Linking Quotes to Jobs | Field Aware Help Center

What's new in this release?

We are pleased to introduce an important update that streamlines the connection between quotes and jobs in your workflow. This release focuses on automatically creating and displaying links between quotes and jobs when a quote is converted to a job. These new features will improve navigation, visibility and control over your records, ensuring a smooth and efficient user experience.

Fig 1. The Quote record showing the associated Linked Job

Fig 2. The Job record showing the associated Linked Quote

How to enforce the automatic linking of Quotes to Jobs?

To enable this rule, navigate to the Company Settings page. Scroll down until you see a new setting called Link Quotes to Jobs , here you can switch on the toggle to enforce the new rule.

Key Benefits

Improved Traceability: The automatic linking between Quotes and Jobs ensures that records are easily connected, providing better traceability.
Enhanced Workflow Efficiency: Navigating between Quotes and Jobs is faster and more intuitive, allowing for smoother transitions between related records.
Data Consistency: The enforcement of a one-to-one relationship between Quotes and Jobs ensures data accuracy, eliminating confusion and duplicate job creation.
API Flexibility: Integration with the FA Open API provides flexibility for external reporting and workflow management.

Key Features

1. Automatic Link Creation Between Quotes and Jobs

What’s New: When a Quote is converted into a Job, a link will now be automatically created between the two records. This link will appear in both the Quote and Job, making it easy to navigate between the related records.
How to Use It: Upon converting a Quote into a Job, the link will be visible on both the Quote and Job record pages. Simply click on the link to navigate between them.
Benefits:
- Ensures clear, traceable relationships between Quotes and Jobs
- Enhances workflow efficiency by enabling quick access to related records

2. One-to-One Relationship Enforcement

What’s New: A new business rule is enforced to ensure that each Quote can only be converted into a single Job, eliminating the previous possibility of one-to-many relationships. This guarantees consistency across your records. This is enforced via a new company setting.
How to Use It: Once the feature is enabled, each Quote can only create one Job. If a user tries to create additional jobs from the same quote, the system will prevent it, ensuring a one-to-one relationship.
Benefits:
- Maintains data integrity by preventing duplicate jobs from a single quote
- Reduces errors and confusion in managing quote-job relationships

3. New Column: “Linked Quote” in the Jobs List View

What’s New: A new column, “Linked Quote,” has been added to the Jobs list view. This column displays the quote associated with each job, allowing for easy tracking and navigation.
How to Use It: When viewing the Jobs list, you’ll see a “Linked Quote” column via the Filter button. Click on the quote to navigate directly to the associated Quote record.
Benefits:
- Quickly view and access the originating quote for each job
- Enhances visibility of relationships across the Jobs list

4. New Column: “Linked Job ID” in the Quotes List View

What’s New: A new column, “Linked Job ID” has been added to the Quotes list view. This column displays the job created from each quote, making it easy to identify job-quote associations.
How to Use It: When viewing the Quotes list, the new “Linked Job ID” column via the Filter button which will display the job associated with each quote. Clicking the link will take you to the job record.
Benefits:
- Simplifies navigation between quotes and jobs from the list view.
- Improves visibility into quote-job relationships at a glance.

5. Customizable Display & Filtering Options for Linked Fields

What’s New: Both the "Linked Quote" and "Linked Job" columns can be filtered and customized via the display grid settings. You can choose to show or hide these columns and filter the lists to focus on quotes or jobs with linked records via the Display Grids Columns.
How to Use It: Use the display grid options in the Quotes and Jobs list views to include or exclude these columns. You can also filter to show only quotes with linked jobs or jobs with linked quotes.
Benefits:
- Full control over how information is displayed, allowing you to focus on what’s most relevant.
- Quick access to records based on specific criteria, such as only showing records with a linked job or quote.

6. API Access for Quote-Job Relationships

What’s New: The association between a Quote and its linked Job can be accessed via the FA Open API for users with valid API tokens. This allows integration with external systems for reporting or other purposes.
How to Use It: API users can query the Linked Quote field in the Jobs API to retrieve details of the associated quote.
Benefits:
- Enables external systems to retrieve linked records, enhancing reporting and analytics.
- Provides flexibility for businesses that need to integrate with other tools or platforms.

7. New Company Setting

What’s New: A company setting has been added to accommodate users who currently use a Quote to create multiple jobs. When this setting is enabled, these users will not be subject to the one-to-one relationship enforcement.
How to Use It: System administrators can enable this setting for users who need the flexibility to create multiple jobs from a single quote.
Benefits:
- Provides flexibility for companies using Quotes in non-standard workflows.
- Ensures that business rules align with each organization’s specific process requirements.

Feedback and Inquiries

If you have any questions or encounter any issues, please don't hesitate to contact our support team. We're here to help you make the most of these new workflow improvements!

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