Workflow is shown in a table as per the image below
The below table shows the fields in Workflow and their description
| Field | Description |
| Client | The client on the job |
| Task Name | The task that has been allocated |
| Job Manager | The job manager on the job |
| Actual Time | The actual hours put to the task |
| Remaining Time | (Allocated Hours - Actual Hours) |
| Assigned To | The team member who has been assigned the task |
| Due Date | The due date of the task |
| Status |
The status of the task. If the task is completed, any remaining hours on the task will be added to the team members available capacity. When all team members that assigned the task have updated the status to completed, Link will update the task in Xero Practice Manager to be completed also. |
| Synced | Indicates whether Xero Practice Manager is in sync with the task. A green light indicates all data is in sync, whereas an orange light indicates there are changes that have been made in Link that are queued to be updated in Xero Practice Manager. |
| Job Summary | The job name and the job number |
| Job State | The job state (this is different to the status of the task) |
| Allocated Hours | The number of hours that have been assigned to this team member for this task |
| Assigned Month | The due date on the task if the task is not overdue. If the task is overdue, the assigned month will show as the current month. |
| Client Account Manager | The Account Manager for the Client (as per Xero Practice Manager) |
| Client Job Manager | The Job Manager for the Client (as per Xero Practice Manager) |
| Job Category | The Job Category for the Job (as per Xero Practice Manager) |
| Task Completed | Indicates whether the task is completed based on the task status |
Filters
Filters reduce the data shown in the table. By default Workflow will show the tasks allocated to you for the current month. You can update the ‘Assigned To’ selection box to show ‘Entire Practice’, which will show all tasks for the current month for the entire practice. You can then remove the ‘Assigned Month’ selection box to show all assigned months. This will show all tasks for all people in the practice. You can then start adding filters to refine your search.
To add a filter, select ‘Add Filter’ then select from the filter list. The next month will default to ‘Includes’, but you can update it with the following options:
- Includes
- Excludes
- Contains
- Does not contain
In the values box, add as many selections as you like to get the table to show what you are hoping to achieve. You can also add multiple filters to further refine your search.
Views
Views are a quick way to save a view you have created using different settings or filters. To create a new view select ‘New View’ then configure the view the way you’d like. Saved views will save the following:
- Assigned To
- Assigned Month (but will be updated to today if date is in the past)
- Fields shown
- Groupings
- Filters
- Searched text
- Field Width
Once you’ve created a view you’d like to save, click on the view dropdown and select save, then rename it to something that helps you identify the view. A great way to use views in Workflow is to set up a view for yourself and your workflow, and another to help with workflow meetings that show the team members from the team you manage.
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