- Welcome to the Knowledge Base
- Introduction to Workbooks
- Using the Knowledge Base
- Editions & Licensing
- Logging In
- Supported browsers
- Landing Pages
- HTML Editor
- Welcome Messages & Bulletins
- Exporting Data
- Multi Language
- Notifications & Reminders
- Workbooks Mobile Client
- 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
Workbooks Web Insights
- Tracking Code
- Setting up the Plugin
- Viewing Web Insights Data on your Form Layouts
- Domain Names and Online Activities
- Gator Popup
- 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?
- 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
- Setting up the Integration
- Sending Mailshots using GatorMail
- Gator Smart Forms
- GatorMail - Dynamic Content
- GatorMail Domain Setup
- GatorMail Field Mappings
- Managing your GatorMail Account
- Setting up GatorMail Workflows
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
- 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
- Survey Monkey responses to Tasks
- Multistep Zaps
- Email Dropbox
Workbooks Exchange Server Sync
- WESS System Requirements
- Setting up the WESS
- Synchronising Emails
- Synchronising People & Contacts
- Synchronising Tasks & Meetings
- WESS Troubleshooting
- The WESS Add-in
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
- Azure Active Directory
- Power BI
- Outreach Authentication
- Scribe/Workbooks Connector
People & Organisations
- Introduction to People & Organisations
- De-duplication and Merge
- Using Postcode Lookup
- Data Enrichment
- Introduction to Reporting
- Reporting Explained
- Displaying reports within Record Views
- Displaying Reports
- Adding a Report view to a Dashboard
- Exporting Reports
- Advanced Reporting
- Introduction to Transaction Documents
- Credit Notes
- Customer Orders
- Supplier Orders
- Contract Management
- Introduction to System Administration
Users & Security
- User Groups
- Account Settings
- Licences & Modules
Email & Integration
- Email Settings
- API Keys
- Web to Case and Web to Lead
- Preference Centre
- MailChimp, Constant Contact & dotMailer
- Bank Account Validation
- Creating & Modifying Picklists
- Creating Custom Fields
- Report-based Custom Fields
- Linked Fields & Reference Fields
- Record Templates
- Form Layouts
- Customising relationships between parties
- Opportunity Stages
- Custom Records
- PDF Configuration
- Contact Support
Releases & Roadmap
- September 2020 Release
- April 2020 Release
- January 2020 Release
- September 2019 Release
- February 2019 - Event Management Release
- January 2019 Release
- October 2018 Release
- May 2018 Release
- February 2018 Release
- January 2018 Release
- November 2017 Release
- September 2017 Release
- June 2017 Release
- March 2017 Release
- December 2016 Release
- August 2016 Release
- January 2016 Release
- Workbooks Glossary
A business process will often have many steps. In Workbooks you will implement a series of small 'Processes' each of which combines to implement a full end-to-end solution. Keeping the steps small makes things much more maintainable.
Workbooks Processes come in a variety of forms, either Scheduled, On Change, Web, Integration, Button, Grid or Report Processes. All styles of process invoke Workbooks Scripts to carry out their work.
The Scheduler within Workbooks allows you to define how frequently each different Process should be run; this can vary from every few minutes to monthly and be restricted to certain hours of the day or days of the week. For example you might schedule a process to check an external email server for new emails and import these into Workbooks to create new Cases: the 'Email to Case' script within the Script Library can be used to do exactly this.
You can use the 'Run Now' button to initiate a Scheduled Process at the next possible opportunity. To avoid complication, Workbooks restricts you to running only one Scheduled Process at a time; any others which would otherwise run at the same time are queued until the first one finishes. Workbooks will not run a Scheduled Process any more frequently than the schedule but will attempt to keep close to the requested schedule.
Scheduled processes will be run at the next scheduled opportunity provided that they are enabled. Scheduled processes are automatically disabled if a script returns exit code 2, which script authors should use to indicate an error which means that the script should no longer be allowed to run. Exit codes 0 and 1 do not cause scheduled processes to be automatically disabled: by convention 0 means "all OK" and 1 means "try again later". The behaviour for other exit codes depends on a setting on the scheduled process which defaults to allowing the process to continue to run.
To summarise the two options for Scheduled Process exit codes:
- Run again - A script can fail unexpectedly for a number of reasons; as long as it does not exit with code 2 it will continue to be enabled and will run again automatically.
