Contents. WorkBook release note. WorkBook version: Release date: 06/02/2013. Author: René Præstholm Date: 06/02/2013

Transcription

1 WorkBook version: Release date: 06/02/2013 Author: René Præstholm Date: 06/02/2013 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 give access to the new features. Contents CRM & Pipeline Management ActiveCampaign integration Dimension filtering in pipeline summary forecast Filter on Pipeline Stage Loading data pop-up Favourite prospects Convert Prospect to Customer System variable: 803: automatically add a new pipeline when creating a new prospect Projects & Jobs Copy Purchase Order from another job Create new job: settings moved Create new job: Folders tab Reducing the customer list in the Jobs module Update hourly rate on time entries Open entries New invoice: copy price quote payment scheme Search Multi upload documents System variable: 802: always use the employees default activity in time sheet Scheduling Colour schemes in calendar view Employee pictures are now visible in Calendar view Weekend type / time sheet starts Available capacity chart Progress in Gantt chart... 16

2 23. Rearranged the toolbar New view: Time entry Task completion approval General task completion approver Create new / Duplicate / Delete Moved Schedule is active Attach a briefing to a task Double click on the task line, opens up the task sidebar Calendar sync administration System variable: 797: Calendar view first line text Finance ing invoices Adding codes to accounts Job closing options Absence approval status New views in Administrative follow-up WIP adjustments one single online view Expense entry: select creditor Payment schemes follow-up list Copy line in Creditor invoice management Posting search Universal improvements Set your desired default start page Displayed currency Loading time on login Removed the grey background when opening up a new window Changed the page layout for Job type setup Changing/uploading an employee picture can now be done from the Employee setup screen Setting up folder & storage provider Setup default layouts rules Google Drive as your storage provider and Google Docs as document previewer Document templates and WorkBook data merge ing files and reports (and archive automatically) templates... 38

3 55. Creating document folders Type ahead in employee list Saving multiple files Limit company access Mileage: location changes Mail preview tab added Saving an Saving an save suggestion search Document naming when ing Conversations & Notifications Change logs Default price list Basic user access roles System variable 798: Allow full access to all employees across companies in employee setup Right click to export to Excel New shortcut: copy content of line above... 51

4 CRM & Pipeline Management 1. ActiveCampaign integration If you are considering doing marketing and maintaining all of your contacts through WorkBook, we have great news! You can now integrate WorkBook with ActiveCampaign. Read more about it here. 2. Dimension filtering in pipeline summary forecast It s now possible to filter by any dimension in the Pipeline summary forecast view. This enhancement makes it possible to isolate your data and get a better overview of specific areas of your business. 3. Filter on Pipeline Stage We ve added the multi select filter Pipeline Stage in the filter sidebar in the Pipeline list.

5 4. Loading data pop-up A Loading data pop-up has been added.

6 5. Favourite prospects You can now set a prospect to be a Favourite. Click the Favourites button in the toolbar which will set the prospect you are currently focused on, to be on your favourites list. Or by right clicking here: You can then use the filter sidebar to limit your list only to show your favourites. 6. Convert Prospect to Customer

7 If you are not using the Pipeline module but still want to have a list of your prospects in the system, we have now added the ability to convert these to customers, by using this button. 7. System variable: 803: automatically add a new pipeline when creating a new prospect. With this setting you can decide if the system should automatically add a new pipeline for every new prospect you create. Projects & Jobs 8. Copy Purchase Order from another job It s now possible to copy a Purchase order from one job to another. 9. Create new job: settings moved

8 In order to reduce the number of choices and inputs needed when creating a new job, we have added a new tab Invoicing in which we have moved all of the inputs related to invoicing to. 10. Create new job: Folders tab We have added a new tab in the Create new job window: Folders. If your system is setup to create job folders on multiple file servers, you can decide which file servers this job folder is to be added to.

9 11. Reducing the customer list in the Jobs module As some of our customers have more than 4000 customers in their system, we have changed the system so customers now appear in a drop down instead of a list. This change makes the load time much faster.

10 12. Update hourly rate on time entries

11 You can now update hourly rates on a specific job using this button. This is used if you created a job and used the wrong price list. 13. Open entries In this view you can see all non-approved entries for a specific job.

12 14. New invoice: copy price quote payment scheme You can now copy in the price quote payment scheme, when creating a new invoice. 15. Search The search feature in Jobs has been improved with more search options.

