Manage Projects Online.


Scheduled Maintenance

This Easter weekend, our infrastructure team will be deploying new servers to support our continued growth and offer improved performance to our customers. The nature of these upgrades mean that some downtime will be required whilst we replicate customer data to the new servers.

We have scheduled this work over Easter to minimize the impact on our customers but for those of you who are working over the weekend, please take note of the times below when your ProWorkflow account may not be accessible:

United States (PDT) – 5pm to 10pm, Sat 4th April
United States (CDT) – 7pm to 12am, Sat 4th April
United States (EDT) – 8pm to 1am, Sat 4th April
United Kingdom – 1am to 5am, Sat 5th April
Australia (NSW) – 10am to 3pm, Sun 5th April
Australia (WA) – 8am to 1pm, Sun 5th April
New Zealand – 12pm to 5pm, Sun 5th April

If not listed above, use this link to check your time zone.

Daylight Savings–Adjust your time!

Reminder to all users that Daylight Savings changes are upon us again – heading into winter hours for our Southern Hemisphere counterparts and sliding into summer hours imagefor our Northern friends.

It’s a great idea when you update your radio alarms, watches, body clocks, car clock & smoke alarms to also adjust your own time in PWF. If you’ve already made the transition then pop into your ‘Personal Profile’ now and adjust that time, if you’ve yet to hit the crossover date then pop the ‘Event’ into your ‘Calendar’ now.

Here’s a quick video to remind you how to do so:

Vid: Changing your Time in ProWorkflow

.Alternatively click the in-app Help button on the top right hand corner of your ProWorkflow account and search ‘Daylight’ to find a list of steps showing you how to adjust your own Time.

Restore options in Audit Log

Deleted a Task or Time entry by accident? Regret the deletion of a list of Tasks on an existing Project?

Don’t you worry… As long as you have access to the Audit Log, you will be able to see the new “Restore” option in Audit Log.

Besides Project, Company and Contact, we have added a few more options that allow you to restore a Task, Time, Task Template, Task Category and Project Category.

On the Advanced Plan, we also added the ability to restore Project Status, Team/Group and Custom Fields.

Simply go to Settings > Audit Log (bottom left) > Search for the recent results > Click “Restore” to restore the items you want.


Please contact Support if you have any further questions!

QuickBooks Online Integration!

We now support QuickBooks Online! If  you use this for your accounts and want to know more, visit this page. As with the normal QuickBooks integration (Desktop) you can sync your invoices between the two solutions with ease.

If you haven’t yet tried QuickBooks online, learn more here.


Use Case – Ticket/Bug Tracking in ProWorkflow!

ProWorkflow is a Project, Task and Time management solution, but the tool’s flexibility and high-level of customization allows it to be so much more. ProWorkflow can assist software companies and IT departments track ongoing development and bugs.

This use case is offered as setup guide, combining industry best practices, to manage tickets using ProWorkflow. Let’s get started:


1. Go to Settings > Account Setup > Project Variable > Change the Project Variable from “Project” to “Ticket” or “Bug”. This will replace the wording in the majority of the areas in the system with your new naming convention.


2. Go to Settings > Category Editor > Project Categories > Set up multiple Project Categories with your different ticket stages; e.g. Open, Waiting for Approval, In Progress, Fixed – Requires Testing, Ready for Production, and Released/Closed.


3. Go to the Project’s Page and change your Grouping option to ‘Category’ – now your Tickets will be grouped within their specific Statuses. Tickets can be moved between Categories simply by using the drag and drop functionality.


4. Go to Settings > Task Templates > Set up a Task Template with the Ticket Workflow as Tasks – Use Header Tasks to set up Stages.

5. Go to Contacts > Add Contact > Create a Client called ‘Internal’ or ‘Development’ (if using purely for internal purposes).

6. Go to Settings > Email Alert Settings > Select the alerts you wish to be notified about.

Now that your account is configured, let’s use the following example scenario:

1. The Reporter has discovered a bug on the company website which doesn’t allow visitors to subscribe to the company newsletter.

2. The Reporter would create the Ticket himself, which he would then delegate and assign the right users required to resolve the ticket.

3. The Reporter logs into ProWorkflow and creates a new Ticket.

a. The Ticket Category should be set to ‘Open’ by default, as this is the first step in the workflow.

b. Depending on the importance of the issue, the Priority of the Ticket can be changed.

c. The Date Started should have the current date automatically assigned – this way, the team knows when the ticket was created.

4. The Reporter will use the Description field to add all the details about the specific bug they are logging – the editor tools can be used to separate notes (bullet points, numbering, tables, etc.).

5. The Reporter can then assign the right Staff Users (developers and team members) to the Ticket.

6. The last screen allows the Reporter to select the right Task Template for the job – these Templates will have the correct steps required to resolve the issue.

7. To complete the process and create the Ticket, the Reporter simply hits ‘Done’– Email Alerts will be sent out to the team members assigned to the Ticket.

8. The Reporter can add screenshots into the Files module relative to the ticket.

9. The Projects Page will now display all the Tickets in their current stages.

Extra things to consider:

  • Set up multiple Task Templates for various workflows or scenarios, i.e. new development, bugs, issues and tweaks.
  • Set up multiple Clients specific to the type of ticket, i.e. New Development, Bug and Issue, and include NEWDEV, BUG and ISS in the Company Code Field. These codes can be used as a variable in the automatic Project Numbering.
  • Using our Advanced plan? Get in touch with us to discuss how Project Status and Custom Fields could add a lot more data and value to your tool.
  • Also, users can instead submit an Internal Request to the IT department if using the Advanced plan.