WorkBook release note

Transcription

1 WorkBook version: Release date: 01/10/2013 Author: René Praestholm DOWNLOAD AS PDF HIGHLIGHTS IN THIS RELEASE Collaboration Many new improvements added in collaboration between team members and portal users. Read more Designing your own lists In many grids it is now possible to choose what columns to show and what columns to hide. Read more Ticket coupon function A new option to add a Ticket coupon job has been added. Read more Importing credit card transactions If you are using much time each month with credit card transactions, then this will make happy. Read more Estimated Time Completion A functionality that will allow users to ask for more time if they are running late on a task. Read more Create customer & Debtor This new feature allows a debtor to be created automatically when you create the customer. Read more General notice: As new views, tab s and reports are not automatically added to each user due to access rights controls, please remember to check your access rights settings if you want to allow access to the new features. Contents CRM & Pipeline Management Convert a prospect to a customer Seeing what pipeline is linked to a job Social media data on contacts Country added to contact data Link more than one job to a pipeline Move contact to another resource Deleting contacts Suggesting Setting activities as Done from the Activities list System variable no. 803 Automatically create a pipeline... 9 Projects & Jobs Conversation & Notifications... 9

2 12. HTML page and notification on task comments Incomplete time entry reminder Time entry approval notification Price quote approval Notification back when the item sent for approval has been approved Notification setup New view in Expenditures: Planned vs. elapsed time and costs System variable no. 821 Default delivery date on Purchase orders Time sheet approval user s own approval System variable no. 806 Debtor public number required on invoices Set a special invoice number sequence for consolidated sub-invoices Added a Resource filter to report Copy Description from another job Attention person on invoices Public company number required Create customer / automatically add debtor Quick time entry Ticket coupon jobs Move price quote lines Deleting multiple phases Copying price quote from another job New Discount column in Price quote and Invoice New Buffer column in Price quote Copying Price quote to Invoice, title and introductory notes Amount rounding feature Price quote show 0 lines in price quote layout Price quote / Project quote Partial invoice: new methods Partial invoice: elimination of partial invoice Report 457 Invoice list with debtor balances Material entry from Expenditures Time sheet cleaning up buttons Mileage Google maps suggestion Block editing of briefing if it s being edited by another user Suggest where to save an Scheduling ETC Estimated Time Completion New front page in scheduling... 31

3 49. New schedule view: Task Matrix New schedule view: Schedule Matrix New to-do list Personal calendar view Right click menu when clicking on a task Mark a task as read / unread Starting the timer Designing your own to-do list Colour schemes Move a task to another job Double click on a task Show booking on task card Remembering Number of weeks in Weekly scheduling Capacity chart now shows absence Finance Report 341 Profit analysis by dimension Report Personal expense report Report 286 WIP adjustments overview Quick booking of debtor payments in the general ledger Report 431 VAT code combinations Report 449 Voucher data sheet Adding purchases to closed jobs Massive performance enhancements WIP adjustments notification Administrative follow-up Open material entries Expense entry: import credit card transactions Expense entry: receipt options Subscription responsible Default holding account on journal types Finance change log System variable no. 823 Allow tax code on expense entries Universal improvements Adding your own shortcuts Redesign of My settings window Designing your own data grids Price list calculator Exporting reports Deleting Access Roles... 50

4 85. ing from WorkBook Report file names Employee cross company access Employee basic settings list Holiday calendar for each user Capacity profile exception Search improved Mail import improvements Printing Hebrew letters Using + and, and mouse scroll wheel in date fields Company name and unread notifications in the browser tab Adding a new employee force to update password on first login Get the latest system news and notifications Basic users access to Jobs book Sidebar close... 60

5 CRM & Pipeline Management 1. Convert a prospect to a customer We have made it easier to convert a prospect to a customer, without having to convert a pipeline first. Simply click this button to convert. 2. Seeing what pipeline is linked to a job Previously you could only see that a job was linked to a pipeline from the pipeline details. Now you are also able to see it on a job, by opening the job property sidebar. 3. Social media data on contacts You can now add social media information to your contacts.

