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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: Learn more about approvals in Thread

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Step 1: Create a Contact UDF in Autotask

1

Log in to Autotask PSA

Log in 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:
9

Click Save & Close

Click Save & Close to save the new UDF.

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Step 2: Assign the UDF to Contacts in Autotask

1

Log in to Autotask PSA

Log in 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.

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Step 3: Sync Data from Autotask to Thread

Contacts update in Thread automatically, but Contact Types do not — force sync them:
1

Log in to the Thread admin panel

Log in 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 to Contact Types.
4

Wait for the sync to complete

Wait for the sync to complete.
Once completed, Thread will now recognize the Approval Role UDF and use it for the approvals workflow.

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Step 4: Configure Thread to Use the UDF for Approvals

1

Log in to the Thread admin panel

Log in 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.

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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.