WorkBook release note

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WorkBook version: 8.2.67 Release date: 01/10/2012 Author: René Præstholm rp@workbook.

1 WorkBook version: Release date: 01/10/2012 Author: René Præstholm 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. Important technology update With the release of we switch to Microsoft Silverlight 5. Once your system is updated you should be prompted automatically. If not then you can download Silverlight 5 from here. Contents CRM & Pipeline Management Filter improvement in Prospect list Create the first activity Create activity: Add new contact Responsible column added to the prospect list grid Responsible field added to the Prospect list sub-window Deactivated prospects/customers Activities can now be added/copied/deleted or exported in the right-click menu Business type now added to the Create new prospect window Last values remembered Convert pipeline to existing job Drill down added in Pipeline summary forecast report New report: Activity/Resource list New report: Pipeline status list... 9 Projects & Jobs Create copy of another job new columns in the Standard jobs list Job property sidebar: Price list now shows currency code Purchase order: Recipient address can now be quick picked from this list Purchase order: can now be moved to another job... 12

2 19. Automatically hide the time entry statistics graph A blue icon now indicates that a time record is financially booked Automatically add assigned tasks to the time sheet Disable Description text completely Report 426: payment scheme is now added as a report criteria Copy from another price quote: the window will now also show cancelled price quote to copy Rounding amounts on Price Copy price quote Create invoice: Insert Price quote payment scheme Settle invoices on account on final invoice Editor: history Move materials Material calculation New report: 259 Job profitability with capacity usage (situated in the Jobs list) New report: Expenditures/invoice overview summarised by <dimension> New column in report Job expenditures Currency support added to report 168 Work in Process (WIP), project data Subsistence allowance report added in Time & Material / Subsistence allowance Two new columns added to Job profitability report New report: Services forecast (428) Scheduling Only show active tasks filter added to the Gantt chart view Add new task from Gantt chart Milestone Recalculate plan button added Terminology change Calendar view Time is now visible on the user s to-do list Task completion approval Task completion approval: add another approver Task approval: new system variable Skip approval workflow on calendar items Show contacts Adding a new task: set default employee activity... 28

3 52. Group resources Weekly schedule Automatically add user to task if the user enters hours on the task Portal: new Gantt chart views To-do list report (93): date range filter added to the criteria section New report: Capacity forecast If a task is set as Done you cannot no longer edit the manual hours booking Filter added to Resource allocation, 4-weeks view Portal: access to briefing Finance Various performance improvements in Creditor invoice management Allow to delete all approvers from a voucher Chart of Accounts Added a refresh on insert and delete in Consolidation ledger Added Account sums in the Journal entry Administrative follow-up: Material entries Activity purchases WIP sales and costs Year-end closure Debtor invoice management / Electronic invoicing New report: Accumulated mileage report (346) New methods for inserting data from Partial invoice lines to Invoice lines Posting date now appears in the Move voucher window Setup Paging Project postings: warning when trying to post job closures Report graphics setup Universal improvements Microsoft Lync integration Notifications New system variable: Add description data from job type template upon job creation (759) Disable a currency now check if the currency is currently in use and blocks the attempt if so Company name now showing in the browser title Initials must be unique in the system Next / Previous buttons have been added in the Resources book... 42

4 83. Resources book: resources grid have been re-designed for better performance Adding a custom logo and welcome text to the login screen : Follow-up warning: how frequent to raise warning in system (in minutes) Copy text from cell above SSL System variable 726: automatically add tasks to time sheet when task starts Social media... 44

Create the first activity Clicking this option, when creating a new prospect, will immediately show the Create activity window after the prospect have been added to the

5 CRM & Pipeline Management 1. Filter improvement in Prospect list A filter sidebar has been added in Pipeline. Selecting a filter will impact the records appearing in the grid making it easier to focus on a specific group of prospects eg. prospects within a specific Country. 2. Create the first activity Clicking this option, when creating a new prospect, will immediately show the Create activity window after the prospect have been added to the database. This makes it easier to add the first activity. 3. Create activity: Add new contact Once you create an activity you can also now add a new contact to the prospect from this window. The activity will be related to that contact.

6 4. Responsible column added to the prospect list grid

5. Responsible field added to the Prospect list sub-window 6.

choose to show deactivated prospects or customers.

