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System options: Transaction preferences [in-depth guide]

Guide contents: Navigation | First time options | Show advanced options | Contact management | Clients | Projects | Campaigns | Estimates | Time sheet | Expense reports | Deliverables | Purchase orders | Media | Client invoices | Vendors invoices | Daily emails | Notification options

Navigation

Menu > Admin/manager > System setup > Account information > Transactions preferences.

Transaction preferences are used to set up the default options for numbering & behavior of most of the accounting & project transactions in the system. All of the options on the screen are defaults that can be later changed for further adjustment.

NOTES

  • These are global settings, which means they have an effect on the entire system and can change the way your process works.
  • Some options may not be instant and need overnight to take effect. Otherwise, a reload of your browser is needed.

First-time options

The first time you open the Transaction preferences, you are shown the typical options used for a new implementation of Workamajig.

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Here is a great place to examine your project numbering method, client & vendor invoice approver settings, and default client portal security group.

Show advanced options

At the bottom of the page, you can click on Show Advanced Options to see all the system's transaction preferences.

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There are several categories on the left, with options relating to each on the right.

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Contact management

This section of options relates to how calendars & conversations can be used.

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Sync

  • Sync can delete contacts - This is a Legacy option and no longer applies to new installs.
  • Sync can delete calendar events - When checked, this option will delete calendar meetings if they're also deleted on the other side of the sync. If not checked and you delete the meeting on the other end, you will need to delete the meeting in Workamajig manually.

Folders

For more on this feature, please see our Folders [in-depth guide].

  • Use company folders - Once enabled, you will need to go to Menu > Salesperson > Companies > More > Manager folders to complete the setup.
  • Use contact folders - Once enabled, you will need to go to Menu > Salesperson > Contacts > More > Manager folders to complete the setup.
  • Use lead folders - Once enabled, you will need to go to Menu > Salesperson > Leads > More > Manager folders to complete the setup.
  • Use opportunity folders - Once enabled, you will need to go to Menu > Salesperson >  Opportunities > More > Manager folders to complete the setup.
  • Use conversation folders - Once enabled, you will need to go to Menu > Salesperson > Conversations > More > Manager folders to complete the setup.

Calendar

  • Send notification only to staff - When checked, only full system users will be emailed about the meeting creation and its reminders, even if you have contacts linked as attendees.
  • Require login to accept meetings from email -

Conversations

  • Require conversation type - Allows additional tagging if needed for reporting or otherwise.
  • Default type when entered in the UI - If using 'types', this allows for a default value to be populated when starting a new conversation within the interface.
  • Default type when emailed in - If using 'types', this allows for a default value to be populated when a new email is captured via the incoming email that becomes a conversation.
  • Visible to clients - When checked, this will also check this option for all new conversations. Can be checked/unchecked per conversation.
  • Outgoing email subject format - Allows you to choose from several predefined subject formats for emailed-out project conversations.
  • Use drafts with conversations - This enables an option that allows you to be able to create/edit a conversation before you uncheck 'draft' and then email the final revised conversation. NOTE: If you edit a conversation that has already been emailed, then any edits to that original post will initiate a new email with the changes.
  • Show the original post as the bottom on conversations - When sending a reply to a conversation with attachments, the attachments will appear in-line above the original post.

Modules

  • Use win without pitching - Legacy feature.

Clients

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Portal

  • Default security group - If you have contacts logging in using the client portal, this is the default security group used if the contact is not already assigned to a security group.
  • Welcome message - This message will appear at the top of the Client portal screen when logged in.

Client default

  • Billing method - This applies when you add a new client to the system. The choices are 'time & materials', 'fixed fee' and 'retainer'.

Project defaults

  • Get labor rate from - Populates the default for new client setups.
  • Get markup from - Populates the default for new client setups.

Estimate defaults

  • Estimate labor taxable - Allows you to set a default tax for all new estimates. The default option pulls from the estimate templates.