- Disabled automatically - If a script exits with any code other than 0 or 1, then it will become disabled until a System Administrator re-enables the process again manually.
You can set who is notified on the event of a failure by changing the "Notify User". Make sure that this is a 'real' user with a 'real' email address, with an active login to Workbooks, otherwise a process might fail and no-one is informed so users presume the process is running as normal. If this user doesn't log into Workbooks every day, it's also worth ensuring that their notifications (within Start > Preferences) are set to notify the user via email so that they don't miss any notifications about problems with a process.
On Change Processes run in the background after the modification or deletion of specified record types. The trigger to invoke the process is called a Listener; you can specify which record type(s) the process 'listens' to in the Listeners section on the process. This type of process is useful if the automation only needs to be performed on change of a particular record type rather than on a constant scheduled basis.
The synchronisation of Meetings with Google Calendar is a good example of this. Rather than have the process running on a schedule constantly looking for updates when nothing has changed, choosing to invoke the process on change of a Meeting means that the process only needs to run - and hence carry out the synchronisation - when required.
Web processes can be used to implement web services or web pages externally or within iFrames on Workbooks. A web process is often used as an interface on a website for users to update your database without having access to Workbooks itself.
An example of this would be a Contact Us form. The web process would appear on your website in the shape of a web form, then once the user enters their details on the form and hits send, a new sales lead record on your database would be created. Web processes can have all sorts of applications and are used to facilitate a significant portion of 3rd party integrations.
Processes can be invoked from both the User Preference Panel and System Configuration Panel, these are called Integration Processes and are designed to give control to both the user and database wide for 3rd party integrations. Similar to how a Web Process works, a web page can be displayed within a panel as an interface to control your integration.
A Process Button can be added to your records, which, when clicked, initiates a specified Process. For example, you might add a button to a Case record that when pressed closes the Case and automatically sends an email to the Primary Contact using a relevant email template. You can also add a Process on Save, in which a Process is run every time the Record is saved. A simple example demonstrates how you might implement a Process Button to delete all line items from an Order.
A Process Button can run as the current user or as another user that you specify when configuring the Process. This allows users who wouldn't normally have access to a particular part of Workbooks to use any automated processes that you may have in place.
For example, you may wish to create a Case off the back of an Order. A user doesn't need to be granted capabilities to the Cases feature to be able to use this Process Button as it can be configured to run as a System Administrator who has the capability to use all of the areas in Workbooks.
Once you've added a Button process to a form layout, you'll be able to access relevant form layout within Configuration as shown below.
A Grid Process is invoked in the same way as a Button Process - the script is called with the ‘form fields’ from the particular record that it is run from. The same script could be used for both a grid and button process; it would just be invoked from a different place. The process is run by opening a context menu from the relevant row in a grid on Landing Pages or tabs.
For example, you may wish to create an Opportunity from a Campaign Member. You can set up a process from Processes > Grid Processes or Customisation > Record Types > Campaign Memberships > Grid Processes. Once you’ve set it up, you will be able to run a process from a context menu on the Members tab of the Campaign.
The grid process will also be accessible via Marketing Campaigns tab on the Person record as this also displays Campaign Memberships.
It is possible to perform a Bulk Action on the results in a Report by running a Process Engine Script. This allows the automation of common tasks on a group of Records, or the extraction and processing of data retrieved from a Report. This can be run on an existing or new Report.
To enable a process to be invoked from a report, open the relevant Report in edit mode and open the Automation tab. Click Add Process, give the process a name and select the Script that you want to run.
Once you've set up your process you'll see the Bulk Actions button on the Report. Selecting this will enable you to invoke the process (similar to a User-Invoked Process).
An example of this might be to create a script which creates Invoices for selected Orders. You could then create a Report which shows these Orders, add the Process to the Report and then run the Process.
The report that has a Process will also be accessible via Automation > Processes > Report Processes.
If you use the Test button on a script, a Test Process will be created under the Test Processes tab. A Test Process gives you basic functionality to invoke a script and view the logs.
Running a Process
When a Process is run it is permitted to continue until it uses too much time, memory, or processor time. Set the Maximum Runtime for the process to be something sensible: if a scheduled process loops continuously and doesn't finish no other scheduled process will start until it stops; a process button could appear to "hang" if the underlying process does not complete in a timely manner.