6 4. Country added to contact data In addition, Country is now added to the contact data. 5. Link more than one job to a pipeline We have made it possible to link more than one job to a pipeline. This feature allows you to split the pipeline amount into several jobs. 6. Move contact to another resource You can now move a contact from one resource to another, by clicking this button.

7 7. Deleting contacts When trying to delete a contact the system will now check to see if the contact has been used/inserted elsewhere in the system (for example on Activities, Jobs). If so, it will deactivate the contact as opposed to deleting it. You can include deactivated contacts by ticking the checkbox as seen in the screenshot below. Should you wish to enable a contact again, you can do so by clicking here: 8. Suggesting

8 When adding a new contact the system will now try to guess parts of the contact s address, if you have typed in the website URL here: Then the system will add any data after sign to here: 9. Setting activities as Done from the Activities list Clicking here will now set an Activity as Done.

9 10. System variable no. 803 Automatically create a pipeline This variable controls the default behaviour for adding a new pipeline when adding a new prospect. The default setting is that the system will suggest adding a new pipeline every time you add a new prospect. Projects & Jobs 11. Conversation & Notifications Many great enhancements has been added to the Conversation & Notification module in this release. A. Quick time entry while responding to a conversation. The time will be added to the job/task and to your time sheet for today.

10 B. Drag and drop files to conversations C. Private comments: when you add a new comment, you have the option to reply privately. You only need to use this option if you have your customers working in the system through the Customer portal and you only want employees to see your comment. Private comments are only shown to internal employees. D. Deleting or editing a comment: if no one has yet made a comment after you have submitted your comment, then it is now possible to delete or edit a comment. You can only edit your own comments.

11 E. If a user is currently on holiday or absent in any other way (and this absence has been added to the system), then WorkBook will raise a warning if the user is mentioned in a comment. F. Open a file attached in a conversation, in Google Docs: if you prefer to open a file in Google Docs, then you can set that preference in system variable no. 789 and click on the file name to open this in Google Docs. Clicking on the green disk icon will download the file. 12. HTML page and notification on task comments You can setup the system to send out an when a new comment has been added to a task (that you are involved in). See this video for more information. This is also useful when you collaborate with customers through the portal. For example, when a customer contact creates a new conversation and attaches a file, they can choose who to notify about this. Remember to have SMTP settings enabled and system variable no. 832 with a valid URL. New Notifications: A. Tasks without sufficient capacity If you by mistake have allocated a task with too many hours to a user that does not have sufficient capacity, this notification will be raised. B. Subscription agreements ready for billing If you have the Subscription management module enabled, and the system has recognized subscriptions that are ready to be invoiced, then this notification is raised. C. Debtor invoices with overdue payments If an invoice is overdue, this notification is raised. D. Monthly finance check list If the monthly finance checklist has not been completed, this notification is raised.

12 E. General ledger approval This notification has been improved with showing the actual records for approval. F. Time entry approval enhancement The time entry approval notification is now capable of showing the entries grouped by employee/customer. G. Material entries under preparation This notification will show a list of material entries under preparation. Is highly useful if you have forgotten to submit them for approval. H. Mileage entries under preparation This notification will show a list of mileage entries under preparation. Is highly useful if you have forgotten to submit them for approval. I. Subsistence allowance entries under preparation This notification will show a list of subsistence allowance entries under preparation. Is highly useful if you have forgotten to submit them for approval. J. Project postings This notification will show you the project postings that awaits posting. K. Imported s ready for processing This notification will show you a list of imported s that are ready to be saved or converted to a task. L. Yesterday s time entries on jobs where you are responsible This notification will show you a list of time entries submitted within the last 24 hours on jobs that you are the project manager on. 13. Incomplete time entry reminder We have enhanced the incomplete time entry reminder, so that you now are able to punch in the time directly from the notification content window, instead of having to open up the time sheet.

13 14. Time entry approval notification As time entries is send for approval the minute they are entered, we have added an option to Hide today s time entries. This is to avoid approving and locking time entries that might undergo changes by the employee before the day is done. 15. Price quote approval

14 This notification now includes the option of printing a preview of the actual price quote directly from the notification list, instead of having to leave the window and look up the job. 16. Notification back when the item sent for approval has been approved The system now supports the ability to send back a notification to the originator, when all approvers have approved either a price quote, invoice, purchase order or general ledger. 17. Notification setup All notifications are now maintained from Settings / Advanced tools / Conversation & Notification setup. From here, you can enable new ones on your system or control how often they should run (or force them to run now, by clicking on the context menu).

