Knowledge Base

An introduction to what Capabilities are and how they are used to grant permissions to Users in Workbooks.

At Workbooks we pride ourselves on the quality of our support and work hard to help in resolving any issues as quickly and effectively as possible. Our support desk is open Monday to Friday (excluding

Creating a new Snapshot can be done in one of two ways: 1. From the Reporting Landing Page. Navigate to Start > Reporting. Under Actions on the left is an option for a ‘New Report Snapshot‘. 2.

Here we are going to explain how to add a Field to a Form Layout. If you still need to create a ‘Custom Field’ before adding it to the Form Layout, you can find more

Note: In order to use the export and import report configuration features, users must have the ‘Export Report Definition’ and ‘Import Report Definition’ capabilities, respectively. This is only relevant for Organisations with more than 1

Release date: 9th September 2023 This exciting release is one of our biggest yet, and includes some great enhancements to Activities, plus the introduction of other new features, including:  Drag-and-drop Calendar  Project Records  Kanban View 

Comments enable you to collaborate with People within your Organisation on Records within Workbooks. It allows real-time collaboration by enabling you to add comments quickly, react to others with emojis, notify others of your comment

Introduction Creating Snippets Using Snippets Introduction NOTE: In order to use Snippets, Users must have the Modify and View Email Templates capabilities. Please contact your System Administrator for more information. Snippets are blocks of rich text that

Introduction How it works Setting up the plugin Introduction The Field Updater Plugin is available for all Workbooks customers and can be found in the Script Library. It is used to automatically update record field(s)

Introduction This worked example will go through the steps required to create a Target set for your Support Team, giving each member a closed Cases value target per month.  NOTE: In order to follow this

Introduction This worked example will go through the steps required to create a Target set for your Sales Team, giving each member a closed sales value target per quarter.  NOTE: In order to follow this

Introduction How it works Examples Introduction NOTE: You will need System Admin capabilities in order to configure a Default View as outlined on this page. Tabs, much like any other grid view, can have filters

To set up the integration, install the Telephony Integration Plugin into your Workbooks database. The integration can only be done by the System Admin. Step 1: Install the Plugin in Configuration Start > Configuration > Automation >

Springboard is a home for your existing dashboards. It lets you quickly flip between them using tabs, and reduces any clutter you may have experienced when using multiple dashboards at once. It opens on login and

Introduction How it works Best Practice NOTE: Workbooks DQ is not available on mobile or tablet devices. Introduction Workbooks DQ is our all-round solution for merging People and Organisation records en masse; it has been developed

Introduction Merging Duplicate Records Locating other Duplicate Records Introduction Workbooks automatically detects duplicate People and Organisation records. Workbooks has simple matching rule for finding duplicates: an exact match for main email address on People records.

Integrate ON24’s Engagement Hub into Workbooks Online Activities

Release date: 19th September 2020 Highlights of this release: A new ‘Card View’ customisation option Freeze columns on your Landing Pages and Reports  New ‘hamburger’ button for easier Tab navigation  Edit multiple records at once using

  Edit Grid Overview To make editing lots of records of the same type quicker, on a Landing Page you can activate ‘Edit Grid’ and carry out inline editing of your data. This is only available within

How to configure a Process Button to send an invitation email o the Case Portal.

Note: The technique outlined below explains how to extract data from a Workbooks Report directly into Excel, but it can also be used with Google Sheets, which is explained here. Workbooks provide a number of

Power BI is a business analytics service by Microsoft. It aims to provide interactive visualisations and business intelligence for end users to create their own reports and dashboards. It also allows you to create a dashboard

January 2020 Release

Once you have been given access to Scribe, you’ll need to create a connection to Workbooks in the Scribe UI. When your account was provisioned by Workbooks Support, a Cloud Agent should have been set up

By Default, the DocuSign integration authenticates with a Production environment. For testing only, the integration has the capability to link to a Sandbox environment so that new configurations can be tested before being deployed and

Release date: 19th January 2019 Charts Our new Charting engine is now available for all Customers. Not only does this include a much fresher look and feel to how Charts are displayed, but also includes

Once the Module, Extension and Capabilities for Users have been configured, Users will be able to create Custom Record Types. This is accessed from Start >  Configuration > Customisation > Record Types. Users with all of

By default, the Custom Records extension will not be activated on your account after it is first purchased, but it can be activated by a System Administrator through Start > Configuration > Users & Security

Reports can be exported from Workbooks into either an Excel or CSV format. There are a few reasons why you may want to do this, among others: To be able to view the data in Excel.