Projects

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New project options

  • Require a project request - Prevents you from entering a new project without it being either generated from an approved project request or linked to a project request in the New project window.
  • One project allowed per project request - This setting prevents multiple projects from being linked to one project request.
  • Require a project type - Makes the 'project type' for all projects required. For more info, please refer to the Project types [in-depth guide].
  • Require a product - You must have all your clients set up with at least one product to use this option.
  • Require a division - You must have all your clients set up with at least one division to use this option.
  • Require a client project number - This makes the 'client project number' field required. This is good for ensuring the client's PO number gets entered at the start of the project.
  • Copy deliverables - This controls if existing deliverables copy from the template/project to your new project.
  • Copy to-dos - This will copy all to-dos on the source project to your new project/template if checked.
  • Allow an employee to be the primary contact on a project - This option is if you need your employees, not just contacts, to be the primary contact for your projects.
  • Default account manager - This determines who is set as the new project's AM. You can choose either 'client account manager' or 'project creator'.
  • Show project manager - When checked, this opens up the 'project manager' field to split out the 'account manager' vs. 'project manager' setup fields in client & project setup. This applies to reports and the Today project manager page.
    • Default project manager - This determines who is set as the new project's PM. You can choose from 'client account manager' or 'project creator'.

Labor transfers

  • Auto recalculate labor on transfers - when a time entry is transferred to a new project, the billing rate for the project will be auto-recalculated so the transferred time has the correct billing rate for the project.

Write-offs

  • Require write-off reason- when selected, a reason must be selected to process the write-off.

Schedule options

  • Push schedule dates on tasks - Checked by default. This option makes it, so any project that is active, and the task constraints and schedule direction meet certain criteria, will then push the 'plan start date' of the task to the next day if that task has no 'actual start date'. For more info, please refer to the Auto-schedule [in-depth guide].
  • Push scheduled end dates on started tasks - Checked by default. This option makes it so the 'plan complete date' of the task will push to the next day for tasks that are due today and have an 'actual start date' and no 'actual complete date'. This will then auto-extend the days in duration of the task as well until marked complete. For more info, please refer to the Auto-schedule [in-depth guide].
  • Actual dates change the plan date - Checked by default. When a task is started (actual start date) or completed (actual complete date), the 'actual dates' will change the 'plan dates' to match.
    NOTE: To retain a reference of the 'plan dates', your schedule started with, you can use the More > Finalize schedule option to populate the original/baseline dates with what is currently in the plan dates. For more info, please refer to the Auto-schedule [in-depth guide].
  • Auto ID tasks - Checked by default. This will add a 1,2,3 etc, for top-level tasks automatically. Sub-tasks will get 1.1,1.2,1.3 etc.
    NOTE: These numbers change automatically if you add or remove tasks.
  • Auto send assignment complete emails - When checked, users assigned to a task will get an email that their task has started.
    NOTE: This only works on tasks with predecessors. This means if the task does not have a predecessor, then no email is sent to those assigned users.
  • Use to-do items - This option allows you to add to-dos to tasks. For more info, please refer to the Project manager: To-do board [guide].
  • Show actual hours regardless of service - This will show the total hours each user has entered to the task, regardless if they enter their time to their assigned service. This will also show on their Today creatives > Assignment cards.
  • Allow cross-project predecessors - For more info, please refer to the Cross-project predecessors [in-depth guide].
  • Use employee minimum hours per day for resourcing - When selected, the employee record: Projects & time > Minimum hours: Day field hours will be used to populate the resource management screens. See the Add new employee [in-depth guide] for more info.
  • Daily project reschedule - The time set here will determine when the system will recalculate all active project schedules based on the auto-scheduled method described above. The date will automatically update once the process has run.

Project changes

For more info on this section, please refer to the Project change requests overview [in-depth guide].

  • Require a change request to make spec sheet changes - Requires a new change request to be submitted to edit an existing spec sheet.
  • Create a new version for every spec sheet change -This allows you to save a copy of what the prior version of the spec was.

Numbering

For more info on this section, please refer to the Project & campaign number methods [in-depth guide].