15 18. New view in Expenditures: Planned vs. elapsed time and costs The main purpose of the view is to monitor how the job progresses compared to Scheduled hours and with numbers measured at cost prices. Furthermore, to illustrate how much money should be earned on external purchases (according to price list) and whether or not the job earns more or less than this general expectation. See more in this help article. 19. System variable no. 821 Default delivery date on Purchase orders

16 You can now set what date is to be used for delivery dates on purchase orders. Options are to use delivery date from job, job end date or todays date. 20. Time sheet approval user s own approval System variable no. 807 can now control moving of time sheet entries to status For approval once daily, if the user has not approved them already. This is useful if you require employees to submit/approve but they often forget. 21. System variable no. 806 Debtor public number required on invoices This system variable control if the invoice is required to have a debtor public number provided, before allowing to be approved. (Debtor public number = Tax/VAT/Company number) 22. Set a special invoice number sequence for consolidated sub-invoices If you prefer that sub-invoices run in a special invoice number sequence, this can now be done by enabling system variable no Enabling this will then automatically have the system assign sub-invoice number/1 sub-invoice number/2 to all sub-invoices. 23. Added a Resource filter to report 68 This report now allows filtering on specific employees, departments, company etc. 24. Copy Description from another job It s now possible to copy a Description from one job to another.

17 25. Attention person on invoices If no attention person is selected here, then the invoice report will not show the label Att. either. Furthermore, you can now add a contact person directly from here, instead of having to open the Resources book. Click the + button to add a contact. 26. Public company number required

18 In some countries, law states that the invoice must have the debtor company number printed. A new system variable, no. 806, now checks if the debtor has a public company number entered. If the system variable is enabled and no number is provided, you cannot approve sales invoices made on this debtor. 27. Create customer / automatically add debtor A great addition for the clients that run WorkBook without the finance module enabled, is the option to automatically add a new debtor when a customer is created. As seen in the bottom, you can select the company in which the debtor is added. Make sure to enter the address information correctly, so your invoice address details will be correct. 28. Quick time entry In the continued effort to make it easy to fill in your hours to the time sheet, we have added the Quick time entry button many different places.

19 Here is a couple of examples: Jobs book Task card in Scheduling 29. Ticket coupon jobs If you are selling hours in bulks/tickets like support for 20 hours, WorkBook now has a special feature for this. By enabling system variable no. 792, the Ticket coupon type selection becomes visible in Create new job window. Once you have done an invoice (for example, an Invoice on Account for 20 hours), then this feature will trigger WorkBook to send you a notification / warning, when the 20 hours (from the example above) have been used. Hour ticket: means that the system will notify you when NUMBER of hours (from the invoice) has been exceeded. Total expense ticket: means that the system will notify you when the AMOUNT (from the invoice) has been exceeded.

20 If the NUMBER of hours or AMOUNT is exceeded then the Project Manager will be notified through a notification as seen below. 30. Move price quote lines You can now move price quote lines up/down by clicking here: 31. Deleting multiple phases In both Price quote and Invoice, it s now possible to delete multiple phases in one go.

21 32. Copying price quote from another job We have improved the performance when copying a price quote from another job. 33. New Discount column in Price quote and Invoice The discount column will allow adding a discount related to a specific line. The discount can also be shown in the price quote/invoice report*. * If you would like the discount column to be shown on the price quote/invoice report, please contact your WorkBook partner to have the layout adjusted. In addition, by clicking this button you can calculate a discount and add that to the quote:

22 34. New Buffer column in Price quote The Buffer column will allow adding a buffer related to a specific line. A buffer is another word for a price range, so for example if you are not sure, if the price is going to be 1000 or 2000 you can use the buffer like this: *In the price quote it will now show two columns Price and Buffer * If you would like the buffer column to be shown on the price quote/invoice report, please contact your WorkBook partner to have the layout adjusted. 35. Copying Price quote to Invoice, title and introductory notes If you have entered a Title + Introductory notes in Price quote and copy this to invoice, then WorkBook will now copy title and introductory notes as well. 36. Amount rounding feature

23 This button will automatically do a rounding of amounts. 37. Price quote show 0 lines in price quote layout There are different opinions on how the system should show price quote lines if the amount = Some of our clients are of the opinion that 0 lines should be shown and others think not. We have now added a new system variable Hide zero amounts on price quote lines no. 837 to control how this works. If turned off it will not show 0.00 amounts, however the activity name will be visible. If turned off it will show both activity name and 0.00 in amount. 38. Price quote / Project quote It s now possible to include multiple price quotes into the same Project price quote. Simply do price quotes on each job and from the Reports list, choose report 448. This report will allow you to print all price quotes on jobs, belonging to the same project. 39. Partial invoice: new methods

24 We have added 10 new insertion methods when transferring partial invoice lines. Activity as phase and task summarised on activity line Resource as phase and task summarised on activity line Resource as phase and task phase & task summarised on activity line Resource as phase and activity summarised on activity line Task phase as phase and resource summarised on activity line Task phase as phase and resource & task summarised on activity line Task phase as phase and task summarised on activity line Task phase as phase and activity summarised on activity line Task as phase and resource summarised on activity line Task as phase and activity summarised on activity line 40. Partial invoice: elimination of partial invoice

25 If you have already done a partial invoice but would like to credit it, then you can now choose this option. The system will create a credit note and insert the invoice lines from the partial invoice. 41. Report 457 Invoice list with debtor balances A new report has been added that will show debtor information and payment status relating to sales invoices. The report is based on the job filter set which gives the opportunity to narrow down to a single customer etc. See more information about this report in this help article. 42. Material entry from Expenditures

26 We have added the option to add material entries from the Jobs book, making it easier to add them in case you forgot. 43. Time sheet cleaning up buttons We have seriously cleaned up buttons in the time sheet making the window easier to overview. All buttons except Add job and Approve time sheet has now been moved to this content menu. Also, notice that you are now able to add material and mileage entries from within the time sheet. For example, if you have done a time entry and would like to make a mileage entry on the same job, simply select the Add mileage entry option and then the system will find the customer and job etc. automatically.

27 44. Mileage Google maps suggestion We have added the option to let Google suggest the distance between 2 locations. You can use this to update your location combinations (the distance WorkBook will suggest to the users, when they enter mileage). 45. Block editing of briefing if it s being edited by another user The system will now check if another user is currently editing a briefing.

28 Edit mode When another user is opening the briefing, the system will display a warning in the bottom.

29 46. Suggest where to save an If the system can find a match on the contact address on the imported , then it will automatically suggest that customer in the import list. To accept the suggestion simply click on the button next to the Suggested job column. Scheduling 47. ETC Estimated Time Completion ETC is the abbreviation for Estimated Time Completion. When enabling this in WorkBook you trigger the system to ask the users, assigned to tasks, if they are on track in completing within assigned number of hours, or they would need more hours. In order to enable this feature, you need to enable system variable no. 405 which has 3 settings: - Disabled - Enabled on billable jobs - Enabled on all jobs Once enabled for instance on all jobs, all new jobs that you create in WorkBook will have this setting enabled here (for existing jobs, you need to enable this manually):

30 So, let s say you allocate a task to an employee for 12 hours. The employee starts working on the task, and if he want to make a request for more hours, he can do so by right clicking on the task in the to-do list. The ETC filled in will be the total number of hours to complete the task. For example, if the employee has been assigned for 12 hours and now uses 2 hours, and request 12 hours, then the total allocated time will be 14 hours. In other words, the ETC request is the total hours needed. Once the employee submits the ETC request, it will go to the Task Responsible on the job for approval. If no Task Responsible has been set, it will automatically revert to the Project Manager on the job. If the ETC request is accepted, a notification will be sent to both the employee sending the ETC request and the Task Responsible/Project Manager.

31 The number of hours allocated will be increased upon acceptance of the ETC. 48. New front page in scheduling The first thing you will probably notice is the new front page. We realized that we had many views in the previous list. We think this new front page provides a better overview.

