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  1. Home
  2. Support
  3. Knowledge Base
  4. Knowledge base
  5. Preferences
  6. Setting your Preferences
  • Welcome to the Knowledge Base
  • Introduction
    • Using the Knowledge Base
    • Editions & Licensing
      • Renewing Licences
    • Workflow
      • Queues
    • Logging In
      • Configuring Security Policies
      • Google Authentication
      • Login Protection
      • Microsoft Azure Active Directory
        • Link Workbooks to Microsoft Azure
        • Setting up User Templates
        • Locking down your Workbooks
    • Support Processes
  • Training
    • Training Videos
    • Training Courses
  • Getting Started
    • Supported browsers
    • Introduction
    • Desktop
      • Tips & Tricks on the Desktop
      • Welcome Messages & Bulletins
    • Records
      • External Links to Workbooks records
      • Tabs
        • Default Tab Views
        • Summary Timeline View
        • Overview Tab
      • Watching Records
      • Notes
    • Landing Pages
      • Bulk Actions
        • Scheduled Bulk Actions
      • Customising Views
        • Customising Columns
        • Filtering
          • Custom Filters
        • Calendar Views
        • Card View
          • Report Card View
          • Worked Examples of Card Views
      • Deleted Items
      • Edit Grids
      • Exporting Data
      • Exporting to MS Excel
    • Workbooks on Mobiles and Tablets
  • Preferences
    • Introduction to Preferences
    • Setting your Preferences
      • Email Accounts
      • Notifications & Reminders
  • Activities
    • Introduction to Activities
    • Using Activities
      • Meetings
        • Integrating Workbooks and Google Calendar
          • Installing and Managing Workbooks and Google Calendar Integration
          • Synchronising your Google Calendar with Workbooks
      • Follow-on Activities
  • Cases
    • Introduction to Cases
    • Displaying & Adding Cases
    • Managing Cases
    • Case Portal
      • Installation
        • Custom Fields
        • Case Portal Configuration
          • Company Details
          • General
            • Case Portal Reports
          • New Case
          • Help Text
          • Emails
          • Advanced Features
          • Field Mappings
          • Help Dialog
          • Product Area Questions
        • Case Portal Additional Features
          • Setting up Public/Private Activity creation
          • Setup Registration Emails from a Person
          • Automatic Emails on Case Status Change
      • Using the Case Portal
        • Case Updates - Public & Private Activities
        • Inviting a Person to the Case Portal
  • Email
    • Introduction to Email
    • Working With Emails
    • Email Signatures
    • Sending Bulk Email
    • Common Email Errors
    • Email Integrations
    • Mailing Lists
  • Forecasts & Quotas
    • Introduction to Forecasts & Quotas
    • Sales Forecasts
      • Adjusting Forecasts
      • Included Forecasts
    • Sales Quotas
  • Importing Data
    • Introduction to Importing
    • Preparing your Import Data
      • Import Templates
      • Compulsory fields for Import
    • Workbooks Import Wizard
      • Uploading your data
      • Defining Field Mappings
      • Extending your Import to other Record types
      • Checking for Duplicates
      • Running and Reviewing your Import
    • Managing your Imports
      • Undoing an Import
  • Leads
    • Introduction to Leads
    • Displaying & Adding Leads
    • Converting Leads
  • Marketing
    • Introduction to Marketing
    • Marketing Campaigns
      • Displaying & Adding Campaigns
      • Campaign Management
      • Campaign Membership
      • Tracking URLs on Campaigns
      • Integrating DotDigital and Workbooks
        • Configuring Workbooks and Dotmailer
      • Integrating MailChimp and Workbooks
        • Configuring Workbooks and MailChimp
    • Mailing Lists
      • Creating Mailing Lists
    • Products
      • Pricing Schemes
      • Supply Scheme
      • Product Bundles
    • Mailshots
      • Creating a Mailshot
    • Upload Library
      • Using the Upload Library
    • Templates
      • Creating Templates
      • Creating a Template to show multiple lines
      • Extra Template Placeholders