  • Numbering method - Determines the numbering format for new projects.
  • Add a suffix from the project type - Adds the project type suffix to the end of the project number when created.
  • Use a 2-digit year prefix - When checked, the current fiscal year's 2-digit prefix will be the start of certain and default project numbering methods. This will update the Prefix field below automatically when you create the first project of the Fiscal year. Additionally, the next global number will be reset to 1 as well.
    NOTE: First month of the fiscal year is set in GL tracking options.
  • Prefix - If the above option, 'use a 2-digit year prefix' is checked, then this gets populated automatically. However, if the above option is not checked, then this will be the prefix for certain project numbering methods.
  • Next number - This determines the 'next global number'.
  • Number separator - Can choose none, -, and *. The default is -.
  • Size of number - Can choose from 2-7. This setting will automatically up the size of the number as more projects get created. For example, if you know you will make more than 9999 projects in one year, then we recommend you choose 5 or higher.

Project requests

  • Require reject reason on approvals - When checked, you will need to have 'reject reasons' setup to choose from.
  • Extend project request due date - This will auto-push the due date of the request until the request is approved or rejected.

To-dos

  • Use types on to-do items - This option will open up another set of Global lists you can set up for to-dos use & reporting.
  • Use statuses with to-do items - This option is mainly for users who want to track fix-it to-dos created from deliverable comments
  • Require task on to-do items- This option will require that any to-do must be associated with a project task.

Labels for key People

  • Key person 1-6 - Add labels for key people: up to 6 different labels may be added. Once filled in, the labels will be available via the Project > Project settings > Project: > Key people. This provides a drop-down list of active employees to select for each label. These can play into approval processes for features like deliverables, project requests, and change requests.

Campaigns

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Campaign options

  • Require the client on the linked projects to match the client on the campaign - This option ensures the client on the projects matches the client of the campaign. If you bill (create Client Invoices) from campaigns, this is a good option to check.
  • Allow an employee to be the primary contact on a campaign - This option is if you have a need for your employees, not just contacts, to be the primary contact for your campaigns.

Numbering

  • Numbering method - Determines the numbering format for new campaigns. For more info, please refer to the Project & campaign number methods [in-depth guide].
  • Use a 2-digit year prefix - When checked, the current fiscal year's 2-digit prefix will be the start of certain and default project numbering methods. This will update the Prefix field below automatically when you create the first project of the fiscal year. Additionally, the next global number will be reset to 1 as well.
    NOTE: The fiscal year is set in GL tracking options.
  • Prefix - If the above option, 'use a 2-digit year prefix,' is checked, then this gets populated automatically. However, if the above option is not checked, then this will be the prefix for certain project numbering methods.
  • Next number - This determines the next global number.
  • Number separator - Can choose None, -, and *. The default is -.
  • Size of number - Can choose from 2-7. This setting will automatically up the size of the number as more projects get created. For example, if you know you will be making more than 9999 campaigns in one year, then we recommend you choose 5 or higher.

Estimates

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Estimate options

  • Allow only one approved estimate per project - Can only have one approved estimate per project, yet allows multiple estimates to exist on the same project.
  • Estimate approver is required to log in - Only users with an active login can access the estimate approval screen.
  • Default number of days to approve internally - Sets the internal approval due date. 0 = no due date.
  • Default number of days to approve externally - Sets the external approval due date. 0 = no due date.
  • Default approver - Determines who will be the sole approver.
  • Default approver person -If 'person entered below' was selected, then you must populate a user here for approval.
  • Default estimate type - 'by task & service' is defaulted and is recommended for best use of the system.
  • Keep same rates when copying estimates - Keeps the 'labor rates' as is when copied to a new project from a template or another project.

Numbering

  • Numbering method - Similar setup as used in Project & campaign numbering methods.
  • Use a 2-digit year prefix - When checked, the current fiscal year's 2-digit prefix will be the start of certain and default project numbering methods. This will update the Prefix field below automatically when you create the first project of the fiscal year. Additionally, the next global number will be reset to 1 as well.
    NOTE: The fiscal year is set in GL tracking options.
  • Prefix - If the above option, 'use a 2-digit year prefix,' is checked, then this gets populated automatically. However, if the above option is not checked, then this will be the prefix for certain project numbering methods.
  • Next number - This determines the next global number.
  • Number separator - Can choose None, -, and *. The default is -.
  • Size of number - Can choose from 2-7. This setting will automatically up the size of the number as more projects get created. For example, if you know you will be making more than 9999 campaigns in one year, then we recommend you choose 5 or higher.