32 49. New schedule view: Task Matrix This new view will show you the allocated tasks/hours for each employee. The benefit is that you can edit the allocated hours directly in the view. In addition, you can add new tasks using the buttons in the upper right corner. For instance, if you want to clear a day in the calendar for an employee, just clear the number of hours and enter them on another day. 50. New schedule view: Schedule Matrix Another new view is the Schedule Matrix. Again, as the Task Matric explained above, you can edit the allocated hours directly in the view making it really easy to adjust. In this view you will see the employees horizontally as opposed to vertically as in the Task Matrix.

33 Also, notice how you can change the period to e.g. week summary. This is useful if you would like to check how well utilized the employees are on a weekly/monthly basis. 51. New to-do list A completely new and re-written to-do list is now available. Notice also the option to enter hours in the bottom of the screen. 52. Personal calendar view New personal calendar view is available. It s basically the to-do list in a calendar view.

34 53. Right click menu when clicking on a task The right click menu now has a lot more options than previously. 54. Mark a task as read / unread

35 You can now mark a task as read / unread. Unread tasks are shown in bold. 55. Starting the timer When you start the timer, it now shows here, and visually counts the time. 56. Designing your own to-do list One of the great features in this release is the ability to design your own lists or at least decide exactly what columns to have visible and what column to group by. If you want to hide a column (because you do not need it), simply click the Show/Hide columns and select the column you do not need.

36 (the setting is saved on your computer, so if you switch to another computer, you ll need to do it once more). 57. Colour schemes In scheduling, you can choose to use different colour schemes. By default, the system will use task colour scheme, but as an alternative, you can apply a custom colour to each customer and use these colours instead. Assigning a specific colour to a customer:

37 58. Move a task to another job You can move a task from one job to another, by selecting the option from the Task list here. Be aware that any time entries done on the task are not moved. 59. Double click on a task Generally double clicking on a task anywhere in the system, will open the task card. In the task card, all information about the task is shown.

38 60. Show booking on task card The task card can now show the task bookings. 61. Remembering Number of weeks in Weekly scheduling The weekly scheduling view now remembers the number of weeks.

39 62. Capacity chart now shows absence Many customers requested that the capacity chart also were able to show absence entries. It now does. Finance 63. Report 341 Profit analysis by dimension Only top 10 customers are now shown in the graphs as oppose to all customers (which messed up the design).

40 64. Report Personal expense report This report now have the option to group by 1. Company, 2. Customer, 3. Creditor or 4. Expense type. 65. Report 286 WIP adjustments overview When exporting this report as a CSV or XML the output data now includes any comments made by the user that entered the WIP adjustment. 66. Quick booking of debtor payments in the general ledger Simply click on the button as shown below, enter the invoice number and the whole line will be inserted automatically. The invoice will be automatically settled when booking the journal.

41 67. Report 431 VAT code combinations This new report has been added to our European customers. The report is making it much easier to reconcile your VAT statement. 68. Report 449 Voucher data sheet

42 This new report allows you to track all data related to a specific voucher voucher lines, posting specifications and approval flow. 69. Adding purchases to closed jobs The ability to control if you can add purchases to a closed job has always been set in the job property sidebar, however you had to login/out before the change had effect. This was annoying as it then would take more time to enter purchases though the system. This has now been changed, so changing the setting now has effect immediately. 70. Massive performance enhancements

43 We have tuned the Project Postings page, so the data is shown and posted much faster than previously. In addition, the Creditor invoice management is now much faster than previously as well as the General ledger. The General ledger now has better support for a ledger with many records. 71. WIP adjustments notification The system now has the option to send out an automatic notification to Project Managers for making WIP adjustments on their jobs. In system variable no. 805 you can set how many days after month end date you would like to receive the notification. 72. Administrative follow-up Open material entries

44 This view now allows deletion of material entries in the status Under preparation. 73. Expense entry: import credit card transactions We ve added the option to import credit card transactions. This allows all records to be imported and then sent out for approval to the employee (having the employee adding a job or account to have the purchase to be booked to). As seen above and below, the user can choose from a predefined list of Expense types ie operational costs. Instead of the user having to select an account from the chart of accounts (with the possibility of choosing a wrong account), it is possible to map up an account with a friendly name. This setup is done here:

