Settings Help

Learn how to Configure and Modify Dragonfly for Your Business Needs

Settings Overview

This document is for the user that will set up (implement and configure) Dragonfly for all users in your organization. Only Dragonfly users with administrative permission in Dragonfly can access the Settings module.

For a Dragonfly Administrator to Access Settings, click the Settings link in the top left menu:

This will open a new tab in your browser, and you will be in the Dragonfly Settings tab. The Dragonfly application tab will be to the immediate left of this new tab window. You can make changes in Dragonfly Settings, then click over to the Dragonfly tab.

Note: If you make a change in Dragonfly Settings tab, and you switch over to the Dragonfly tab but don’t see the result in the page you expect, click the browser’s Refresh button on the Dragonfly tab to reload that Dragonfly page. That will reload the settings and data for that page.

Adding User Groups and Users

Office efficiency skyrockets when you have all the co-workers sharing and collaborating documents, tasks, and information. Everyone knows where to find information; what tasks need to get done by whom and by when – in Dragonfly.

Lets add the users in your organization so they can start collaborating. But before we do, it is helpful to add User Groups first – especially for larger organizations.

Add User Groups

It is desirable to create user groups before you start adding new users because it is easier to establish automated security permission rules on groups than it is individual users. Create a user group for each function of your business. You can assign a user to one or more user groups. There can be one or more users per Team.

Here are some sample User Groups:

Admin – Administrative Support Group
Accounting – Bookkeeper, A/R, A/P
Sales Team – Sales managers and Sales staff
Install Team – Installation team
Warehouse – Warehouse team
Estimation Team – Estimators
Service Team – Service and Warranty
Everyone – this would typically include all users using Dragonfly (required)

If your organization has multiple satellite offices, you can have User Groups broken out by office with the name of the group as the name of the office.

Add Users

Add users by clicking Users> + Icon then fill in the fields as prompted. It is typical to allow the users to select their own passwords so check the Auto-Generate Password and Must Change Password checkboxes.

If you want them to be able to change the settings in Dragonfly, check the Administrator check box. Select Manage Security checkboxes as it applies to the new user. There can be more than one Dragonfly Administrator.

Now assign the user to one or more of the User Groups you set up in the previous step. Each user will always be assigned to the Everyone user group.

Note: When you Save a new user, Dragonfly will send a Welcome email to the new user with a link to login, change their password, and start using Dragonfly application. If they were not selected as an Administrator, they will not have access to the Dragonfly Settings screen. But they will see the Work Types and begin using the system.

Add or Edit a Work Type

Dragonfly comes pre-configured with many Work Types. Work Types are what you work on – Customers, Projects, Quotes, etc. Each Work Type can be customized and configured for your business as shown below.

Now lets add or Edit a Work Type. For this Implementation QuickStart example, we will edit a Customer work type. If your Dragonfly instance already has a customer work type, you can add a different Work Type using the same procedure in this Quick Start.

For adding a new Work Type in the Dragonfly Settings browser tab, click on Work Types > Add New and fill out the fields as shown below, then click the Save icon:

To Edit an existing Work Type, click on the Work Type name in the left menu (Customer, Project, etc).

New Work Form:

This screen sets what features you want to present to users when they work with this Customer Work Type. Each Work Type can have different features selected.

Click all the checkboxes for now so that you can see all the features users will see on this Work Type. You can always come back and uncheck the features that do not apply to this Work Type.

Work Form Notes:

a. Default Name (optional): When a new Work Item is created, there can be a default Work Item name. You can leave this field blank to allow the user to manually enter a name when the Work Item is created. Or, you can let Dragonfly put two or more Dragonfly Description Variables together to generate the Work Item name. An example for a customer work Item default name would be:

[CustomField]Customer/[CustomField] – [CustomField]CustomerName/[CustomField]

b. First Task Description (optional): This is the default first task that needs to be done when adding a new Work Item. An example is when a new customer is added, the first task is to assign an account manager to this customer.

c. Instructions (optional): Fill in this field if you want to show instructions on the form when a new work item is added.

d. Response Message: Fill in any response message when the first task is completed.

Notes:

Don’t use Settings>New Work Form “Complete By Date” or Description fields. It is better to add Custom fields for due dates and description fields.
Due date is related to a task – I need to create a custom date field
Grids always list tasks of work items. Group by Work # or Work Name. When a task is closed, the grid filter can be set to not show closed tasks.

Add / Edit Custom Fields

You can now add any number of fields your company wants users to see and track for Customers. These fields show up when a new Work Item (such as a Customer) is added, and they also show when a user looking up a customer information.

Click on Custom Fields > Add New to create a new custom field for Customers. Click Save button to save the custom field. Repeat clicking Add New/Enter/Save for all custom fields.