This is useful if you are looking up an old prospect or

7 5. Responsible field added to the Prospect list sub-window 6. Deactivated prospects/customers From the filter you can choose to show deactivated prospects or customers. The icon changes if a prospect is not active. This is useful if you are looking up an old prospect or customer. 7. Activities can now be added/copied/deleted or exported in the right-click menu

used previously are now remembered so you don t have to select them every time. 10.

8 8. Business type now added to the Create new prospect window 9. Last values remembered In Create new prospect and Create new activity all the values that you used previously are now remembered so you don t have to select them every time. 10. Convert pipeline to existing job If you choose to convert a pipeline to an existing job, you will now be shown a list of available jobs.

9 11. Drill down added in Pipeline summary forecast report You can now see the records that calculates the 12 months forecast report. 12. New report: Activity/Resource list 154 This new report will show a matrix of activities and prospects. You can filter on dates, Activity type and Responsible. The report is available from the Activities list in Pipeline. 13. New report: Pipeline status list

In this report you see a list of pipelines in the system. There are several criteria available and optional reporting currency choice. Projects & Jobs 14.

10 In this report you see a list of pipelines in the system. There are several criteria available and optional reporting currency choice. Projects & Jobs 14. Create copy of another job When copying another job you can now choose to copy any Purchase orders from the old job, to the new job new columns in the Standard jobs list

11 16. Job property sidebar: Price list now shows currency code 17. Purchase order: Recipient address can now be quick picked from this list

Automatically hide the time entry statistics graph To reduce load time the

12 The list contains all resources except prospects. 18. Purchase order: can now be moved to another job 19. Automatically hide the time entry statistics graph To reduce load time the time entry statistics graph will only show upon entering Time & Material. Once you start to enter hours it will close.

13 You can click this button in the upper right corner to show it again. 20. A blue icon now indicates that a time record is financially booked 21. Automatically add assigned tasks to the time sheet This system variable was introduced in the previous version and it have now been modified so it is no longer a system variable, but merely running as an agent. If it s enabled in your system you don t have to do anything as the update will make sure it is still running. 22. Disable Description text completely If system variable 725, 728, 750 and 601are all disabled there will be no prompts for Description text in the time entry. 23. Report 426: payment scheme is now added as a report criteria

Rounding amounts on Price If you have selected not to show decimals in

14 24. Copy from another price quote: the window will now also show cancelled price quote to copy. 25. Rounding amounts on Price If you have selected not to show decimals in the Print layout, WorkBook will automatically round up to nearest amount in the PDF view. Example with decimals showing:

15 Example without decimals showing: 26. Copy price quote When copying a price quote using the Copy button and select Update activity prices according to it will now only update the hourly rate and profit margin from the jobs price list. Everything else remains the same. Previously it picked up any external cost/material prices from the price list which was annoying. 27. Create invoice: Insert Price quote payment scheme

16 This feature have been added so you are able to insert the payment scheme. 28. Settle invoices on account on final invoice

17 You can now settle any previous invoices on account on the job, by selecting this option when creating the final invoice. 29. Editor: history You can now see previous versions of a briefing by clicking on this button. 30. Move materials

Once you click the insert button you can choose if the material costs are to be summarised or inserted line-by-line. 32.

18 You can now move materials from one job to another. 31. Material calculation You can now calculate material costs and once done, insert these into the Price quote price lines. Once you click the insert button you can choose if the material costs are to be summarised or inserted line-by-line. 32. New report: 259 Job profitability with capacity usage (situated in the Jobs list). The idea of this report is to show profitability data as well as used hours and the actual sales price pr. hour on these.

The new report is available from the Jobs list. 34. New column in report Job expenditures 245 A new column Price ext.

19 33. New report: Expenditures/invoice overview summarised by <dimension> 186 In this report you can follow up on expenditures on activities and grouped by a choice of dimension. In the example below the customer dimension have been used. The new report is available from the Jobs list. 34. New column in report Job expenditures 245 A new column Price ext. costs have been added. This column shows the cost price on purchases from Price quote lines. This report is also available from the Jobs list.

20 35. Currency support added to report 168 Work in Process (WIP), project data You can now view this report in preferred currency. Also in the Jobs list. 36. Subsistence allowance report added in Time & Material / Subsistence allowance 37. Two new columns added to Job profitability report 185.

periods. Backlog this figure shows the total sale amount of all hours that are booked to an employee but not yet completed.

