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WorkBook release note WorkBook version: 8.2.64
Release date: 01/05/2012
Author: René Præstholm – [email protected]
Date: 23/04/2012
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 ........................................................................................................................... 5
1. The default view when entering the Activities list ................................................................................ 5
2. Creating “New activity” and “Next activity” .......................................................................................... 5
3. Active links on website and email addresses ........................................................................................ 5
4. Added the “Create next activity” button to the prospect list ............................................................... 6
5. Added the option to disable a prospect ................................................................................................ 6
6. Added the option to filter on Prospects or Customers or All ................................................................ 6
7. Added a company filter to the pipeline list ........................................................................................... 7
8. Show cold cases ..................................................................................................................................... 7
9. Added a right-click menu in activities ................................................................................................... 7
10. Add new contact ................................................................................................................................ 8
11. Better search option in Resources book ........................................................................................... 8
12. Less required fields in create new customer window ....................................................................... 8
13. Create new prospect ......................................................................................................................... 9
Projects & Jobs .................................................................................................................................................. 9
14. Rejected entries tab in the sidebar ................................................................................................... 9
15. Performance tuning in time sheet ................................................................................................... 10
16. Reduced the number of approval/rejection buttons in the time sheet .......................................... 10
17. Added Subsistence allowance functionality .................................................................................... 10
18. Absence approval ............................................................................................................................ 10
19. Personal outlays status .................................................................................................................... 11
WorkBook release note
20. Total in time sheet ........................................................................................................................... 12
21. Overtime rates ................................................................................................................................. 12
22. Deleting expense / mileage entries ................................................................................................. 13
23. Multiple creditor choice in expense entry....................................................................................... 13
24. Approved by / date .......................................................................................................................... 14
25. Creating a Purchase order on a closed job is no longer possible .................................................... 14
26. Move a Purchase order to another job. .......................................................................................... 14
27. Purchase order on expense entry ................................................................................................... 14
28. Filtering in the Jobs list .................................................................................................................... 14
29. New report: Price quote list, 12 months forecast (426) .................................................................. 15
30. Total hours field in Price added ....................................................................................................... 16
31. Export to Microsoft Project ............................................................................................................. 16
32. Dependencies on tasks BETA ........................................................................................................... 17
33. Create new contact when creating a new job ................................................................................. 17
34. Last review ....................................................................................................................................... 18
35. Quick time entry .............................................................................................................................. 19
36. Open a file – direct link .................................................................................................................... 20
37. Sub directory of Projects now listed under the customer name in “My customers” ..................... 20
38. Exclude non approved entries ......................................................................................................... 21
39. Inserting a new line ......................................................................................................................... 21
Scheduling ....................................................................................................................................................... 22
40. Summary on resources .................................................................................................................... 22
41. Job status selection filter ................................................................................................................. 23
42. Two new filters added to the Task list ............................................................................................. 23
43. Adding a new task in Scheduling ..................................................................................................... 24
44. Move task to another resource ....................................................................................................... 24
45. Delete or replace task on resource ................................................................................................. 25
46. Change task name ........................................................................................................................... 26
47. Manual planning .............................................................................................................................. 26
48. Active between dates filter (Sprints) ............................................................................................... 27
WorkBook release note
49. Grouping filter ................................................................................................................................. 27
50. Red line added ................................................................................................................................. 28
51. Task progress bar ............................................................................................................................. 28
52. Phase colours are now suggested as Task colours .......................................................................... 29
Universal functionality improvements ............................................................................................................ 30
53. Follow-up notifications .................................................................................................................... 30
54. Email and Calendar synchronisation ............................................................................................... 30
55. Document search ............................................................................................................................. 30
56. Custom translation .......................................................................................................................... 31
57. Better list of employees .................................................................................................................. 31
58. Send report as email ........................................................................................................................ 32
59. Open report as PDF ......................................................................................................................... 35
60. Agent system ................................................................................................................................... 35
61. Customer Portal ............................................................................................................................... 35
62. License key control system .............................................................................................................. 36
Finance ............................................................................................................................................................ 36
63. Report 223, Statements of accounts ............................................................................................... 36
64. Open/Close all entry types in Accounting periods .......................................................................... 36
65. Remove a payment line / Set on hold ............................................................................................. 36
66. Settled amount column is added to report 306 Debtor invoice list ................................................ 37
67. Reporting currency field added ....................................................................................................... 38
68. OIOUBL ............................................................................................................................................ 38
69. Change data on voucher .................................................................................................................. 38
70. Debtor reminder management ....................................................................................................... 39
71. Reverse a partial invoice with a credit note .................................................................................... 40
72. Job dimension update (multi change dimension) ........................................................................... 40
73. Import/Export of report layouts ...................................................................................................... 40
74. Bank reconciliation - manual ........................................................................................................... 40
WorkBook release note
WorkBook release note
CRM & Pipeline Management
1. The default view when entering the Activities list
- is now only showing the activities for the current user (previously it was showing all activities). You
can change the filter by clicking on the filter icon in the upper right corner.
