Setting up Zigaflow
Get started with Zigaflow and set up templates, workflows, custom fields, pre-builds and company settings
50 articles
- What each module doesLearn what each Zigaflow module does, from leads and quotations to jobs, purchase orders and invoices, and the names teams often rename them to.
- How to set up ZigaflowWhat you need to do to get up and running - and get the most from Zigaflow
- Rename modulesRename any Zigaflow module from the settings cog by editing its singular and plural names to match the terms your team already uses.
- Set what columns and fields to display (show/hide)Show or hide columns and fields on list views, the top of the edit screen and the items tab for quotations and jobs/sales orders.
- Set up tagsUse the tags for Orders, Items, Customers, Tasks, etc. to make it easy to filter and report as well as control automations
- How to rename, remove or add a statusHow to make Zigaflow reflect your business and business language by editing statuses and workflows
- Importing your dataSee which data you can import into Zigaflow, from customers, contacts, items and stock to leads, quotes, jobs, purchase orders, invoices and contracts.
- Rename form fieldsRename system field labels and line item grid columns on Zigaflow screens without changing the document variable names.
Company settings
Set your time zone, logo, URL and other company details
- Set your financial year informationSet the day and month your financial year starts in Zigaflow account settings so your reporting uses the correct financial year.
- Set your business detailsAdd or update your business details in Zigaflow, such as addresses and contact details, from Account Settings under the cog icon.
- Adding your logo for documents and emailsAdd your logo once for it to appear in all of your documents or emails created from your Zigaflow account
- Use your logo on screensUpload your company logo in Branding settings so it shows in the Zigaflow menu bar, and refresh your browser if it doesn't appear.
- Set timezone and languageSet your company's default timezone and language in Zigaflow by editing and saving your account settings from the cog menu.
- Using your URL for ZigaflowUse your branding and URL on the Zigaflow pages shows your customers, and use your URL for internal access
Document templates
How to create and edit document templates for quotations, orders, invoices and more
- Document templates explainedLearn how Zigaflow document templates work as Word files, where to find PDF variables, and how to set up static and expanding data tables.
- Editing document templates onlineIdeal for changing text or other simple changes. For more complex changes, download to edit on your desktop.
- Download, edit and upload document templatesThis is easier when you are making major changes to a document template
- Finding document variables and tagsFind and copy document variables for your PDF templates by module, and see which non-line item variables you can also use in emails.
- Adding customer signatures to PDF templatesAdd the signature variables to your quotation, job and contract PDF templates so signed documents show the signer's name, signature and date.
- Section styles - different tablesUse different columns and apperance for different sections on the same document
- Images and photos in PDF documentsFix line item images that are sized wrongly in PDF documents by setting fixed-width table columns and choosing JPEG or PDF templates.
- Specification tablesProvide more extensive details for the items or products in your document
- PDF password - set or removeSet a password to protect every PDF document Zigaflow creates, or untick the setting to remove password protection, from the Advanced settings menu.
- Setting up label printingUpload label templates for the stock allocation, items list and purchase order screens, and check which variables you can print on each label.
Pre-builds
Pre-builds are the building blocks for getting the most from Zigaflow
- Pre-builds explainedLearn what pre-builds include, where to set them up, and how to pick them from the New dropdown to apply preset templates, emails and tasks.
- Create or find a pre-buildOpen the pre-builds settings from the cog, choose the module you want to work on, and edit an existing pre-build or create a new one.
- Setting up a pre-buildCreate a pre-build with a name, PDF and email templates, staff notes, default sections, automated messages, tasks, eForms and attachments.
- Setting the document and email templates on a pre-buildThese are automatically used when a quotation, job/order, etc., is created from the pre-build.
- Pre-builds - set when an eForm is to be created and linkedAn eForm can be automatically created when the parent quotation, job/sales order moves to a new status
- Pre-builds - set when a feedback form is generatedChoose the status that generates a feedback form on a pre-build by appending a feedback pre-build and editing the status it is generated on.
Custom fields
Add your own fields to Zigaflow so it holds the data your business needs
- Create a custom field in a moduleCreate a custom field in a Zigaflow module, show it on list and edit screens, and add it to a document template using its variable.
- Change the dropdown options in a custom fieldEdit the dropdown options in a Zigaflow custom field and use Create/Update Across Modules to publish the changes to other modules.
- Create an item custom fieldCreate a custom field for all items, fill in its value on an item, see it in quotations, and add its variable to a PDF document template.
- Import custom fields from a spreadsheetUse the Flexi-import to load custom field data for items from a spreadsheet, matching item codes and mapping columns to existing custom fields.
- Adding custom fields to companies/customersCreate custom fields to store extra information about your customers, then add them to document templates so they display on your PDFs.
Automation
Set up automated messages and other automations in Zigaflow
Setting up screen views
Configure your screens based on statuses
- Questions and playbooksConfigure screens based on their status and add mandatory/required fields
- Add questions & answers to document templatesUse the {Question_Name} and {Answer_Name} variables to show pre-build questions and answers from quotes and jobs on your PDF document templates.
- Setting the visible item columnsCreate item column view sets on quotes and jobs, choose which columns to show or hide, and switch between saved views on any document.
- Setting the visible columns and panel fieldsSet the default visible columns on list screens and fields on panel views. Any user can swap between these.