21 Purchases columns have been added for both the Price quote and invoice section. 38. New report: Services forecast (428) The services forecast report shows you an overview of what you can expect to be completed within certain periods. Backlog this figure shows the total sale amount of all hours that are booked to an employee but not yet completed. This only looks at jobs that have the status In progress. Pipeline this figure shows the total of all price quotes of jobs that have the status Quotation by looking at the date on the quote and putting it in the specific period. Scheduling

22 39. Only show active tasks filter added to the Gantt chart view 40. Add new task from Gantt chart An Add new task button have been added to the Gantt chart view. 41. Milestone

23 If you set a tasks to be a Milestone the task will appear like this in the Gantt chart: 42. Recalculate plan button added Clicking this button will recalculate capacity and reschedule the resources assigned to the schedule.

For further documentation read the help article here.

24 43. Terminology change Previously this column was called Colour. It has now been renamed to Label. 44. Calendar view Finally it s here. We have added a calendar view to the Schedule tab. For further documentation read the help article here. Both tasks from WorkBook and calendar appointments from your calendar is shown (if you have setup your calendar to sync with WorkBook). Here s the Google calendar view:

As seen in the screenshot from Google there s a meeting at 6PM.

25 Viewed from WorkBook Note: you cannot change calendar appointments from WorkBook. They must be changed from your calendar. As seen in the screenshot from Google there s a meeting at 6PM. This appointment is not transferred to WorkBook as this users working day stops at 6PM. You can set your working day start/stop in the capacity profile to avoid evening appointments to be transferred.

troubles clicking on the Approval all in the column header.

26 45. Time is now visible on the user s to-do list 46. Task completion approval Previously there had been some troubles clicking on the Approval all in the column header. This has now been fixed. 47. Task completion approval: add another approver

27 You can now manually add another approver by clicking on this button. 48. Task approval: new system variable This sets the method for task approval without being directly the task approver. 49. Skip approval workflow on calendar items You can now set how calendar items are treated in relation to approval workflows. 50. Show contacts Previously the Weekly schedule showed contacts as default. Now you can choose if they should be visible or nor.

28 51. Adding a new task: set default employee activity When you add a new task (from multiple areas of the system) it will now default the employee activity in the Add new task window.

29 52. Group resources A group scheduling resource is now more easily identified as an icon has been added as well as a mouse over text. 53. Weekly schedule You can now see more than one week in the Weekly schedule view (we might consider another name than Weekly schedule now). 54. Automatically add user to task if the user enters hours on the task If a user is entering hours to a task which he/she is not assigned to, the system will automatically add the user to the task but with no allocated hours. This makes it much easier to see how much

30 time has been used on a task overall. 55. Portal: new Gantt chart views As a Portal user you can now change the jobs list to new Gantt chart views in order to see all ongoing tasks and follow the progress on them. 56. To-do list report (93): date range filter added to the criteria section

31 57. New report: Capacity forecast This new report will report on Basic time less Scheduled hours less Forecasted hours = Available hours. The Forecasted hours is hours allocated on jobs with status Quotation. The report is available from the Scheduling tab. 58. If a task is set as Done you cannot no longer edit the manual hours booking 59. Filter added to Resource allocation, 4-weeks view

Available from the Schedule tab on the job. 60.

32 The filter will let you see all tasks/allocated hours within a 4-week period or limit the report to the current job. Available from the Schedule tab on the job. 60. Portal: access to briefing As a Portal user you can now also gain access to the Briefing. This is set in the Extended settings as shown below. Finance

33 61. Various performance improvements in Creditor invoice management 62. Allow to delete all approvers from a voucher If system variable no. 755 is enabled you are allowed to delete automatically inserted approvers on a voucher. 63. Chart of Accounts We have removed the Go to account statement button on group accounts. 64. Added a refresh on insert and delete in Consolidation ledger 65. Added Account sums in the Journal entry This will allow you to keep track of the current balance on eg. your bank account while posting. 66. Administrative follow-up: Material entries

34 We have added an Reject/Delete button in the Materials entries follow-up list. This is handy when cleaning up old entries that might prevent you from completing your project postings. 67. Activity purchases WIP sales and costs It s now possible to choose the exact account on which purchases are to be booked to (for WIP). 68. Year-end closure

Marking an invoice moves it to the Finalised tab. 70.

35 You can now revert a Year-end closure. 69. Debtor invoice management / Electronic invoicing You can now mark the invoices that are transferred. Marking an invoice moves it to the Finalised tab. 70. New report: Accumulated mileage report (346) In this report you can view all mileage entries in a period and furthermore select the approval status criteria. The report will then print 1 page for each employee. 71. New methods for inserting data from Partial invoice lines to Invoice lines

36 72. Posting date now appears in the Move voucher window Setup 73. Paging In order to reduce the amount of data potentially being loading in various parts of the system we have implemented paging. Once you see the paging icons bear in mind that there might be several pages more that can be loaded.

