WorkBook

Edit System Variables

To use the System variables submodule, you must have access to Settings as defined in the Employee cross-company access submodule under Settings.

To edit a system variable:

  1. On the main toolbar, click Settings .
  2. In the left pane of the Settings screen, click Global System Settings > System Variables.
  3. In the middle pane, click on any of the following system variable categories:
    • Absence Entry: In this variable category you can enable employee managers, time sheet managers, and traffic managers to add and delete absence entries and requests, identify the maximum number of days allowed on a single absence entry, allow users to add or request an absence entry if the user is allocated on tasks in an absence entry period, and so on.
    • Agents Variables: In this variable category you can identify the agent error handling email "From" name, the default fallback "From" email address, and the agent default "From" name, force the use of the email defined in system variable 289, automatically install recommended agents, and so on.
    • Approvals: In this variable category you can block invoice approval if there are unapproved time entries, material entries, personal expenses, subsistence allowances, or purchase orders on the job, automatically book manually created journals when all users have approved, control the frequency of raising a warning on follow-ups, and so on.
    • Automations and Triggered Actions: In this variable category you can automatically start or stop the timer after a certain number of hours, automatically add a new client to all users' client list, automatically add new resources as locations, and so on.
    • Calendar Synchronization: In this variable category you can identify a job where imported calendar entries can be added as tasks, identify the number of days before the calendar task list and synchronization log are cleaned up, assign the calendar synchronization tag or prefix for the subject field, domain name, login name, and password, and so on.
    • Clients: In this variable category you can set the reference name in client extra code fields, allow advanced users to create a new debtor based on a client's data, automatically rename the resource folder when the resource name is changed, and so on.
    • Conversation Center and Inbox: In this variable category you can set a task status again to "To-do" for a user if the user adds a new comment to the task conversation, determine if a comment will be added to a conversation if a user unsubscribes from it, allow the adding of all employees, an entire company, an entire department, or an entire team to new conversations, and so on.
    • Creditor Invoice Management: In this variable category you can allow to change profit margins when approving a voucher, require the balance field to be zero when changing status from "New Vouchers" to "Approval", specify the minimum profit margin level needed in order to show a warning, and so on.
    • Creditor Payment Proposal: In this variable category you can enable the use of one voucher number per payment journal, export bank payment files as read only, and allow manual editing of payment details.
    • Creditors: In this variable category you can enable the use of a creditor number sequence, synchronize creditors and suppliers, allow manual editing of payment details, and so on.
    • CRM: In this variable category you can enable a duplicate check on prospect addresses, use payment plans on pipelines, set the number of days before a follow-up activity is added, and so on.
    • Currency: In this variable category you can select the default currency format when adding new users and block currency changes when the balance is not zero.
    • Customer Portal: In this variable category you can automatically set the job delivery day a certain number of days ahead of the current date, show job "Calculated Progress", "Evaluated Progress", Price GP Progress", and "Price TO Progress" columns and fields,
    • Dashboard: In this variable category you can select the storage provider and storage provider sub-folder to use when adding files to the Whiteboard.
    • Debtors: In this variable category you can allow to change the debtor address on an invoice, allow to edit and create payment terms in WorkBook, allow advanced users to create a new debtor based on a client's data, and so on.
    • Document Management & Storage Provider: In this variable category you can allow users to change the suggested file name, automatically correct file names, automatically create job subfolders, and so on.
    • Email Import: In this variable category you can select the storage provider and storage provider sub-folder to use when saving rich text files, identify the email import document format, and identify the email duplicate validation on the contact email address.
    • Employees: In this variable category you can disallow access to resource cost, net profit, and net margin when related to resources, identify how the cost price should be calculated, identify the default email program, and so on.
    • Expense Entry: In this variable category you can set a voucher status to 50 once approved, block invoice approval if there are unapproved personal expenses on the job, allow a tax code on expense entries, and so on.
    • Finance: In this variable category you can identify the default path for Excel file export in Debtor Invoice administration, allow administrators to move hours to a closed accounting period, allow to change profit margins when approving a voucher, and so on.
    • Implementation Variables: In this variable category you can identify the SQL server database name and server name, enable the Internal Description and External Description fields, set the address label composition for debtors and supplies, and so on.
    • Inter Company: In this variable category you can allow hours to be moved between companies, enable inter company accounting, remove the cost effect on inter company postings, allow inter company period shifting, and so on.
    • Job Triggers: In this variable category you can set the job status to 3 when the last task is set as done, allow users to change the job status to 1 or 2 when no description or tasks has been created, add description data from job type template upon kob creation, and so on.