Notes:

The Name should be a unique name the program uses for this field. For example, enter “CustomerName” instead of “Name” because it can be linked to other Work Types.

Key Field = Yes means this is a unique field typically used to link (or join) with other work types – similar to a database table’s primary key field.

Create and Save as many custom fields as you need to track the information you want. For a customer work type, typical fields may include Account Manager, Salesperson, Office Phone, website, address, products owned, etc.

Custom Field Types:

Text Field – Allows alphanumeric characters up to 255 characters
Numeric Field – Allows only numeric input. Use for numbers and currency values.
Selection List – List of choices.
Combo box – Allows user to select from a list of choices. To set up the list of choices, click “Edit Source” button.

Self Loading

– loads the default value

Simple Text List (shown above) – enter the list in the Values field.
Custom Field – This allows the values to be selected from a list in another Work Type’s custom field

Multi-select Field – Allows user to select one or more selections from a list of choices. Set up the list of choices similar to the Combo box methods.
Checkbox – Allow user to check or uncheck box. Use this for Yes/No inputs.
Date Range – Allows user to select a start date and end date. Use this for fields that set the date range. Very useful when looking at records in the Gnatt chart view. Example would be for projects or service which would have a expected start and completion date.
Single Day Event – a single date. If you want the Work Items to be shown in the Scheduler view, date type needs to be Single Day Event
Lable – What is difference from Text Input?? Max no. Characters??
Large Note Field – Allows user to enter more text than a Text field in text or HTML format. This is typically used for storing help, instructions, website content, and other information. You can copy/paste html, Word Docs into this field.

Field Group (optional): If there are multiple fields for a Work Type, you can organize them on the Work Item form into Groups (General, Address, Info). To add a group name, type in the Field Group name. Otherwise, all fields will be in a single group called “General”.

Field Link (optional): This links two work items so that if a document is added to one work item, the document is automatically linked to the other linked work item. For example, if a Project is linked with a Customer and a Purchase Order document is attached to a project, that Purchase Order can also be found attached to the linked Customer.

Click Save or Update icon to save the custom field. Click Add New again add another custom field.

You can always come back and update fields, group them and add new fields.

Status List

The next step is to add or edit what Status’ you have for a Customer’s tasks. Customers typically have status’ of New, Active, Inactive. If the checkbox “Show Task Status” is checked, then Items you fill in the Status List will populate the Status combo list box for a Work Item’s tasks.

The status of a lead, quote, customer, project are typical examples. If you want to see Work Items displayed in a Kaban view, select Status View in the Miscellaneous > Default View section. This is great for viewing Work Items according to their status and being able to change their status in the view by dragging and dropping. Leads, Quotes, and Orders are perfect examples.

Click Status List > New to add a new status. Enter the first status name and click Save.

Notes:

Name is the name you would like to show in the drop-down list. Keep it short but use the name people are used to calling. Typical names are New, In Progress, Submitted, Closed, Waiting.

Type is a pre-configured status type that Dragonfly uses to know how to progress from one type to the other. Example: Your company’s employees may be used to call a new website lead “New Web Lead”. In this case, you would set the Type = New so that Dragonfly knows it is a new lead. Be sure to select the best corresponding Type for the Status name you selected.

The Order is the listing order in which the status shows in the drop-down list to the users in the application for this Work Type. The format is 1.0000, 2.0000, 3.0000 etc.

Priority List

Priority here applies to the priority of tasks. If you wish to sort, filter, and find Work Items by their priority. For example if you want to rank projects by their priority, then add a custom field called “ProjectPriority”.

The records you add to this form populate the “Task Priority” drop down for this work item’s tasks. Typical values are “High” and “Normal”. For example, High priority tasks are typically your most important tasks to get done first. To add these values, click Priority List then enter the fields shown below and click Save. Add “Normal” or other priority your company likes to use.

Notes:

Type – be sure to select the best corresponding Type for the Priority name you selected. Dragonfly filters tasks by their Type priority.

Document Categories (optional)

Document categories allow you to assign a category to any Work Type document or file that is saved in Dragonfly. This is a great way to organize and filter different documents by their categories. For customers, suggested document categories might include Agreements, Quotes, Orders, etc.

It is advisable to use Document Categories if you are not organizing documents in Dragonfly folders (next topic).

Note:

If Categories are selected for a Work Item then when a user saves a new document in Dragonfly, the application will prompt the user to pick a document category from the drop down list defined in the above screen.

Default Folders

Default folders is a great way to organize Work Type documents into a consistent folder structure for this Work Type. For a Customer work type, you could set up a folder structure such as General, Agreements, Invoices, etc.

When a new Work Item is added, the default Folders defined here are automatically created for that Work Item. Of course, additional folders can added or subtracted for each Work Item as users are working.

