Linking to the Autotask Products, Services, and Labor Databases

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Linking to the Autotask Products, Services, and Labor Databases

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The Corporate Edition of QuoteWerks can link to the Autotask Product ,Services and Labor databases. This is valuable because you will have real-time access to your Autotask products and more importantly your inventory.

In order for QuoteWerks to link to the Autotask databases, you must have Autotask set as your Contact Manager on the Contacts -> Setup Contact Manager menu and the integration must already be fully set up. Otherwise, QuoteWerks will be unable to communicate with Autotask. Once this has been completed, follow these steps to link to Autotask Product and Services Databases:

Step 1: Launch QuoteWerks.

Step 2: In QuoteWerks, go to the Products -> Setup Product Sources menu, then select the [New] button on the Product Data Source Setup window:

Note:Because Autotask has a Products, Services and Labor database, you will need to run the wizard three times. Once for the Products database, once for the Services database, and the again for the Labor database.

 

Step 3: From the “Select Database Type” window, select “Autotask Products”, “Autotask Services” or “Autotask Labor” from the drop down menu:

Then click on the [Next] button to move to the next step.

 

Step 4: This window allows you to map the Autotask item fields to their QuoteWerks counterpart. By default, we have already mapped the Autotask fields to QuoteWerks fields.

If you want to change our default selections, simply select the Autotask field on the right, then select the QuoteWerks field on the left and choose to map or un-map the fields.

Click on the [Next] button to move to the next step.

 

Step 5: On this window you can set the name of the product data source. It is highly recommended that you use the name “Autotask Products” when setting up the products database and “Autotask Services” when setting up the services database, but you can enter in an alternate name if you would like to.

 

Step 6: On this window you can “Set Column Titles.” Column titles are the names of the columns as they will appear in the Product Lookup window for this product source.

For example, in QuoteWerks the field name is called ‘Cost' but the Column Title is 'Unit Cost'. You may want to refer to this as simply ‘Cost.’ By clicking on the [Change Title] button you can rename the column title:

Click on the [Next] button to move to the next step.

 

Step 7: If the ‘Individual Product Data Source level security’ has been enabled, the Security step will appear next:

Here you can control the level of access each User or Group has to this Product Data Source. For details, see the User Maintenance and Security chapter.

 

Step 8: Here, you can choose various options for the product database.

Product Lookup Custom Menu Items

You can create custom right-click menu items specifically for this Product Data Source. Please see Customizing Product Fields, Contact Fields, and Menus.

Show all products/services when product source is selected

Choose this option to display all of the products and services in the database when you select this product database from the Product Lookup window. If you have more than 5,000 items in your product database, it is recommended that you do not select this option.

 

Click on the [Finish] button to complete the link to the Autotask item list.

 

Step 9: Once you click on the [Finish] button it will return you to the Product Data Source Setup window where you can confirm that the link to the Autotask Products database or Autotask Services database was established:

 

Step 10: To use the link, select the Products -> Lookup menu and select the Autotask data source you would like to use.

To perform a wildcard search in the manufacturer part number field, you ca use the ‘Begins With’ checkbox and/or the wildcard % symbol.

Autotask Products and Services can also be used Bundles and Configurations in QuoteWerks if you are quoting from these databases on a regular basis and sell grouped or kit items.

Clicking on the button will open the Etilize Panel and let you update product descriptions when adding the item to your quote with the description from Etilize if the manufacturer number of the part in Autotask matches the part number in Etilize.

Note:        You must have Etilize licensing in order to use this functionality.

Example: If you wanted to see every item with a description that began with the word “door”, you could check the ‘Begins With’ box and enter “door” in the Description.