    • Jobs: In this variable category you can allow advanced users to change the default price list on jobs, allow administrators and advanced users to reopen jobs, disallow access to resource cost, net profit, and net margin when related to resources, and so on.
    • Language & Localisation: In this variable category you can identify a default language and a default country code when adding new users, identify a default currency format for new users, identify the name that will be displayed in the employee number field, and so on.
    • Login & Password Policy: In this variable category you can set the minimum number of characters required for user passwords, require that passwords must contain numbers, special characters, upper case letters, or lower case letters, identify how many times a user can attempt to login with a wrong password before the system disables the user account, and so on.
    • Material Entry: In this variable category you can allow administrators and advanced users to move material entries between jobs, automatically block material entries on finalized jobs after a certain number of days, block invoice approval if there are unapproved material entries on the job, and so on.
    • Mileage Entry: In this variable category you can allow "Edit Distance" between two locations, automatically add new resources as locations, automatically block mileage entry on finalized jobs, and so on.
    • Miscellaneous & Abandoned Settings: In this variable category you can set a reference name in client extra code fields, identify a VAT default value in percent, allow changes to the activity type in time registration, and so on.
    • New Job: In this variable category you can require a debtor to be selected when creating a new job, enable data to show in the debtors list when creating a new job, add description data from a job type template upon job creation, and so on.
    • Notifications & Conversations: In this variable category you can automatically add a conversation comment about important task changes, set unsubscribe rules on conversations, enable notification type 160 Calendar Appointments, and so on.
    • Price Quote: In this variable category you can identify a headline text composition, block purchase order approval if the price quote has not been approved, identify the default activity when copying the price quote payment plan to the invoice, and so on.
    • Purchase Orders: In this variable category you can allow users to approve or finalize the "Final Invoice" when a job contains open purchase orders, block purchase order approval if the price quote has not been approved, use purchase order "delivery date" as delimitation date in reports, and so on.
    • Reports: In this variable category you can enable "time stamp" on report footers, fall back to the job dimension if no dimension is set on the employee, display the report viewer button in the report printing sidebar, and so on.
    • Retainer Project: In this variable category you can enable the retainer project, identify the notification 172 trigger percentage, lock the delivery job price quote status, and create the offset retainer price quote at status 40.
    • Sales Invoice: In this variable category you can allow administrators to insert an invoice number and finalize the invoice, require the client account number on invoices, disallow users from approving and finalizing invoices on jobs, from the next month after the job close date, and so on.
    • Scheduling, Allocation & Tasks: In this variable category you can identify the default basic time capacity per day, identify the number of days to calculate plan forward, allow to allocate tasks to users with the license type "Employee with no access to WorkBook" in schedules, and so on.
    • Security: In this variable category you can require HTTPS, identify update and release notes information to be showed during updates and enable the use of the two factor authentication during login.
    • Setup: In this variable category you can enable BETA-released modules, require the use of HTTPS, identify the HTML version advertising banner URL, and so on.
    • SMTP: In this variable category you can identify the SMTP server name, port number, username, and password, enable SSL and SMTP login, enable the use of the outbound mail system globally, and specify email addresses where outbound mails are globally redirected to.
    • SOX Related Variables: In this variable category you can identify the path to the backup folder for files deleted by a user, enable employee managers, time sheet managers, and traffic managers to add and delete absence entries and requests, allow advanced users to change the default price list on jobs, and so on.
    • Technical Variables: In this variable category you can identify the default UNC path to save database backup files, identify the next scheduled SQL server maintenance check, identify the default email program, and so on.
    • Ticket Coupon: In this variable category you can enable ticket coupon handling.
    • Ticket System: In this variable category you can identify the email import document format, identify the ticket page supporter pseudonym name, automatically add a conversation comment about important task changes, and so on.
    • Time Entry: In this variable category you can allow administrators and advanced users unlimited access to move hours, allow administrators to move hours to a closed accounting period, allow to move hours between companies, and so on.
    • Time Entry Description: In this variable category you can set "Time entry description required" as default on new tasks, set "Description required" as a default value for time sheets when creating new jobs and on time entries not related to a task, and enable the internal and external description fields.
    • VAT: In this variable category you can identify the VAT default value, lock VAT codes in vouchers that are still for approval, and enable VAT return code configuration in VAT settings.
    • WIP Adjustments & Variables: In this variable category you can enable monthly WIP adjustment notifications to the job's project manager, identify the job adjustment method, only consider manually adjusted jobs to be adjusted, and so on.
  4. Enter or select the applicable option for the company variable you want to edit.