Configuring the Workflow Overview Window
This page describes configuring the Workflow Overview window. Please click the following links for details about:
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There are two settings that you can use to configure the Workflow Overview window: the Company Workflow Overview and User Workflow Overview settings. These settings are both in the CRM module. The configuration that you define in the Company Workflow Overview setting will apply to every user, while the User Workflow Overview setting allows you to define a different configuration for a particular user.
When a user opens the Workflow Overview, the columns that they will see will be determined by their record in the User Workflow Overview setting. If the user doesn't have a record in the User Workflow Overview setting, the columns will be determined by the Company Workflow Overview setting.
To open the Company Workflow Overview setting, ensure you are in the CRM module and click the [Settings] button in the Navigation Centre. Then, double-click 'Company Workflow Overview' in the 'Settings' list. The 'Company Workflow Overview' window illustrated below opens. After entering your Workflow Overview configuration as described below the illustration, click [Save] to save and close the window. Click the close box to close without saving changes.
Use each row in the matrix to configure a separate column in the Workflow Overview, as follows:
- View Name
- A set of columns in the Workflow Overview is known as a "View".
- If you only need one View, you can leave this field blank in every row. When you open the Workflow Overview, every column will be displayed.
- If you need more than one View, use this field to specify the View to which each column belongs. Simply enter an arbitrary name for each View, using the same name for each row belonging to the same View. When you open the Workflow Overview, the columns belonging to the first View will be displayed. The first View is the one you have used in the first row in this setting ("Business" in the example illustrated above). After opening the Workflow Overview, use the View field in the header if you need to change Views.
- Column Name
- Enter the name for the Workflow Overview column here.
- Register
- Paste Special
Choices of possible entries
- Each column in the Workflow Overview is effectively a list of records in a particular register. Use this field to specify the register whose records will be displayed in a particular column. The available options are Activities, Project Activities, Kitchen Orders, Projects, Quotations and Sales Orders.
- Filter
- Paste Special
Choices of possible entries
- Having specified the register in the previous field, use this field to enter a condition that records in the register must meet in order to be displayed in the column in the Workflow Overview.
- The condition is based on a single field in each register. For example, if the Register is "Quotations", you should enter a Quotation Class in this field. Quotations belonging to that Quotation Class will be displayed in the column in the Workflow Overview. If the register is "Sales Orders", enter an Order Class so that Orders belonging to that Order Class will be displayed.
- The options shown in the 'Paste Special' list will depend on the Register, as follows:
Register | Paste Special |
| |
Activities | Activity Types |
Project Activities | Activity States |
Kitchen Orders | Dish Statuses |
Projects | Project Phases |
Quotations | Quotation Classes |
Sales Orders | Order Classes |
You can enter several values in this field, separated by commas (for example, several Quotation Classes or several Order Classes).
- You must choose a Filter. If you leave this field empty, the column in the Workflow Overview will also be empty.
- If you create a new Quotation or Activity from the Workflow Overview, this Filter will be copied to the Quotation Class or Activity Type field in the new record. If you have entered more than one value separated by commas, the first value will be copied.
- Filter 2
- Paste Special
Choices of possible entries
- The Filter 2 field is only used if the Register is "Activities" or "Project Activities". You can use it if you want to specify a second condition that Activities and Project Activities must meet in order to be displayed in the Workflow Overview. The second condition is based on a different field to the first.
- The options shown in the 'Paste Special' list will depend on the Register, as follows:
Register | Paste Special |
| |
Activities | Activity States |
Project Activities | Activity Types |
Note that the Filter and Filter 2 conditions are transposed for Project Activities compared to Activities. In the Workflow Overview, you can drag Activities from one Activity Type column to another but not from one Activity State column to another. But you can drag Project Activities from one Activity State column to another. The Filter field contains the value that can be changed by dragging and dropping (Activity Types in the case of Activities, Activity States in the case of Project Activities). The value in the Filter 2 field cannot be changed by dragging and dropping.
- As with the Filter field, you can enter several values in this field, separated by commas, but unlike the Filter field you can leave the Filter 2 field empty.
- Amounts
- Paste Special
Choices of possible entries
- Use this field to specify whether the figures shown in the Workflow Overview should include or exclude VAT.
- Colour
- Paste Special
Choices of possible entries
- Choose a colour for the column heading. This feature is restricted to Mac OS X.
The illustration below shows how the Workflow Overview window is controlled by the Company Workflow Overview setting:
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