Overview
This guide explains how to create a User-Defined Field (UDF) in Autotask, assign it to contacts, and configure Thread to use approvals. Approvals can be used in the following:
Click here for more information on approvals
Step 1: Create a Contact UDF in Autotask
1
Login to Autotask PSA
Login to Autotask PSA.
2
Click Admin in the top navigation bar
Click on Admin in the top navigation bar.
3
Select User-Defined Fields (UDFs)
Select User-Defined Fields (UDFs) under Application-Wide (Shared) Features.
4
Click the Contacts tab
Click on the Contacts tab.
5
Click New to create a new UDF
Click New to create a new UDF.
6
Enter a Name
Enter a Name: (e.g.,
Approval Role)7
Select the Field Type
Field Type: Select
List (Single Select)8
Add Contact Types and define approval roles
Under the List Options click New to add Contact Types and define approval roles, such as:Approval Role****DescriptionApproverReviews and approves or denies requests.FinanceReviews and approves requests related to budgets, expenses, and financial impact.ProcurementReviews and approves vendor, contracts, and purchasing requests.Human ResourcesReviews and approves new hire, termination and other human resource related requests.Change Advisory Board (CAB)A committee that reviews and approves system-wide IT changes.
9
Click Save & Close
Click Save & Close to save the new UDF.
Step 2: Assign the UDF to Contacts in Autotask
1
Login to Autotask PSA
Login to Autotask PSA.
2
Go to CRM > Contacts
Go to CRM > Contacts in Autotask.
3
Search for and select the contact
Search for and select the contact.
4
Find the Approval Role UDF field
Find the newly created Approval Role UDF field.
5
Choose the correct role from the dropdown
Choose the correct role from the dropdown (e.g., Approver, Procurement).
6
Click Save & Close
Click Save & Close.
Step 3: Sync Data from Autotask to Thread
NoteContacts are automatically updated in Thread. However, you will need to force syncContact Typesby following the steps below:
1
Login to the Thread admin panel
Login to the Thread admin panel.
2
Go to the PSA Sync tab
Go to the PSA Sync tab.
3
Click Force Sync next to Contact Types
Click Force Sync next toContact Types.
4
Wait for the sync to complete
Wait for the sync to complete.
Step 4: Configure Thread to Use the UDF for Approvals
1
Login to the Thread admin panel
Login to the Thread admin panel.
2
Go to Admin > Integrations > PSA > Settings
Click Admin > Integrations > PSA > Settings.
3
Locate the Approval Field setting
Locate the Approval Field setting.
4
Select the UDF you created in Autotask
Select the UDF you created in Autotask (e.g.,
Approval Roles).5
Click Save Changes
Click Save Changes.
Completion
- Check a request in Thread to ensure that approvals are assigned correctly.
- If the UDF is not showing, verify that the Autotask-Thread sync was successful.
- If issues persist, reach out to support.