Sage HandiSoft 2015 Jobflow Manager User Manual
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Jobflow
Manager 2015
User Manual
Important Notice!
Every effort has been made to ensure that this User Manual is accurate at the time of printing; however there may be some inaccuracies due to the continuous improvements made to the module.
An updated User Manual may be available for download from HandiSoft’s Internet site www.sagehandisoft.com.au
.
The following Licence Agreement will appear as a splash screen prior to the installation of the Software.
Licence Agreement
Important - Read Carefully: Permission to use this Software is conditional upon you, the customer, agreeing to the terms set out below. By passing beyond the splash screen, installing, copying, downloading, accessing or otherwise using the Software, you agree to be bound by the following terms. If you do not agree to the terms, do not pass beyond the screen, install, copy, download, access or otherwise use the Software but promptly return this Software and any accompanying materials to HandiSoft or its
Authorised Distributor with proof of payment, and any Licence Fee you have paid will be refunded to you.
This licence agreement may be amended or replaced in its entirety at any time to facilitate changed operating conditions. In the event this occurs, the then current licence agreement will be the prevailing version. A copy of the operating licence agreement may be accessed from within the Licences tab in any HandiSoft module.
Copyright
© HandiSoft Software Pty Ltd 2015. All rights reserved.
Copyright in the Software and in the Documentation is owned by HandiSoft Software Pty Ltd. ("HandiSoft"). No part of the Software or the Documentation may be reproduced or copied in any form or by any means (graphic, electronic or mechanical, including photocopying, recording, taping or information storage and retrieval systems) without the prior written permission of HandiSoft
Software Pty Ltd.
The copyright in the Software and the Documentation is protected by Australian national copyright laws (including the Copyright
Act 1968 (Cth)) and by international copyright treaties.
1. Words with defined meanings
1.1 Unless defined elsewhere in this Agreement, a word or expression starting with a capital letter has the meaning given to that word or expression set out in clause 15 of this Agreement.
2. Disclaimer
2.1 You acknowledge that you have sought independent professional advice in relation to the Software and Documentation, and that you are not relying on the advice or judgment of HandiSoft. To the extent permitted by law, the Software and the
Documentation are provided on the basis that:
2.2
(a)
(b)
HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information in the Software or Documentation, nor for any error or omission in the Software or Documentation;
HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not engaged in and do not represent by providing the Software and Documentation that they are providing any legal, accounting, professional or other advice or services; and
(c) HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information contained in any third party software or data, embedded in or provided in conjunction with the Software or Documentation, nor for any error or omission in such third party software or data.
Connected Services
In order to provide a more comprehensive offering of Handisoft Software, Handisoft discloses that there may be Third
Party Software Products or Services which are embedded into this module that may link to sources operated by other external parties (Connected Services). Notwithstanding that the Third Party may be affiliated with Handisoft, Handisoft has no control over these externally linked sources, all of which have their own separate terms and conditions includi ng privacy and data collection practices. You will be responsible for all fees and charges associated with the Connected
Services and must do anything (including executing a document) that the external party reasonably requires giving full effect to the Connected Services and the transactions it contemplates.
3. Grant of rights
3.1
3.2
3.3
Subject to your payment of the Licence Fee, HandiSoft grants to you a non-exclusive licence ("Licence") during the Term to use the Software and Documentation at the Site, for your own internal purposes only, on the terms and conditions set out in this Agreement.
The Licence entitles a single accounting practice to install and operate the Software for one site of access only, notwithstanding it may be connected with other associated branches, affiliates and subsidiaries through a central server and/or a hosting environment, and is limited to the number of concurrent network Users specified on the Invoice and the
Software for that particular Site. You must purchase the Software for each location and site of access. In the avoidance of doubt, the Licence is Site- specific and individual accounting practice must have its own individual Licences.
If there is a limit to the number of Users of the Software, number of networks, or other restriction specified on the Invoice and in the Software, or otherwise imposed upon the Licence under this Agreement, the Licence to use the Software will be restricted accordingly. You may only increase the limits specified in the Invoice or Licence by paying such fees as are
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Licence agreement Jobflow Manager 2015
3.4 applicable to the increased limits. No reduction of Licence Fees will be provided in the event any limits are reduced during the Term.
If your accounting practice shares offices with another unrelated accounting practice, both accounting practices must purchase the Software in their own right, even if the parties share a common computer system.
4. Duration of agreement
4.1
4.2
4.3
4.4
This Agreement commences on the date of its acceptance by you and will continue in effect until the expiry of the current financial year on 30 June ("Term"), unless extended in accordance with clause 4.2, or terminated in accordance with clauses 4.3, 4.4 or 12.
Subject to clauses 4.3 and 4.4, you may extend the Term for further one year periods by paying the then current Annual
Renewal Fee for the extended period in accordance with clause 8.
The current Annual Renewal Fee must be paid, or arrangements for payment acceptable to HandiSoft made, by the due date specified by HandiSoft for the Term to be extended.
Without limiting any other right to terminate this Agreement under clause 12, HandiSoft may terminate this Agreement upon expiry of any financial year, by giving you written notice on or before expiry of the then current financial year.
HandiSoft will not unreasonably terminate this Agreement.
5. Your obligations
5.1
5.2
You are not permitted to purchase the Software with an additional tax agent reference number for use by another tax agent without HandiSoft’s written consent.
Subject to this Agreement, and to any non-excludable provisions at law (including the Copyright Act 1968 (Cth)), you must not, and must not allow or cause any other person to:
(i) print, copy or reproduce the Software or Documentation by any means or in any form other than to make one copy of the Software for back-up and security purposes;
5.3
(ii) give, lease, rent, lend, assign (other than as expressly permitted under this Agreement), licence, sub-licence, transfer, distribute, disclose, disseminate, or publish the Software in any form to any other person or attempt to do any of these acts;
(iii)
(iv) modify, adapt, alter, reverse engineer or decompile the Software; or modify or change the database other than through use of the Software; create or recreate, or attempt to create or recreate, the source programs, object programs or any other aspect of the Software in whole or in part. access, install or use the Software other than at the Site in accordance with this Agreement; (v)
(vi) use the Software for sublicensing, timesharing, rental, facility management, service bureau usage, or third party training purpose.
You agree to indemnify and keep indemnified HandiSoft, its officers, employees, contractors, agents and Authorised
Distributors against any loss or damage incurred by them as a result of use of the Software or Documentation by you, your employees, contractors or agents that is not in accordance with this Agreement.
6. Configuration and installation
6.1
6.2
The Software may only be installed on a computer at the Site.
The Index File provided with the Software is specific to you, the Licensee. Any change will require a new Index File. You must not circumvent the Index File system needed to operate the Software, or use an index file which has not been provided to you by HandiSoft.
7. Use of software and documentation
7.1
7.2
Subject to your payment of the Licence Fee, applicable taxes and any other fees specified in the Invoice in full, upon installation of the Software pursuant to clause 6, you may use the Software and Documentation in accordance with the terms of this Agreement.
You must, upon receiving a written request from HandiSoft, allow HandiSoft to access the Site, during ordinary business hours, as reasonably necessary to audit your compliance with the terms and conditions of this Agreement and the restrictions in clauses 3 and 5.
7.3 If the Term of this Agreement is not extended in accordance with clause 4.2, the Licence will automatically terminate on the expiry of the then current Term, and you acknowledge and agree that no further notice is required to you from HandiSoft to effect such termination.
8. Fees
8.1
8.2
8.3
8.4
You must pay the Licence Fee, applicable taxes and any other fees listed in the Invoice in full.
You acknowledge that a Deposit, if taken, is non-refundable in the event that you do not pay the Balance or proceed with installation of the Software in accordance with clause 6.
The Annual Renewal Fee is invoiced annually in advance for each financial year commencing 1 July in the relevant year and ending 30 June in the subsequent year. Each year, on or before 1 July, HandiSoft may increase the Annual Renewal
Fee. You must pay the Annual Renewal Fee on or before 1 July of each year of the Term.
Without limiting any other right or remedy of HandiSoft or its Authorised Distributors, interest on overdue amounts is payable by you at the rate of 15% per annum, from the date the amount became overdue until it is paid in full, inclusive of interest. Interest accrues daily.
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9. Intellectual property rights
9.1
9.2
9.3
All Intellectual Property Rights relating to or subsisting in the Software and Documentation, including all enhancements, modifications, alterations, customisations or adaptations to the Software (whether created by HandiSoft or any other person), remain the property of HandiSoft. The Licence granted under clause 3 does not make you the owner of the
Software or Documentation nor does it cause any transfer of Intellectual Property Rights relating to or subsisting in the
Software or Documentation.
You must not alter, change, remove, obscure or otherwise effect any modification to any notice or other indication of
HandiSoft’s ownership of the Software and its Documentation or of its Intellectual Property Rights relating to or subsisting in the Software and Documentation.
You must ensure that each copy of the Software and Documentation in your possession bears such notices relating to
HandiSoft’s ownership of the Software and Documentation and of its Intellectual Property Rights relating to or subsisting in the Software and Documentation as HandiSoft may direct. In the absence of any specific direction by HandiSoft, you must ensure that all notices appearing on the Software and Documentation are reproduced and maintained in their entirety on all copies made by you.
10. Updates, software maintenance and support, and third party software and data
10.1 You acknowledge that HandiSoft has no obligation to develop Updates. During the Term you may receive Updates (if any) for the Software, including instructions and/or Documentation that HandiSoft considers reasonably necessary to assist in a smooth transition for use of any Update. Updates may include revisions to Documentation. Unless you have subscribed to the optional CD update services, you must have internet and email access for Updates to be supplied to you.
10.2 If HandiSoft provides you with an Update:
(i) the terms of this Agreement will continue to apply in all respects to the Update which will be deemed to be the
Software or Documentation for the purposes of this Agreement; ii) if requested by HandiSoft, you must return the Software and Documentation (and all copies) that was used prior to the Update to HandiSoft, or otherwise deal with it in accordance with HandiSoft’s reasonable directions.
10.3 HandiSoft may, in its absolute discretion, withhold or refuse to provide support and maintenance if you have failed to install, within a reasonable time, all available Updates provided in respect of the Software.
10.4 Technical support and Updates will only be supplied so long as the Software is used under conditions and on operating environments for which the Software is designed.
10.5 The technical support provided under this Agreement is limited to telephone and email support of the Software by
HandiSoft during normal business hours. There may be times when you allow our Support Consultant to connect to your computer remotely. The remote access is purely for the Support Consultant to quickly demonstrate tasks that would otherwise take too long to explain. Remote access is not generally used to have a Support Consultant complete processes.
Whilst all reasonable efforts shall be made to ensure a secure environment, Handisoft offer no guarantee and provide no warranty (express or implied) that the remote access to your computer will be secure or private. Handisoft accepts no liability for any and all security incidents, including any loss or damage suffered by you arising out of any failure to protect your data, network, systems, software or equipment.
