Features and Enhancements Added or Changed
This topic includes details about new or changed features and enhancements in WorkBook Release 13.0.
Finance & Administration
Debtors – Debtor Invoices – Improved System Responsiveness when Finalizing Multiple Invoices at the Same Time
When you finalize large batches of invoices, WorkBook no longer locks up for other users for the duration. In addition, finalizing large batches no longer times out because of the number of invoices.
General Ledger – Chart of Accounts – List Tab – Detailed Sub-Grid View for General Ledger and Debtors
A new Show/Hide button added to the top grid enables you to show or hide the bottom grid, where transaction details of the account that is selected in the top grid are displayed.
Renaming of Net Revenue Forecast (NRF) to Revenue Forecast (RF)
Because of the introduction of a setting that allows the calculation of a Gross Revenue Forecast, the singular naming convention of Net Revenue Forecast is no longer correct. As such, the name of this functionality has been changed to Revenue Forecast from Net Revenue Forecast throughout the product, and the abbreviation of NRF has been replaced by RF in all areas of the product.
Revenue Forecast (RF) Creation Dialog
A dialog has been added that opens when you click the Add button to create a Revenue Forecast method. This dialog displays all of the settings that are reflected in the grid, but provides you with a better overview of the settings in logical groupings. All settings default to disabled or not selected, unless you enable Price Quotes and pipelines manually (this is the default behavior that the grid uses, too).
This creation dialog is only displayed when you are adding a new method. All deletion and editing functions remain unchanged, and you can still add or edit the settings directly in the grid.
Revenue Forecast (RF) - New Exclude Non-Billable Jobs Setting in RF Method
A Exclude Non-Billable Jobs setting is added. You can use this setting to exclude non-billable jobs from the forecast. You set this functionality on the Settings page for RF methods. You apply this setting to each method separately by selecting the check box in the grid.
Revenue Forecast (RF) - New Handling of Manual Edits of Amounts
When you manually edit a forecast line, moving off a line when the limitations of the method are not being met triggers a warning message. You cannot select a different job line until the limitation has been met on the edited line.
Settings - Revenue Forecast (RF) - RF also Supports Gross Revenue Forecast
A setting has been created within RF methods that allows you to define a Revenue Forecast to be calculated as Net or Gross Revenue. This new setting appears within the Revenue Forecast Creation dialog, or you can set it directly within the settings grid, using the Net or Gross column that has been added to that grid.
The Net or Gross Revenue setting influences the calculations that are used to determine the revenue on a job when using the Even Distribution over Time, Billing Plan, or EAC Distribution methods, or both distribution methods of a Pipeline.
The Proportionally Future Scheduled Amount and Schedule Booking forecasting methods remain unchanged; they use the sales values of scheduled bookings under all circumstances.
General
Dashboards – Access Functionality – Core Enhancements
Non-administrator users can share their dashboards with other users via the Access tab in the Dashboard Settings dialog. Admin Users can delete another user's dashboard. The Dashboards sidebar groups the list by the user who created the dashboard; those groups are listed alphabetically. When you open a grouping, the dashboards within each group are displayed alphabetically.
Channels – New Tooltip when Hovering on Channel Type Radio Buttons when Creating or Editing Channels
A new tooltip appears when you hover your cursor on the channel type radio buttons when you are creating or editing channels. This tooltip indicates the channel type on which you hovered. The tooltip is not displayed when you are not hovering on the labels, or when you move away after hovering on them.
Conversations – File Name Dialog – Select Text when Dialog Opens
The default text in the text box under the File Name dialog that opens when you paste an image into a conversation is now automatically selected.
Conversations – Notifications No Longer Sent when You do not have Access to a Client
When you are subscribed to a job conversation, and then your access to the client to which that job is attached is revoked, you no longer receive a notification every time that that conversation is updated. This improves on prior behavior, where you continued to receive those notifications-even after your access was removed-if your user was initially included in the job conversation.
Conversations – Web Addresses and Links in Conversations Work as Hyperlinks
When you post web addresses or links in comments in a conversation, they now work as hyperlinks that you and readers can click on directly to open the web site or path to which the address or link is attached. This replaces the former functionality, where a separate hyperlink section was posted below your comment, and you could only click on that hyperlink—and not its related mention in the comment—to go to the destination. That separate hyperlink section is no longer added to the conversation.