Your company may already have a folder and sub-folder structure set up on a server or computer for Customers. Start with that folder structure. You can always refine subfolders later. For each Work Item, additional folders can be added and re-arranged if needed so keep the default folder structure simple.

Note:

Just like in Windows, you can select a folder and drag it to another location if you want to re-organize default folders on this screen.

Default Documents (optional)

If you have templates such as a spreadsheet, Word document, or form that would apply to most Work Item (customer) records, this is where you would save those templates. Saving your default documents here makes it easy for users to immediately find and use the template for all customers.

An example would be a new customer questionnaire, or a Estimator spreadsheet. A salesperson can have the customer fill out the questionnaire Word document and then share it in Dragonfly with the accounting department. Or the Estimator spreadsheet can be used to estimate pricing for each service or project.

Drag and drop of click on the window to add any master default document to this area. When a user is in the Dragonfly customer record, this document can be found in Attachments for that customer.

Note: Users will find these templates in the application. They will click Customers>Select a Customer>Select Attachments tab>Click “+” icon:

Automatic Network Folders (optional)

This feature is going to be disabled due to lack of use. Please do not use.

Default Subscription

Dragonfly is designed for easy collaboration and sharing of files. This Default Subscription screen allows setting defaults on who gets email notifications when a user adds, updates, or deletes a Work item, task, document, or note. This feature eliminates the common practice of manually emailing multiple people so they are all informed of a new work item, task, document, or note.

Users can “Assign” an item, task, document, or note when they add that item to Dragonfly. A user can also “Subscribe” a work item, task, document, or note they add to automatically notify one or more Dragonfly users.

This screen automates the email notification settings by automatically sending an email to the person should a work item, task, document, or not be added. However, the user can override these default notification settings when they add the information to Dragonfly.

Example: Let’s say the check box for Task is checked for Assigned To and Subscribers. You will get an email notification if you are assigned to a Customer, and another user adds a task to that customer. Likewise, if your co-worker is subscribed to that same Customer, they will also get a notification email.

If a Task Updated is checked, then the person assigned to that task gets a email notification. If the Subscriber checckbox is selected, then whoever is subscribed to this Work Item will get a notification when a Task is added or updated.

To set email notification defaults, click the desired checkboxes.

Email Alerts

This is another time-saving automation that sends and email reminder to specified users when a work task has not moved from a specified status of a Work Item or Task for this Work Type (in this example, Customer) in a given amount of time. Think of these as notification reminders that automatically sends a reminder email based on number of days and the task status change.

Add the Message you want to send with the alert. This can be descriptive to remind the person the next step.

Example: Lets say, you just made a Sale and are adding a new customer (with Status = “New”) to Dragonfly and you want to notify a user in Accounting. This screen allows you to automatically send an email Alert to be sent by Dragonfly to the accounting user automatically in 1 day if the Status has not changed from “New”. This results in being a reminder to Accounting to add this new customer to the Accounting system. The Accounting user could then change that Customer status from “New” to the next Status (“View”).

If you do not wish to use email alerts for this Work Type, do not check any boxes.

Security

The Security Settings allows you to set up what user groups can do with a Work Type Item. In the Dragonfly app, when a user adds a new Customer, that user has full permissions to view/edit/delete that Work Item. The Security Settings screen will show all the User Groups that have been set up in the Users>User Groups screen so far. In the Security screen, select the checkboxes that you want certain user groups to be able to view, add, edit, delete permissions.

Example: You may want all users assigned to the “Sales Team” and “Everyone” group to be able to View customer General Info screen, add an attachment, view and add tasks, view and add Notes, view Workflows, and add and delete subscriptions.

Setting default permissions establishes the rules by which your company can share and collaborate information with different user group users.

When a new Work Item is created, the default security settings set here will automatically be applied. If the creator of the work item wants to change security permissions for that work item on a user level, they will be able to do that on the Work Item’s subscription screen.

Note:

View (eye icon) – lets the User group view the work item Info, attachments, tasks, nots, workflow, and
Add new (+ Icon) – lets the user group add new information
Edit existing record (pencil icon) – lets the users group edit existing information, attachments, tasks, notes
Delete record (trash can icon) – lets users in the users group
Setting the Work Type Owner will make any new Work Item (Customer) the Owner of that Work Type. For example, if you have a single person assigned to be the Owner (full permissions) of all new Customers, you would select their user name here. Otherwise, leave this selected to “Select…” and the Work Item owner will default to the creator of the Work Item.

Miscellaneous

The Miscellaneous settings allows various default settings for this Work Type (Customer in this example). Most of the choices are self explanatory, but remember you can always come back to this screen and change the settings.

Default Document List Mode – This defaults how documents are displayed in the viewer for this Work Type.

