easyJOB integration with awork

easyJOB is a versatile ERP solution for agencies and service providers working on projects. From quoting and project management to billing and controlling, easyJOB brings your data together, provides reports, and can be integrated with other systems through interfaces such as a RESTful API.

With the easyJOB integration, you can sync your project and task management between easyJOB and awork. Mark the items you want to send to awork in easyJOB, and the systems will automatically exchange the relevant data.

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Key benefits and use cases

If you use easyJOB for project planning and awork for task management and time tracking, the integration connects the two tools seamlessly.

• Less manual work through automatic synchronization

• A clear overview of your projects with consistent data in both systems

• Synchronized project structures and tasks (order groups → task lists, hourly activities → tasks)

• Time entries automatically synced back to easyJOB for billing and project tracking

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How to use the easyJOB integration with awork

The integration follows a simple workflow: you mark the items you want to sync in easyJOB. awork creates a project with tasks, and any time you track is synced back.

Sync jobs from easyJOB to awork

1. Mark an order in easyJOB
   In easyJOB, set the field configured as the Sync zu awork field to "true" for the order you want to sync. awork automatically detects and syncs these orders.

2. Review the project in awork
   Each synced order is created as a project in awork. Order groups from easyJOB can become task lists. Only hourly activities that have not been canceled are added as tasks. Other activity types and canceled activities are skipped. If an activity that's added as a task has a named task group, the task is created in the corresponding task list. If it doesn't have a named task group, the task is created directly in the project. From there, you can continue working on the project in awork as usual.

3. Manually sync an order if needed
   As an admin, you can also sync an order manually. Enter its order number or numeric ID. You can optionally link the order to an existing awork Projekt instead of creating a new one.

4. Resync a project if needed
   Projects are synced automatically at the configured interval, which is every five minutes by default. If you don't want to wait, you can manually resync a project as an admin.

Track time in awork and sync it back to easyJOB

1. Track time in awork
   Track your time in awork as usual.

2. Sync with easyJOB
   Your awork time entries are automatically transferred to easyJOB. They're matched according to the following rules:

   • First, awork uses the easyJOB activity linked to the task or its parent task.
   • If there's no direct link, awork looks for a matching hourly activity that hasn't been canceled, based on the awork activity and task list. For tasks without a task list, awork first searches outside an activity group.
   • If no matching activity is found, awork uses "Nicht zuordenbare Stunden".
   • Time can be booked directly to the order only if no activity matches and the corresponding workspace option is enabled.

   New entries, edits, and deletions are synced, so you don't need to make any updates in easyJOB yourself.

If something goes wrong during synchronization, the integration helps keep your data consistent. A consistency check for time entries runs every night. When entries are synced again, existing awork links are reused and already linked easyJOB time entries are updated.

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Common workflows

The integration is customizable. Here are some common ways it's used in practice:

Example: Creative agency

Jobs are marked in easyJOB and automatically created as projects in awork. This keeps task management and time tracking organized in awork.

• Project creation: Jobs from easyJOB are automatically synced to awork. The job number and name are used as the project name, and the customer field is synced.

• Task management: Service items are created as tasks and further organized in awork.

• Time tracking: Time entries from awork are transferred back to easyJOB and assigned to service items.

Example: Full-service agency

Here, the focus is on syncing the project structure and time tracking, as well as matching users by email address.

• User synchronization: Employees are automatically matched using the email address stored in both systems.

• Project setup: A template is loaded from awork during synchronization. Planned hours from easyJOB are transferred to awork as estimated hours.

• Time matching: Time entries tracked in awork are automatically assigned to matching service items in easyJOB. If this isn't possible, the "Unzugeordnete Zeiterfassungen" process is used.

Example: Event agency

The agency uses a structured task list setup: service groups from easyJOB are represented as task lists in awork.

• Task lists: Service groups from easyJOB are added to awork as task lists, and tasks are created automatically.

• Flexible tasks: You can edit, add, or delete tasks in awork while keeping the structure intact.

• Time tracking: Time entries from awork are linked to service rows in easyJOB. If no match can be found, a special service row is created.

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How to set up the easyJOB integration

You can set up the integration directly in awork. You'll need admin permissions in your workspace.

1. Open the integration settings
   In awork, go to "Einstellungen" > "Integrationen" > "EasyJob".

2. Enter your credentials
   Enter the credentials for your easyJOB instance:

   • EasyJob API URL
   • OAuth token URL
   • OAuth client ID
   • Client secret

3. Configure the Sync zu awork field
   Choose the easyJOB field awork should use to automatically identify orders. All orders where this field is set to "true" will be synced.

4. Set the sync interval
   Projects are synced every five minutes by default. If needed, set a different interval between 1 and 1,440 minutes (24 hours).

If you've previously connected easyJOB to awork using n8n synchronization, your existing links can be migrated. You can't perform this migration yourself in the integration panel.

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FAQ

About easyJOB

easyJOB is an ERP solution for agencies and service providers working on projects. It supports the entire value chain, from quoting and project management to billing and controlling, and provides detailed reports.

Data synced from easyJOB to awork

Orders are synced if the configured Sync zu awork field is set to "true". Each order is created as a project in awork. Order groups can become task lists, and hourly activities can become tasks.

Time synchronization between awork and easyJOB

Time entries you track in awork are automatically transferred to easyJOB. New entries, edits, and deletions are synced. A consistency check for time entries also runs every night.

Licenses for both systems

To use the easyJOB integration in awork, you need a valid license for both systems.

Getting and setting up the integration

As a workspace admin, you can set up the integration under "Einstellungen" > "Integrationen" > "EasyJob". You'll need the EasyJob API URL, OAuth token URL, OAuth client ID, and client secret.