Conversations – Remove Selected Comment Available to Admin Users
If you are an Admin User, you can now right-click on a selected historical comment in a conversation thread and delete it.
Note: You cannot delete a system-generated comment or the last-added comment in a conversation thread.
Inbox List – Mark as Unread Available on Selected Conversation
You can now access the Mark as Unread option from the shortcut (context) menu when you right-click on an open or selected conversation in your inbox.
Previously, the Mark as Unread option was available only for items/conversations that you were not in or viewing.
Jobs
Cost – Summary – Invoice Overview is Removed from Summary Drop-Down
The invoice overview has been removed from the Summary drop-down. However, you can still access it under its own tab in the Job - Costs module.
Invoice – Header – Buttons for Marking Invoices Paid and Unpaid have Individual Extended Access Available
The buttons for marking a finalized invoice as Paid and Unpaid have individual extended access rules set up. These rules are named InvoiceHeaderSetPaid and InvoiceHeaderSetUnpaid, respectively.
These buttons are available for finalized invoices when System Variable 787 is enabled. Use of this feature is not encouraged when also using the Finance module.
Price Quote (PQ) - Control whether VAT/Tax is Calculated on Header or Line Level
WorkBook now allows you to change the PQ Vat/Tax setting from calculating at the header level to calculating at the line level, and vice-versa.
Price Quote (PQ) – Create New PQ Dialog – Check Box Controls VAT/Tax Basis
A check box is added to the Create New PQ dialog to control whether VAT/Tax is based on the header or lines are displayed only if VAT/Tax is enabled in the client PQ settings. The check box default value depends on Company Variable 72, and it also has the PriceQuoteHeader.VATAndTaxMethod extended access rule set up. (See also Company Variables - New Variable 72 - Define Source for VAT/Tax on Price Quotes (PQs).)
Price Quote – Footer – VAT/Tax Percentage Displayed on Header Level
The VAT/Tax percentage is displayed for PQs on the header level and the VAT/Tax amount for PQs is displayed on the line level.
Price Quote (PQ) - Header - Check Box Controls whether VAT/Tax is Based on Header or Lines
A check box is added to the PQ header to control whether VAT/Tax is based on the header or lines. This option is only displayed if VAT/Tax is enabled in the client PQ settings. The check box's default value depends on Company Variable 72; it has the extended access rule PriceQuoteHeader.VATAndTaxMethod set up. (See also Company Variables - New Variable 72 - Define Source for VAT/Tax on Price Quotes (PQs).)
Price Quote (PQ) - Header - Increased Default Text Field Size
The default input field sizes of the Address, Introduction, Final Comment, and Internal Comment fields are increased.
Price Quote (PQ) - Lines - Columns Added to Control VAT/Tax Rate
The VAT/Tax Rate and VAT/Tax Amount columns are added to the PQ lines grid. They are displayed only if the VAT/Tax on the line level is enabled in the PQ header.
You can edit the VAT/Tax Rate column. Its default value depends on Company Variable 24, or it defaults to System Variable 166.
The VAT/Tax Amount column shows the calculation of the VAT/Tax Rate * line amount.
Purchase Order (PO) - Change Log - All Changes to POs now Logged in PO Log
WorkBook now logs all changes to a PO in a Purchase Order Log. The log does not record historical data—or data that predates the development of this functionality—but includes all changes as of the release of this functionality. You must perform a soft refresh for report printing and changes on PO details.
MediaForce
Finance & Administration – Export, Import, & Maintenance – Support for Importing Zero-Sum Media Orders
You can now import zero-sum total Media Orders from MediaForce into WorkBook.
Reports
Finance & Administration – Chart of Accounts – Report 264 (Financial Bookings Report) – Increased Column Width
When you printed data on Report 264 where a single value consisted of 10 or more characters, that value was too long to show completely on this report. It now supports values up to 12 characters long.
Previously, you could extract the report as an XLSX file, instead. Alternatively you could use the Round Off to Whole Thousand parameter; however, that resulted in the loss of some accuracy.
