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January 2012 Release

We're excited to announce that we will be releasing the latest version of Workbooks this coming Saturday, the 14th January.

Our latest release includes some much anticipated functionality, including Workflow and Automation Features and Mailchimp integration.

Read on to find out more about the new functionality...

Workflow and Automation Features

Workbooks now includes the ability to automate common processes using a combination of the Process Manager and the existing Workbooks API.

This release include the following features to support automation:

  • Scripts:  Workbooks allows you to run scripts which are hosted in the Workbooks environment. Scripts are built using PHP and the Workbooks API and can be used to automate a series of processes such as updating fields on a record or creating new records.  Scripts can automate pretty much any task in Workbooks. 
  • A Scheduler: This enables you to run Scripts on a defined schedule. e.g. hourly, daily, weekly, or Monday-Friday.
  • Process Buttons: Process buttons allow you to run a script in the context of a specific record.  A new button is added to the top of the record which can run one or more scripts when the button is pressed by the user.  You might for example add a process button to a case, which closes the case and automatically sends an email to the primary contact using the relevant email template. 
  • Script Library: You will be able to install example scripts into your database which can be tailored to your requirements.  We will publish example scripts over the coming weeks.

These features are included in all editions of Workbooks, excluding, however, the free edition.

Improvements to Custom Fields - Linking Records

We have added the ability to create a new type of custom field which links one Workbooks record to another - this is called a Dynamic Linked Item.  This new field type looks like a pick list, but instead contains a list of records that already exist in Workbooks. 

The list presented in a Dynamic Linked Item is actually created using reports, so you can use the full power of reporting to select which values appear in the list.  As well as joining the two records, you can also 'pull through' values from one record to another.

Examples of where you might want to use this functionality include:

  • Creating a primary contact on an opportunity.  You could link a specific person and also populate their contact details such as email, phone number and address onto the main opportunity record.
  • Adding a partner onto an Invoice.  The invoice already contains the details of your end customer, but you could add a Partner field and pull through the relevant organisation record and contact details onto the Invoice.

The Dynamic Linked Item can link any records in Workbooks together to suit your business need.

These improvements are included in all editions.

Status Improvements 

Many records in Workbooks such as Cases, Opportunities and Activities have a status value.  These values can already be customised to meet your needs.  We have extended this for some records so you can map each status to either an Open or Closed state as well.

For example you can now map each Opportunity Stage to either Open or Closed.  This simplifies reports and views, enabling you to run a report or create a view of all 'Open' opportunities without having to specifically include each Stage.

The functionality is available with the following records:

  • Activities (Activities Status).
  • Leads (Leads Status).
  • Opportunities (Opportunity Stage).
  • Cases (Case Status).
  • Campaigns (Campaign Status).

These improvements are included in all editions.

Security Improvements

The existing security framework has been extended to include Products.  This means you can restrict which products are available to users using the existing Permissions model. Each product now has a 'padlock' and you can set the permissions using sharing policies.

These improvements are included in all editions.

Audit Extension

Workbooks is now able to audit every change to a Workbooks record.  Using Audit you can see a history of who changed which record, including the specific 'before' and 'after' values of each field.

You can use Audit not only to track record changes, but to measure your performance against SLAs.  For example you can write an Audit report which shows all cases which haven't been processed within a specific time period.

Audit is an additional Extension costing £36 per user, per year (£3 per user, per month).  For existing customers we will add the Audit Extension to your account for free, until the end of your existing contract term on request.  If you would like Audit enabled let us know at

MailChimp Integration

The MailChimp Integration is now completed.  This enables customers to synchronise records between Workbooks and MailChimp automatically.  Within the campaign screen you can 'connect' a Workbooks campaign to MailChimp and all campaign members details will be synchronised with a MailChimp List.  You can also see the MailChimp activity within a Mailchimp tab on the person or lead record.

 Watch the following video to learn more about how the Workbooks/MailChimp Integration works: