❗ Please note that we no longer support the WorkflowMax native integration for new users from March 8, 2023.
Existing users with the integration enabled are not affected.
Quick Start (new users only)
Ensure WorkflowMax permissions are set correctly (see below)
Visit https://app.runn.io/integrations and turn on your WorkflowMax integration
Click the "Xero account" link, and follow the steps to allow Runn access to your WorkflowMax account.
Select "Sync Clients & Projects" and "Sync People"
Press "Save & Runn"
After syncing is complete. You will need to create your Roles within Runn and then visit the People List page, select bulk edit, and add the roles to all your team
Archive any People or Projects that are no longer on-going
Visit the Settings -> Integrations and turn on "Sync Actuals"
Press "Save & Runn"
You data will now be sync'd daily with WorkflowMax
Quick Start (existing Runn users)
If you are an existing Runn customer, who already has their people and projects entered into Runn. Please contact Runn support via the chat link below or via firstname.lastname@example.org and we will help you get set up. If you simply turn on the integration, it will create duplicate projects and people.
How the WorkflowMax integration works
Our WorkflowMax integration will run once a day to pull any new people, clients and projects from WorkflowMax into Runn. It will then update all the timesheets within Runn that have been entered into WorkflowMax.
If you change a project name, or update timesheets in Runn it will not update WorkflowMax. WorkflowMax should be used as your primarily time tracking system when 'Sync Actuals' is turned on.
If you change the name of an existing project, or client within WorkflowMax we will not update it in Runn. We keep the original name that was imported (this allows you to change the name in Runn without worrying it will get changed by an external source).
To authorize Runn to connect to WorkflowMax, the person setting up the integraton will need the "Authorise 3rd Party Full Access" permission set to "Full".
To check or set this permission, log into WFM and click Business > Settings > Staff > (Name of staff member) > Scroll to bottom of page -> Check 'Full' next to Authorise 3rd Party Full Access > Save
If you can not see these options, you will need the account administrator to give you this permission.
A person has the role "Unknown" what happened?
WorkflowMax does not have the same idea as a Role that Runn has. We therefore bring all new people in with the role "Unknown". You can visit the person details page, and edit the person's role there. If you need to update many roles at the same time, visit the people list page and use the bulk edit functionality.
I created a client, project, or person in WorkflowMax and it doesn't appear in Runn
Runn will update once a day with new data from WorkflowMax. If you need access to it right away, you can visit the Project List or People List pages and click the "Sync Projects" or "Sync People" button to bring in new data immediately.
What happens if I have existing People/Projects in Runn and turn on the integration?
Runn will be unable to match your existing People and Projects to WorkflowMax, and you will have duplicated. Instead you must add a WorkflowMax ID to each person/project/client before turning on the sync. Please contact email@example.com and we can help you get set up.
Where should I add new People/Projects first?
You should add new People or Projects into WorkflowMax first, then wait for it to appear in Runn.
What Projects are synced to Runn?
Projects - All future jobs and jobs have finished in the last 6 months will be imported into Runn, except jobs with the following statuses:
'On Hold', 'Cancelled', 'Completed'
How can I ignore a specific project (such as leave?)
After importing a project, you can add the tag
sync_off to the project.
If you have data for this project, you can duplicate the project, ensure the workflowmax id is in the references, and then delete the original. Now add
sync_off and it should not sync on next update.
I see 0 has been entered for our staff - even thought their timesheets haven't been completed in WorkflowMax
To ensure that Runn shows the same totals as WorkflowMax, when you enable an integration we turn on an account setting called "Autofill Actuals". At the end of each week, we will automatically set any dates we are missing with 0 hours completed. This will remain until the user enters their real hours into WorkflowMax - in which case 0 will be overwritten within 24 hours. For more detailed explanation of missing actuals, or to turn it off see our Missing Actuals help doc.
Additional actuals appearing in Runn compared to WorkflowMax
There are some edge cases that our integration does not handle. However this should be rare, and easily picked up by a project manager who is keeping an eye on the project performance.
The two main ones you may encounter are:
Someone adds time to the wrong project. Then deletes the time and adds it to a different project.
Unfortunate Runn is unable to delete times off - as the API we use does not inform us of deletions. Instead this will need to be manually corrected in Runn.
Someone has time repeated against two roles in a project
Runn will try and find the best role to put the time against. However, if someone changed roles half-way through a project (such as intermediate to senior). And after the data was imported, someone went back and changed their role on the project. Next time we run the import - it will see their is no data against their new role and import it again that as well. To fix this you can delete the time entries agains the old role.
You can avoid this situation by pro-actively change their role on the project before the change occurs. For example, if they were going to change to senior in two weeks. I would update the plan to have them as senior starting from two weeks. Then Runn will match up the role correctly based on the role they were assigned on the day of the actual.