    • Using HubSpot with Workbooks
    • Event Management
      • Introduction to Event Management
      • Enabling the Event Management Module
      • Using Event Records
        • Event Records
        • Event Sessions
        • Event Speakers
        • Event Sponsors
        • Event Products
        • Event Tickets
        • Event Attendees
      • The Event Management Portal
        • Introduction to the Event Management Portal
        • Prerequisites for installation
        • Accessing the Plugin
        • Installing the Event Management Portal
        • Amending Event Portal Parameters
        • Adding Custom CSS to the Event Portal
      • On The Day Registration App
      • Setup On the Day Registration App
    • Compliance Records
      • Introduction to Compliance Records
      • Enabling Compliance Records
      • Creating Compliance Records
      • Using Compliance Records
    • Spotler Integration
      • What is Spotler?
      • Navigating your Spotler homepage
      • GatorMail
        • Introduction to GatorMail
        • Managing your GatorMail Account
          • Domain Setup
        • GatorMail Configuration
          • GatorMail Field Mappings
            • GatorMail Hard Bounces
          • Preference Centres & Landing Pages
            • Preference Centre Setup
        • Creating Emails in GatorMail
          • Imbedding Images and Videos
        • Sending Emails in GatorMail
          • Sending GatorMail Campaigns
            • Campaign Action Types
            • Ramp-up
            • Testing Campaigns and Emails
          • Using SendForensics
          • Understanding your Campaign results
        • Advanced Features
          • Gator Smart Forms
          • GatorMail - Dynamic Content
      • GatorLeads / Web Insights
        • Tracking Code
          • Restricting Page Tracking
        • Setting up the Plugin
        • Viewing Web Insights Data on your Form Layouts
        • Domain Names and Online Activities
        • Reporting incorrect Leads created through Web Insights
        • Reporting on Web Insights data
        • Using UTM Values
        • Why aren’t Online Activities being created in the database?
        • Why is GatorLeads recording online activities in a foreign language?
      • GatorSurvey
      • GatorWorkflow
        • Spotler Data Sync
        • Triggered Mailshots
      • GatorPopup
  • Opportunities
    • Introduction to Opportunities
    • Displaying & Adding Opportunities
    • Opportunity Line Items
    • Opportunity Relationships
  • Integrations
    • Mapping
      • Introduction to the Mapping Module
      • Using the Mapping Module
      • Using Mapping in Reports
        • Changing the size/colour of Map Pins
    • Electronic Signing Tools
      • Docusign Integration
        • DocuSign Functionality
          • Copy Document on Signature
          • Update Related Records
          • Sending Multiple Documents
          • People, Organisations & Cases with DocuSign
          • Invoice Payments with DocuSign
          • Managing DocuSign Documents
        • Setting up the DocuSign Integration
          • Authentication with DocuSign
          • Production vs Sandbox
          • Creating a Document with a DocuSign Template
          • Creating a Document with a Workbooks PDF
          • DocuSign Fields
          • DocuSign Settings
          • Form Layout Configuration
        • DocuSign - Worked Examples
          • Taking Payments
          • Updating Related Records
          • Multiple Document Sends
          • Creating a Template for Cases
          • Creating a Template for Organisations
          • Creating a Template for People
          • Unified PDF for Transaction Documents
        • DocuSign - Reporting
          • Multiple Send Report Grid
          • Document Review Report
          • Monitoring Integration Errors
      • Adobe Sign Integration
        • Introduction to Adobe Sign
        • Authentication with Adobe Sign
        • Installing the Integration
        • Integration Monitoring & Error Handling
        • Setup of Adobe Sign
        • Adobe Sign Fields & Form Layout Configuration
        • Optional Custom Fields for Adobe Sign
        • Adobe Sign Button Process
        • Using the Adobe Sign Integration