Finance & Administration - Report 580 (Work in Progress (WIP) to Financial Reconciliation, Aged by Month)
Report 580 is nearly identical to Report 303 (Work in Process (WIP) to Financial Reconciliation, Aged List) in design and usage. However, the calculation of Report 580 splits the WIP into a monthly aging, rather than a 30-day aging, as in Report 303. Both reports show the same data, just divided slightly differently. Another difference is that Report 580 includes fewer parameters: Show Data Only for Current Company and Show Data for Selected Company are removed.
If you use WIP reporting to see the WIP values on a monthly basis, you now want to use Report 580, instead of Report 303. If you use WIP reporting to see the WIP values on a 30-day period, you want to continue using Report 303.
Finance & Administration – Report 509 (Remittance Advice Report)
Report 509, the remittance advice report printed from the creditor's list window, is changed to adhere to cross-company access. You cannot print it without having access to Finance in the Company of the creditor or payment proposal for which you are printing the report.
Finance & Administration – Report 531 (Remittance Advice Report)
Report 531, the remittance advice report printed from the creditor's payment proposal window, is changed to adhere to cross-company access. You cannot print it without having access to Finance in the Company of the creditor or payment proposal for which you are printing the report.
Jobs - Jobs List - Report 179 (Time Summary: Client, Job, Employee Report) - Optimization
Report 179 is changed from a stored procedure to an API for optimization purposes. The report now honors the Employee Cross-Company Access of the user who is generating the report. This may have the result of users no longer seeing the range of data included in the report that they would previously have seen. This is, however indicative of the fact that previously they were seeing data that they did not have access to see. You can remediate this by changing a user's Employee Cross-Company Access settings.
Jobs - Price Quote (PQ) - Report 348 (Price Quote Report) - Print Layout Added
The priceQuoteTaxLine layout is added to Report 348 to display the PQ's VAT/Tax rate at the line level.
Jobs - Purchase Order (PO) - Report 4 (Purchase Order Report) - Approved Date Added to Print Layout Field List
The Approved Date field is added to the PO Layout for Report 4.
Resources – Report 100 (Resource Address List Report) – Report Generating with Data Presentation Improvements
General improvements have been made to how Report 100 is generated. Report 100 now displays only the information that you see in the WorkBook user interface. It uses the filters that you have applied to the Resources grid. The report displays various resource types. The report now honors the Employee Cross-Company Access settings of the user who is generating the report. This may have the result of users no longer seeing the range of data included in the report that they would previously have seen. This is, however, indicative of the fact that previously they were seeing data that they did not have access to see. You can remediate this by changing a user's Employee Cross-Company Access settings.
Resources - Report 442 (Change Log Employee Report) - Optimization
Report 442 is changed from a stored procedure to an API for optimization purposes. The report now honors the Employee Cross-Company Access settings of the user who is generating the report. This may have the result of users no longer seeing the range of data included in the report that they would previously have seen. This is, however, indicative of the fact that previously they were seeing data that they did not have access to see. You can remediate this by changing a user's Employee Cross-Company Access settings.
Resources - Report 549 (Employee List: Licenses and HTML Roles Report) - Optimization
Report 549 is changed from a stored procedure to an API for optimization purposes. The report now honors the Employee Cross-Company Access of the user who is generating the report. This may have the result of users no longer seeing the range of data included in the report that they would previously have seen. This is, however indicative of the fact that previously they were seeing data that they did not have access to see. You can remediate this by changing a user's Employee Cross-Company Access settings.
You can locate Report 549 on the Resources and Settings License Management Page.
Report 549 also contains subreport 552 (Statement of Accounts - Transactions Currency), which displays the total number of each license role in the generated table of the main report.
Scheduling – Report 504 (Schedule List Simple Report) – Optimization
Report 504 is changed from a stored procedure to an API for optimization purposes. The report now honors the Employee Cross-Company Access settings of the user who is generating the report. This may have the result of users no longer seeing the range of data included in the report that they would previously have seen. This is, however, indicative of the fact that previously they were seeing data that they did not have access to see. You can remediate this by changing a user's Employee Cross-Company Access settings.