Time sheet

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Time sheet options

  • Require comments on time entries - Requires that text be entered into the Comments field of all time entries.
  • Use 0 to 23 hours instead of am/pm - Use (military) 24-hour system vs. 12-hour am/pm.
  • Show services on the time sheet - Shows the service columns on the Time sheet page.
  • Require services on time - Ensures a service is always used on every time entry (on by default).
  • Require projects on time - Ensures a project is linked to each time entry (on by default).
  • Email the approver when a time sheet is submitted - When a time sheet is submitted, an email is immediately sent to their designated time approver.
  • Allow time sheets to overlap - Allows multiple time sheets to be created each day. This can help if a time sheet gets approved/billed and you need to add more time to that day.
  • No time entries before GL close date - Prevents time from being entered or changed before the GL closing date in GL tracking options.
  • Default department from person - This is used when labor transactions are billed to the client. By default, the system will use the department of the services setup for all time entries. This option overrides that and instead uses the department in the employee setup. Employee-based time reports will use the employee department setting. Billing and GL-based reports regarding time entries billed will display based on this selection. If selected, it will come from the employee. If deselected, it will come from the service.

Timers

  • Rounding direction - Round up or down based on timer rounding below.
  • Timer rounding - None, 15 or 30-minute options.
  • Time sheet weeks start on - Determines how the week should appear in the weekly Time sheet grid.

Tracking time sheet tardiness

  • Number of days after which the submitted/entered time is tardy - Your preference.
  • Time after which the submitted/entered time is tardy - Your preference.

Expense reports

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Expense report options

  • Auto-generate vendor invoice on approval - When checked, this will automatically create a vendor invoice based on the approve action of the expense report and the user having a vendor linked.
  • Generate vendor invoices using details from the item - Uses the expense item setup (expense account, sales account, etc.) from the item to populate the vendor invoice. Uses the dept from the item when creating the vendor invoice instead of the dept from the employee.
    NOTE: while the transactions are still considered an expense report, the employee's department settings will be used. When the expense report is converted to a vendor invoice, the transaction will now set the department based on this setting. If selected, it will come from the item. If deselected, it will come from the employee.
  • Default details on expense reports - Defaults the expense report items setup in the expense report lines. You can now elect to enter 'office' and/or 'class' on each expense report item if the default details on the expense reports option are enabled. This allows the user to edit/change the defaults on the expense report entry.
  • Use sales taxes on expense reports - Allows for tax to be applied when billed.

Numbering

  • Prefix - Default is EXP.
  • Next number - Default is 1000
  • Size of number - Default is 4.

Deliverables

NOTE: Be sure to check out the Deliverable types [in-depth guide] if this doesn't fit your workflow needs.



Internal review

  • Settings used for the default internal review step - Here, you can determine the default workflow for full users on the project team for the internal step.
  • Pause After This Step - When checked this will not auto-send the client review upon approval of the internal step.

NOTE: Using a 'deliverable type' will override this workflow.

Client review

  • Settings used for the default client review step - Here, you can determine the default workflow for client logins from the project team for the client step.
  • Clients Can See Internal Comments - When checked, this will allow free user contacts to see comments made by full users of current and prior rounds/steps.

NOTE: Using a 'deliverable type' will override this workflow.

Options

  • Send an email each time someone adds a comment - Send an email to everyone on the Notify list when a comment is added to the review screen.
  • Use to-do items with deliverables - Enables the use of the Fix this feature on comments made, which creates a to-do and assigns it to a task in the projects schedule.
  • Use status with deliverables - For more info, see the Deliverable status [in-depth guide].
  • User types with deliverables - For more info, see the Deliverable types [in-depth guide].
  • Require tasks on deliverables - Ensures when a deliverable is created that it is linked to a task before proceeding.
  • Send notifications to notify users when deliverable is sent for review - Sends the email the approvers gets when the round is sent for review to all users on the notify list.
  • Everyone must review - Ensure that all rounds sent are checked with 'everyone must review', regardless of how it was set up.
  • Notify assigned users each time the task on deliverable has changed - If a deliverable is tagged to a task you are assigned to, you then get an email notification saying this.
  • Blank current owner when of deliverable when task is changed - When the task is changed on a deliverable, the Owner filed is blanked out. So the users on the next task can assign it to themselves.
  • Enter time on deliverables - Opens the System settings options to add time to deliverables.
  • Send Individual Approved Emails - When checked, this will send an email based on each approver completing their portion of the review (including the last reviewer), in addition to the round complete email.

