What's new

We’ve made a significant number of enhancements in . 

Open any of the drop-downs below for further details of new and improved features.

• Multi-factor authentication (MFA)

  Using MFA represents best practice security and helps to minimise the risk of organisation data breaches.

  All users can use MFA as part of their login process (this feature is optional at present).

• Navigation and design

  Dashboard

  The Dashboard landing page is now fully customisable, making it easier to see your key business metrics and to track actions. As a user you can show or hide the performance display widgets and re-arrange them into your preferred layout. Ten widgets are available right now with more in the product roadmap for future release.

  Global search

  The new global search feature will make it easier to find what you are looking for, and the results of your search will be clearer and more detailed. Planned improvements include:

  • improved usability through new interface design
  • expanded search results display, showing more information
  • filtering within the search to narrow down the results even further
  • broader search scope (may include archived objects).

• User interface improvements

  Filtering

  Standardised pre-defined filter tabs can be used to control the data displayed on screen for quotes, jobs, invoices and more. For example, by using the pre-defined filter tabs on the Jobs screen, you can quickly display: All jobs, overdue jobs, or just jobs starting today.

  Standard filters can also be applied using the most commonly used data points for that particular object, such as Client and Job Status.

  Advanced filters will be available for more complex filtering requirements, where you can mix and/or conditions as well as filter by custom fields. Advanced filter combinations can be saved as a filter view for future access.

  Drag & drop

  It’s now faster and easier to make changes by using “drag & drop” in areas such as re-ordering tasks, costs and phases in jobs, or when allocating tasks or costs to phases.

  

  Bulk actions

  It’s now faster and easier to perform actions on multiple items, such as assigning staff to a job or deleting several jobs.

  

• Purchasing

  You can now record receiving purchase order (PO) items separate from the bill being entered for the receipt—in either order: bill first or receiving first.

  This change provides greater flexibility when receiving POs so that you don't have to enter the bill at the same time. It also improves visibility on the state of a PO, answering the question: “have I received stock that I haven't entered an invoice for yet?”

  Previously, when receiving a PO you had to mark the items as received/billed at the same time. This didn't align with business processes when stock and the invoice is received at different times or there are different people responsible for entering each into the system.

• Clients

  Contact and client associations

  You can now associate contacts with multiple client entities, which helps avoid data duplication and discrepancies. This feature can also save you time when adding an existing contact to a client entity (company) or updating a contact's details—you need do it only once rather than multiple times.

  Previously, a contact could only be associated with one client entity (company). If an individual represented several client entities, they had to be entered into WorkflowMax multiple times resulting in duplication and possible data discrepancies.

  

  Custom mark-up over-ride

  You will be able to specify the markup % at the client level, regardless of client type (this feature is under development at present). This will make it easier to assign a custom markup over-ride for a particular client and eliminates excess client types.

  Previously, the markup % for a client was inherited from the 'client type' that was associated with the client. If you wanted a different default markup % you had to create a new client type.

• Quotes

  Custom fields on quotes

  You can now use custom fields on quotes. If a quote and a job both have the same custom field, any data entered into the quote’s custom field will populate the job’s custom field when the quote is accepted. This new feature lets you share custom information between quotes and jobs, saving you time and giving you greater flexibility.

  Previously, you couldn't add custom fields to quotes. 

  Salesperson field on quotes

  You can now use a quote’s 'Salesperson' field to track which staff member is responsible for that particular quote. This feature provides improved accountability and reporting for quote responsibilities. Expiring quotes can then be displayed on the dashboard to the staff member responsible for it to prompt them to take follow-up actions.

  Previously, there was no ability to track who was responsible for a particular quote.

  Optional tasks on quotes

  When you’re preparing a quote, both tasks and costs can now be marked as optional. This feature can be used to include optional tasks on a quote to up-sell or cross-sell services.

  Previously, only costs could be marked as optional on a quote, so you were unable to issue a quote with optional time-based tasks.

  

• Jobs

  Folders renamed to phases

  Folders allow you to organise tasks, costs and other items on your jobs into logical groups for quoting, costing, invoicing, reporting and management purposes, providing you with greater visibility, context and control. 

