How to Create Sub-Tasks  in WorkflowMax

How to Create Sub-Tasks in WorkflowMax

Hi guys, Welcome to this video. Here I’m going to be taking you through how to use labels on tasks in WorkflowMax. Now, this is a very powerful part of the system because it gives you the ability to break down tasks further than just the task name. So what we’re going to do in this example here’s that I am going to take you through the process of quoting a job and then we’ll capture time of
the job and then invoice it, but we’re using tasks labels all the way through. You can see how powerful they are. And also touch on job templates as well because we can speed up the creation of the tasks using job templates. So we’ll jump in now and I’ll take you through how all that works. Ok, so let’s create a new job and we’ll do the job for Adam Tainui and we’ll just call it, will give it a
site address, that’s 35 High Street. Let’s skip over all this. I’ll give it a due date, then hit save. Ok, so now what I’m going to do is, I’m going to create a quote for this, – new quote and then we add our tasks. The task we’re going to add is design and then let’s say that we’re going to do ten hours here and this is going to be planning. Then we’ll add another task called – again it’s going to be design. This would be 25 hours and this will be a concept design. Then the last one, let’s call it design, it’s just going to be ten hours and we’ll call it meetings. So what we’re effectively doing
is we’ve got design as a task but we’ve broken it down to three stages. You can have multiple, we could create more, rather than just design you might have a bunch of different phases but you guys can figure out how that’s going to work for you. But these are three tasks there. If I go on do the quote, and if I go issue and print, we choose quote summary. So what it has done is, it actually
printed out all three phases but if I jump into this quote here, just going into the document. So we jump here. I don’t know but we get in the document design now. If we go to custom templates then choose our quote summary, there is a tick box here, this is group similar tasks into a single line. So if I tick that box, then hit save, if I refresh this quote now, so what it does is, it combines them to just be design and it’s got the form out there and it gives you a list of all of the different phases there. Now we can go a step further
and in your document design, you can get it, so it only shows the task name and not the label. So all we’ll see is design and then all these labels won’t even show because those labels are going
to be internal for your time. We take you through how to do that
in the document design module, I’m not going to run through that right now but there is a way to do it. What you’re doing is you’re
removing rather than saying it will have task name, you can have it so it just is the task and it doesn’t have the label. So it’s very easy to do once you have a look
at that, our document design module. Alright, so what that would be saying is design and then from there, if we go back to our quote, we’re going to accept this quote. It’s going to apply that to the job. Now we can start capturing our timesheets against this. So let’s go and add a couple of timesheets in here. Let’s go, Rubes works on planning, he has five hours here and then I’m going to do seven hours on concept design. Cool. So we’re starting to capture our time now and we can go and have a look in here. If we go to financial and then go to the financial summary on the job. You can see that we’ve broken design down, remember the client only saw design as a task that we’ve quoted, they only saw the format. But what we’re doing is, we’ve got the ability
to break it down a bit further for our internal reporting purposes. Now let’s go and send an invoice. So if we go back to the job and we can send an invoice
either on quote or actual time and cost, it depends on what sort of job it is if this was an estimate, you’d probably be billing on your actual time and costs, but if this was fix quote, you’d probably be building a portion of the quote or doing a progress invoice. So it depends on what type of job, to keep things simple here, I’m just
going to do a time and cost invoice assuming this was an estimate. So I am gonna go to new progress invoice and then I’m going to use actual time and costs, bring that through; then it’ll bring out the two tasks I’ve put time to. These two here, now if I go and hit approve and print. Don’t worry about that message it’s just because the demo is not connected to Xero. Let me just do that again. Print the invoice and if we choose the invoice summary, you see it’s broken them both out but I jump back into my invoice summary, I am gonna group these tasks. So group some of the tasks into a single line like that, hit save. If I refresh this now, cool and there’s your invoice and
obviously, if we go and redesign this invoice template to not have the label on it, you would just see design and the total amount that we are charging for design. Of course, this is just the summary invoice. You can have the time and rate show also. So that’s how you use labels. Now I want to show you a way to do this– create these quotes a little bit faster because what we did is, we went and created manually
typed out what those phases are. So if I go to settings, it does take a little bit of time to set these up, but once it’s done, it’s done and we’re going to do a… I go to job settings and then come over here into our job templates. So I’m going to create a job template called design planning. So I go design – planning and I’m going to only create
one task on this which is going to be called design. The label is planning, then hit save. And I’ll set that up for all the different… so you come up with a task list, everything that you work on. So you create all your tasks and your database and then what you do is, you create the corresponding templates for each of these. So now I’ve set that up. If I go and create a new quote, rather than selecting task and then having to type out the label each time, I can just apply the template. I’ll show you how you do that. So when you go – new quote, choose the client. Let’s call it example quote for now; next. Alright, so rather than going new tasks, what I can do is, I can come up here
and go apply additional templates. Then what you do is, you’d have all
your different templates set up here, so you have design and planning and you’d have design concept design and
design admin and design meetings, all of that and then you’d go into, you know, so
every task that you want to have a breakdown for you do it like that. Then if I hit save, what it does is it applies that with the label already to the job. So it’s going to really speed
up the creation of my quotes. So that is labels, how I’d use labels in the system and the fastest way of doing that if you have a defined set of tasks with labels, the best thing to do is go and create all those job templates where you create the
job template with the name and a label, that’s the name of the template then you go and use the… so then you apply the task to
that template and the label. And when you’re doing your quoting or setting up jobs, rather than selecting tasks, you select them by going options>apply additional
templates and then you choose them
all from those templates there. So I hope you found this valuable. I’ll see you guys in the next video.

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