10.6 If you require any additional technical support not covered under this Agreement, including telephone, onsite or online support, HandiSoft may, in its absolute discretion, provide that additional technical support to you at its then current rates for such services.
10.7 Any supplemental software code provided to you as part of the support services shall be considered part of the Software and subject to the terms of this Agreement.
10.8 You must provide HandiSoft with reasonable assistance as requested by HandiSoft for the purpose of providing you with maintenance and support.
10.9 If, in the course of obtaining maintenance and support services from HandiSoft, you provide any personal information about an individual, including, personal information about any officer or employee, then you warrant that in providing such personal information you have complied with your legal obligations under the Privacy Act 1988 (Cth.), including the
National Privacy Principles in Schedule 3 of that Act.
10.10 You consent to HandiSoft using any technical or confidential information which you provide to it:
(i) to enable HandiSoft to perform maintenance and support services; and
(ii) for its business purposes, including for the purpose of product support and development.
HandiSoft agrees not to use such technical information in a form that personally identifies you, or where such information is comprised of information identified by you as ‘confidential’ or subject to privacy laws, prior to consent being provided by you.
10.11 HandiSoft is not required to support any third party software or data, whether or not the third party software or data is provided by HandiSoft in connection with your use of the Software.
10.12 If HandiSoft provides you with any third party software or data, then your use of that third party software or data is subject to such terms as may be imposed by the relevant third party and must only be used for the purposes for which it is provided.
10.13 You agree that HandiSoft is not liable or otherwise responsible if a third party changes the terms (including as to payment) on which it licences any software or data. Without limiting the foregoing, it is your responsibility to pay any fees associated with your use of such third party software or data.
10.14 Notwithstanding any other provision of this Agreement, you agree to indemnify and keep indemnified HandiSoft, its officers, employees, contractors, agents and Authorised Distributors against any third party claim or action (including but not limited to reimbursement of legal costs), loss, damage, or expense incurred by them as a result of a failure by you, your employees, contractors or agents to comply with this clause 10.
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11. Warranties and limitation of liability
11.1 HandiSoft warrants that:
(i) it has the full right, power and authority to enter into and perform this Agreement; and
(ii) to the best of its knowledge, the use by you of the Software or Documentation in accordance with this Agreement, will not infringe the Intellectual Property Rights or moral rights of any person, and HandiSoft indemnifies and agrees to keep you indemnified from and against any loss, damages and expenses, including but not limited to, reasonable legal fees which you may suffer and incur as a result of any claim, action or proceeding arising directly from any breach of the warranty contained within this clause, provided that HandiSoft is not liable for any indirect, consequential or economic loss or damage suffered by you in connection with this Agreement.
11.2 You acknowledge that:
(i) the Software was developed without consideration of your objectives and needs; and
(ii) software in general is not error-free, and agree that the existence of errors in the Software will not constitute a breach of this Agreement by HandiSoft.
11.3 HandiSoft provides the Software and Documentation "as is".
11.4 Except as expressly provided in this Agreement, no warranties are made with respect to the Software or Documentation by any person, including but not limited to HandiSoft, any of its officers, employees, contractors, agents and Authorised
Distributors.
11.5 In the event any third party software or data is provided with or embedded in the Software, notwithstanding anything to the contrary, no warranties are made by HandiSoft, its officers, employees, contractors, agents, or Authorised Distributors, with regard to such third party software or data, including but not limited to its accuracy or reliability.
11.6 To the extent permitted by law, HandiSoft or any of its officers, employees, contractors, agents or Authorised Distributors will not be liable to you for any loss, costs, expenses or damages incurred by you as a result of using the Software and
Documentation.
11.7 Notwithstanding any other term in this Agreement, to the extent that consumers have the benefit of certain rights or remedies under the Trade Practices Act and similar state and territory laws in Australia, in respect of which liability may not be excluded, then to the maximum extent permitted by law, such liability is limited, at HandiSoft’s option, to:
(i) in the case of the Software, Documentation or other goods supplied under this Agreement:
A. replacement of the goods; or
B. correction of defects in the goods; or
C. the cost of having defects in the goods corrected; or
(ii) in the case of services provided under this Agreement, replacement of the services.
11.8 To the extent permitted by applicable law, HandiSoft or any of its current or former officers, employees, contractors, agents or Authorised Distributors (Those Indemnified) will not be liable for any direct, indirect, general, special, incidental or consequential damages arising out of or in any way related to the provision of any goods or services by HandiSoft or
Those Indemnified, pursuant to this Agreement and including your use of or inability to use the Software or Documentation, even if HandiSoft or any of Those Indemnified have been advised of the possibility of such consequence.
11.9 You acknowledge that any times quoted for delivery and installation of the Software and/or performance of maintenance and support services are estimates only, and that HandiSoft accepts no liability whatsoever for failure to meet those estimated times.
11.10 You acknowledge that you are responsible for ensuring that your operation of the Software does not breach any laws, or obligation of confidentiality or privacy owed to any person, and for maintaining the security of any databases which are accessed, used or managed by the operation of the Software. You indemnify and keep indemnified HandiSoft against any action, proceeding, claim, loss, injury or expense arising out of any failure by you to comply with your obligations in this clause
12. Termination
12.1 This Agreement may be terminated immediately by written notice from HandiSoft in any of the following circumstances:
(i) if you are in breach of any term of this Agreement;
(ii)
(iii)
(iv)
(v) if you, being a corporation, become the subject of insolvency proceedings; if you, being a firm or partnership, are dissolved; if the Software is otherwise outside your effective control; or if there is a change in ownership which effectively alters control of you.
12.2 You may terminate this Agreement by notice in writing to HandiSoft in the event that HandiSoft has breached a material term of this Agreement and failed to rectify such breach within 30 days of a notice requesting HandiSoft to do so.
12.3 Upon termination of this Agreement:
(i) the Licence is revoked; and
(ii) you must immediately pay all fees, charges or other payments owing under this Agreement; and
(iii)
(iv) you must either destroy or return any remaining copies of the Software and Documentation, in the manner directed by HandiSoft; and you hereby grant HandiSoft a licence to enter upon the Site(s) at which copies of the Software and Documentation may be situated and remove same in the event of non-compliance with the above subclause, and you must render all reasonable assistance to facilitate this action.
12.4 Termination of this Agreement will be in addition to any other remedies which either party may have under this Agreement or otherwise and does not affect any rights or obligations that had accrued at the time of termination.
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13. Governing law and jurisdiction
13.1 This Agreement and the transactions contemplated by this Agreement are governed by the law in force in Western
Australia.
13.2 Each party irrevocably and unconditionally submits to the non-exclusive jurisdiction of the courts of Western Australia and courts of appeal from them.
14. General
14.1 If you purchase any additional modules of the Software from HandiSoft, increase the limits under clause 3.3 of this
Agreement, or if HandiSoft otherwise agrees to alter the configuration of the Software, then the terms of this Agreement will continue to apply to your use of the Software as reconfigured.
14.2 You acknowledge that in entering into this Agreement you have not relied on any representations or warranties about its subject matter except as expressly provided by this Agreement.
14.3 This Agreement constitutes the entire agreement of the parties about its subject matter and supersedes all previous agreements, understandings and negotiations on that subject matter.
14.4 You may assign your rights and obligations under this Agreement with the prior written consent of HandiSoft, provided that the assignee executes a deed of novation pursuant to which it agrees to be bound by the terms of this Agreement..
14.5 A party may exercise a right, power or remedy at its discretion, and separately or concurrently with another right, power or remedy. A single or partial exercise of a right, power or remedy by a party does not prevent a further exercise of that right, power or remedy or an exercise of any other right, power or remedy. Failure by a party to exercise or delay in exercising a right, power or remedy does not prevent its exercise. A party is not liable for any loss caused by the exercise or attempted exercise of, failure to exercise, or delay in exercising the right, power or remedy.
14.6 A provision of, or a right created under this Agreement may not be waived or varied except in writing, signed by the party or parties to be bound.
14.7 The rights, powers and remedies provided in this Agreement are cumulative with and not exclusive of the rights, powers or remedies provided by law independently of this Agreement.
14.8 Neither party is liable for any breach of its obligations under this Agreement (other than an obligation to pay any moneys or to indemnify) if the breach resulted from a cause beyond its reasonable control.
14.9 If any provision of this Agreement is held to be invalid, unenforceable or illegal for any reason, this Agreement will remain otherwise in full force apart from such provision which will be deleted.
14.10 Each indemnity in this Agreement is a continuing obligation, separate and independent from the other obligations of the parties and survive the termination of this Agreement.
14.11 Clauses 2, 5, 9, 10, 11, 12, 13, 14, and any other clause which by its nature is intended to continue, shall survive the termination of this Agreement for any reason.
15. Definitions and interpretation
15.1 The following words have these meanings in this Agreement unless the contrary intention appears.
Agreement means this Agreement as it may be amended from time to time by written agreement between the parties.
Annual Renewal Fee means the fee designated as such in the Invoice, as amended by HandiSoft from time to time in accordance with clause 8.3.
Authorised Distributor means an entity appointed by HandiSoft to maintain and support the Software and
Documentation.
Balance means the residue of the Licence Fees payable after the deduction of the Deposit.
Deposit means the agreed amount of the Licence Fees initially payable in accordance with the Invoice..
Documentation means all manuals, handbooks, and other material, whether in hard copy or electronic form, in relation to the Software and its use, and provided by HandiSoft under this Agreement.
Licence Fees means the total fees specified in the Invoice.
HandiSoft means HandiSoft Software Pty Limited ABN 91 089 780 218.
Intellectual Property Rights means all intellectual property rights of whatever nature including all rights conferred under statute, common law or equity, including, without limitation, all copyrights, patent rights, trade mark rights, design rights, trade secrets, and all other intellectual property as defined in Article 2 of the Convention Establishing the World Intellectual
Property Organisation of July 1967.
Licence Fee means the fee designated as such in the Invoice.
Index File is an unlock key which allows access to the nominated Software modules and specified number of concurrent network Users to access the Software.
Invoice means HandiSoft’s or the Authorised Distributor’s standard form invoice as sent to you in relation to your ordering of the Software or Updates.
Site means the geographical location of access address specified in the Invoice.
Software means the object code version of the suite of computer programs known as the ‘HandiSoft Software’, as detailed in the Invoice and includes any Updates provided to you under this Agreement.
Updates means an executable file that modifies the Software by correcting bugs or errors, or by making minor improvements to the functionality of the Software, and includes new versions of the Software which HandiSoft generally makes available to licencees of the Software that have entered into an agreement with HandiSoft and paid the relevant
Annual Renewal Fee. Updates do not include any new products, including new products based on the Software, which are licensed separately, and for which an additional charge, separate to the Annual Renewal Fee, is payable.