Time & Expense - Mileage - Report 395 (Mileage Report) - Optimization
Report 395 is changed from a stored procedure to an API for optimization purposes. The report now honors the Employee Cross-Company Access settings of the user who is generating the report. This may have the result of users no longer seeing the range of data included in the report that they would previously have seen. This is, however, indicative of the fact that previously they were seeing data that they did not have access to see. You can remediate this by changing a user's Employee Cross-Company Access settings.
Time & Expense - Timesheet - Report 109 (Timesheet with Descriptions Report) - Optimization
Report 109 is changed from a stored procedure to an API for optimization purposes. The report now honors the Employee Cross-Company Access settings of the user who is generating the report. This may have the result of users no longer seeing the range of data included in the report that they would previously have seen. This is, however, indicative of the fact that previously they were seeing data that they did not have access to see. You can remediate this by changing a user’s Employee Cross-Company Access settings.
Time & Expense - Timesheet - Report 192 (Time Entry Overview Report) - Optimization
Report 192 is changed from a stored procedure to an API for optimization purposes. The report now honors the Employee Cross-Company Access settings of the user who is generating the report. This may have the result of users no longer seeing the range of data included in the report that they would previously have seen. This is, however, indicative of the fact that previously they were seeing data that they did not have access to see. You can remediate this by changing a user's Employee Cross-Company Access settings.
Time & Expense – Timesheet – Report 563 (Outstanding Timesheet Log Single Report) – Optimization
Report 563 is changed from a stored procedure to an API for optimization purposes. The report now honors the Employee Cross-Company Access settings of the user who is generating the report. This may have the result of users no longer seeing the range of data included in the report that they would previously have seen. This is, however, indicative of the fact that previously they were seeing data that they did not have access to see. You can remediate this by changing a user's Employee Cross-Company access settings.
Resources
Client Card - Employee Access - Select or Deselect all Access and Display
Under Client Card > Employee Access you can select or deselect all access and display from the column header.
Employee Card - Client Access Settings - Select or Deselect all from Column Header
Under Employee Card > Client Access Settings, you can select or deselect all options from the column header.
Employee Card - Cross-Company Settings - Login Settings - Company Access - Copying Settings Enhanced
You can now copy settings from one employee to many employees.
GDPR Anonymize Resources Suppliers and Customers
Suppliers and Customers can now be anonymized for GDPR compliance. Only the directly registered information that is related to suppliers and customers is anonymized. You should be especially vigilant about information that is registered on job projects and jobs themselves, because the identity of clients can often easily be inferred.
Settings
Activities - Expenses - Allow Expense is Separated into Two Options
Under Settings > Activities, Allow Expense is now separated into two options: one for vendor costs, and one for personal expenses.
Advanced Tools - Agent Log Error Message Column
The Error Message column is added to Settings > Advanced Tools > Agent Log. This enables you to display agent error messages in the Agent Log view.
Agent Setup - Voucher Hot Folder Agent - Removed Parameters
All parameters were removed from the Voucher Hot Folder Agent. Instead, the agent uses the storage provider's settings in the resource company card.
Client Global Settings - New Employee Access to Clients - Select or Deselect all Options
Under Settings > New Employee Access to Clients, you can select or deselect all options using the check box in the column header.
Company Variables – New Variable 72 – Define Source for VAT/Tax on Price Quotes (PQs)
Company Variable 72 is added to control the default location—header or line level–on PQs. (See also Price Quote (PQ) – Create New PQ Dialog – Check Box Controls VAT/Tax Basis.)
Folders, Reports, & Documents - Storage and Folders - Rewrite of Storage Provider
Office 365 SharePoint Storage Provider has been rewritten to accommodate a new API because Microsoft is deprecating the old Office 365 Storage Provider and replacing that old version with Office 365 SharePoint 2. The method for authentication to the Storage Provider is OAuth 2.0. This authentication method is used only for the Storage Provider; it is not used for logging in to the WorkBook application itself. This applies only to the new Storage Provider.
System Variables – Descriptions – System Variable 787
The description of System Variable 787 now indicates that you can toggle the Paid status back and forth.