Review step options

  • Client review only - Creates a default deliverable with one step called 'client'.
  • Internal review only - Creates a default deliverable with one step called 'internal'.
  • Both client & internal review - Creates a default workflow to have an internal review before sending it to the client.

NOTE: Using a 'deliverable type' will override this workflow.

File Type Options

Allows you to choose which file options your users will see when adding files to a round.

  • New File
  • Existing File
  • URL
  • Vimeo
  • YouTube

Purchase orders

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Purchase order options

  • Default PO type - If you have set up 'define order types', then you can choose a default value here.
  • Default standard header text - If not using 'PO types', then this will populate for all orders.
  • Default Standard Footer Text - If not using 'PO types', then this will populate for all orders.
  • Assign approver with the lowest limit - This option will try to assign the user with the closest PO limit set in their employee record, vs. it going to anyone approved for this limit.

Printing

  • Number of decimal places for the quantity - Default is 2.
  • Number of decimal places for the unit cost - Default is 2.
  • Include the client name - Shows the client name on the vendor-facing printed order.
  • Include division - Shows the division of the project on the printed order.
  • Include the client's project number - Shows the 'client project number' on the printed order.
  • Hide vendor payment details - Hides payment details from the printed order.
  • Hide approved by - Hides the internal approver from the printed order.
  • RFQ status change to sent after print - This is useful if you do not use the email vendors feature for RFQ and instead, once printed, the RFQ is updated to sent.

Numbering

  • Prefix - Default is PO.
  • Next number - Default starts off at 1000.
  • Size of number - Default is 4.

Media

Please refer to the StrataLink [in-depth guide] for the particulars of this type of setup.

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  • Using media - This option will enable the following features, along with media items to set up.
  • Insertion orders - Allows you to choose 'prefix' and 'numbering' options. Also includes default header & footer options.
  • Broadcast orders - Allows you to choose 'prefix' and 'numbering' options. Also includes default header & footer options.
  • Strata - Options specific to syncing with Strata.

Client invoices

Invoice options

  • Default approver - Determines the default approver for all client invoices.
  • Default approver person - If you choose 'person entered below', then you will need to populate a specific user here to be the approver.
  • Send approver notifications - When checked, this immediately emails the approver that the invoice has been approved.
  • Update the actual rate and service on time entries when the billing worksheet is edited - When checked, this will allow the billing worksheet reviewer to update the service, which will also update the rate to match that of the service per the project's setup.
  • Set invoice number on approval - When checked, this leaves the invoice number blank until approved.
  • Enable split billing - Allows you to bill multiple clients by percent from one invoice.
  • Set 'Tax 1 and Tax 2 Applies' on client invoice lines - This overrides the process, so all invoice lines have taxes checked and applied per the client setup regardless if the items used have a tax or not.
  • Allow entry of transfer date - Adds the ability to edit the 'transfer date' of transactions.
  • Get invoice templates from the GL company (vs. the client) - This will default in estimate templates, invoices templates and layouts set in the GL company record and override what is set in the client record.
  • Default Posing Date based on Invoice Date - When checked, the posting date will change to the Invoice Date when edited.

Client defaults

  • Default terms - Default is 'net 30'.
  • Billing line format - Determines the default line format to be applied to your client setup, which can then determine what you can then print on the invoice.
  • Payment method - Allows a default tag for the payment method of the receipt. ACH & check are the default options.

Numbering

  • Prefix - Default is INV.
  • Next number - Default starts off at 1000.
  • Size of number - Default is 4.

Invoice email options

  • Default Email Invoice Message - Populates the Message box when using the email invoices feature from Today billing > Invoice to print or email, or from the Views > Client invoice > Check to email invoices.

Statement Email Options

  • Default Email Invoice Message - Populates the Message box when using the Client Statements report to email your clients.