User means a person accessing any part or all of the Software at any given point in time. For the avoidance of doubt, any background tasks created or spawned by an individual user is not to be treated as a separate user. If, however, a
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background task or process created by a particular individual user is still running then that individual user is deemed to be accessing the Software at that point in time.
15.2 In this Agreement unless the contrary intention appears:
(i)
(ii)
(iii) the singular includes the plural and vice versa; a reference to a statute, ordinance, code or other law includes regulations and other instruments under it and consolidations, amendments, re-enactments or replacements of any of them; and a reference to "you" is a reference to the customer specified in the Invoice.
15.3 Any marginal notes or headings are included for convenience and do not affect the interpretation of this Agreement.
Information regarding additional agents
To protect your interests we wish to clarify several situations where you need to exercise care:
The licence entitles a single accounting practice to install and operate the Software for one site of access. At that one site of access, you may operate the Software at the same time subject to the limits of the total number of concurrent network user licences you have purchased for use during the Term. To clarify:
You must purchase the nominated Software for each site of access. For example, if you had two branches (Sydney and
Melbourne) and the software was installed only at Sydney, and the Melbourne branch remotely accesses the Sydney installation, then you must purchase the nominated Software twice.
If your practice shares offices with another accounting practice, and the practices are not in partnership, both accounting practices must purchase the nominated Software in their own right. This is the case, even where you share a common computer system.
Where a client purchases an additional tax agent reference number, this is not an additional licence. It is simply an addition to your program to lodge tax returns under another tax agent name and number. It in no way allows you, the licence holder, to give a copy of the Software to the additional tax agent. You are not permitted to purchase the Software with an additional tax agent reference number for use by another tax agent without Sage's written consent.
Connected Services Terms of Use
By accessing or using HandiSoft’s Connected Services, you acknowledge and accept the following Terms of Use.
Handisoft may at any time amend this Terms of Use and the Licence Agreement without notice.
Disclaimer
Handisoft does not represent or warrant that the above Connected service (herafter “Service”) or the Customer's use thereof will be uninterrupted or error-free, that defects will be corrected, or that the Service or the server that makes it available are free of viruses or other harmful components.
Handisoft does not warrant or represent that the use or the results of the use of the Service or the materials made available, as part of the Service will be correct, accurate, timely, or otherwise reliable.
Handisoft shall not be responsible for unauthorised access to or alteration of transmissions or data, any material or data sent or received or not sent or received, or any transactions or agreements entered into through the use of the Service.
The Customer specifically agrees that Handisoft is not responsible for any content or data sent using and/or included in the
Service.
Handisoft and/or its suppliers, shareholders, directors and employees make no representations about the suitability, reliability, availability, timeliness, security and accuracy of the Service for any purpose. The Service is provided "as is" and without warranty of any kind. Handisoft hereby disclaims all warranties and conditions with regard to the Service, including all implied warranties, fitness for a particular purpose, title and non-infringement.
In no event shall Handisoft and/or its suppliers, shareholders, directors and employees be liable for any direct, indirect, punitive, incidental, special, consequential damages or any damages whatsoever including, without limitation, damages for loss of use, data or profits, arising out of or in any way connected with the use or performance of the Service, with the delay or inability to use the Service, the provision of or failure to provide the Service, whether based on contract, tort, negligence, strict liability or otherwise, even if Handisoft has been advised of the possibility of such damages. The Customer's sole and exclusive remedy is to discontinue using the Service
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Contents
History of changes 11
Chapter 1.
Getting started 13
Chapter 2.
The Access Panel 19
Chapter 3.
Managing jobs 25
Chapter 4.
Managing tasks 39
Chapter 5.
Generating reports 55
Chapter 6.
Resource planning 61
Glossary of Terms
Index
71
73
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History of changes
The Jobflow Manager 2015 user manual has been updated since the initial version. The following list details the changes that have been made.
Changes made
The following changes have been made to this manual:
Changes included in version: 13/06/2015
First release of 2015 version.
Changes included in version: 10/09/2014
Updated images and descriptions.
Updated the EULA to include HandiSoft Connect.
Changes included in version: 07/07/2014
Added information on the Resource Planning facility.
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Chapter 1. Getting started
The Jobflow Manager is an administration tool for managing jobs. It enables you to define a workflow for each job by breaking it down into a series of tasks. Each task has a number of properties that specify when it should commence, the duration of the task, who is responsible etc.
Tasks can be set to run concurrently or sequentially within the job.
The Jobflow Manager also allows you to set alarms to notify staff after a specified number of days.
You are able to generate reports on the progress of tasks. These reports also provide information about the tasks on which each staff member is working.
You can use the Document Manager to attach relevant documents to tasks. You can also record any documents that are required to be completed as part of a task.
You can create master template jobs that contain the tasks to be completed. You do this by entering information into the master template, such as the duration of each task, documents required, any lodgments etc. When a new job of that type is required then all you have to do is enter the commencement date and the assigned staff member.
If you have the Sage HandiSoft Time+Billing 2015 program installed, you can link jobs and tasks created in the Jobflow Manager to automatically created jobs in Time+Billing.
Each job has the following properties:
Duration of the tasks
Staff member responsible for the job
Staff members responsible for the tasks
Partner and Manager responsible for the job.
Name for the job and tasks
Description of the job tasks
Progress of the job
A list of notes made about the job and tasks
A list of alarms and actions should the task run overtime
A list of documents attached to the task
The Task Navigator includes a Gantt chart of each task within a job to clearly indicate the steps and durations involved.
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Chapter 1. Getting started Jobflow Manager 2015
The "Jobflow Manager" window
The Jobflow Manager is part of the Practice Manager suite and is accessed via Practice
Manager – Contact.
Opening the Jobflow Manager
1. Start Practice Manager – Contact.
2. Any of the following actions will open the Jobflow Manager.
Press Ctrl F9.
From the Documents menu, click Jobflow Manager.
On the Access Panel, click the Jobflow Manager button.
Tip: You can open the Jobflow Manager from any of your HandiSoft programs.
Press Ctrl F9 or, from the Document menu, click Jobflow Manager.
This will open the " Jobflow Manager " window.
Figure 1: The "Jobflow Manager" window
The "Jobflow Manager" window consists of an Access Panel on the left and a job list pane on the right. Clicking the Access Panel buttons causes the job list pane on the right to display a specific list of jobs.
To set job list columns
The job list has up to ten columns with information about each job. You can select the columns that you want displayed, from one column to all ten. To do this:
1. Click Options to open the "Jobflow Options" window.
2. Under Columns to Show, select the check boxes next to columns to be displayed.
For more information on the Access Panel, refer to Chapter 2, "The Access Panel".
Tip: For information on the Jobflow Manager" windows, press F1 to display the online help.
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Jobflow Manager 2015 Preference settings
Preference settings
Users can customise the way the information is displayed in the "Jobflow Manager" window, and the way jobs and tasks are handled to suit their individual preferences and requirements.
Setting window preferences
You can specify the colours in which the jobs and tasks are displayed, as well as the columns that are shown in the job listings.
1. On the "Jobflow Manager" window, click Options to open the "Jobflow Options" window.
Figure 2: The "Jobflow Options" window
2. Under General, Gantt Chart, Columns to Show, and Job Colours, complete the fields to suit your requirements.
Tip: For information on the "Jobflow Options" window, press F1 to display the online help.
Setting task preferences
Practice Manager To Do List
You can specify that your current tasks are automatically entered as To Do List items in Practice
Manager – Contact.
Practice Manager – Contact will create a To Do List called
Jobflow Mgr, and add your tasks to it . As each task is completed, you will be asked if is to be removed from the To Do list and replaced with the next task to be completed.
1. On the "Jobflow Manager" window, click Options to open the "Jobflow Options" window.
2. Under Tasks, select the Show my tasks in Practice Manager To Do List check box to add your current tasks to the Jobflow Mgr To Do List in Practice Manager – Contact.
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Chapter 1. Getting started Jobflow Manager 2015
Status levels
The progress of each task is indicated by the status you give it. You can specify that, as a task is completed, the following task is automatically given the next status.
The Jobflow Manager is supplied with the following statuses:
Not Started
In Progress
Completed
On Hold
You can change the order in which they are listed and add your own user-created statuses.
1. On the "Jobflow Manager" window, click Options to open the "Jobflow Options" window.
2. To automatically move tasks to the next status: Under Tasks, select the Automatically
change to next Status when task is completed check box.
3. To add and edit user created statuses, click
Status Levels to open the “Status Levels” window.
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Figure 3: The "Status Levels" window
4. Click Add, Edit or Delete to create, edit or remove user-created statuses. Use the and
arrow buttons to change the listing order of a status. Use the buttons to add or remove statuses to and from the
In Progress list.
and arrow
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Jobflow Manager 2015 Preference settings
Note: Statuses in the In Progress list are those that indicate that the task is in progress.
This is used by Time+Billing to determine whether the task information can be entered into timesheets for invoicing.
5. Click Default to revert to the supplied status list. User-created statuses that are not currently selected for tasks will be deleted.
Listing your tasks when starting Jobflow Manager
Every time you start Jobflow Manager 2015, the “My Tasks” window will open, listing your tasks.
Click the Overdue Tasks tab to list only those of your tasks that are overdue for completion.
Figure 4: The "My Tasks" window
If you do not want this window to open in the future, you can clear the
Show when starting
Jobflow check box.
If you want to reinstate this window opening on startup, do the following.
1. On the "Jobflow Manager" window, click Options to open the "Jobflow Options" window.
2. Under Tasks, select the Show my ‘Overdue Tasks’ when staring Jobflow check box.
3. Click OK to close the “Jobflow Options” window.
Setting up Resource Planning
1. On the "Jobflow Manager" window, click Options to open the "Jobflow Options" window.
2. Under Resource Planner, select the Enable Resource Planner checkbox to enable the
Resource Planning facility.
Select how units are to be allocated to tasks, and the highlight colours and levels to be used when displaying staff member allocation load percentages on the “Resource Planning” window.
For more information on resource planning, see Chapter 6 – Resource Planning.
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Chapter 1. Getting started Jobflow Manager 2015
Integration with Time+Billing
If you have the Sage HandiSoft Time+Billing 2015 program installed, you can specify that jobs and tasks you create in Jobflow Manager 2015 automatically create and link to jobs in
Time+Billing. This enables you to manage staff timesheets, invoices and receipts from Jobflow
Manager jobs. Any changes you make in either Time+Billing 2015 or Jobflow Manager 2015 will be automatically updated in the other program.
Configuring Jobflow Manager
You have to do the following before Jobflow Manager 2015 automatically creates Time+Billing
2015 jobs.
1. On the Jobflow Manager 2015 main window, click
Options to open the “Jobflow Options” window.