Tasks
Expense Entries Under Preparation – Personal Expense Entry – Available Activities
When you enter or edit an expense entry in the Expense Entry window (in Tasks, Time & Expense or Finance & Administration) the Activity drop-down now displays only activities that are enabled in the Allow Personal Expense column in activity settings for the Company that owns the job.
When you approve an expense entry that is in Status-10 with a disabled activity, the operation is blocked with the message Activity is not Allowed as Personal Expense.
When you select a disabled activity on an expense entry that is in Status-10 or Status-20, it is now enclosed in parentheses and shown in red text.
Time & Expense
Dashboards – Sidebar Redesign
The dashboard navigation sidebar now reflects a more modern, clean styling. The sidebar color is better aligned with the top navigation bar by default. Increased spacing between the category and dashboard items creates more white space, reducing visual noise. Icons appear in two-dimensional mono, rather than three-dimensional color, and the My Dashboards filter name was removed, to further reduce visual noise. Font size is larger for increased readability.
General - Left Navigation Sidebar - Custom Color Recipe
Changes that you make (in My Settings) to the main top bar menu background color now affect the left navigation sidebar. When you change the color on the top bar, a complementary color is automatically applied to the left navigation sidebar. This removes the risk of colors clashing, keeping the visual appeal intact.
Icon Redesign
Icons within the application have been rationalized, and their use has been standardized. Icons within the left navigation sidebar and notifications appear in two-dimensional mono. Icons within the Settings module's left navigation sidebar have been removed. Removing icons that did not provide a benefit reduces visual noise across multiple areas. Standard use of color icons throughout the application has also been applied. Color icons provide a visual cue of available actions that you can take. Certain icons have also been updated to more suitable images.
Inbox - List Redesign
The inbox list now reflects a more modern, clean styling. The search field is aligned with the new standard, creating consistency throughout the WorkBook application. The unread inbox items marker is changed from green to blue to align with the new styling color palette. Tags are in border color, rather than solid color, and increased spacing between menu and icon options reduces visual noise.
Inbox - Sidebar Redesign
The inbox navigation sidebar now reflects a more modern, clean styling that is aligned with the standard navigation sidebar design, creating consistency throughout the WorkBook application. The sidebar color is better aligned with the top navigation bar by default. Increased spacing between categories and subsections creates more white space, reducing visual noise. Font size is larger for increased readability.
Jobs Module - Sidebar Redesign
The Jobs module navigation sidebar now reflects a more modern, clean styling that is aligned with the standard navigation sidebar design, creating consistency throughout the WorkBook application. The sidebar color is better aligned with the top navigation bar by default. Increased spacing between categories creates more white space, further reducing visual noise. Font size is larger for increased readability.
Jobs – Page Header Redesign
The page headers now use a more modern, clean styling. Increased spacing between the header elements creates more white space, reducing visual noise. The navigation arrows within the headers have moved from the right to the left to align with standard design.
Left Navigation Pane Redesign
The left navigation pane now reflects a more modern, clean styling. The navigation pane color is better aligned with the top navigation bar by default. Increased spacing between categories and subsections creates more white space, reducing visual noise. Icons appear in two-dimensional mono, rather than three-dimensional color, further reducing visual noise. Font size is larger for increased readability.
Navigation Bar Redesign
The navigation bar across the top of the WorkBook main window now reflects a more modern, clean styling. It uses more muted colors by default that align with the new styling of the left navigation pane. Increased spacing between navigation elements creates more white space, reducing visual noise. The quick menu icons are smaller, to reflect the hierarchy within the navigation bar menu options. The avatar for personal settings has moved from the left side of the navigation bar to the right side to align with the standard positioning of personal settings found in most common applications, creating better consistency.
Navigation Sidebar Scroll Bar Redesign
The navigation sidebar scroll bar style is standardized in style and function for each module. Navigation arrows are removed. These changes create consistency and workflow efficiencies.
Standard Grid Redesign
Standard grids now reflect a more modern, clean styling. Row height and padding have been increased within the grid and column headers to create more visual spacing within data-heavy grids.
Toolbar Redesign
Toolbars now reflect a more modern, clean styling. Increased padding/spacing between icons and search fields provides a less cluttered view. Within the Jobs module, the navigation arrows have moved to the left of the toolbar to align with standard design.