    • Creditsafe Integration
      • Installing the Creditsafe Plugin
      • Configuring Organisations to use the Creditsafe Integration
      • An example of how to use the Creditsafe Integration
    • Zapier
      • Introduction to Zapier
      • Available Triggers and Actions
      • Linking your Workbooks Account to Zapier
      • Setting up Zaps
        • Posted Invoices to Xero Invoices
        • Xero payments to Workbooks Tasks
        • New Case to Google Drive folder
        • New Case to Basecamp Project
        • New Workbooks Case to JIRA Ticket
        • Jira Issue to new Case
        • 123FormBuilder Form Entry to Case
        • Eventbrite Attendee to Sales Lead and Task
        • Facebook Ad Leads to Sales Leads
        • Wufoo Form Entry to Sales Lead
        • Posted Credit Note to Task
        • QuickBooks Online
          • Initial Setup
            • Authentication with QuickBooks Online
          • People & Organisations to QuickBooks Customers
          • POSTED Workbooks Invoice to QuickBooks Online
          • QuickBooks Online Payment to Workbooks Invoice & Task
          • QuickBooks Sales Tax Code Lookup
        • Survey Monkey responses to Tasks
      • Multistep Zaps
    • Email Integrations
      • Email Dropbox
        • Setting up your Dropbox
        • Using your Dropbox
      • Workbooks Exchange Server Sync
        • Supported email clients
        • Set Up
          • Setting up the WESS
          • Setting up the Outlook Add-In
          • Customising the WESS Add-In
          • How to change Authentication setup for WESS
            • O365 Exchange authentication Troubleshooting
        • What gets synchronised?
          • Synchronising with the WESS
          • Synchronising with the WESS Add-in
          • How to force a sync
          • Best practice
        • WESS Troubleshooting
      • Workbooks Outlook Connector
        • Introduction to the Outlook Connector
        • Before downloading the Outlook Connector
          • System Requirements
          • Enabling the Outlook Connector
        • Download/update the Outlook Connector
        • Installing the Outlook Connector
          • Uninstalling the Outlook Connector
        • Using the Outlook Connector
          • Configuring the Outlook Connector's Settings
          • Identifying Records in Workbooks created in Outlook
        • Outlook Connector Troubleshooting
    • Event & Webinar Integration Tools
      • GoToWebinar
        • Installation
          • GoToWebinar Fields & Processes
          • Setting up Process Buttons for GoToWebinar
        • Authentication
          • Multiple GoToWebinar Accounts
          • Removing GoToWebinar Accounts
        • Create/Update & Cancel Webinars from Events
        • Event Attendees as Webinar Registrants
        • Event Speakers as Webinar Panelists
        • Retrieve Webinar Data
      • ON24
        • Installation
          • ON24 Fields & Processes
          • Setting Up Process Buttons for ON24
        • Authentication with ON24
          • Removing ON24 Accounts
        • Create Webcasts from Events
        • Event Attendees as Webcast Registrants
        • Retrieve Webcast Data
          • Reporting: Survey Responses
          • Reporting: Poll Responses
        • Retrieve Survey Data
        • Engagement Hub Interactions
    • Microsoft Office
      • Azure Active Directory
      • Excel
      • Outlook
      • Power BI
      • SharePoint
        • Authentication
        • Installation
          • Custom Fields & Processes
          • SharePoint Integration Settings
        • Using the SharePoint Integration
      • Word
        • Introduction to the Word Add-in
        • Deploying the Word Add-in
        • Creating Word Add-in Templates
          • Example Word Add-in Templates
        • Using Word Add-in Templates
        • Word Add-in Tips and Tricks
    • Outreach
      • Installation
        • Outreach Fields & Processes
        • Create Outreach Custom Field Mappings
          • Configure Outreach Field Dynamic Picklist
        • Sync Outreach Mappings
      • Outreach Authentication
        • Remove Outreach Account
      • Sync People to Outreach Prospects
        • People Field Mappings
      • Sync Organisations to Outreach Accounts