2. Under General, select the Link Jobs to Time+Billing check box.
3. If you require the Jobflow Manager 2015 main window to show Jobs that are linked to
Time+Billing 2015 jobs, under Columns to Show, select the Time+Billing Job check box to display the
T+B Job column.
4. Click
OK to save your changes and close the “Jobflow Options” window.
Viewing Time+Billing jobs
You can view jobs that have been created in Time+Billing 2015 by highlighting a job on the
Jobflow Manager 2015 main window and clicking T+B Job. The Time+Billing 2015 “Jobs for:” window will open.
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Chapter 2. The Access Panel
The Access Panel buttons enable you to select specific templates and jobs for viewing and editing.
Using the Access Panel
The Access Panel buttons are arranged hierarchically, with the levels displayed in different colours or gradients of the top level colour.
Buttons that have levels below them have a small arrowhead at the top right.
If the arrow points down , the lower level buttons are not displayed.
Click the button, and the arrow will point to the right , indicating that the lower level buttons are displayed.
Example
As an example, the following picture shows the Jobs button with two levels underneath it.
Figure 5: Access Panel button levels
To display the buttons as shown, do the following:
1. Click the Jobs button to reveal its lower level buttons. The arrow on the Jobs button will change to point to the right .
2. From the Jobs lower level buttons, click My jobs to reveal the next level of buttons. The arrow on the My jobs button will now point to the right .
3. From the My jobs lower level buttons, click Outstanding. There is no arrow on the
Outstanding button, indicating that it does not have any lower level buttons. The arrow on
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Chapter 2. The Access Panel Jobflow Manager 2015
the
My jobs button will remain pointing to the right because all its lower level buttons are still visible.
The job list pane will now display your jobs and tasks that are outstanding.
Button hotkeys
Instead of clicking the buttons, you can press their hotkeys on your keyboard. In this way, you can avoid using your mouse.
The hotkey for each button is the underlined character. For example, to click the My tasks button, you press t.
Jobs buttons
Click the
Jobs button to list all the jobs in the Jobflow Manager. The lower levels display a specific subset of the jobs:
Click Completed to display all the jobs that have been completed.
Click Outstanding to display all the jobs that are still outstanding.
Click My jobs to display all jobs for which you are responsible or contain tasks for which you are responsible.
My jobs button
My jobs displays all jobs for which you have a responsibility. The lower level of buttons displays a subset of your jobs.
Click
Outstanding to display your jobs and tasks that have not been completed. If you have completed your tasks in a job for which you are not responsible, that job will not be displayed, even though it may not have been completed.
Click Complete to display your jobs that have been completed. This will also display jobs for which you are not responsible, but your tasks are completed.
The My tasks button is particularly useful. It displays all jobs where tasks before yours have been completed.
For example, if a job has four tasks that must be done in order by Tom, Dick, Harry and
Mick, Dick will only see that job listed under My Tasks when Tom has completed his.
Likewise, Harry will only see the job listed under My tasks when Dick has completed his.
If, however, Harry decides to mark his task as completed before Tom does, Mick will see the job listed under My tasks, but Dick will not.
Creating Access Panel buttons
The top level Access Panel buttons, namely Masters, Jobs and Archive are fixed, so you are not able to add to or delete them. You are, however, able to add, delete, rename and restructure the category folder buttons under Masters and Archive.
Adding a new Masters folder button
This procedure shows you how to add a new folder button under Masters.
1. Click the Masters button, or any folder buttons under it.
2. At the bottom of the window, click the Folders button. The "Masters Folders" window will open.
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Jobflow Manager 2015 Creating Access Panel buttons
Figure 6: The "Masters Folders" window
The "Masters Folders" window displays the existing folder buttons under the
Masters button in a tree structure. Click in the '+' and '-' signs or use your keyboard arrow keys to show or hide sub-folders. If there are currently no folder buttons under Masters, there will only be a
'Masters' entry.
3. Right click on the button under which you want to add a sub-folder button. Click Add on the menu that appears.
4. On the "Add New Folder" window, type the name of the new folder button and click
OK.
Figure 7: The " Add New Folder" window
5. The new sub-folder will appear on the tree.
6. Repeat the previous steps if you want to add more folder buttons.
7. Click OK when you have added all the new folder buttons.
8. Click Yes on the "Update folders structure for Masters jobs?" "Attention" window.
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Chapter 2. The Access Panel Jobflow Manager 2015
The new buttons will be added under the Masters button.
Deleting a Masters folder button
This procedure shows you how to delete a Masters folder button.
1. Click the Masters button, or any folder buttons under it.
2. At the bottom of the window, click the
Folders button. The "Masters Folders" window will open.
The "Masters Folders" window displays the existing folder buttons under the Masters button in a tree structure. Click in the '+' and '-' signs to show or hide sub-folders. If there are currently no folder buttons under Masters, there will only be a 'Masters' entry.
3. Right click on the folder button that you want to delete. Click Delete on the menu that appears.
4. Click Yes on the "Attention" window.
5. Repeat the previous steps if you want to delete more folder buttons.
6. Click OK to confirm the deletions.
7. Click Yes on the "Update folders structure for Masters jobs?" "Attention" window.
Caution: This will also delete sub-folder buttons with their master template jobs.
Renaming a Masters folder button
This procedure shows you how to rename an existing
Masters folder button.
1. Click the Masters button, or any folder buttons under it.
2. At the bottom of the window, click the Folders button. The "Masters Folders" window will open.
The "Masters Folders" window displays the existing folder buttons under the Masters button in a tree structure. Click in the '+' and '-' signs or use your keyboard arrow keys to show or hide sub-folders. If there are currently no folder buttons under
Masters, there will only be a
'Masters' entry.
3. Right click on the button that you want to rename. Click Rename on the menu that appears.
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Jobflow Manager 2015 Creating Access Panel buttons
4. On the "Rename Folder" window, type the new name for the folder button and click OK.
Figure 8: The "Rename Folder" window
5. The new name will appear on the tree.
6. Repeat the previous steps if you want to rename more folder buttons.
7. Click OK to confirm.
8. Click Yes on the "Update folders structure for Masters jobs?" "Attention" window.
The buttons will be displayed with their new names.
Restructuring the Masters folder buttons
This procedure shows you how you can restructure the Masters folder buttons.
1. Click the Masters button, or any folder buttons under it.
2. At the bottom of the window, click the
Folders button. The "Masters Folders" window will open.
The "Masters Folders" window displays the existing folder buttons under the Masters button in a tree structure. Click in the '+' and '-' signs to show or hide sub-folders. If there are currently no folder buttons under Masters, there will only be a 'Masters' entry.
3. To move a folder button to another part of the tree:
Click the folder to be moved.
While holding the mouse button down, drag the folder to its new parent folder.
Release the mouse button.
The folder button will move to its new position on the tree.
4. Repeat the previous step if you want to move more folder buttons.
5. Click
OK to confirm.
6. Click
Yes on the "Update folders structure for Masters jobs?" "Attention" window.
The buttons will now be in their new positions.
Adding and changing Archive folder buttons
The Archive folder buttons can also be added, renamed and restructured.
1. In the Access Panel, click the Jobs/Completed button.
2. At the bottom of the window, click the Archive button to open the “Archive Jobs” window.
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Chapter 2. The Access Panel
Figure 9: The “Archive Jobs” window
3. Click New. The “Archive Folders” window will open.
Jobflow Manager 2015
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Figure 10: The "Archive Folders" window
The "Archive Folders" window displays the existing folder buttons under the Archive button in a tree structure. Click in the '+' and '-' signs or use your keyboard arrow keys to show or hide sub-folders.
4. Right click on the button you want to rename, delete or add a sub-folder button. Select the required action from the menu that appears.
5. To move a folder button to another part of the tree:
Click the folder to be moved.
While holding the mouse button down, drag the folder to its new parent folder.
Release the mouse button.
The folder button will move to its new position on the tree.
6. Click OK to confirm.
7. Click Yes on the "Update folders structure for Archive?" "Attention" window.
The buttons will now be in their new positions.
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Chapter 3. Managing jobs
Jobs are made up of a collection of tasks. When you create a job, you must also create tasks to be part of that job. The Jobflow Manager provides two levels of management. The higher level is jobs management, which manages the jobs with their included tasks. The lower level is the management of the tasks themselves. This chapter covers the jobs management.
Creating jobs
There are two ways to create new jobs:
Use a previously saved template to create a new job.
Create the new job from scratch.
Creating jobs for multiple clients
If you want to create a job for more than one client, you can do so by tagging the clients before you create the job. This is done in Practice Manager – Contact.
1. You should first check what clients are already tagged. In Practice Manager – Contact, from the Client menu, click Tag/Untag batches of clients to open the “Tagged Clients” window.
Figure 11: The "Tagged Clients" window
2. If necessary, use the Untag or Untag All button to untag individual or all the tagged clients.
3. Click Close to exit the “Tagged Clients” window.
4. Tag the required clients by highlighting them on the Practice Manager – Contact “Clients” window and clicking Tag.
5. When you create the jobs in the Jobflow Manager, select the Tagged Clients check box on the “New Job Details” and “New Job” windows.
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Chapter 3. Managing jobs Jobflow Manager 2015
Creating jobs from a template
If you have many similar jobs, you can create a template with most of the attributes. From this
template, you can create new jobs by adding their individual attributes. This procedure describes how to create a job from a template. For information on creating templates, refer to
" Master job templates " on page 30.
1. On the "Jobflow Manager" window Access Panel, click a Masters folder button to display the required job template.
Tip: Use the Find button to locate the required master template job quickly.
2. On the job list, highlight the required template and click Select. The "New Job" window will open.
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Figure 12: The "New Job" window
3. On the "New Job" window, complete the fields as required.
Tip: You can tag clients ‘on the fly’ by clicking in the Ref field, and then tagging the clients on the “Select a Client Reference” window.
4. Under Select a Folder, select the folder to which any attached documents are to be stored.
If the jb si for multiple clients, attached documents will be stored in the clients’ default folders.
You can click New to create a new sub-folder under the selected folder.
5. Click Documents to select the template documents to be attached from the “Select
Attached Documents” window.
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Jobflow Manager 2015 Creating jobs
Figure 13: The "Select Attched Documents" window
6. Click
Ok to add the new job to the Jobs list.
Creating jobs from scratch
You are able to create a new job without using a template.
Tip: If it is likely that you will be creating similar jobs in the future, it may be better to create a template from which you can create this job.
1. On the "Jobflow Manager" window Access Panel, click Jobs.
2. Click New to open the "New Job Details" window.
Figure 14: The "New Job Details" window
3. Complete the fields in the "New Job Details" window.
4. If you have selected the Link Jobs to Time+Billing check box on the “Jobflow Options” window, under Time+Billing, you can select the applicable Activity Code for the job created in Time+Billing 2015.
5. If you want to manage the resource allocation for the job, click Planner to open the
“Resource Planning” window.
