Configure Perfectview exports

Choose what OutSmart exports to Perfectview when work orders change or complete.

Use the export settings to decide how OutSmart sends data back to Perfectview.

The most common flow exports completed work orders to the linked Perfectview activity.

Available export options

Create activity

Create a new activity in Perfectview when a work order in OutSmart has no linked Perfectview activity yet.

You can choose whether this becomes a task, project, sales opportunity, or support ticket.

You can base that choice on the work order status.

You can also route the activity to a queue.

Draft invoice

Create a draft invoice in Perfectview when a work order reaches the selected status.

You can choose whether invoice lines use prices from OutSmart or Perfectview.

You can set a default product group for missing products.

You can choose which activity types should be invoiced.

You can choose whether hours are calculated per hour, per half hour, per quarter hour, or per minute.

You can round hours up to the nearest 5, 15, or 30 minutes.

You can assign the draft invoice to a specific Perfectview user.

You can also assign it to the employee who carried out the work.

Export work order PDF

Attach the completed work order PDF to the activity in Perfectview.

You can choose which status should trigger this export.

Export form PDF files

Attach completed form PDFs to the activity in Perfectview.

You can choose which status should trigger this export.

Mark activity as complete

Mark the linked Perfectview activity as complete when the work order is completed in OutSmart.

For projects, you can also choose which project phase should be set.

1

Open the Perfectview settings

Go to Settings → General → Software integrations.

Open Perfectview.

2

Choose the export options

In Export settings, enable the actions you want to use.

3

Fill in the export fields

Choose the trigger statuses, activity types, price source, rounding rules, assignment, and other options that fit your flow.

4

Save the settings

Click Save.

The selected export flow is then active.

5

Run an export if needed

Use Export work orders to send all eligible work orders right away.

This button uses the clipboard icon in the bottom-right corner of the settings page.

Important to know

• Export back to Perfectview needs the original external reference.
• Imported activities keep that reference automatically.
• Missing products can be created in the default product group.
• The log shows which export failed and why.

Frequently asked questions

What is the external work order number?

This is the original Perfectview ID stored on the OutSmart work order.

OutSmart uses it to find the correct activity in Perfectview.

What happens if a material does not exist in Perfectview?

OutSmart can create the missing product during invoice export.

Set a default product group first.

Can I use Perfectview prices instead of OutSmart prices?

Yes.

Choose Perfectview as the price source in the draft invoice settings.

What does mark activity as complete do?

When this option is enabled and a work order is completed in OutSmart, the linked activity in Perfectview is set to complete automatically.

For projects, you can also choose which project phase should be set at that moment.

What happens if the export fails?

The log shows the error details.

A note is also added to the work order in OutSmart.

Common causes are a missing external work order number or a customer that was not imported from Perfectview.

Related topics

• Perfectview
• Set up Perfectview
• Configure Perfectview imports