        • Organisation Field Mappings
      • Sync Workbooks Opportunities to Outreach
        • Opportunity Field Mappings
      • Sync Tasks/Activities from Workbooks to Outreach
        • Follow-Up Activities created via Scheduled Process
      • Sync Outreach Sequences to Workbooks
      • Sync Outreach Sequence States to Workbooks
      • Sync Outreach Sequence Step Numbers to Workbooks
      • Sync Prospects/Accounts/Opportunities from Outreach to Workbooks
      • Sync Outreach Tasks/Calls/Meetings to Workbooks
    • Scribe/Workbooks Connector
      • Connection Setup
        • Microsoft SQL Server Connection Requirements
      • Connector Control Blocks
      • Worked Example - Create, Read, Update & Delete
    • RingCentral
      • Installation
        • RingCentral Integration Fields and Processes
      • RingCentral Authentication
        • Remove RingCentral Account
      • Creating Phone Call Activities
      • Click to Dial
  • People & Organisations
    • Introduction to People & Organisations
    • Organisations
      • Displaying & Adding Organisations
      • Customers & Suppliers
    • People
      • Displaying & Adding People
      • Adding People to Outlook
    • Relationships
      • Change Employer Wizard
      • Direct Relationships
      • Third Party Relationships
    • De-duplication and Merge
      • Workbooks Merging
      • Workbooks DQ
      • Data Quality
    • Using Postcode Lookup
    • Data Enrichment
      • Introduction to Data Enrichment
      • Setting up Data Enrichment
  • Snippets
  • Reporting
    • Introduction to Reporting
      • Creating Reports
        • Standard Workbooks Reports
        • Creating a Pre-populated Report
        • Creating a Report from a Template
          • Report Templates
        • Creating a Blank Report
        • Auto-refreshing Report Views
      • Sharing Reports
    • Using Reports
      • Reporting Explained
        • Adding Targets, Conditional Formatting and CSS Styling
          • Calculated Targets
          • Target Sets
            • Creating a Target set for Closed Cases per Customer Support Agent
            • Creating a Target set for Closed Sales amount per Sales Person by quarter
        • Reporting with multiple currencies
        • Drilling into Summary Views
        • Improving Report Performance & Run Time
      • Displaying reports within Record Views
      • Displaying Reports
        • Reporting Views (Reports on Landing Pages)
      • Adding a Report view to a Dashboard
    • Charts
      • Creating & Using Charts
        • Bar Charts
          • Targets on Bar Charts
        • Line Charts
        • Pie Charts
        • Dial Charts
    • Exporting Reports
      • Emailing Scheduled Reports
    • Advanced Reporting
      • Types of Split Columns
      • Using Calculated Columns
        • Introduction to the IF Statement
        • Introduction to the CASE Statement
        • Applying Search filters in Calculated Columns
        • Comments in Calculated Columns
        • Financial Year Reporting
        • Introduction to Date Functions in Reports
        • Using Calculated Criteria
        • Reporting on empty fields
      • Audit Reporting
  • Dashboards
    • Adding Elements to Dashboards
      • Configuring Dashboard Elements
    • Dashboard Views
    • Dashboard Fields
    • Creating a Sales Dashboard
    • Springboard
    • Adding a Dashboard as a Record Tab
  • Okta Authentication
  • Transaction Documents
    • Introduction to Transaction Documents
      • Displaying & Adding Transaction Documents
      • Copying Transaction Documents
      • Transaction Documents Fields Help
      • Transaction Documents Line Items Help
      • Printing & Sending Transaction Documents
      • Managing Transaction Document Currencies
      • Managing Transaction Document Statuses
      • Setting a Blank Default Currency on Transaction Documents
    • Credit Notes
    • Customer Orders
    • Invoices
    • Quotations
    • Supplier Orders
    • Contract Management
      • Displaying & Adding Contracts
      • Using Contracts with Cases
    • Sagelink
  • Auditing
    • Auditing
  • Configuration
    • Introduction to System Administration
      • Quick Start Wizard
    • Users & Security