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Chapter 3. Managing jobs Jobflow Manager 2015
6. Click Save to add the new job.
Tip: For information on the "New Job Details" window, press F1 to display the online help.
To create a single task job
If you want to create a job that has only one task, you can select the Auto Create One Task check box on the “New Job Details” window. The Jobflow Manager will automatically create a single task with the job Description and Notes as its Name and Description.
Allocating the Partner, Manager and Staff member
When you enter a client in the Client Database, you can allocate a firm partner, client manager and staff member to that client via the Partner, Manager and Staff fields in the "Clients Detail" window.
The Jobflow Manager automatically allocates any new jobs created for specific clients to the clients' partner, manager and staff member via the "Job Details" window Partner, Manager and
Staff fields.
Editing jobs
You can edit the details of any job.
1. On the "Jobflow Manager" window Access Panel, click the appropriate button under Jobs to display the job to be edited.
Tip: Use the Find button to quickly locate the job to be edited.
2. Highlight the job to be edited and click
Edit. The "Job Details" window will open.
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Figure 15: The "Job Details" window
3. Edit the "Job Details" window fields as required, and click Save.
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Jobflow Manager 2015 Creating jobs
4. If you want to review the allocation of staff members to the job, click Planner to open the
“Resource Planning” window..
Tip: For information on the "Job Details" window, press F1 to display the online help.
Copying jobs
The
Copy button on the “Job Details” window enables you create a new job, which is an exact copy of an existing completed job, including tasks, documents and notes. You can then edit the copy as required.
You would use this feature where you want to create a new job that is similar to an already completed job, without having to re-create the tasks and attach notes and documents.
To copy an existing completed job:
1. On the "Jobflow Manager" window Access Panel, under Jobs, click Completed to display the list of jobs you have completed.
2. Highlight the job to be copied, and click Edit to open the “Job Details” window.
3. On the “Job Details” window, click Copy.
4. Edit the details of the new job, as required.
5. Click Save to save the new job.
Deleting jobs
You can delete any job from the Jobflow Manager.
Note: It is also possible to archive completed jobs. See “ Archiving completed jobs ” on page 35.
Caution: You cannot undo a deletion. If you delete a job accidentally, you will have to restore it from a backup.
1. On the "Jobflow Manager" window Access Panel, click the appropriate button under
Jobs or
Masters to display the job to be deleted.
Tip: Use the Find button to quickly locate the job to be deleted.
2. Highlight the job to be deleted and click Delete.
3. If the “Delete jobs” window opens, select the check boxes next to the jobs to be deleted, and click Delete Selected Jobs.
Tip: The “Delete jobs” window opens if you have selected the Completed button on the Access Panel. It enables you to delete completed jobs as a batch.
4. Click Yes on the "Attention" window to confirm the deletion.
The job will be removed from the "Jobflow Manager".
Batch deleting completed jobs
You can select completed jobs for deletion as a batch.
Caution: You cannot undo a deletion. If you delete a job accidentally, you will have to restore it from a backup.
1. On the "Jobflow Manager" window Access Panel, under Jobs, click Completed to display the list of completed jobs.
2. Click Delete. The “Delete jobs” window will open, listing the completed jobs that can be deleted.
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Chapter 3. Managing jobs Jobflow Manager 2015
Figure 16: the "Delete jobs" window
If necessary, click Filter to open the “Filter Completed Jobs” window. This window allows you to filter the completed jobs displayed on the “Delete jobs” window by
Client
Reference, Start/End Date, Partner, Manager or Staff Member.
You can use the S elect All Jobs Listed check box to select/unselect all jobs listed on the window.
3. Click Delete Selected Jobs to delete the selected jobs.
The jobs will be removed from the "Jobflow Manager".
Master job templates
You can make master job templates from which you can create similar jobs without having to reenter common attributes. You can do this in the following ways:
Create one from scratch.
Copy an existing master job template
Creating a template from scratch
1. On the "Jobflow Manager" window Access Panel, click the Masters button.
2. Click New to open the "New Master Job Template" window.
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Figure 17: The "New Master Job Template" window
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Jobflow Manager 2015 Master job templates
3. On the "New Master Job Template" window, type in an appropriate description.
4. To automatically calculate a Target Date based on the Start Date of a job created from the template, in the Est. Duration field, enter the number of required working days.
5. If you have selected the Link Jobs to Time+Billing check box on the “Jobflow Options” window, under
Time+Billing, you can select the applicable Activity Code for jobs created in Time+Billing 2015, when you use this template.
6. Click Save to add the new job template.
The template will be added to the Masters job list. You can move it to a sub folder under masters.
The next step is to add tasks to the template job . Refer to Chapter 4, "Managing tasks", for
information on adding tasks.
Tip: Select the Auto Create One Task check box for the Jobflow Manager to create a single task for the template. The task
Name will be the job Description.
Copying an existing template
One of the easiest ways of creating a new master job template is to make a copy of an existing one that is similar and then modify it as required. The following procedure shows you how to copy an existing master job template.
1. On the "Jobflow Manager" window Access Panel, click the appropriate Masters button to display the master job template to be copied.
Tip: Use the Find button to quickly locate the master job template to be copied.
2. Highlight the master job template to be copied and click Copy. The "New Master Job
Template" window will open.
Figure 18: The "New Master Job Template" window
3. Type in the name of the new master job template copy, and click OK.
The Jobflow manager will create a copy of the master job template with the name you typed in.
You can now move the new master job template to another Master folder button, and change the tasks as required.
Editing job templates
You can edit any master job template.
1. On the "Jobflow Manager" window Access Panel, click the appropriate button under
Masters to display the job template to be edited.
Tip: Use the Find button to quickly locate the job to be edited.
2. Highlight the template job to be edited and click
Edit. The "Master Job Template" window will open.
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Chapter 3. Managing jobs Jobflow Manager 2015
Figure 19: The "Master Job Template" window
3. Edit the "Master Job Template" window fields as required, and click Save.
Moving Master job templates
When you create a new master job template, it is automatically placed under the Masters button. You can use the following procedure to move it to a folder under Masters.
1. On the "Jobflow Manager" window Access Panel, click Masters to display the job to be moved. If the job to be moved is located in a folder under
Masters, click the button for that folder.
2. Highlight the job to be moved, and click Move. The "Masters Folders" window will open, displaying the current Masters categories in a tree structure.
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Figure 20: The "Masters Folders" (move) window
3. On the "Masters Folders" window, highlight the folder to which the job is to be moved. If you need to create a new folder, refer to Chapter 2, "The Access Panel", for information.
4. Click Select.
The master job template will be moved to the selected folder.
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Jobflow Manager 2015 Finding jobs
Finding jobs
The Jobflow manager provides a search facility to help you find specific jobs. This is particularly useful for master template jobs that may be difficult to find using the Access Panel folder buttons.
To find a job
1. On the "Jobflow Manager" window, click Find. The "Find" window will open.
Figure 21: The "Find" window
2. In the Group field, select the area where the required job is stored. This can be:
Master
Jobs
3. In the Text field, type the name of the job for which you are searching. You can type in only the first part of the name and it will return the first job it finds that starts with what you entered. For example if you enter "cash", it may find a job called "Cash receipts".
Instead of typing in search text you can highlight the required job in the Description list.
4. Click Goto.
The Jobflow Manager will select the correct folder and highlight the job in the jobs list pane.
Batch updates
The Update button allows you to change the Start Date and Staff fields on all or selected outstanding jobs as a batch. This can be very useful where you need to re-assign a number of jobs to a new staff member.
Updating jobs
This procedure shows you how to update a number of outstanding jobs simultaneously.
1. On the Jobflow Manager main window Access Panel, click any button under Jobs.
2. Click Update. The "Select outstanding jobs to edit" window will open.
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Chapter 3. Managing jobs Jobflow Manager 2015
Figure 22: The "Select outstanding jobs to edit" window
3. Complete the fields on the "Select outstanding jobs to edit" window to specify which outstanding jobs are to be edited. Leave the fields blank to select all the outstanding jobs.
4. Click Query to open the "Edit jobs" window.
Figure 23: The "Edit jobs" window
The "Edit jobs" window lists all the outstanding jobs that match the filter criteria entered in the "Select outstanding jobs to edit" window.
5. To update individual jobs, highlight the job and click
Edit. You are able to change the Start
Date and Staff fields. The End Date will automatically change to allow for the new Start
Date.
6. To update all the jobs listed on the "Edit jobs" window, click
Change All and on the window that appears, type in the new Start date and Staff fields. Click OK.
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7. Click
Save to save your changes, and Close to exit the "Edit jobs" window.
8. If you change the Staff or Partner fields, the Jobflow Manager will ask of you want all that person’s outstanding tasks to be reassigned.
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Jobflow Manager 2015 Archiving completed jobs
9. Click Yes to reassign all the tasks. Click No if you only want to change the assignment for the selected jobs.
Archiving completed jobs
When jobs are completed you can either delete them or archive them. Archived jobs can be accessed via the Access Panel
Archive buttons.
You can archive all jobs that were completed by a specified date and were allocated to specific staff members. You can also select individual jobs for archiving.
To archive jobs
1. On the Jobflow Manager 2015 Access Panel, click Jobs/Completed to list all the completed jobs. The
Archive button will become active.
2. If you intend archiving one job only, highlight that job.
3. Click Archive to open the “Archive Jobs” window.
Figure 24: The "Archive Jobs" window
4. To archive only the currently highlighted job, select the Current Job check box.
To archive completed jobs that match the end date and staff criteria, clear the Current Job check box and complete the End Date and Staff fields. Leave the Staff field blank to include jobs allocated to all staff members.
5. In Location, highlight the folder to where the jobs are to be archived.
To create a new folder or edit or delete existing folders, click New to open the “Archive
Folders” window.
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Chapter 3. Managing jobs Jobflow Manager 2015
Figure 25: The "Archive Folders" window
On the “Archive Folders” window, right-click the area to be changed and select the required action. Click OK to confirm the changes and return to the “Archive Jobs” window.
6. On the “Archive Jobs” window, click OK. The “Confirm Archive” window will open, listing the jobs selected for archiving.
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Figure 26: The "Confirm Archive" window
7. When you are satisfied that archive list is correct, click Archive Now.
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Jobflow Manager 2015 Archiving completed jobs
To view and delete archived jobs
1. On the Access Panel, click Archive, and then click the button for the folder where the jobs have been archived.
2. Click the relevant button to view and edit the jobs and their tasks.
3. To delete archived jobs, click Delete to open the “Delete Archive jobs” window.
Figure 27: The "Delete Archive jobs" window
4. Select the check boxes for the jobs to be deleted, and click Delete Selected Jobs.
5. Click Close to exit the “Delete Archive jobs” window.
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Chapter 4. Managing tasks
When you create a master template or a client job you need to allocate tasks to it. If the job has been created from a template, it will already have generic tasks allocated to it. You can add, edit or remove tasks as required.
