Page tree
Skip to end of metadata
Go to start of metadata

If you have a large organisation with multiple business units that need to operate independently from one another, you can structure your AroFlo site to suit.

Structuring your site is not necessary if you only have a small team of people. Check your business structure before creating a new Business unit.

Add a business unit

To add a business unit:

  1. In Site Admin, go to Business Units.
  2. Locate the business unit you want to create a new business unit under.
  3. Click Add Business Unit.
  4. Complete the required fields as described in the table below.
  5. Click Add Business Unit at the bottom of the screen.

Complete Setup

If you do create additional Business Units you will need to ensure each Unit has the appropriate settings, Task Types, Work Types, etc., configured before you can use it effectively in your business. An easy way to do this is to use the Copy Existing Settings area at the bottom of the Add Business Unit screen.

Field/SettingDescription
Company/Business UnitEnter the name of the company or business unit.
Short NameThe short name is a prefix used as a reference number for internal tasks. AroFlo generates this for you but you can change it.
Auto generate task ref numbersCheck this box if you want to auto generate task reference numbers.
ManagerSelect an existing manager from the drop down list.
Phone, Fax, Mobile, Email address,
Alternative email address
Enter contact details relating to the business unit.
Note: An email address is required.
WebsiteUsed to record a company website URL.
Address, City, State, Postcode, CountrySelect an existing address from the drop down list or enter a new address in the fields below.

Copy Existing Settings

To save time when setting up a new business unit, you can use the Copy Existing Settings feature at the bottom of the Add Business Unit screen.

Select the business unit you want to copy from and then select the components you want to copy. The table below explains each component.

ComponentDetails
Business Unit Settings
Settings
Themes (Office)Default Image Upload Resolution (Field)Allow Invoice Payments in Field
Themes (Field)Default Invoice StyleAllow Periodic Tasks to Generate on Weekends
Track Tasks With Priority Response TimesSOR List Price LevelsAutomatically add New Items to Task
Allow 'Base Users' to view "All Tasks"Default Quote TypePrefill "Task Identification" with (select an option)
Allow 'Base' Users to view "Picklist"Default Signature Type for Compliance FormsReported By / Contact Required
Allow Users to Manually Generate New TasksDefault Task Note FilterScan Barcode App
Allow Bulk InvoicingShow Task / Invoice Email or SMS details in Task NotesTask Schedule Visibility (0 days means no restriction)
Allow Account Managers on ClientsUse Individual Calendar Resource Settings for this Business UnitNext Due Date Calculation
Print / Email Defaults for credit notes, invoices, job sheets, purchase orders, quotes, supplier quotes, and risk templates.Company / Reference Name for IndividualsFrequency Editable in Field [Manager]
Field Default Job Listings (Sets the default listing of all tasks in field)Inventory movement linked to Users Business UnitAutomatically Generate New Tasks
Cust ON RequiredField Invoice StyleTransaction Terms
Default Document Upload FilterTrack Inventory on Sales InvoicesVerify line items before Purchase Order status can be changed
Email Note FilterAllow Editing Assets in FieldAllow Sales Person to Task
Clients

Ticking this box will link the selected business unit's clients to the new business unit.

Note: No other settings are copied to the new business unit, such as business-unit-specific client rates or markups, or event messages.

Suppliers

Ticking this box will link the selected business unit's suppliers to the new business unit.

Note: No other settings are copied to the new business unit.

Inventory

Ticking this box will link the selected business unit's inventory to the new business unit.

Note: Quantities and tracking centres are not copied, but purchase and sales tax / account codes are.

Task Types

Ticking this box will link the selected business unit's task types to the new business unit.

Note: It will not copy checklists, labour charges, defaults, calendar colours, linked compliance forms, etc.

OverheadsTicking this box will link the selected business unit's overheads to the new business unit.
Work TypesTicking this box will link the source business unit's work types to the new business unit.

Edit business unit details

You can edit business unit settings to change company name, address and contact details or add a logo to the site and payment options used on invoice layouts.

  1. Go to Site Administration > Business Units.
  2. Click Edit.
  3. Make changes as required. Refer to the table below for descriptions of additional fields and settings.
  4. Save.

Field/SettingDescription
Logo

This field allows you to upload your company logo to have it appear on the print view of layouts.

To upload your company logo, use the Browse button to locate the logo on your local PC.

Business unit logos have the following requirements:

  • PNG or JPG format
  • No dimension greater than 1000 pixels
  • File size less than 100Kb.

Logos appear at their actual size on layouts.

Icon

This field allows you to upload your company icon to have it appear on your AroFlo site's header.

To upload your company icon, use the Browse button to locate the icon on your local PC.

Business unit icons have the following requirements:

  • PNG or JPG format
  • No dimension greater than 144 pixels
  • File size less than 100Kb.
Sending Domain Prefix

Used to configure the email address for sending emails from AroFlo, e.g YourCompany@notifications.aroflo.com
Refer to our Email Configuration help page for more information.

Payment OptionsEnter the payment information that you would like to include in invoice layouts.
Time ZoneSelect the time zone that applies to this business unit.

Settings for multiple business units

A range of settings are available for controlling the flow of information between business units.

Check boxes for business unit settings are only visible if your site has multiple business units.

SettingDescription
Resources AccessAllows users in other business units to switch to and access the selected business unit.
Resources Labour
Allows resources to be accessed from Task Labour, e.g. record labour for user in business unit 1 with a task in business unit 2.
Resources Assign
Allows users to assign tasks directly to a resource in another business unit. Otherwise tasks can only be assigned to the business unit as a whole.
Resources ScheduleAllows users to schedule to a resource in another business unit.
Task Assign / Move
Allows tasks to be assigned or moved to another business unit.

Re-ordering business units

To change the order in which business units appear in the Job Control table on your AroFlo home page:

  1. Go to Site Administration. The list of Business Units appears.
  2. Click and drag the (two bars icon) to move the Business Unit up or down the list.
  3. Drop the Business Unit onto your preferred location.
  4. Click Save.

The Business Units listed in your Job Control table should now appear in the order you've set them to.

Moving groups

  • You can only move a Business Unit within its own level. In the example below, you could move 'New South Wales' to appear above 'Victoria', but not to appear on the same level as 'Service Department'.
  • You cannot alter the parent/child relationships of Business Units by this method.

Delete Business Unit

Business units cannot be deleted or archived. If you need a business unit removed from your AroFlo site, please submit a support request via the AroFlo help menu.

On this page