Workflow groups

The Workflow Groups page lists the groups that organize your workflows, for example by business line or region. Every workflow belongs to one group, chosen in its settings.

To open it, select Admin > Masters > Workflow Groups.

When workflows belong to more than one group, pages such as Jobs, Workflow Finance, Accounts, Workflow Reports and Delay Tracking show a tab for each group. A user’s Default Workflow Group, set on their user page, is the tab pages such as Jobs open on until the user chooses another one.

The group list

The list shows all the groups, by name, with the number found above it.

Column	Shows
Code	The group’s code.
Name	The group’s name.
Description	The description, if any.
Finance	Yes if finance is enabled for the group.
Only WO	Yes if the group shows only the work order view on the Jobs page.
Workflows	How many workflows belong to the group.

Select a row to modify the group.

Add a group

1. Select Create.
2. In Add New Workflow Group, fill in the fields below.
3. Select Create.

Field	What to enter
Group Code:	Up to 10 letters, digits or hyphens, unique. TrakIT converts it to capitals. Required.
Group Name:	Up to 30 characters, unique. Some special characters, such as # or <, are not accepted. Required.
Group Description:	Up to 200 characters. Optional.
Enable Finance:	On if the group’s workflows use finance. See below.
Only Work Orders:	On if the group’s tab on the Jobs page should show only the By Work Order view, without the By Job tab.

To put workflows in the group, choose it as the Workflow Group in each workflow’s settings.

What Enable Finance changes

With Enable Finance off:

• the group gets no tab on the Workflow Finance and Accounts pages, and its workflows are left out of their workflow lists;
• jobs of the group’s workflows don’t show the Finance link, and their work orders don’t show Job Finance and WO Finance in the tasks menu.

Modify or delete a group

1. Select the group in the list.
2. In Modify Workflow Group, change the fields and select Save.

To delete the group, open it and select the cross (Delete Group) at the bottom left. A group can’t be deleted while workflows belong to it, or while other settings, such as list column layouts, still refer to it. Move its workflows to another group first. Users who had the deleted group as their default workflow group no longer have one.

Messages

Message	What to do
Workflow Group updated successfully	The group was created or saved.
Group Code must be specified, Group Name must be specified	Fill in the code and the name.
Code cannot contain non-alphanumeric characters	Use only letters, digits and hyphens, without spaces.
Group Code or Name has invalid characters, Group Name contains possible html tags or disallowed text	Remove the special characters from the name.
Workflow Group name must be unique, Workflow Code name must be unique	Another group has this name or code. Choose another.
Unable to update workflow group	The change could not be saved, for example because another group already has this code or name.
Cannot delete Workflow Group with workflows	The group is still in use. Move its workflows to another group first.

Who can use this page

Only system administrators can open this page and manage workflow groups.