All Workflow Attachments – (typically selected) – all documents at every level across all parent work items.
Direct and Originating Attachments – all documents from the original work item document (ex/quote) to the work item documents for this Work Type (ex/ receivables). A minimum of 3 parents are required for this to be available.
Direct Attachments: Shows only the work item added for this Work Type.

Enable Subscriptions – (typically selected) – Allow users to see the Subscriptions tab for this Work Type. If unchecked, nobody can be assigned a subscription or notification.

Subscribe Creator to New Work Items – (typically selected) – Automatically subscribes the creator of the Work Item to receive notices to any changes in the Work Item. The subscribers can be changed when a user creates a new Work Item. Note – The Creator is the user creating the Work Item.

Auto Switch Status New to Viewed – When selected the Work Item’s status automatically switches to “Viewed” status when any user views the Work Item. A good example is in a multi-person customer service department to prevent more than one person from working on a new service request that another customer service agent has already viewed and is working on.

Auto Switch Status Viewed to In Process – When selected the Work Item’s status automatically switches to “In Process” status when anyone views the Work Item in View status.

Enable Workflow – (typically selected) – Unchecked means the workflow tab does not show on the Work Items. Only select this check box if there are parent Work Types assigned to this Work Type. Example: A “Customer” Work Type would be a parent to a “Contact” Work Type”. In this case, you would check this checkbox for the “Contact” work type.

Assign All Tasks to New Work Creator – (typically selected) – When checked, the task is automatically defaulted to the task creator. However, the task can be changed when delegating the task to another user.

Auto Open Newly Created Work – When a new Work Item is created, the Input form is automatically displayed in a new browser tab instead of to the right of the Work Item list. Select this for Work Types that require a larger amount of screen space for more input when initially creating a new Work Item. It is also useful for Work Items that need more time to fill out information while multi-tasking on other Work Items.

Enable Item Images – Allows user to attach 1 image to the Work Item. Example, upload a customer logo for a Customer Work Type, or a product image for an Item Work Type. The image will automatically be converted to a thumbnail by Dragonfly.

Include in Data Warehouse – If checked, the Work Type Table will work in Analytics. If Unchecked, the Work Type will not show in Analytics (and your Microsoft PowerBI if integrated). The data warehouse is updated every evening so analytics will show all data from yesterday.

Default View – Select the default view for the Work Items. Users can easily select other views of the same Work Items on the screen. This just sets the default view.

Quick View – this shows the work items in a simple list.
Card View – a list view but showing more information for each work item. Use this when more information is needed to be viewed before clicking on a work item.
Grid View – Editable, spreadsheet like grid. If your users like spreadsheets, they will love this view.
Gantt View – Instead of work items shown in a list, the tasks for work items are shown in a Gantt view. This is a good view for Projects and Service Requests
Schedule View – Work Item tasks are shown in a calendar view by Day, Week, Month based on the user selection. This is good for viewing scheduled tasks for customers, projects and service requests
Status View – Work Items are shown in a Kanban view based on the Work Item’s Status field. A user with edit permissions can drag and drop the Work Item from one status to another to quickly change the Work Item’s status. This view is often used for viewing leads, quotes, and orders. Customize the name of each Status in the Status List.

Default Documents View

List – Shows documents and folders in a list view
Thumbnail – Shows documents and folders as thumbnail icons

Document Mode

Document Management System – (typically selected) – selecting this requires that each document uploaded be assigned to a document category. Before saving the document, the user must select a category for the document. If a default document category is selected for this Work Type, then the user can override the default. View/Edit/Delete Permissions can be set by document category which is another reason to select this option. Note: It is best practice to allow searching and filtering by document type. True document management requires documents to be assigned to categories so that documents can be searched and filtered more easily. Just like some folders on your server are restricted to some users.
Cloud Storage – Allows adding files without adding document categories or notes. Not having categories bypasses the user security rules based on document categories. When you add a document, it does not require a Category. Not having categories assigned to documents will bypass any user security rules so any user can see any document stored in this Work Type. Some companies work this way

Default Document Category – When a new document is being added to this Work Item, the default category would be the default category the document would be added to. The user can change the folder by selecting a different category when uploading.

Document Setup

Dragonfly organizes uploaded documents automatically and these settings make it faster and easier for users to find, view, and open documents and files which saves everyone time day after day.

Settings Help

Settings Overview

Adding User Groups and Users

Add User Groups

Add Users

Add or Edit a Work Type

New Work Form:

Add / Edit Custom Fields

Custom Field Types:

Status List

Priority List

Document Categories (optional)

Default Folders

Default Documents (optional)

Automatic Network Folders (optional)

Default Subscription

Email Alerts

Security

Miscellaneous

Document Setup

Categories

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