13 16. Multi upload documents You can now drag n drop multiple documents in one go, like this: Note: this is not supported on a Mac. 17. System variable: 802: always use the employees default activity in time sheet This overrides any activity set on a task and always sets the default employee activity in the time sheet. Scheduling 18. Colour schemes in calendar view

14 You can now apply different colour schemes in the Calendar view. 19. Employee pictures are now visible in Calendar view 20. Weekend type / time sheet starts You can now set for each company when the weekend starts. This comes in handy if you have many different office locations.

15 21. Available capacity chart A new chart has been added that will allow you to see the available capacity for a specific time period. The beauty of this is that we ve added a concept for Tentative bookings. A tentative booking is considered to be tentative work coming in - work that haven t been 100% confirmed yet. How to add a tentative booking The system is simply displaying the allocated hours on jobs in the Quotation status (hence the yellow

16 colour). The green colour is the already allocated hours on jobs In progress. Grey: allocated hours on jobs On hold. Red: overbooked capacity Blue: available capacity 22. Progress in Gantt chart A progress has been added to the Scheduling tab. It calculates by the number of hours entered through the time sheet against the number of hours allocated.

17 23. Rearranged the toolbar Instead of having tabs vertically we ve changed it to having buttons horizontally.

18 24. New view: Time entry This simply shows each task and the time entry done against it. 25. Task completion approval We have improved the task completion approval functionality by adding this view. For general information on approval workflows see this help article. 26. General task completion approver If you haven t setup any task completion approval workflow in general, you have the choice to assign someone manually from here:

19 27. Create new / Duplicate / Delete Some users had a hard time in adding a new task vs. adding a new schedule (and deleting a specific task vs. deleting an entire schedule). In conclusion we ve moved the buttons, for making changes to the entire schedule into here: 28. Moved Schedule is active

20 29. Attach a briefing to a task When you add a new task, it s now possible to attach the briefing using this button. 30. Double click on the task line, opens up the task sidebar

21 31. Calendar sync administration From here, you can administrate the users calendar sync and also open a log of changes/events.

22 Log: 32. System variable: 797: Calendar view first line text This controls what the system shows in the first line of an allocated task in the calendar view. Finance 33. ing invoices Invoices can now be sent directly from within the Debtor invoice management. 34. Adding codes to accounts

23 If you want to add additional codes/names to an account this can now be done from here. For instance if you have multiple companies you can set another name for a specific account. This is useful if you want to do consolidated reporting. 35. Job closing options

24 A new list of Job closing rules/options has been added. This allows better control of job closings. 36. Absence approval status You can now review all non-approved absence requests. 37. New views in Administrative follow-up

25 Vouchers on blocked creditors, that are not booked. 38. WIP adjustments one single online view You can now adjust the WIP value, or see adjustments already done to jobs, from one single view. You can adjust the values in the lower section.

26 This view is also available as a notification directed to each project manager, only displaying the jobs for this employee. In the notification you can adjust the WIP on each job directly from the Conversation & Notification tab. 39. Expense entry: select creditor We have added the option to have multiple creditors mapped to an employee. You can now select which employee creditor a specific expense is related to. This is particularly useful if the employee have a company credit card and a specific expense is purchased on such. 40. Payment schemes follow-up list

27 If you use payment schemes on price quotes, this view will come in handy. It will show you a list of jobs with payment schemes applied and with a scheduled payment due. 41. Copy line in Creditor invoice management 42. Posting search

28 You can now search for specific postings using a search string and/or period. Universal improvements 43. Set your desired default start page You can now set your preferred start page in WorkBook. To change it, open My settings and browse to the page you want to make your start page, and then click the Set current page button. The next time

29 you log in, you will be taken directly to that page. 44. Displayed currency You can now change the displayed currency. This is a benefit if you are running multiple companies/currencies and only want the system to display your local currency. Can be changed in My settings.

30 45. Loading time on login The initial login time of WorkBook has been slightly increased for users. Previously, we loaded the Jobs book when you clicked on it which in some cases would mean that you would have to wait 4-5 sec. before the data appeared. Instead we now pre-load the Jobs book when you log in, making the load time a bit longer, but the system much faster once you are logged in. 46. Removed the grey background when opening up a new window We have removed the grey background which has made the system much faster. Before: After:

31 47. Changed the page layout for Job type setup

32 And it s now also possible to disable a job type (setting the Active column). 48. Changing/uploading an employee picture can now be done from the Employee setup screen 49. Setting up folder & storage provider You can now set the folder and storage provider settings in the interface as opposed to setting it up in the SQL server.

33 50. Setup default layouts rules You can now setup rules for what layout is to be used. As seen in the screenshot below, if the job belongs to a specific company, then the system should suggest a specific layout for price quotes.

