- Welcome to the Knowledge Base
- Supported browsers
- Landing Pages
- Workbooks on Mobiles and Tablets
- Introduction to Cases
- Displaying & Adding Cases
- Managing Cases
- Custom Fields
- Case Portal Configuration
- Case Portal Additional Features
- Using the Case Portal
- Forecasts & Quotas
- Introduction to Importing
- Preparing your Import Data
- Workbooks Import Wizard
- Managing your Imports
- Introduction to Marketing
- Marketing Campaigns
- Mailing Lists
- Upload Library
- Using HubSpot with Workbooks
- Introduction to Event Management
- Enabling the Event Management Module
- Using Event Records
- The Event Management Portal
- On The Day Registration App
- Setup On the Day Registration App
- Compliance Records
- What is Spotler?
- Navigating your Spotler homepage
- Introduction to GatorMail
- Managing your GatorMail Account
- GatorMail Configuration
- Creating Emails in GatorMail
- Sending Emails in GatorMail
- Advanced Features
GatorLeads / Web Insights
- Tracking Code
- 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?
Electronic Signing Tools
- DocuSign Functionality
- Setting up the DocuSign Integration
- DocuSign - Worked Examples
- DocuSign - Reporting
- Adobe Sign Integration
- Docusign Integration
- Creditsafe Integration
- 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
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- 123FormBuilder Form Entry to Case
- Eventbrite Attendee to Sales Lead and Task
- Facebook Ad Leads to Sales Leads
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- Posted Credit Note to Task
- QuickBooks Online
- Survey Monkey responses to Tasks
- Multistep Zaps
- Email Dropbox
- Workbooks Exchange Server Sync
Workbooks Outlook Connector
- Introduction to the Outlook Connector
- Before downloading the Outlook Connector
- Download/update the Outlook Connector
- Installing the Outlook Connector
- Using the Outlook Connector
- Outlook Connector Troubleshooting
Event & Webinar Integration Tools
- Create/Update & Cancel Webinars from Events
- Event Attendees as Webinar Registrants
- Event Speakers as Webinar Panelists
- Retrieve Webinar Data
- Authentication with ON24
- Create Webcasts from Events
- Event Attendees as Webcast Registrants
- Retrieve Webcast Data
- Retrieve Survey Data
- Engagement Hub Interactions
- Azure Active Directory
- Power BI
- Outreach Authentication
- Sync People to Outreach Prospects
- Sync Organisations to Outreach Accounts
- Sync Workbooks Opportunities to Outreach
- Sync Tasks/Activities from Workbooks to Outreach
- 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
People & Organisations
- Introduction to People & Organisations
- De-duplication and Merge
- Using Postcode Lookup
- Data Enrichment
- Introduction to Reporting
- Adding Targets, Conditional Formatting and CSS Styling
- Reporting with multiple currencies
- Drilling into Summary Views
- Improving Report Performance & Run Time
- Displaying reports within Record Views
- Displaying Reports
- Adding a Report view to a Dashboard
- Reporting Explained
- Exporting Reports
- Types of Split Columns
- Using Calculated Columns
- Audit Reporting
- Okta Authentication
- Introduction to Transaction Documents
- Credit Notes
- Customer Orders
- Supplier Orders
- Contract Management
- Introduction to System Administration
Users & Security
- User Groups
- Account Settings
- Licences & Modules
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- Creating & Modifying Picklists
- Desktop Preferences
- Creating Custom Fields
- Report-based Custom Fields
- Linked Fields & Reference Fields
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- PDF Configuration
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Releases & Roadmap
- June 2022 Release
- March 2022 Release
- October 2021 Release
- June 2021 Release
- March 2021 Release
- 2020 Releases
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- 2016 Releases
- Workbooks Glossary
Sharing Policies & Mandatory Permissions
The Permissions applied to objects (record types) are a product of the Mandatory Permissions applied to the object combined with the Sharing Policies for that object. You can access these settings by clicking Start > Configuration> Permissions.
Note: You will only be able to access this area of the configuration menu by either having a Pro Licence or have purchased the Advanced Security Module.
The Mandatory Permissions for an object are the base-level permissions which are always in place regardless of any changes that a User tries to make. Users are not able to change the Mandatory Permissions; they must always apply. The Mandatory Permissions can be changed by a System Administrator but this is not generally recommended unless there is a strong business reason for changing them.
By default your Workbooks account is configured so that the majority of objects have a mandatory Ruleset called Minimum Access.
This means that as a bare minimum all Users have read access to objects they've created and Users in the System Administration group have full access to all objects.
Each object type has one set of Mandatory Permissions.
NOTE: A Ruleset is a set of permissions grouped together.
System Administrators are able to change the Mandatory Permissions by going to Start > Configuration> Permissions and selecting the Mandatory Permissions tab.
Within the Mandatory Rulesets you can control whether Sharing Policies are applied when the record is created or when ownership of the record changes. To do this, open the Mandatory Rulesets Landing Page and choose the type of record from the list on the right. You're presented with a dropdown picklist that allows you to specify when Sharing Polices are applied.
NOTE: A record is owned by the user to whom the record is assigned. If you assign the record to a Queue, the permissions can also be recalculated depending on the Queue configuration. You will need to configure your Permissions so that this situation is taken into account. See here for configuring Queues.
You can control whether Sharing Policies are applied when a record is created or when ownership of a record changes.
This is available by navigating to the Mandatory Rulesets Landing Page and opening the row for the record type you want to change.
Sharing Policies combine with Mandatory Permissions to determine the overall permissions of an object when it's first created. By default, Workbooks is supplied with one Sharing Policy for each object type, but a System Administrator can create more if required.
Sharing Policies can be configured so that they are applied either when the record is created or when the ownership of the record changes (ie, when the record is reassigned from one user to another).
NOTE: Assigning a record to a queue does not change the ownership of the record.
Unless you change the Sharing Policies (which you can only do if you have the Advanced Security extension licence), the majority of objects are configured with a Public Read Write Ruleset. The screenshot below shows you what this means. (Click to enlarge.) As you can see, if a user owns the record they can read, modify, delete, change owner and change permission on that record. If they don't own the record they can still read and modify the details.
Remember, the Sharing Policy works in conjunction with the Mandatory Permissions so if you haven't changed the out-of-the-box settings for Mandatory Permissions or Sharing Policies, the permissions for the majority of records will look like this:
Whilst the majority of records are supplied with a Public Read Write Ruleset, some are supplied with a Private Ruleset. When this is combined with the standard Mandatory Permissions it means that users can read, modify, delete, change owner and change permissions on records they own but they cannot even read records that they don't own.
Users in the System Administrator group will have read, modify, delete, change owner and change permissions regardless of who owns the record. If a record has a Private Ruleset, a user can use the padlock on an individual record to share the record with other users.
Records that are shipped with a Private Ruleset are: API Data, Accounting Objects, Bulk Actions, Dashboards, Email Credentials, Form Layouts, Import Jobs, Processes, Record Templates, Scripts, Templates and Views.
The permissions an object is given when it's first created depend on which User is creating the object and which Sharing Policy applies for that User.
It is possible to create Sharing Policies for specific users and groups. However it is important to understand that when a new object is created the permissions it is given are based on ALL the policies that the user is matched against.
NOTE: Changing the Sharing Policies only affect records created after the changes have been made. The permissions of all existing records are not changed.
NOTE: Changing the Mandatory Permissions will affect all records in the system. However it is possible that changing the Mandatory Permission on an object will not change the Access Permissions of a specific record, if the existing permissions take precedence.