      • Users
        • Setting up your Users
        • Disabling Users
        • Profile Pictures
      • User Groups
        • Capabilities
        • Creating & Modifying User Groups
      • Permissions
        • Sharing Policies & Mandatory Permissions
          • Configuring the Advanced Security Module
            • Configuring the Advanced Security Module: Segmenting Users by function
            • Configuring the Advanced Security Module: Segmenting Users by location
      • Account Settings
      • Licences & Modules
        • Multi Language
    • Database
      • Databases
      • Storage Usage
      • Prefixes & Numbering
        • Modifying Object References
      • Export Database
      • Database Settings
    • Accounting
      • Accounting Periods
      • Exchange Rates
        • Setting Exchange Rates
      • Tax Regimes
        • Setting Tax Rates
        • Sales Tax Rulesets
          • Using Sales Tax Rulesets
      • Own Organisations
        • Setting up your Own Organisation
    • Email & Integration
      • Email Settings
        • Setting up your Email Server
        • Using Workbooks Server to send Emails
      • API Keys
      • Web to Case and Web to Lead
        • Setting up a Web2Case Form
        • Setting up a Web2Lead Form
        • Using Web Forms in Workbooks
        • Editing a Web Key Form
      • Preference Centre
      • MailChimp & dotMailer
      • Loqate
      • Bank Account Validation
    • Customisation
      • Creating & Modifying Picklists
      • Desktop Preferences
      • Theme
      • Record Types
        • Creating Custom Fields
          • Dynamic Linked Items & Picklists
          • Constrained Dynamic Linked Items (DLI) & Picklists
          • Creating relationships with Dynamic Linked Items (DLIs)
          • Linking Custom Field Values
          • Showing Linked Records in Tabs
        • Report-based Custom Fields
          • Improving the Performance of Report Cells/Grids
        • Linked Fields & Reference Fields
        • Record Templates
        • Form Layouts
          • Customising an Organisation form
          • Displaying a Tab as a Side Panel
          • Card View
          • Read-only Assigned to Fields
        • Customising relationships between parties
          • Configuring Custom Party Relationships
        • Opportunity Stages
      • Custom Records
        • Enabling Custom Records
        • Creating Custom Record Types
          • Editing Custom Record Types
        • Using Custom Records
    • Automation
      • Plugins
        • Field Updater Plugin
        • File Storage Plugin
          • Using File Storage
          • Using SharePoint File Storage
        • Cognism Enrich Plugin
          • Using Cognism Enrich
        • Email to Case Plugin and Process
      • Processes
        • Process Logging
      • Workbooks Scripts
        • Script Library
        • How Workbooks Runs Scripts
        • Workbooks Script External Access
      • API Data
      • Triggers and Webhooks
        • Configuring Triggers and Webhooks
    • PDF Configuration
      • Modifying Document Templates
        • Adding Terms & Conditions to your Documents
        • Multi-line Value Tags
      • Modifying Default Colours & Images
      • Creating Custom Document Templates
  • Contact Support
    • Contacting Workbooks Support
    • Workbooks CRM Advisory Packs
    • Introduction to the Administrator Service
  • Releases & Roadmap
    • Roadmap
    • September 2022 Release
    • June 2022 Release
    • March 2022 Release
    • October 2021 Release
    • June 2021 Release
    • March 2021 Release
    • 2020 Releases
      • December 2020 Release
      • September 2020 Release
      • April 2020 Release
      • January 2020 Release
    • 2019 Releases
      • September 2019 Release
      • February 2019 - Event Management Release
      • January 2019 Release
    • 2018 Releases
      • October 2018 Release
      • May 2018 Release
      • February 2018 Release
      • January 2018 Release
    • 2017 Releases
      • November 2017 Release
      • September 2017 Release
      • June 2017 Release
      • March 2017 Release
    • 2016 Releases
      • December 2016 Release
      • August 2016 Release
      • January 2016 Release
  • Workbooks Glossary