Used in Document search: Used in Account statement 74.

try to post job closures and you get the message that it cannot be

handy list of what jobs it is and what the conflict is.

37 Used in Document search: Used in Account statement 74. Project postings: warning when trying to post job closures When you try to post job closures and you get the message that it cannot be done due to open entries on the jobs in question you can now see a handy list of what jobs it is and what the conflict is. The list is located in Administrative follow-up/open job expenditures. 75. Report graphics setup

38 If you have different logo graphics/watermarks for companies or customers you can now set the defaults by setting up Reports graphic setup from the Report graphics menu item in Setup. Universal improvements 76. Microsoft Lync integration We recently signed up with Office365 ourselves and that inspired one of our developers to add Lync integration. If you have Lync installed small squares will automatically appear in employee lists in the system. The Lync integration only works in Internet Explorer for PC unfortunately (don t blame us).

39 77. Notifications Notifications is a continued development of the Follow-up functionality. With Notifications you can define what the system should warn you about either through in-app warnings and/or through instant s. Company defaults It s possible to set company defaults that are copied on the users: From the screen above you see the notification roles that can currently be added (more will follow). You then decide if you want an in-app notification and/or an notification.

in-app notification email notification Each user can then

settings/notifications How will an in-app notification look

40 in-app notification notification Each user can then optionally control the notification behavior through My settings/notifications How will an in-app notification look like? In the lower right corner you ll see a message like this.

Clicking on it will bring you to the Notification list: From here you ll see a list of all notifications. Hovering over a Notification will show the Remove button.

41 Clicking on it will bring you to the Notification list: From here you ll see a list of all notifications. Hovering over a Notification will show the Remove button. In the upper right corner you can click on the Mark all as read button. Note: in order to have the system sending out s you must enter valid a SMTP server name in system variable no. 262 Read more about Notifications in this help article. 78. New system variable: Add description data from job type template upon job creation (759). This system variable sets if the system are to automatically add the job type template data into the Description tab upon job creation. 79. Disable a currency now check if the currency is currently in use and blocks the attempt if so. 80. Company name now showing in the browser title

81. Initials must be unique in the system When adding a comment to a conversation the system will show the users initials. Therefore it s important to have unique initials. 82.

go to the list and pick the next record. 83. Resources book: resources grid have been re-designed for better performance. 84.

42 81. Initials must be unique in the system When adding a comment to a conversation the system will show the users initials. Therefore it s important to have unique initials. 82. Next / Previous buttons have been added in the Resources book Allows to go to next record and is useful if you are in a sub-tab and wants to go to the next record, without having to go to the list and pick the next record. 83. Resources book: resources grid have been re-designed for better performance. 84. Adding a custom logo and welcome text to the login screen You can now add your own logo and welcome text to the login screen of WorkBook. In order to get better results make sure to have a proper sized logo before uploading it to the system.

43 Result: : Follow-up warning: how frequent to raise warning in system (in minutes) This system variable controls how often you will be prompted by approval warnings and such while the system is open. 86. Copy text from cell above A great feature in Excel that we always enjoyed is the option to copy the content of a cell above. This have now been added. If you are in a grid and wants to copy the content of a cell above use the

Alt Gr+L shortcut. 87. SSL We now support SSL (Secure Socket Layer) which can be enforced to add additional security in the data communication between the server and the client. 88.

44 Alt Gr+L shortcut. 87. SSL We now support SSL (Secure Socket Layer) which can be enforced to add additional security in the data communication between the server and the client. 88. System variable 726: automatically add tasks to time sheet when task starts This setting has now been removed as a system variable and replaced with an Agent. Please enable the agent from here: 89. Social media We ve added links for our social media pages. Make sure to follow us in the communities to get the latest news, new training videos, free giveaways (like ipods) and sneak-peaks on development.

45 (by the way: if you for some reason don t want the links to appear you can turn them off in system variable no. 765 but we ll be sorry if you do).

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

Contents. WorkBook release note. WorkBook version: Release date: 06/02/2013. Author: René Præstholm Date: 06/02/2013 WorkBook version: 8.2.80 Release date: 06/02/2013 Author: René Præstholm rp@workbook.net Date: 06/02/2013 General notice: As new views, tab s and reports are not automatically added to each user due to