By default, the Events extension will not be activated on your account after it is first purchased but it can be activated by a System Administrator through Start > Configuration > Account Settings > Licences

Deleted Items offers users a way to recover records that were deleted within Workbooks or via a Process. These can be accessed from the Start Menu from Start > Deleted Items. You are able to

Compliance records are available as an additional Module on all Customer Databases. By default they have been turned off, but can be activated by a System Administrator via Start > Configuration > Users & Security

The example below will show how to change the Permissions of a User for Organisation Records. For this, you will need to have two rulesets, one for Managers and one for Users. The rules will

The example below will show how this can be Permissions can be configured for a Company spread across two Countries, Country A and Country B.  The rules will be as follows: Users in Country A can

The Advanced Security Module is used to create custom rulesets to give specific Users or User Groups the ability to access, delete or modify records whether that be segmenting Users by geographical area or by

What is GatorMail? GatorMail is an advanced email marketing tool enabling you to send automated, targeted marketing messages via email to any Mailing List, which helps to generate Leads, increase sales, strengthen customer relationships and

Workbooks enables you to identify People and/or Leads on your database and group them together in a Mailing List so they can all be sent the same email en masse.  You can add Organisations to

Release date: 25th March 2017 Web Insights – out of beta After a successful beta period, the new Web Insights module is now generally available to all customers. If you would like to trial the

The number of email bounces, email opens and click-through data is captured in DotDigital and then synced across to Workbooks

How to set up a Scheduled email which sends a reports on a regular basis to one or more recipients.

What Loqate (PCA Predict) is and how to enable it within Workbooks.

It is possible to perform some actions on more than one record at once, like a bulk update or bulk delete

An overview of the various processes available within Workbooks, including Scheduled , On Change , Web, Integration and User-invoked Processes.

Workbooks’ Auditing functionality provides you with information about changes which have been made to records on your database. You can find information about which records have been created, deleted or updated, by whom and when,

To help you get the most from your Workbooks implementation, we offer four classroom-based training courses

Workbooks enables you to export data from Workbooks grids in a format that’s compatible with Microsoft® Excel™ or in CSV format

How to export a copy of your database as SQL and who has access to do this.

How Contracts can be used in conjunction with Cases, for example to check whether they are eligible for Customer Support.

This page outlines the steps to view existing Contracts or create new ones using various different methods, such as by copying from an existing Quotation, Order or Invoice.

Workbooks includes the ability to compile and distribute messages to specified groups of users within your database

The differences between Licences, Modules and Licence Usage and what to do if licences have been over-allocated.

Covers the viewing and editing of Sharing Permissions on records, and how using Capabilities and Permissions control security access across Workbooks.

An overview of Reporting including what each of the views are for, using charts and adding to dashboards.

An overview of what the different Transaction Documents are and what you can do within them, such as managing pricing schemes, process orders in different currencies etc.

A list of actions you can do within the Users & Security area of the Configuration Landing Page.

Users with System Administrator rights can access more areas within Workbooks. This article runs through what each of these are.

How to restrict or enable what fields can be edited in a Transaction Document when a has a particular status i.e. DRAFT or POSTED.

How to use Opportunity Stages to reflect the stages in your sales cycle and why you should assign probability percentages to them.

An Introduction to Email Settings, including how to set up an Email Account in Workbooks.

Guidance on creating new databases, archiving existing databases and changing the Login Domain for a database.

How to and or create new user groups, add users to those groups and restrict users to specified IP addresses.

Overview The ability to carry out certain tasks and access specific areas of Workbooks is controlled by the Capabilities granted to a user. If a user doesn’t have the Capability to see certain menus or

How to set up new users, including what information is required, assigning them to an Own Organisation, adding to user groups and controlling which database(s) they access.

An overview of what ‘Users’ are and what control you have over what they can see/do in Workbooks.

What each of the fields are used for within Transaction Documents.

What each of the columns in the Line Items section of Transaction Documents are used for.

How to include Records that aren’t assigned to you within your ‘My’ view on the relevant Landing Page.

Workbooks supports basic workflow capabilities and has been designed specifically to support common business processes.

How to record Relationships with your Own Organisation, such as a Partner, Customer, Supplier or Prospect relationship.

What options Users have available within their Preferences such as notification options, language settings and search settings.

An overview of how to add recipients, attachments, and links to emails you send from Workbooks

How to create API keys which can be used to allow external systems to communicate with Workbooks.

Information on what options the Start Menu contains, how to use Search, personalising your Workbooks User Interface and using shortcuts.