2. Creating “New activity” and “Next activity”
When creating a “New activity” or “Next activity” more fields are now automatically filled with default
data such as the date that will suggest todays date.
3. Active links on website and email addresses
Active links have now been implemented on both website URL and email addresses.
WorkBook release note
4. Added the “Create next activity” button to the prospect list
5. Added the option to disable a prospect
6. Added the option to filter on Prospects or Customers or All
WorkBook release note
7. Added a company filter to the pipeline list
8. Show cold cases
An option to include or exclude cold cases/pipelines has been added.
9. Added a right-click menu in activities
WorkBook release note
10. Add new contact
It’s now possible to add a new contact immediately when adding a “New activity” or creating “Next
activity”.
11. Better search option in Resources book
We have expanded the search option in the Resources book so you can search in many more fields
than previously and also limit your search to specific fields.
12. Less required fields in create new customer window
We have reduced the number of required fields in the create new customer window, so it’s no longer
required to enter address information.
WorkBook release note
13. Create new prospect
Also includes a web address field now.
Projects & Jobs
Personal entry:
14. Rejected entries tab in the sidebar
Clicking on the rejected record in the sidebar will find the entry in the time sheet.
WorkBook release note
15. Performance tuning in time sheet
We have done some performance tuning when entering hours in the time sheet on a task.
16. Reduced the number of approval/rejection buttons in the time sheet
17. Added Subsistence allowance functionality
See more in this help article for this new functionality.
18. Absence approval
It’s now possible to set an approval workflow for absence requests. The approval workflow follows
the same guidelines as other approval workflows.
WorkBook release note
Setup:
Personal entry overview (also shown: Holiday status)
19. Personal outlays status
A new list of personal outlays has been added so every user can track their outlays and the approval
status of each entry.
WorkBook release note
20. Total in time sheet
A new Total line has been added in the Time sheet.
21. Overtime rates
A new option to choose overtime rates has been added.
WorkBook release note
Setup:
Once activated the time sheet will require a rate to be selected:
The setting is controlled (Show/hide) by system variable 601:
22. Deleting expense / mileage entries
You can no longer delete an expense / mileage entry that has been approved and posted.
23. Multiple creditor choice in expense entry
We have added the option to have the user specify another creditor when entering an expense. If the
employee have more than 1 creditor attached in the Employee creditor mapping screen, then the
WorkBook release note
option will be given to select another one when entering expenses.
24. Approved by / date
Has been added as columns to expense and mileage reports.
Purchase orders
25. Creating a Purchase order on a closed job is no longer possible
When a job is closed (Status Invoice or Cancelled) it’s no longer possible to add a new purchase
order.
26. Move a Purchase order to another job.
You can now move a Purchase order to another job.
27. Purchase order on expense entry
You can now select and settle a Purchase order from within your expense entry.
Jobs book
28. Filtering in the Jobs list
You can now filter on all available dimensions within the Jobs list. Selecting a specific dimension will
only show jobs attached to this dimension.
Example: filtering by company:
WorkBook release note
Other available dimensions:
29. New report: Price quote list, 12 months forecast (426)
This new report will allow you to see price quote values in a 12 months forecast. The amounts in
each month is calculated by price quote date / job end date.
WorkBook release note
30. Total hours field in Price added
Total hours field added here:
31. Export to Microsoft Project
It’s now possible to export a schedule to Microsoft Project. Clicking the button will create an xml file
that can be imported to Microsoft Project.
WorkBook release note
32. Dependencies on tasks BETA
You can now set dependencies on tasks as well as define the dependency type (eg. start to finish)
and lag between tasks.