45 74. Expense entry: receipt options By right clicking you now have various options as seen below. 75. Subscription responsible

46 An employee can now be assigned as Subscription responsible. 76. Default holding account on journal types You can now specify a specific holding account on journal types. 77. Finance change log

47 A new change log has been added making it easier to track changes made to finance records. This feature is highly useful in SOX audits. 78. System variable no. 823 Allow tax code on expense entries This system variable will allow inputting a tax code when entering an expense entry. Some customers prefers a setup where users input this directly and other customers prefer a setup where the finance department does this. Now you can do either. Universal improvements 79. Adding your own shortcuts This feature allows you to add your own shortcuts to WorkBook. This comes in handy if some of the default shortcuts that the system is using is not working in your browser because they has already been assigned to something else.

48 80. Redesign of My settings window As the options in My settings are greatly increased, we decided to change it from a sidebar to a pop-up window. Also we have added the option to Create a new customer directly from this view. 81. Designing your own data grids This feature has been on our wish list for a long time, so we are happy to be able to include it to many grids in the system. You are now able to define exactly what columns to show and what columns the hide. This is a great feature as it allows you to focus on the data you need, instead of having to see many columns. Example from Pipeline Management

49 Here is the same grid seen with some of the columns removed. By design, you cannot change grids in the Jobs list. 82. Price list calculator We have added a price list calculator that can be used as a supporting feature when modifying or adding new price lists to the system. This calculator will allow you to select a job, activity, employee, date and

50 currency and then the system will show exactly the prices for that combination. 83. Exporting reports When exporting reports the system will now allow export in either XML or CSV format and let you include a header row. The header row column names has also been improved, so the naming conventions are now much friendlier. This is an ongoing development. 84. Deleting Access Roles You are now able to delete an access role if it is not in use ing from WorkBook

51 You can now add yourself in BCC to all s going out from the system. When sending a price quote for example, you can now choose to whom to send to, from the contacts created in the system.

52 Sending invoices on s now allows you to change the From address. This allows you to send the invoices from eg. instead of using your own address. 86. Report file names

53 When you save or a report (as a pdf file) from WorkBook, you previously could not control the file name and the report would be saved with the report name. It s now possible to control the file name as well as inserting variables as seen in the example below. The example above outputs as: 87. Employee cross company access We ve been developing a much better control on how employees can access data and perform actions in other companies. For example you can now set if you want to allow a specific employee to create/see jobs belonging to other companies and if it s allowed to fill in hours on jobs belonging to other companies or not.

54 88. Employee basic settings list This view has been added to give you much better editing options for all employees. 89. Holiday calendar for each user Previously the holiday calendar for each user was taken from the company in which the user belonged. Now it s possible to attach a specific holiday calendar to a user regardless of the company relation. This is highly

55 useful if an employee is contractually hired in one company, but actually works for the other company. 90. Capacity profile exception With this feature you can apply a capacity profile to be active in a specific period of time. This is useful if your employees are subject to the Ramadan. 91. Search improved

56 The search option has been greatly improved, making it easy to do searches for jobs, tasks and resources (contacts for example). Searching for a resource or contact 92. Mail import improvements A lot of smaller improvements has been added to the import. You can now save the on closed jobs, on tasks and creditors/debtors.

57 Also, you can choose to convert the to a conversation. Finally you are able to create a new contact, based on the contact data provided from the . This is an easy way of getting in new contacts without having to adding them manually.

58 93. Printing Hebrew letters The system now supports printing Hebrew letters, for example on invoices. 94. Using + and, and mouse scroll wheel in date fields In any date field you can now use +/- and mouse scroll wheel to adjust the date. 95. Company name and unread notifications in the browser tab You can now see the company name that you are currently logged in to, in the browser tab. Also, the number of unread notifications are shown in brackets. 96. Adding a new employee force to update password on first login System variable no. 838 will force a newly added employee to change the password upon first login.

59 97. Get the latest system news and notifications Make sure to follow us from these social networks and get the latest news. 98. Basic users access to Jobs book

60 Basic users does no longer have access to the jobs book as all information about a specific job now can be seen in the task card from the to-do list. 99. Sidebar close In many screens you can now click the arrow to close the filter sidebar, allowing you to see more information.