Setting your Preferences

Tip

You may find that Workbooks runs more quickly if you keep the number of rows and open windows low.

Click Start > Preferences to access your User Preference options, or simply right click anywhere on the Workbooks Desktop and select Preferences.

Within the General section you can:

  • Set your general Preferences, including controlling: your Notifications and Reminders; the number of Recent Items to keep; how your Desktop Interface behaves; your default Own Organisation; and so on.
  • Change your Password.
  • Control your ability to login via Third-Party Identities, such as Google Apps.
  • See which, if any, windows you've pinned so that they automatically open when you login to Workbooks.

Within the Email section you can:

  • Control your Email Settings specifying one or more 'alias' addresses so you can appear to send email from an address other than your login address.
  • Create Email Signatures for use with outbound emails.

The Email Dropbox section is used to:

  • Set up your Email Dropbox and control who is authorised to send email to that Dropbox.

If you use the Workbooks Exchange Server Sync (WESS), you will also see an Integration section, where you can control your WESS set up and check on the synchronisations.

General Preferences

Profile Picture

You can upload a profile picture that shows alongside your name when viewing summaries as Lists (rather than grids). A square image works best.

Look & Feel

If your System Administrator has allowed it, you can change the theme used in Workbooks (Modern, Classic or Clean (currently in Beta), as well as control where the Taskbar is positioned, whether to display the Save and Save & Close as separate buttons or combined and the layout of any shortcuts. Please see more information about themes here.

It's possible to collapse the Save button and apply a default option. These can be set to one of the three options (shown below): 

Wallpaper

If your System Administrator has allowed it, you can choose your own Wallpaper - either one of the standard ones we provide or you can personalise things by uploading your own photo.

Own Organisation

If your Workbooks account contains more than one Own Organisation, you can choose which one should be used by default. The default will be used unless an alternative is selected.  If you only have one Own Organisation, only one option will be available in the dropdown list.

You can do the same for your Default Transaction Currency.

Lists

By default Workbooks displays a maximum of 20 rows of data on each page. You can change this default using the dropdown picklist next to Items to show on each page. Please be aware that choosing more rows to display in a grid might impact the speed with which the data is displayed.

Recent Items

Workbooks keeps track of the Workbooks screens you visit. It's possible to access a Landing Page detailing these from the Start menu.  You can set the number of records per record type that Workbooks keeps so that when the maximum number is reached, the oldest item will drop off the list in favour of the most recent.  

To manage the number of recent items that Workbooks tracks for you go to Preferences > Recent Items and enter the number you want to keep.  To access your recent items click Start and choose Recent Items from the right-hand menu.  Remember, if you want you can group your Recent Items by, say, object type.  To open a Recent Item simply click on the row you want to access.

Desktop Interface

You can control the number of Workbooks windows that can be open at any one time using the dropdown picklist next to Restrict to.  You can specify how Workbooks behaves once the maximum number of windows has been reached - either minimising the 'oldest' open record to the system tray or closing the record completely.  If you choose to close windows, Workbooks will prompt you to save any changes you've made before the record closes.

Additionally, you can choose to always open windows in full screen via a checkbox in this section.

NOTE:  Changing this setting only takes effect when you next login.

Within this section, you can also specify the day of the week that your Calendar view starts on. You can set your week to start on Sunday, Monday or Saturday.

There are a number of standard desktop shortcuts that appear on Workbooks by default. It is possible to toggle these on/off to suit your needs. The shortcuts that can be changed are Dashboards, Recent Items, Training Videos, Search and Help.

Telephone Integration

If you want to use VOIP software with Workbooks you may need to modify the default settings provided here for the formatting of phone links and the country code.

Workbooks can be configured to work with a variety of telephone systems.  By default, Workbooks uses:

  • callto:@number@, as it's the most widely-used

but depending on your telephony system, you might need to change this to:

  • tel:@number@
  • sip:@number@

or a URL such as:

  • https://system.com/@number@

Notifications and Reminders

Workbooks can deliver desktop popups or emails or a combination of both - you can find out more about this here.

Language and Region Settings

If you have the Multi Language Extension, you can choose which language you would like to view Workbooks in. You can choose from the list of languages that your System Administrator has enabled on your database, or you can 'Use browser default'. 'Use browser default' will use the first language in your browser settings that matches the available languages that your System Administrator has set up.