To add a dependency simply set the cursor on a task and drag to the task you would like to connect.
BETA means that the feature is available and has been tested but since it’s possible to change task
dates several places in the system, there might be issues that we have overseen. We encourage
you to report any errors to us on [email protected]
33. Create new contact when creating a new job
You can now add a new customer contact when you create a new job.
WorkBook release note
34. Last review
We have added a field in the job property sidebar to enter “Last review” date. The purpose is that the
Project manager can modify the date and thereby make sure that all jobs are up to date.
WorkBook release note
35. Quick time entry
Clicking this button will allow you to enter time directly on the job without having to leave the jobs
book. The entry is of course added to your time sheet for today.
WorkBook release note
36. Open a file – direct link
We have made a more direct link to open files. Instead of clicking the download button (which has
been removed) you can hover the mouse over the filename and once the red square is shown, you
can open the file.
37. Sub directory of Projects now listed under the customer name in “My customers”
Clicking on a project in the list will only show the jobs related to the project in the Jobs list.
WorkBook release note
38. Exclude non approved entries
It’s now possible to exclude non approved entries when copying expenditures to an invoice or price
quote.
39. Inserting a new line
When inserting a new line in scheduling, price and invoice the line is automatically added to the
current phase. If you for example set your cursor in Phase 3 and add a new line, the new line will be
WorkBook release note
added to Phase 3 by default.
Scheduling
40. Summary on resources
A summary line has been added in the scheduling views. The summary will automatically total the
resources connected to the filter selected on the left hand side.
WorkBook release note
Also a summary line has been added to here:
41. Job status selection filter
A job status selection filter have been added here:
42. Two new filters added to the Task list
WorkBook release note
43. Adding a new task in Scheduling
Will now automatically suggest the activity related to the resource selected.
44. Move task to another resource
When moving a task to another recourse you are now given the option to change how many
allocated hours you assign to the new resource. Previously all allocated hours were moved.
WorkBook release note
45. Delete or replace task on resource
It’s also possible to remove or replace a resource on a task from the Scheduling views.
WorkBook release note
46. Change task name
Clicking on the task name and then on the Edit button allows you to change the task name.
47. Manual planning
Manual planning is now also available from the Scheduling views and not only from the job
scheduling.
WorkBook release note
48. Active between dates filter (Sprints)
An option to show tasks between dates has been added.
49. Grouping filter
In order to clean up the interface, the grouping filter has been moved to here:
WorkBook release note
50. Red line added
A red line for today’s date has been added to the Gantt chart.
51. Task progress bar
A task progress bar has been added. It’s calculating on the number of hours allocated vs. hours
entered on the task.
WorkBook release note
52. Phase colours are now suggested as Task colours
Once you have defined phase colours, these colours are automatically suggested on the tasks
connected to that phase.
WorkBook release note
Universal functionality improvements
53. Follow-up notifications
A small notification box will show upon login and every 30 min. if you have any due follow-up items.
Clicking on the box will open the follow-up list.
The frequency is set to every 30 min. but can be changed in system variable no. 743.
54. Email and Calendar synchronisation BETA
A great new feature that is included in this release is the option to setup a link between your
email/calendar and WorkBook. The email and calendar sync has been tested but remain in BETA
mode as we expect a lot of feedback and feature requests from our customers.
What will it do?
Emails: it will allow you to save your emails in WorkBook on a prospect, pipeline, customer (in fact
any resource), a job or convert the email to a task.
Calendar: it will allow WorkBook to grab your calendar appointments and insert them in WorkBook
and reduce your capacity accordingly. It will also allow adding to-do’s from WorkBook to be added to
your calendar.
Will it work for all email/calendar systems?
It will work for all email and calendar systems that support the IMAP protocol. To begin with we have
made sure that Microsoft Exchange (Outlook and Entourage) and Gmail is working.
Refer to this wiki article to check if your system is supporting IMAP.
Calendar disclaimer: Kerio, Lotus Notes, iCal is on the to-do list for development (but since most customers are using either
Outlook or Gmail we wanted to release the functionality now).
Refer to this help article on how to set up the email sync.
Refer to this help article on how to set up the calendar sync.
55. Document search
It’s now possible to search for documents in WorkBook. Enter a search string and limit the search in
the filter sidebar to the left.