34 51. Google Drive as your storage provider and Google Docs as document previewer It s now possible to use Google Drive as your storage provider. This means that if you have setup an account with Google to use their storage services, you can now have WorkBook integrate with that. If you upload a document to WorkBook this document will also be accessible in Google Drive and vice versa. Preview from WorkBook: Preview from Google:

35 In WorkBook, we ve also added a nice preview option that will allow you to use Google Docs as a document previewer. 52. Document templates and WorkBook data merge We ve added a new option to add your template documents to WorkBook and also the option to have WorkBook automatically load data from the system into these documents upon creation. Read the help article here.

36 53. ing files and reports (and archive automatically) You can now send saved files from WorkBook (using SMTP and not your local system). Navigate to the file and click the Attach to button. Also, we ve extended the signature, so it now can be added in rich text instead of simple text.

37 Sending a report Navigate to the report list and click the report button.

38 WorkBook will now generate a PDF file of the report and attach it to the Compose new window as seen below. If you want to have a copy of the , type in your own address in the Bcc field. If the system can find a contact person to to, it will suggest that persons in the To: field (if you have related a contact to a job, or added a contact to the Att. of an invoice for example). Any s being sent from the system are saved automatically when this option ( Archive ) is on (seen in the left hand corner of the window): Read more about sending s here templates As you can see from the window, it s possible to copy in templates.

39 The templates can be setup from here: 55. Creating document folders You can now force the system to create document folders. This comes in handy if you are moving to another file server, or are in process of implementing the system and have imported clients. 56. Type ahead in employee list

40 You can now type in the first letters in a name to jump to that employee in the list. 57. Saving multiple files Instead of just saving 1 file at a time you can now drag n drop multiple files into the documents tab. This is not supported on Mac OS. 58. Limit company access This mapping view controls if specific employees are allowed or disallowed to log on to a specific company. If only 1 company is mapped to an employee, the company selection window will not appear when the user is logging in.

41 59. System variable 798: Allow full access to all employees across companies in employee setup This controls if only employees belonging to the same company as yourselves are visible in the Setup/Employee/Employee list or showing all employees. The setting also controls if all jobs from all companies are shown in the jobs list or only jobs belonging to the company each user belongs to. 60. Mileage: location changes You can now change the location addresses from this window:

42 Also, you can change the distance that s being suggested between two locations. 61. Mail preview tab added You can now see a preview of imported s. The Mails tab has been added system wide. We have also added from/to information.

43 62. Saving an The Save window has been redesigned. It now also remembers the previous selected value. 63. Saving an save suggestion When importing s, WorkBook will now suggest where to save them by looking at what address the is coming from.

44 If that address is already in the system (on a contact), WorkBook will suggest that you save it there. To accept the suggestion, just click this button: 64. search You can now specifically search for saved s.

45 65. Document naming when ing The default file name for reports being ed is now defaulted to be the report name.

46 66. Conversations & Notifications Conversations is a new feature that allows you to add comments and messages through the system.

47 New comments can be added through the Conversations & Notifications tab, but also directly on a specific job and task. Notifications Notifications is a continued development of the Follow-up functionality that previously was visible through the Follow-up sidebar. All notifications and warnings are now brought to you directly in the Conversations & Notifications menu item.

48 Most notifications have a Jump to function, that allows you to quickly jump to other places in the system for more information. There are many different notifications and warnings that can be applied. Refer to the full help article available here. THE CONVERSATION & NOTIFICATION FUNCTIONALITY IS STILL IN BETA. This doesn t mean that it isn t working, but that we re open to new suggestions and comments from our users on how it can be improved. Please report any wishes or comments to support@workbook.net. Important: make sure that the agent system is running on the server. 67. Change logs We have added a Change log tab various places in the system. This replaces the previous Data log functionality that simply used too much database space. Change logs have been applied within the following areas: Chart of Accounts, Debtor, Creditor, Company settings, Employee settings, Approval settings, Dimension setup and throughout the Resources tab (customers, suppliers etc.). This allows fast access to see what changes have been done, by whom and also the previous value before the change. Also, a consolidated view for seeing changes made across the system has been added here:

49 68. Default price list In system variable no. 796 you can now set the default price list that is to be suggested when creating a new customer, job etc. unless another price list has already been set. 69. Basic user access roles

50 The list of available menu items has been reduced for Basic user license, to what a Basic user license have access to (as opposed to the complete list). 70. Right click to export to Excel In the expenditures sub-tabs you can now right click and Export to Excel.

51 71. New shortcut: copy content of line above Use Alt Gr + C to copy content of the line above. Can be used system wide. See more short cuts in this help article.