Your timezone is used when printing and exporting data from Workbooks. Regardless of this setting, times on Workbooks are shown in the timezone of the computer you're using. You can set your timezone within Preferences > Timezone.

Using the Date and time display format dropdown you can specify how you want your dates to appear, British, American, International and Custom. Choosing Custom will present additional options for short and long formats:

A date format contains placeholders that start with '%', that will be replaced by the equivalent date/time value. For example, if I were to type "%Y" the '%Y' will be replaced with the date's 4 digit year in your Start menu. Some more examples of formatting you could use include, but are not limited to: 

%A - The full weekday name (“Sunday”)

%B - The full month name (“January”)

%I - Hour of the day, 12-hour clock (01..12)

%p - Meridian indicator (“AM” or “PM”)

Welcome Message

Welcome Messages can be generated by Workbooks Online or by users within your account who have the right Capabilities.  Use the checkbox to control the visibility of Welcome Messages (which can be displayed each time you login to Workbooks).

Search settings

When searching, you have the option to do a 'Quick Search', which is limited to finding records whose names start with the search term. Turn this setting off if you would prefer the Search to be more thorough.

Default Country auto populate

When you are filling in the Main Address on a record, Workbooks will automatically populate the Country for you with the Country from your Default own Organisation. If you often deal with Organisations or People from other countries, then you can turn off the 'Auto populate default Country' setting.

Change Password

Within the General section of the column on the left, click Change Password.  You'll need to enter your current password followed by your new password twice.  The format of the password will be based on the configuration of your system; your System Administrator should be able to help you if you are having difficulties. To return to the main screen select the Preferences icon.

NOTE:  Depending on how your System has been configured you may not be able to reuse a previous password.  For security reasons the reuse of passwords is not recommended.

Trusted Identities

Instead of logging in using your email address and password you can use a Trusted Identity.  You can use Open ID or Google Apps. 

NOTE:  If you want to use the Google Docs functionality within Workbooks you must be logged into GoogleApps.  For more information on logging in via Third-Party Identities, click here.

API Keys

My Pinned Windows

Throughout Workbooks you'll see the pushpin symbol towards the top right hand corner of all Landing Pages and records:   .  Clicking on this symbol changes the symbol (so it now shows like this ) and causes the Landing Page or record to open when you first login. 

NOTE:  The window will appear the same size and in the same position as it was when you pinned it.  You can stop the window from opening on login by clicking on the pushpin again or by deleting the option from the My Pinned Windows section within Preferences.

Email

Email Accounts

If you've been given the right capabilities (ie, Manage Email Credentials and View Email Credentials) you can set up new Email Connections which allow you to send emails from an 'alias' address.  For example, you might want to send emails from a generic address such as support@xyz.com or sales@xyz.com and so on.

For more information on setting up new accounts please click here.

Email Signatures

You can set up one or more Email Signatures for use when sending emails from Workbooks and define one of them to be the default one that's applied to your outbound emails.  To set up a signature, click on My Signatures in the left-hand column and then click New Signature. 

Give the signature a name and enter the text in the Body.  (You can enter your signature as HTML by first clicking the HTML button in the formatting toolbar.)  If you want the signature to be used as your default, remember to tick the checkbox next to Default Signature. 

You can control whether or not the signature can be applied to Email, Notes and Google Docs templates using the appropriate checkboxes.  Finally, in order to be able to use this signature, click Activate.

Email Dropbox

Workbooks users can send emails from within the system which are stored against the relevant record(s).  The Email Dropbox extends this functionality so that inbound emails or those generated outside Workbooks can be sent to a special Workbooks address, which will then automatically store the email and any attachments against the relevant record(s).

To enable this functionality the user should generate a Dropbox email address and specify who can send emails to that address.  For more information on Dropbox, click here.

Integration

If you have the Workbooks Exchange Server Sync set up on your account, you will be able to monitor it here. 

  • Introduction to Preferences
  • Email Accounts

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