Adding and editing tasks
Adding new tasks to jobs
You can add new tasks to individual jobs.
1. On the "Jobflow Manager" window Access Panel, click the appropriate button under Jobs so that the jobs list displays the job to which tasks are to be added.
2. Highlight the required job and click
Tasks. The " Task Navigator " window will open.
3. On the "Task Navigator" window, click New to open the "Task Details" window.
Figure 28: The "Task Details" window
4. Complete the fields in the "Task Details" window as required.
5. If you have selected a Time+Billing Activity Code for the associated job , under
Time+Billing, you can select the applicable Cost Code for a Time+Billing 2015 chargeable task. You can also enter the estimated number of units and cost amount to complete the task.
6. To view and manage the work loading of the staff member allocated to the task, click
Planner to open the “Resource Planning” window. If necessary you can reallocate the task to another staff member.
7. Click Save to save the task details, or Cancel to discard them.
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Chapter 4. Managing tasks Jobflow Manager 2015
8. If you want to add another task, click New and repeat the previous two steps.
9. Click Close to close the "Task Details" window.
Tip: For information on the "Task Details" window, press F1 to display the online help.
Adding new tasks to template jobs
You can add new tasks to master job templates.
1. On the "Jobflow Manager" window Access Panel, click the appropriate button under
Masters so that the jobs list displays the master template job to which tasks are to be added.
2. Highlight the required template job and click
Task Navigator " window will open.
3. On the "Task Navigator" window, click
New to open the "New Template Task" window.
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Figure 29: The "New Template Task" window
4. Complete the fields in the "New Template Task" window as required.
Note: The task start and end times are only inserted when the template is selected for a new job.
5. If you have selected a Time+Billing Activity Code for the associated job template, under
Time+Billing, you can select the applicable Cost Code for Time+Billing 2015 chargeable tasks. You can also enter the estimated number of units and cost amount to complete the task.
6. If you want to manage the resource allocation for the task, click Planner to open the
“Resource Planning” window.
7. Click Save to save the task details, or Cancel to discard them.
8. Click Close to close the "New Template Task" window.
Tip: For information on the "New Template Task" window, press F1 to display the online help.
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Jobflow Manager 2015 Adding and editing tasks
Editing a task
You can edit tasks to change information and update the status, percentage of completeness and durations. If you have created a job from a master template job, you will need to edit the included tasks to customise them for that specific job.
To edit a task:
1. On the "Jobflow Manager" window Access Panel, click the appropriate button under Jobs so that the jobs list displays the job for which tasks are to be edited.
2. In the job list, highlight the required job and click
Tasks. The " Task Navigator " window will
open, listing tasks that have been added to the job. For information on the "Task Navigator"
window, refer to " The "Task Navigator" window " on page 49.
3. On the "Task Navigator" window, highlight the task to be edited, and click
Edit. The "Task
Details" window will open.
Figure 30: The "Task Details"(edit) window
4. Edit the "Task Details" window fields as required:
To update the status of the task, select the new value for the Status field.
To indicate the percentage of completeness for the task, select a value in the
%
Complete field.
To set an alarm notification, click Alarm.
To add or edit a note click Notes.
To attach documents to the task, click Document.
Under Time+Billing, you can change the Estimated Units and Estimated Amount values for the Time+Billing task that is automatically created.
To manage the staff allocation for the task, click
Planner to open the “Resource
Planning” window
5. Click Save, and then Close.
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Chapter 4. Managing tasks Jobflow Manager 2015
Task status levels
When you edit a task, you can update its status to indicate the progress of the task.
You can configure Jobflow Manager 2015 to automatically update the status of tasks when the
previous tasks have been completed.
1. On the "Jobflow Manager" window, click Options to open the "Jobflow Options" window.
2. Under Tasks, select the Automatically change to next Status when task is completed check box.
You can also add your own statuses to those supplied with Jobflow Manager 2015.
3. On the "Jobflow Manager" window, click Options to open the "Jobflow Options" window.
4. Under Tasks, click Status Levels to open the “Status Levels” window.
5. Add and edit task statuses as required.
For more information, see Chapter 1, “Getting started”.
Rippling task dates
If you change the start and/or due dates of any task, this can affect the dates for all previous and remaining tasks. For this reason, Jobflow Manager 2015 displays a "Ripple Tasks" window whenever you save a task after changing its dates.
Note: You can prevent this rippling of dates for a task by selecting the Never allow dates to
ripple check box on the “Task Details” window when adding or editing the task.
Figure 31: The "Ripple Tasks" window
Under
Select Ripple Option you can select not to ripple the other tasks' dates, or to change the dates of the previous or following tasks.
Editing a template job task
You can edit template job tasks to change information.
To edit a template job task:
1. On the "Jobflow Manager" window Access Panel, click the appropriate button under
Masters so that the jobs list displays the master template job for which tasks are to be edited.
2. In the job list, highlight the required job and click
Tasks. The " Task Navigator " window will
open, listing tasks that have been added to the job. For information on the "Task Navigator"
window, refer to " The "Task Navigator" window " on page 49.
3. On the "Task Navigator" window, highlight the task to be edited, and click Edit. The "New
Template Task" window will open for you to edit the task details.
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Jobflow Manager 2015 Adding and editing tasks
Figure 32: The "New Template Task" (edit) window
4. Edit the "New Template Task" window fields as required:
To add or edit a note click Notes.
To attach documents to the task, click
Document.
Under Time+Billing, you can change the Cost Code, Estimated Units and Estimated
Amount values.
5. To manage the resource allocation for the task, click Planner to open the “Resource
Planning” window
6. Click Save, and then Close.
Ordering tasks
You can change the order of the tasks that are attached to a job, or to a job template. Simply use the mouse to drag and drop the tasks into the required order.
Deleting a task
You can delete tasks when necessary. If you are creating the job from a template, you will need to delete any tasks that are not specifically relevant.
1. On the "Jobflow Manager" window Access Panel, click the Masters or the Jobs button so that the jobs list displays the master template or client job from which task is to be deleted.
2. In the job list, highlight the required job and click
Tasks. The " Task Navigator " window will
open, listing tasks that have been added to the job.
3. On the "Task Navigator" window, highlight the task to be deleted, and click Delete.
4. Click yes on the "Attention" window to confirm the deletion.
Caution: You cannot undo a deletion. If you mistakenly delete a task you will either have to re-enter it or restore it from a backup.
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Chapter 4. Managing tasks Jobflow Manager 2015
Attaching documents to tasks
The Jobflow Manager allows you to attach any relevant documents to tasks. This enables you to create, view, edit and print attached documents from within the Jobflow Manager.
Note: The Document Manager must be enabled via the Options / Document Manager menu in
Practice Manager – Contact.
To attach a document to a task:
1. On the "Jobflow Manager" window Access Panel, click the appropriate button under
Masters or Jobs so that the jobs list includes the master template or client job to which you want to attach documents.
2. In the job list, highlight the required job and click
open, listing tasks that have been added to the job.
3. On the "Task Navigator" window, highlight the task to which you want to attach documents and do one of the following:
Click Documents.
Click Edit. On the "Task Details" or "New Template Task" window, click Documents.
The "Attached Documents" window will open, listing any documents that are already attached to the task.
Figure 33: The "Attached Documents" window
4. To attach a new document:
Click Add. The "Document Manager" window will open.
On the "Document Manager" window select the documents to be attached. If necessary, create or import new documents.
From the File menu, click Attach Document(s).
Exit the "Document Manager" window.
5. To remove an attached document, highlight the document and click Delete.
6. To open a document for viewing or editing, highlight the document and click Open. The document will be opened in its viewing or editing program.
7. Click Close to exit the "Attached Documents" window.
For more information on the "Document Manager" window, refer to the Document Manager user manual.
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Jobflow Manager 2015 Alarms and Notes
Alarms and Notes
The Jobflow Manager lets you attach notes and notification alarms to tasks.
Attaching notes to tasks allows you to provide additional information for all interested parties.
Staff members can also indicate when they have read a note.
Notification alarms cause a message window to appear on a designated staff member's screen after a specified number of days.
Adding a note to a task by task
1. On the "Jobflow Manager" window Access Panel, click the appropriate button under
Masters or Jobs so that the jobs list includes the master template or client job to which you want to add a note.
2. In the job list, highlight the required job and click
Tasks. The " Task Navigator " window will
open, listing tasks that have been added to the job.
3. On the "Task Navigator" window, highlight the task to which you want to add the note and do one of the following:
Click
Notes.
Click
Edit. On the "Task Details" or "New Template Task" window, click Notes.
The "Task Notes" window will open, listing any notes that have already been added to the task.
Figure 34: The "Task Notes" window
4. Click New. The "Task Note" window will open.
Figure 35: The "Task Note" window
5. Complete the fields in the "Task Note" window and click Save.
6. If you want to add another note, click
New and repeat the previous step.
7. Click
Close to exit the "Task Note" window.
The "Task Notes" window will open with the new note added to the list.
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Chapter 4. Managing tasks Jobflow Manager 2015
Adding a note to a task by job
1. Highlight the required job and click Notes. The Job Note Listing window will open, listing all notes associated with the job by task.
Figure 36: The "Job Notes Listing" window
2. On the “Job Note Listing” window, click New to open the window
3. In the Task field, select the task to which the not is to be added. Complete the remaining fields and click
Save.
Figure 37: The "Job Note" window
4. If you want to add another note, click New and repeat the previous step.
5. Click Close to exit the “Job Note” window.
6. The “Job Note Listing” window will open with the new note added to the list.
Viewing and editing task notes by job
The "Job Note Listing" window displays a list of note entries for the associated job. You can view these notes, edit them and create new notes.
To view and edit notes:
1. On the "Jobflow Manager" main window, highlight the required job and click Notes.
The "Job Note Listing" window will open, displaying all note entries related to tasks associated with the job.
2. To view or edit a noet, highlight the note and click View or Edit. The “Job Note” window will open.
3. Edit the note as required. You should also change the Status to “Read” to show that you have read the note.
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Jobflow Manager 2015 Alarms and Notes
4. Click Save to save your changes, and then Close to close the "Job Note" window.
Viewing and editing task notes by task
The "Task Notes" window displays a list of note entries for the associated task. You can view these notes, edit them and create new notes.
To view and edit notes:
1. On the "Jobflow Manager" main window, highlight the required job and click Tasks to open
the " Task Navigator " window.
2. Highlight the required task, and click Notes.
3. The "Task Notes" window will open, displaying all notes attached to the task.
4. To view or edit a note, highlight the note and click View or Edit. The “Task Note” window will open.
5. Edit the note as required. You should also change the Status to “Read” to show that you have read the note.
6. Click Save to save your changes, and then Close to close the "Task Note" window.
Adding an alarm to a task
1. On the "Jobflow Manager" window Access Panel, click the appropriate button under Jobs so that the jobs list includes the client job to which you want to add an alarm.
