All posts in Tips

Quick ProWorkflow Pro Tip!

If you’re managing a long term Project (or have a massive task list…) keep reading to find out how to simplify your view of the Project Tasks section with two simple clicks!

The first image below shows a snapshot of our Tasks section on the Project details page. All the important information such as Task title, status, assignee, dates and time are displayed. If you have a long list of Tasks, this section could take up a lot of the space on your screen, and you’ll be scrolling for a long time before reaching the next section.

To simplify your view, go to the Project you’re working on, and at the top-right corner of the Tasks section:

  • Click “Hide Completed” to hide completed Tasks

  • Click “Hide Assigned Users” to hide names of Task assignees


The result is shown in the second image below. As a Project Manager you can easily see just the Tasks that still need to be completed, without generating a separate report.


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Case Study from Adobe!

imageWe are all proud to announce that Adobe decided to do a case study on Proactive Software (Us…)! We are heavy users of Photoshop, ColdFusion and other Adobe tools and have a huge respect for Adobe so this made our day!

Feel welcome to read the case study below:

Here are the pages they added us to: and here

On a personal note, I’ve been using Photoshop since version 1.0 so have had a longstanding relationship with Adobe products. They work!

So it’s a massive thanks from the team at ProWorkflow to the guys at Adobe! You guys are awesome, keep the solid tools coming!


Julian Stone, CEO

Burn, the latest Task setting – a hot new feature!

imageWhat is being added?

Our development team have been working hard on a heavily requested feature – the ability to set and monitor hourly rates for Projects and Tasks.

We have calculated burn by taking the set hourly rate and then multiplying this with the time allocated to a task.

If you would like to invoice directly from a Project in ProWorkflow you can choose to auto-populate the invoice with the task rate and tracked time (as long as invoices are enabled on your account).

Note: This has been released!

How do I see these settings?

To be able to see the often confidential information that will be stored in this area, staff users will need to have “Sensitive Business Information” ticked in “Users & Permissions”.

You’ll be able to use some of the features of Project burn even if Quotes and Invoices aren’t activated, although feel free to contact us if you’d like to activate these features.

The tabs against a project have been visually improved as well, with the addition on the “Burn” option.

Tasks with new look and Burn

How can I use this update?

To get the most out of this update, you’ll need to enter your hourly rates within a new setting called “Hourly services”.

Hourly Services will be found in multiple locations:

● Settings > Hourly Services

● Invoices > Settings > Hourly Services

● Quotes > Settings > Hourly Services

Hourly Settings

If you make a change in any one of these areas, it will synchronize across all of the others.

Tasks and their templates have added options to include financial information. You can do this one at a time, by expanding the individual task’s arrow

Single Task Expanded

If you have multiple tasks that you’d like to edit on a task template, then there’s an easy way of doing this with the “Assign Hourly Service” tool.

Assign hourly service

The result of entering this information is that you can have an overview, once your staff begin to add time. You can quickly see when a task has gone over, under or met budget

Burn tab view

If you use our invoicing function, you will be able to create an invoice from the project which will include the task rate and hours.


Burn data can only be displayed within the Project Details page currently, however we are working on our reporting as a separate update which will include updates for these new features.

We hope you like it! As always feel welcome to send through feedback. :-)

New Email Notifications!


SNAGHTML20c44f6From this Monday – July 18th 2016, the look and information around notifications with ProWorkflow will change!

This update is based on customer feedback from those who wanted to be able to make their notifications simpler with options to keep different people up to date.

What is changing?

We are replacing the “Settings > Email Alerts Settings/Builder” pages with a simpler page called “Settings > Notifications“!

Notifications settings page

Improvements in group notifications!

Previously you could only notify “Assignee” or “Creator”, now you can keep Staff, Clients, Contractors and Managers updated automatically!

As the notifications will have the option to go to your clients, you can add your company signature to keep the professional yet personalized look.

The content and types of emails that are sent have now been simplified and standardized, with a key change being able to see when Project or Task details are modified

Note: This does not include “Description” or “Custom Forms”.


Summary emails!

We also wanted to stop sending multiple emails, so now you will find that when changes or summaries are sent of projects and tasks, you’ll get just the one summary email!


What do I need to do?

This coming Monday, for you to get the most out of this update your administrator should look over your new Notification Settings page.

We will have changed the options which do the same things for you i.e. if you have all notifications set to off they will remain off.

If you have enabled or disabled alerts, it will set them as the same, but with different groups:

● Assignee will be selected for Staff, Clients and Contractors.

● Creator will be replaced by Manager.

There are some new options, which you might want to look at and see which groups you would like to notify.

If you get stuck or have questions, please contact us!


Single Sign On Integrations with ProWorkflow

The dev team have been hard at it again! The integrations just keep flowing from our developers – this time we’re proud to add a pretty exciting extension category added to the tool.
If you’re a big fan of Single Sign On, you’ll already know how fantastic the service is, if you’re not a big fan however – it’s probably more likely you’ve never heard of it, because it’s terrific. In this post we’ll explain Single Sign On, how it affects you, how SSO integrates with our tool and how to implement it.

Sounds cool, what is it?

Do you have too many logins and passwords for all the different services that you use?

SSO integration will be a good way of spring cleaning all of those hard to remember details, because for the services that are linked – there is just a single sign on username and password to remember.  We’re using a common way of talking to other providers called SAML (Security Assertion Markup Language) to securely log you into our software.

This will allow you to log into your 3rd party application e.g. Google and link it to your ProWorkflow login – Saving you time and mental storage space.

Ok but is it easy for me to set up?

You’ll need to pick which 3rd party login software that you’d like to use. As of this updates publish date there are four:

  • Azure
  • Google
  • Okta
  • OneLogin

All you’ll need to do to set this up is go to the integrations settings page


Following some of the easy setup instructions as in the example below for Google – be sure to follow the steps in your own integration area. Please don’t use any of the example data shown below


…and we’re set for sign in!

Thanks for the update!

Thanks for taking the time to read through this latest update and remember: you don’t need to be Steve Wozniak or Bill Gates to take advantage of this great new integration if you feel it will benefit your company.

The setup process in ProWorkflow for this integration is simple to follow and if you do need help, feel free to reach out to your Account Manager or contact our Support Team.

As always stay tuned for more announcements right here on our blog, if you haven’t already done so remember you can also stay informed by liking us on Facebook or following us on Twitter.

Note: If you don’t currently have a ProWorkflow subscription and wish to try the above integrations, signing up for a trial is easy! Head to our trial page or click here.