet has been submitted, it cannot be changed unless it's unlocked (you'll need the staff Financial privilege to be able to unlock your time sheet).

     Once you have submitted your time sheet, you can view only days that have time recorded against them. If no time is recorded, the day is disabled.

   • Tap a panel to view, edit or add time. For further details on adding time, see Easily enter time directly or record time with the timer, above.

     You can use the timer to add time for today only.

   • Tap or to go back to today's time entries.

As the Android app and the desktop app both use the same WorkflowMax database, you don't need to do anything to ensure that both apps are in sync. If you have made data changes in one app, they will appear in the other, but you may need to refresh or reload the screen to see that change.