WorkflowMax has some great customisation features that can be applied to store and use custom data. This can be achieved via the Custom Fields, Custom Job Template and Custom Reporting functions. I will provide an overview in this post, and for a more in-depth look, join the WorkflowMax Partner Success Summit – a live webinar – ask questions and get the answers you’re looking for!
But for now, let’s look at an example of Event Management where an extra date is required outside of the start/end dates.
You can add many types of custom fields to your Job in WorkflowMax.
Select Date in the Custom Field Types.
Give it a relevant name, in this case – “Install Date”
Click the Usage option below name to add this field to all Jobs.
Once you have inserted the required fields they will show up in every job and can be selected for use.
All custom job fields will only show in the highlighted area.
The more fields you add the longer your job entry sheet ends up.
For more information on custom fields visit Custom Fields in the WorkflowMax Knowledgebase.
Custom Job Template
Now that we have a custom field in every job we can flow that data into a job brief.
WorkflowMax allows the use of custom docx templates to produce branded PDFs.
Here you will see a list of any custom templates that have been created in your account.
If you click on the Samples tab, you can choose to use or view the relevant template.
Scroll down to Job Template and click use, this will place a Job Brief Sample in your template list.
Open the Job Brief Sample, you should see this page:
Change the name of the template to suit.
Click the Download Template link at the bottom.
This will download the default Job Brief template as a Word file.
Open the downloaded file:
We can make changes to this file to merge/show and hide different information.
Please do not change any of the TableStart/TableEnd codes as you will break the template.
We will need to insert the date custom field into the template, the custom field merge code will look like this:
«JobCustom Install Date»
The code must match exactly as above with the only variable being the "Install Date".
Once this code is placed in the relevant area (see below)......save your changes, then upload back to the custom template area, by using the relevant template upload function:
Now to test our work, open a relevant job that has the install date selected, then click Print Job Brief from the left menu in the job.
The next page will allow you to choose from any relevant templates:
Make sure you choose the correct template and click print.
You should see this result in the pdf...
...as a result of the code we inserted into the template.
You can add as many custom fields as you like and use them in various custom templates.
The job brief template is the most versatile and allows the most custom fields to be merged:
For more info on custom templates, visit:
Reporting on your data:
So now we have the fields and data in WorkflowMax, lets build a report.
Click the report builder:
From the Report Type dropdown choose – Job and click create.
In section 1 of the report, give it a relevant name – Job WIP Report
In section 2, you choose the fields you wish to display on the report, these can be moved around:
Any job custom fields can be selected in the drop down list of fields, always at the end of the Job fields list:
In section 3, choose the criteria for the report.
In section 4, choose staff and options required.
Save the report and run it.
This report will now show up for the relevant users assigned, when run it will show all this fields selected:
The custom field Install Date now shows what has been entered for each job.
For more info on custom report builder visit Building A Custom Report in the Knowledgebase.
Using the above methods and different types of custom fields you can create complex job data, flow it into templates and report on them.
Cloud2 provides business consulting for WorkflowMax, including consultation, setup, integration, customisation and training services. Get in touch if you'd like some help. And if you want to know more about customising WorkflowMax features, sign up for the WorkflowMax Partner Success Summit and join me on the 4th of May as I delve deeper into the topic! I look forward to seeing you there.