WorkBook release note
56. Custom translation
You can now change the entire language layer and rename everything according to your own
terminology. Let’s say that your organization is not really comfortable with the word “Customer” and
you want to change it to “Client”. That’s what you can do with the custom translation functionality.
When new updates are applied your custom translation keys are not overwritten. Make sure to check
the custom translation keys after an update as new keys might have been added to the system as a
consequence of the update.
57. Better list of employees
A better list of employees is now available from the Employee list.
WorkBook release note
58. Send report as email
You can now send any report (schedules, price quote, invoice, purchase order to name a few)
directly from WorkBook without having to save the report as a PDF file first.
WorkBook release note
Select the desired report and click the Email button.
Once you have clicked the button, please be patient as the system is now working on generating the
PDF file. Once it is done this window will appear allowing you to edit the email.
Note: since this functionality relies on storage configuration and SMTP your storage and SMTP
information will need to be provided in system variables no. 723, 724, 733, 747 and 262. Please
WorkBook release note
check with your IT department for this setup.
Also, once you click Send you will not be able to edit the email or recall it.
We have already noted some additional features that are to be implemented soon:
- ability to add an signature in rich text (allowing font change, bold, logo and such to be added).
- change file name
- send the email through your own email client (if possible).
WorkBook release note
59. Open report as PDF
You can now click the PDF button in order to generate a PDF file immediately.
Refer to this help article for specific instructions on how to email a report as PDF.
60. Report Preview button
As we have added the option to view a report as a PDF there were no longer reason to have the
Report preview button. In fact clicking the PDF button is presenting the report much faster than the
report preview.
61. Agent system
The agent system will let WorkBook run various tasks and operations setup in a schedule.
For example you can add a back-up agent that will back-up your system or add a calendar sync
agent that will allow WorkBook to synchronize user’s calendar appointments. Each agent runs with a
set of individual parameters. Refer to this help article for more information.
62. Customer Portal BETA
WorkBook release note
With this release we have also release the first version of the Customer Portal that will allow you to
invite, collaborate and share information with your customer contacts.
The Customer Portal has been tested but remain in BETA mode as we expect a lot of feedback and
feature requests from our customers.
Refer to this help article for more information.
63. License key control system
A new license key control system has been added. Each WorkBook system now requires a license
key in order to work. If no valid license key can be verified, only 1 System Administrator can access
the system until a valid license has been obtained. We have made sure that existing customers are
not affected by this and can carry on as usual. If you add new employees or want to add new
modules, please contact your local WorkBook partner to order. Once the order has been accepted,
your system will update and allow you to add new users or access new modules.
Refer to this help article for more information.
Finance
64. Report 223, Statements of accounts
This report now has an option to include a customer PO number.
65. Open/Close all entry types in Accounting periods
An option to open/close all entry types in a month has been added.
66. Remove a payment line / Set on hold
It’s now possible to remove a payment line or set it on hold directly from the payment proposal.
WorkBook release note
67. Settled amount column is added to report 306 Debtor invoice list
WorkBook release note
68. Reporting currency field added
In order to view selected reports in another currency, you can now set a reporting currency in the
currency setup.
In the report criteria list you can then set what currency to view the report in.
69. OIOUBL
It’s now possible to send out electronic invoice in the OIOUBL format (relates to European
customers only).
70. Change data on voucher
You can change payment method and other information on a voucher from here:
WorkBook release note
71. Debtor reminder management
The Debtor reminder management module has been completed. It allow you to send our reminders
to debtors by email. It’s possible to let WorkBook automatically attach statement of account and the
original invoices.
WorkBook release note
72. Reverse a partial invoice with a credit note
A new option have been added, so that if you do a credit note reversing a partial invoice (the two
must be exactly the same (amounts, invoice date and so on)) the system will reverse the WIP entries
related to the partial invoice and allow them to be selected again in a new partial invoice.
73. Job dimension update (multi change dimension)
We have added an option to update job dimensions in a batch. Use the feature if you have set a
wrong dimension value on several jobs and don’t want to change them one by one.
74. Import/Export of report layouts
We have developed a small secondary system that can import and export layouts from one system
to another.
75. Bank reconciliation - manual
The first version of the manual bank reconciliation module is done. Please read more in this help
article.
WorkBook release note