2. In the job list, highlight the required job and click
Tasks. The " Task Navigator " window will
open, listing tasks that have been added to the job.
3. On the "Task Navigator" window, highlight the task to which you want to add the alarm and do one of the following:
Click Alarms.
Click Edit. On the "Task Details" window, click Alarm.
The "Task Alarms" window will open. The fields will be completed if there is an alarm already attached to the task. You are only able to attach one alarm to a task. You can, therefore, edit an existing alarm, but you cannot add an additional alarm.
Figure 38: The "Task Alarms" window
4. Complete the fields in the "Task Alarms" window, click Save and then Close.
The "Task Navigator" window will open with the column indicating that the task has an alarm attached.
Tip: For information on the "Task Alarms" window, press F1 to display the online help.
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Chapter 4. Managing tasks Jobflow Manager 2015
Editing an alarm
You may need to change an alarm so that it notifies someone else, gives a different notification message or activates at another time.
1. On the "Jobflow Manager" window Access Panel, click the Jobs button so that the jobs list includes the client job for which you want to edit an alarm.
2. In the job list pane, click Alarm. The "Task Alarms (Outstanding)" window will open, listing all the alarms associated with your jobs or those intended for you.
Figure 39: The "Task Alarms (Outstanding)" window
3. On the "Task Alarms (Outstanding)" window, highlight the alarm you want to view or edit and click View or Edit. If you want to delete the alarm, click Delete.
The "Task Alarms" window will open with details of the selected alarm in the field.
4. Edit the fields in the "Task Alarms" window. Click Delete if you want to remove the alarm.
5. Click Save and then Close.
Receiving alarm notifications
If you have been selected as the recipient for an alarm notification, the "Reminder for..." window will open on your screen when the alarm is activated. It will also create a reminder event on your Practice Manager - Contact 2015 Daily and Weekly planners.
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Figure 40: The "Reminder for..." window
1. Under Reminder, select how you want to handle the reminder.
2. If necessary, click View to open the "Event Detail" window for you to view and edit the reminder event.
3. Click OK to close the window.
Note: Clicking Done has the same effect as selecting Done under Reminder and clicking
OK.
The alarm status will automatically change to 'Notified'.
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Jobflow Manager 2015 Using the Task Navigator
Using the Task Navigator
The Jobflow Manager provides the " Task Navigator " window that enables you to view the tasks
in a table or Gantt chart view.
The "Task Navigator" window
The " Task Navigator " window lists all the tasks in a selected job and allows you to edit them and
arrange their sequence. It opens automatically whenever you create a new client job from a template. You can open it by clicking
Tasks on the jobs list window or by clicking Tasks on the
"Job Details" and "Master Job Template" windows.
You can change the order in which the tasks are listed by dragging and dropping them to their new positions.
Figure 41: The "Task Navigator" window
Tip: For information on the "Task Navigator" window, press F1 to display the online help.
Viewing a Gantt chart
The " Task Navigator " window allows you to view the progress of the tasks as a Gantt chart. This
can give you a much clearer picture of how the overall job is progressing.
To open the Gantt chart:
1. At the top left of the "Task Navigator" window, click the Show Gantt chart button. The right side of the window will display a Gantt chart.
Figure 42: The Gantt chart view
The Gantt chart has the following characteristics.
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Chapter 4. Managing tasks Jobflow Manager 2015
The units are days of the month.
The lines show the durations of the tasks.
2. To show or hide the 'Task Navigator" window columns click the left edge of the Gantt chart and drag to the required position.
3. Use the Zoom field to select the best viewing magnification.
4. Click the "Hide Gantt chart" button to close the Gantt chart view.
Printing the task details
The Jobflow Manager provides the facility for printing the task details, including a Gantt chart.
1. On the "Jobflow Manager" window Access Panel, click the appropriate button under Jobs so that the jobs list includes the job for which you want to print the Gantt chart.
2. Highlight the job and click
Tasks to open the " Task Navigator " window.
3. Click Print, and then click on any of the following options:
Print Tasks with Gantt Chart – Print a task list with a Gantt chart.
All Task Details – Print a task list, showing details of the tasks.
All Task Details with Notes – On the detailed task list, include any notes attached to tasks .
Tip: You can also print a Gantt chart by clicking the Show Gantt chart button and then clicking Print this chart .
4. If you want to print the task list, on the "Report Preview" window, click Print.
Repeated tasks
There may be certain tasks that you would like to repeat on regular basis. For example, you might want to schedule a weekly review of all correspondence every Wednesday morning. The
Task Navigator allows you to do this without having to enter the repeated tasks individually.
Creating repeated tasks
The procedure is to create a job containing the task that is to be repeated, and then to configure the times and durations of the repeats.
1.
Create a job with a task that is to be repeated. See Chapter 3, “Managing jobs”.
2. Highlight the job and click
3. Highlight the task to be repeated and click Repeat. The “New Repeat Task for” window will open.
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Jobflow Manager 2015 Batch updating allocated staff
Figure 43: The “New Repeat Task for” window
4. Complete the repeat pattern and task details information.
5. Click
Save to save the repeat tasks.
The “Task Navigator” window will now show that the repeat tasks have been added to the job.
Batch updating allocated staff
The Update button on the "Task Navigator" window allows you to change the Staff fields on all or selected outstanding tasks as a batch. This can be very useful where you need to re-assign a number of tasks to a new staff member.
Updating tasks
This procedure shows you how to update the allocated staff for a number of outstanding tasks simultaneously.
1. On the Jobflow Manager main window, highlight a job and click
Note: If you highlight a template job, you can only update tasks for the template jobs.
2. On the "Task Navigator" window, click Update. The "Search for a staff member" window will open.
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Figure 44: The "Search for a staff member" window
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Chapter 4. Managing tasks Jobflow Manager 2015
3. Complete the fields on the "Search for a staff member" window to specify which outstanding tasks are to be edited. Leave the fields blank to select all the outstanding tasks.
4. Click Query to open the "Edit tasks" window.
Figure 45: The "Edit tasks" window
The "Edit tasks" window lists all the outstanding jobs that match the filter criteria entered in the "Search for a staff member" window.
5. To update individual tasks, highlight the task and click Edit. You are able to change the
Staff field.
6. To update all the tasks listed on the "Edit tasks" window, click
Change All and, on the window that appears, type or select the new staff member in the New Staff field. Click OK.
7. Click Save to save your changes, and Close to exit the "Edit tasks" window.
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Jobflow Manager 2015 Querying tasks
Querying tasks
Jobflow Manager 2015 is able to list all the tasks that match criteria that you specify. You can, for example, list all the tasks that have been allocated to a specific staff member.
To list specific tasks
This procedure shows how you can list all the tasks that match specified criteria.
1. On the Access Panel, click one of the Jobs buttons.
2. Click Query tasks. The "List tasks for" window will open.
Figure 46: The "List tasks for" window
3. Enter your filter criteria and click
Query.
The " Task Navigator " window will open, listing all the tasks that matched your filter criteria.
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Chapter 5. Generating reports
The Jobflow Manager Report Builder allows you to generate a number of reports on the progress of jobs, tasks and outstanding alarms. You are also able to enter search criteria so that the report includes only selected jobs and tasks.
Generating a jobs/tasks report
The jobs/tasks report displays information on all or a subset of the jobs and tasks that are contained in the Jobflow Manager.
1. On the "Jobflow Manager" window, click Reports to open the “Jobflow Report Builder” window.
Figure 47: The "Jobflow Report Builder" (Job Selection) window
2. Click the Job Selection tab.
3. Complete the fields to set up criteria for selecting the jobs to be included in the report.
4. Click the Job Details tab to specify the job details to be included in the report..
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Chapter 5. Generating reports Jobflow Manager 2015
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Figure 48: The "Jobflow Report Builder" (Job Details) window
5. The Available Fields box lists all the available job details information columns. Move those to be included in the report to the Selected Fields box.
If the
Selected Fields box is left blank, the report will default to the columns in the main
“ Jobflow Manager ” window, as set up under
Columns to Show on the “Jobflow Options” window.
6. Complete the Sorting fields to specify the order in which the jobs are to appear in the report.
7. Under Job Status, select the statuses of the jobs to be included in the report.
8. Click the Task Details tab to specify the task details to be included in the report..
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Jobflow Manager 2015 Saving and loading report profiles
Figure 49: The "Jobflow Report Builder" (Task Details) window
9. The Available Fields box lists all the available task details information columns. Move those to be included in the report to the Selected Fields box.
If the
Selected Fields box is left blank, the report will not include any task information.
10. Complete the
Sorting fields to specify the order in which the tasks are to appear in the report.
11. Under Job Status, select the statuses of the tasks to be included in the report.
12. If you want to tag the clients in the report, click Tag Results and then OK on the “Attention” window.
13. Click Query to generate the report.
Tip: For information on the "Jobflow Report Builder" window, press F1 to display the online help.
Saving and loading report profiles
You can set up a number of standard reports by saving the “Jobflow Report Builder” profiles and then loading them when required.
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Chapter 5. Generating reports Jobflow Manager 2015
Saving report profiles
You can save report profiles that you set up on the “Jobflow Report Builder” for running the same reports later.
1. On the "Jobflow Manager" window, click Reports to open the “Jobflow Report Builder” window.
Figure 50: The "Jobflow Report Builder" (Job Selection) window
2. Complete the Job Selection, Job Details and Task Details fields as required.
3. To save the report profile for later use, click Save. The “Save Jobflow Report Profile” window will open.
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Figure 51: The “Save Jobflow Report Profile" window
4. In the top field, type a name for the profile to be saved under.
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Jobflow Manager 2015 Saving and loading report profiles
5. Click Save to save the profile and return to the “Jobflow Report Builder” window.
Loading report profiles
You can load report profiles that you have previously saved into the “Jobflow Report Builder” window.
1. On the "Jobflow Manager" window, click Reports to open the “Jobflow Report Builder” window.
Figure 52: The "Jobflow Report Builder" (Job Selection) window
2. To load a report profile that you have previously saved, click Load. The “Load Jobflow
Report Profile” window will open.
Figure 53: The “Load Jobflow Report Profile" window
3. Highlight the profile you want to use and click Ok to return to the “Jobflow Report Builder” window.
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Chapter 5. Generating reports Jobflow Manager 2015
Sharing report profiles
Report profiles that you save are available only to you, the logged in user. However, you can copy you r saved profiles to other users.
1. On the "Jobflow Manager" window, click Reports to open the “Jobflow Report Builder” window.
Figure 54: The "Jobflow Report Builder" (Job Selection) window
2. Click Load or Save to open the “Load Jobflow Report Profile” or “Save Jobflow Report
Profile” window.
