workflow:register

Register

The Register is a list of all of a certain form. Each workflow has its own register, showing the form fields, their values, and the current step for each task. Just like in the Inbox list, the row color refers to the current task status: overdue, archived, due today, etc. When all workflow steps are completed, the request is archived.

You can access the register by clicking the button on the panel in the Forms list.

Users without Supervisor and Configuration Manager rights can only see tasks they have access to.

Filters

You can use filters to quickly search tasks in the register by due date, participants, vendors, and more. You can also search for all tasks on a certain step, such as invoice requests waiting to be cleared.

You can search the register for several Catalog or Contact field values at once. For example, you might want to see what kind of help requests came from your most valuable clients. Open the Client column, select the names of interest from the dropdown menu, and hit Apply.

The register will then show the requests sent in by these clients, all in one place. Furthermore, if there’s a multi-column catalog in your form, you can search the register for specific catalog columns. Let’s say a form called Job Application had a catalog of vacancies:

When you filter the form’s register, you can choose All columns to see every application for a specific position like “frontend developer.” Alternatively, you can choose Departments to see how many job applications were sent to a specific department, like sales or development.

You can choose more than one column value for your search.

Monitoring deadlines

The register shows you whether your employees have missed any deadlines. If the form has a Due date field, its register contains the columns Overdue and Finished date, so you’ll be able to see whether the task was overdue, even if it’s finished. You can use this to check whether any of your important clients were affected by the support team’s poor time management.

Click on the Overdue column, select Yes, and hit Apply.

Then select a time period in the Finished date column.

The register will show you all the requests that were not processed on time within the selected period.

Configuring columns

You can customize the column layout to more easily navigate a form’s register. For instance, you might move the most relevant columns to the top and hide the less important columns from sight.

To do this, go to Columns.

Let’s take a service ticket form for example. When you’re taking stock of your help requests, you’re generally going to be less interested in phone numbers and email attachments than you’re going to be in knowing what the issue was and who the affected client was. You can customize columns to suit this as well. Drag the less-important columns to Hidden, so that they disappear from the register. Then drag the more important columns, like Subject, Description, Category, Step, and Client, to the top of the Displayed list. You’ll immediately see the changes at the bottom of the page.

The changes will be seen by all users who have access to the form. To restore the original layout, click Reset.

Group Actions

You can select more than one task in the register for batch operations.

  • Approve. Click to batch approve several tasks.
  • Finish. Click to finish several tasks.
  • Edit. Click to change one or more fields of the selected tasks. Approved or not, you can then save your changes.

Exporting a register

If you want to use Pyrus data in your accounting software or ERP system, you can save the register as a XLSX or CSV file. Click Export to download the contents of all columns, including the hidden ones.

If a register contains 5,000 lines or fewer, it will be exported as an Excel file. A register with more than 5,000 lines will be saved as a CSV file.

Pyrus Tip: To export any register as a CSV file, add a parameter to the link. Right-click on Export and copy the link address. Paste the link into the browser address bar and at the end of the link, add

&filetype=csv&encoding=utf-8&delimiter=;
. The link will look like
https://pyrus.com/xlsx/forms?ProjectId=xxxxxx&tz=180&od=true&dm=0&filetype=csv&encoding=utf-8&delimiter=;

  • filetype=csv — this designates filetype.
  • encoding=utf-8 — this designates character encoding. You can also use windows-1251.
  • delimiter=; — this is a field separator.

Press Enter and the CSV file will be downloaded to your computer.

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