Vendors invoices

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Invoice options

  • Default approver - Determines the default approver for all vendor invoices.
  • Default approver person - If you choose 'person entered below', then you will need to populate a specific user here to be the approver.
  • Allow duplicate vendor invoice numbers - This allows for vendor invoices to have the same invoice number.
  • Send vendor invoice approver notifications - Send an email notification to the user who needs to approve a submitted vendor invoice.
  • Default posting date based on invoice date - When checked, if you edit the invoice date, this will also change the posting date to match.
  • Hide expense report items - When checked, this will remove 'expense report items' from the Item list drop-down selection in the line details.

Credit card options

  • Require vendor to log in for credit card information -

Vendor defaults

  • Terms % - Used as a default for new vendors.
  • Terms days - Used as a default for new vendors.
  • Terms net - Used as a default for new vendors.

Daily emails

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Emails options

  • Outgoing email link expiration (days) - Can be anywhere between 0-30 days. 0 = no expiration.

Daily emails

  • Missing time - This date & time determines when the daily email for missing time is sent. This email lists all people who did not enter their hours the prior day. Typically a manager would get this notification to see all the people that did not put their time in yet.
  • Overdue time sheets - This starting date & time determines when the daily/weekly email for overdue time sheets is sent. This email lists any time sheets that should have been submitted but have not yet been sent out. Typically a manager would get this notification to see all the people who did not submit time sheets yet.
  • Unsubmitted time sheets - This starting date & time determines when the daily/weekly email for unsubmitted time sheets is sent. This email reminds people that they need to submit their time sheets. It lists any time sheets the person was supposed to submit, but did not. Typically each employee that should submit time would get this notification.
  • Overworked update - This date & time determines when the daily email for the budget update is sent. This email lists all overbudget (in terms of total dollars) projects and overworked assignments. This will only work on projects with an approved budget or task assignments with allocated hours.
  • Overdue review/approval - This date & time determines when the daily email for overdue reviews & approvals is sent. This email lists all overdue billing worksheets & estimates with the names of the reviewers.
  • Pending deliverable reviews - This date & time determines when the daily email for the deliverable summary goes out. The deliverable summary includes information on the current status of all deliverables a person manages.
  • Task reminder - This will notify you when tasks you are assigned to are about to be due. This email goes out once a day.
  • Send task reminder notification on the weekend - Can be unchecked to prevent emails from being sent by the system on weekends when no one is generally working.
  • Items to approve -  This date & time determines when the daily email for items to approve is to be sent. This email will notify individuals daily when they have items to approve in their notification bell, and the email will contain the Subject line 'daily items to approve'

Notification options

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Approval/reject comments options

  • Show approval comments - This makes a dialogue screen appear when approving transactions, where you can fill out comments. When checked, you also get another option to appear called 'require approval comments'.
  • Show reject comments - This makes a dialogue screen appear when rejecting transactions, where you can fill out comments. When checked, you also get another option to appear called 'require reject comments'.

Notification options

NOTE: By default, the system is set to 'email only'. However, you can control each of the types available to be 'email only', 'system message only' (appear in the Notifications), or 'both'.

  • Daily emails - This controls how you will receive the daily emails. These include missing time, overdue time sheets, unsubmitted time sheets, budget updates, overdue reviews, pending reviews and task reminders.
  • New records - This includes all notifications for new projects, clients, vendors, opportunities and spec sheets that are added to a project or campaign.
  • Approvals - This includes notifications for orders, client invoices, vendor invoices, time sheets, expense reports, estimates and deliverables.
  • Conversations - This includes all conversations added to the system.

System notification messages

NOTE: This is part of a system change where the system can send growl messages to your browser and offers real-time updates to items on your screen.

Here is the list of growl messages you can choose to receive.

  • Broadcast order submitted
  • Calendar
  • Client invoice submitted
  • Credit card submitted
  • Deliverable to review
  • Estimate submitted
  • Expense report submitted
  • Insertion order submitted
  • Purchase order submitted
  • Quote submitted
  • Task assignment
  • Time sheet submitted
  • Tracking forms
  • Vendor invoice submitted

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