3. Highlight the report profile to share with another user, and click
Copy.
4. In the “Copy Job Report Profile” window User field, select the user to whom the profile is to be copied.
5. Click Ok.
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Chapter 6. Resource planning
The Jobflow Manager resource planning facility enables you to manage your staff allocations to jobs and tasks by providing a visual indication of staff loadings over a specified date range.
Setting up resource planning
Selecting Annual Leave events
Since Annual Leave directly affects staff members’ availabilities, you should specify the Practice
Manager annual leave type events.
1. From the Practice Manager – Contact 2015 window Options menu, click Leave to open the
“leave Options” window. box, highlight the event, and click to move it to the right box. You can click move all the events in the left box to the right box.
Figure 55: The "Leave Options" window
The left box lists all the available event types, while the right box lists those that affect staff members’ availabilities.
2. To designate an event type as one that will affect staff members’ availabilities, in the left
to
3. Click OK to save your changes and close the “Leave Options” window.
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Chapter 6. Resource planning Jobflow Manager 2015
Configuring the Resource Planner
Before you can use the Resource Planner, you need to enable it.
You can also set the default method that the Resource Planner uses to allocate units to a task, and you can specify the colours to be displayed on the “Resource Planning” window for selected staff loading levels.
1. On the Jobflow Manager 2015 main window, click Options to open the “Jobflow Options” window.
Figure 56: The "Jobflow Options" window
2. Under Resource Planner, select the Enable Resource Planner checkbox to enable the
Resource Planning facility.
Select the default method to be used by the Resource Planner to allocate available units to tasks.
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Select Allocate Units from Start Date to allocate all available units for each day starting from the task’s start date until all task units have been allocated.
Select Average Units Across Task Duration to assign an average number of units based on the number of days available for allocation.
Select Allocate Units Manually to open the “Daily Unit Breakdown” window to allocate the task units manually.
3. Under Allocation Colours and Percentages, select the staff loading percentage levels, and click on the coloured fields to select the colour to represent them.
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Jobflow Manager 2015 Using the Resource Planner
4. Click OK to save your changes and close the “Jobflow Options” window.
Using the Resource Planner
The “Resource Planning” window displays the work loadings of a group or individual staff members, and enables you to reallocate resources where necessary. You can access it while creating jobs and tasks.
Figure 57: The "Resource Planning" window
Opening the “Resource Planning” window
To open the “Resource Planning” window, click Planner on any of the following Jobflow windows.
“New Template Task”
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Chapter 6. Resource planning Jobflow Manager 2015
“Template Task”
“New Job Details”
“New Task Details”
“Task Details”
Note: If the Planner button is not available, you may need to enable the Resource Planner via
the “Jobflow Options” window.
Using the “Resource Planning” window
Under the “Resource Planning” window Planner Details, you can specify the date range and staff members for which the unit allocation is to be displayed.
1. In the Group field, you can select a staff group if you want to view the allocations for more than one staff member.
2. In the Staff Member field, you can select an individual staff member. If you have selected a
Group, only members of that group will be available for selection.
3. Under Staff Totals, select how the staff member work loadings are to be displayed.
Percentage Display the units allocated as a percentage of the available units for the staff member
Units
Display the units allocated as a fraction of the available units for the staff member
4. The Staff/Task Allocation column lists your selected staff members. Click on the arrow next to a staff member to expand the view to show jobs containing tasks allocated to that client. You can, in turn , expand a job to view the tasks.
The daily columns show the number of units allocated each day to the tasks, with the totals for each staff member.
5. Highlight a job or task, and click Select to view details of the job or task under Allocation
Details.
6. If required you can edit a selected task, by clicking Edit to open the relevant “Task Details” window.
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Figure 58 :The "Task Details" window
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Jobflow Manager 2015 Using the Resource Planner
7. To allocate the selected task to another staff member, click Reallocate to select the staff member from the “Select a User Reference” window.
Figure 59: The "Select a User reference" window
8. To view and edit the daily units allocated to the selected task, click Unit Breakdown to open the “Daily Unit Breakdown” window.
Figure 60: The "Daily Unit Breakdown"
9. To view and edit the availability of all the staff members, click User Availability to open the
“User Availability” window.
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Chapter 6. Resource planning Jobflow Manager 2015
Figure 61: The "User Availability" window
10. Click Close to exit the “Resource Planning” window
Changing the daily unit breakdown
The “Resource Planning” window distributes the units allocated daily to a task, using the
method selected in the “Jobflow Options” window.
If required, you can distribute the units manually as follows:
1. Open the “Resource Planning” window.
2. In the Staff/Task Allocation column, highlight the required task and click Select.
3. Click Unit Breakdown to open the “Daily Unit Breakdown” window.
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Figure 62: The "Daily Unit Breakdown"
4. To re-distribute the units over the days, click Edit and change the values in the Daily Units
Allocated column. If you want the total amount of units to remain the same, you can check that the value in the Balance field is 0 after you have made your changes.
5. If you need to add an extra day to the task, click Add Date. On the “Add Date” window, enter the date of the added day and click OK.
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Jobflow Manager 2015 Using the Resource Planner
The added day will appear on the list.
Note: If entered a date that is not continuous from the task days, the days in between will also be added.
6. Click Save to save your changes, and Close to exit the “Daily Unit Breakdown” window.
If you have allocated less or more units than those available, the following message will appear.
7. To change the total units for the task, click Yes to continue, or No to go back to the “Daily
Unit Breakdown” window to change the allocation.
Managing staff member availabilities
The “Resource Planning” window displays the staff members’ allocated units as a percentage or fraction of their available units.
The “User Availability” window enables you to view and set the daily available units for staff members.
1. On the Jobflow Manager 2015 main window click Planner to open the “Resource Planning” window.
2. Click User Availability to open the “User Availability” window.
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Chapter 6. Resource planning Jobflow Manager 2015
Figure 63: The "User Availability" window
The “User Availability” window displays the daily unit availability for each staff member, effective from the date in the
Effective Date column.
Tip: The Effective Date column shows “Opening Values’ for the initial daily values for the staff member.
3. If the Effective Date is a future date, you can highlight the staff member and click Edit to open the “Edit User Availability” window to change the daily values.
Figure 64: The "Edit User Availability" window
4. To add set of values from a new effective date, on either the “User Availability” or “Edit User
Availability” window click New to open the “New User Availability” window.
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Figure 65: The "New User Availability" window
© HandiSoft Software Pty Ltd
Jobflow Manager 2015 Using the Resource Planner
5. If necessary, select the Staff Member, and complete the Effective Date and weekday fields.
Note: The Effective Date must be a future date.
6. Click Save to save your additions and exit the “New User Availability” window.
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Glossary of Terms
Access Panel
A panel on the left side of the main window that contains buttons for navigating to the jobs and tasks.
Client reference
A unique reference number for each client record in a HandiSoft database.
Document Manager
A component of Practice Manager that provides a repository for storing electronic document files. You can attach documents to jobs and tasks.
Gantt chart
A graphical time-line representation of tasks that provides an indication of the progress.
Master job template
A template for which you can easily create new jobs. This is useful for creating a number of similar jobs.
Masters folder
An area in the Jobflow manager that stores a subset of the master job templates.
Practice Manager
A HandiSoft program that includes contact, document and jobflow management tools essential for running an accountancy practice.
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Index
A
Access Panel adding master folder buttons 20 button layout 19 deleting master folder buttons 22
My tasks button 20 renaming master folder buttons 22 restructuring master folder buttons 23 adding a note to a task 45 adding an alarm to a task 47 adding tasks 39 alarms adding to tasks 47 editing 48 receiving notifications 48 archive folder, restructuring buttons 23 archiving completed jobs 35 attaching documents to tasks 44
B batch deleting completed jobs 29 batch updating jobs 33 batch updating tasks 51
C copying a completed job 29 creating jobs 25
D deleting a masters folder button 22 deleting jobs 29 deleting tasks 43 documents, attaching to tasks 44
E editing an alarm 48 editing job templates 31 editing jobs 28 editing tasks 41 enabling the My Tasks window 17
F finding jobs 33
© HandiSoft Software Pty Ltd
G
Gantt charts
Printing 50 viewing 49
J jobs archiving completed jobs 35 batch deleting completed jobs 29 batch updating 33 creating a copy of a completed job 29 creating for multiple clients 25 creating from a template 26 creating new 27 creating single task jobs 28 deleting jobs 29 editing 28 finding jobs 33 generating reports 55
M master job templates adding buttons 20 copying from existing template 31 creating jobs from a template 26 creating new templates 30 deleting master folder buttons 22 moving templates to another folder 32 renaming master folder buttons 22 restructuring master folder buttons 23 single task jobs 31 moving a master job template 32 multiple clients, creating jobs 25
My tasks button 20
N notes adding to tasks 45 viewing and editing 46, 47
O ordering tasks 43 overdue tasks, listing 17
P preference settings 15 printing
Gantt charts 50 task list 50
R renaming a masters folder button 22 repeated tasks, creating 50 reports
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Index
jobs/tasks report 55 using the report builder 55 resource planning daily unit breakdown 66 setting staff availabilities 67 setting up 61 using 63 restructuring the masters folder buttons 23
S single task jobs 28 status task status, adding and editing 16
T tagging clients for jobs 25 tasks adding an alarm 47 adding new 39 adding notes 45 adding to To Do list 15 attaching documents 44 batch updating 51 creating repeated tasks 50 deleting 43 editing 41 editing an alarm 48
Gantt charts 49 generating reports 55 listing completed tasks 53 listing for staff member 53 listing not completed tasks 53 listing overdue tasks 17 ordering 43 querying tasks 53 rippling dates 42
Task Navigator 49 task status 15 viewing and editing notes 46, 47
To Do List, adding tasks 15
W window preferences 15 windows
Add New Folder 21
Archive Folders 35
Archive Jobs 35
Attached Documents 44
Confirm Archive 36
Daily Unit Breakdown 66
Delete Archive jobs 37
Edit jobs 34
Edit tasks 52
Edit User Availability 67
Find 33
Job Details 28, 31
Jobflow Options 15, 16, 17, 42
Jobflow Report Builder 55
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Jobflow Manager 2015
List tasks for 53
Load Jobflow Report Profile 59
Masters Folders 20, 32
My Tasks 17
New Job 26
New Job Details 27
New Master Job Template 30, 31
New Repeat Task for 50
New User Availability 67
Reminder for... 48
Rename Folder 23 resource planning 63
Save Jobflow Report Profile 58
Search for a staff member 52
Select a User reference 64
Select Attached Documents 26
Select outstanding jobs to edit 34
Status Levels 16, 42
Task Alarms 47, 48
Task Alarms (Outstanding) 48
Task Details 41
Task Navigator 49
Task Note 45
Task Notes 45
User Availability 67
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