  In , folders have been renamed to ‘phases’ to highlight their value as a way to break jobs into more manageable ‘chunks’ of work.

  Job progress snapshot

  When you view job details, you’ll see there is now a summary of the key metrics (time, profitability). This feature lets you view a quick snapshot of your job's performance to inform decisions and track progress.

  Previously when viewing a job in WorkflowMax by Xero, there wasn't a quick snapshot of that job's progress.

  Job task and cost custom fields

  You can now display custom fields in the task/cost table when viewing or editing a job or quote. This feature makes it easier to see your custom field data (fewer clicks required). It also lets you see the data for multiple tasks or costs alongside each other.

  Previously, to view a task’s or a cost’s custom field data on a job, you had to open that particular task or cost.

  Timesheet - weekly view navigation

  You can easily switch between staff members by using the drop-down list on the weekly timesheet (if you have the appropriate permissions). This feature makes it much easier to switch between weekly timesheets.

  Previously, when viewing a weekly timesheet for a particular staff member, to change to a different staff member, you had to go back to the all staff view and select the new staff member.

  

  Timesheet - copy from previous week

  You can now copy all your job tasks from the previous week's timesheet to the current week. This feature makes it quicker to enter a timesheet for staff that are working on similar jobs or tasks week after week.

  Previously, when using the weekly timesheet view, you had to enter all your job tasks for the week individually.

  

• Settings

  User permissions – roles

  You can now create a user permission set called a role and then apply that role to individual users. This feature lets you manage user permissions easily in bulk for staff that should have the same permissions, such as by seniority or job role.

  Previously, when assigning permissions to an individual staff member, you had to select each individual permission you wanted and there wasn't a way to quickly apply this based on another staff member or some form of template.

  Xero integration - tax rates

  When is integrated with Xero, tax rates will now be managed in Xero and automatically imported to your WorkflowMax by BlueRock accounts when updates are made. This feature centralises the management of tax rates within your Xero account and makes it less likely that you experience sync errors due to mismatched tax rates.

  Previously, if your WorkflowMax by Xero account was integrated with your Xero account, tax rates were defined separately in each platform. This could result in sync errors if tax rates were updated in one platform and not the other.

  Xero integration - deep linking

  You can now make use of ‘deep linking’ between your WorkflowMax by BlueRock account and your Xero account by clicking:

  • 'View in Xero' when viewing an invoice in .
  • 'View in ' when viewing an invoice in Xero.

  This feature makes it much easier and faster to view an invoice in the other platform.

  Previously, no deep linking was available to quickly switch views between the and the Xero versions of the invoice.

  Emails – attachments

  When emailing a generated PDF from the platform, you can attach further files that you have uploaded as documents to the related object. This feature makes it quicker and easier to send emails directly from the platform. For example, you could include technical drawings as a second attachment when emailing your PDF quote from WorkflowMax by BlueRock.

  Previously, you couldn't email documents that you had uploaded to the platform from the platform itself. Instead, you had to download these to your computer and then compose your email outside of WorkflowMax.

• Reports

  Reports – Standardisation

  Standard and custom reports have been standardised into a single module for a more consistent approach. You can now also flag your frequently used standard reports as ‘favourites’ and see them alongside custom reports.

  Previously, standard reports were separate from custom reports. This meant the process to generate them was inconsistent and you couldn't favourite standard reports alongside your custom reports.

  Reports - Filters on a report

  When viewing a report, you can edit report filters directly from a slide-out pane - including adding or removing filter criteria. This feature give you quicker access to modify filters on your report and to then re-generate the report to see the outcome.

  Previously, to edit the fields that were being used to filter a particular report, you had to go back to the report builder view, change your filter configuration and then re-generate the report.

  Reports – Preview

  You can now preview a custom report using limited data (first 10 result rows only) in a preview modal on the report builder screen. This feature gives you quick and easy access to preview your report structure when building the report. It saves you time by not having to generate the full report and go backwards and forwards between the report builder and report generation screens.

  Previously, to preview a custom report, you had to fully generate the report, which meant loading all the data and waiting for a new browser window to render the report.