- 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 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
- 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
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
- Using Calculated Columns
- Audit 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
- October 2021 Release
- June 2021 Release
- March 2021 Release
- December 2020 Release
- 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
Sometimes it makes sense to see your records in the context of a calendar rather than a grid. Activities are frequently displayed as a calendar, showing their Due Date or, in the case of Meetings, their Start and End Dates, but Workbooks allows you to display any Landing Page or Report as a calendar view, providing that the Landing Page or Report contains at least one date or datetime column. For example, Opportunities have a Close Date field, Transaction Records have a Document Date field, Campaigns have Start and End date fields, and so on. You can also add your own custom date/datetime fields.
When using a Calendar view you can:
- display a month at a time (as shown in the screenshot below) or change the display to a week or just a day.
- apply filters to limit the records shown in the calendar (just as you would in a grid view).
- arrange the records in the calendar based on any of the date/datetime fields in your grid.
- categorise the display by a field of your choice so that, for example, different activity types show in different colours, or records assigned to different users show in different colours.
- display a date range as a bar spanning the relevant days. This only applies when displaying a report as a calendar, except for the activities Landing Pages, which automatically show meeting start and end dates as a span.
- choose which fields display on the calendar for each record.
NOTE: To display a report as a calendar, showing a date range, the date/datetime field used must be displayed in its default way. If you've amended the date field using the advanced settings in reporting, the calendar view will not work correctly. For more information on formatting dates in reports click here.
Switching from a grid view to the calendar view is easy. Click View on the top right of the Landing Page or Report then select View as Calendar.
When you first switch to a calendar view, it will open in Month view as shown below. This can be switched to a Day or Week view using the buttons above the calendar grid. You can set the calendar view as your default, or save it and give it a name so that it appears in your list of views in the left-hand column, just as you can with any Landing Page view. You can click on the records in your calendar to open them.
In the Month view of a calendar records will show in ascending order based on the field that you select to arrange/categorise your view by, so 9am will show before 3pm.
A Week view of a calendar Landing Page in Workbooks will appear as below:
The Day view of a calendar Landing Page in Workbooks will appear as below:
Within the Week or Day view, you will see an hour by hour breakdown of your records. This is particularly useful when arranging meetings, as the view allows you to see your availability quickly.
You can page forward to the next day, week or month by clicking the right arrow at the bottom of the page. It is also possible to select the date you wish to view using the date picker. Either way, the calendar will display in whichever mode you have selected on the top right of the Landing Page.
NOTE: Today's date will be highlighted. Workbooks will give that day's date and the current time. The time will update automatically.
A calendar view in Workbooks has several useful features, such as:
A calendar can be set as the default view for a Landing Page just as you can for a grid view. This means that when you open a Landing Page, you will see a calendar view of your records without having to switch to it manually each time. For more information on how to do this, see here.
You are able to customise the records that are shown on the calendar by adding a filter in the same way as you can for a grid view. For example, you may not be interested in Activity records that are assigned to a particular user. Using the filtering functionality, you can omit these results from your calendar view. See here for more information.
The calendar view allows you to arrange your records by a date/time field. This list will change depending on the record type you are working with. For example, when looking at the Activities Landing Page you can arrange records by their Due Date whereas if you were working with Opportunities, Due Date is not present on this record, thus is not available. You could however arrange your view by the Close Date when looking at Opportunities.
If your records include Custom Fields with a data type of Date or Date & Time, you will be able to arrange the calendar based on these fields too.
To make it easier to differentiate between records on your calendar, you can colour code (categorise) them, based on any field on that record type with a data type of Picklist. By default, the list contains the following fields:
- Assigned to
- Show Time As
Selecting a field to categorise your calendar by, automatically assigns a colour to every record with that value. By default there is a colour legend that is shown to the right of the calendar view to identify the meaning of each colour. For example, selecting Assigned To, will assign a colour to all records that are assigned to a particular user.
This can vary from database to database and may not necessarily be the same colour each time. When looking at the colour legend, you are able to filter your records by clicking the down arrow. The menu displayed gives you the option to hide/show records that are not relevant.
NOTE: You can temporarily turn the colour legend off while you are looking at the calendar but this will be turned on again automatically the next time you visit the Landing Page.
NOTE: When you select a new field to arrange your view by, or to categorise your records by, Workbooks dynamically updates the calendar view and does not require you to reload the page.
Choosing which fields to display on a calendar entry
You can choose to display any values from fields in your underlying grid. For example, on an Activity Landing Page you might choose to display Status or Priority (or any of the other values) and on an Opportunity you might like to display, say, the Stage, Close Date and Amount. If you've generated your calendar from a Report rather than a Landing Page, you can only display values from the columns in your Report. The video at the foot of the page shows you how to set this up but if you prefer written instructions, read on.
For example, imagine you want to display the Name, Stage, Close Date and Amount on a calendar view of Opportunities. Navigate to your Opportunities Landing Page and click View > View as Calendar. Click View again and this time select Edit display text. The dialogue box that opens is where you can specify which columns from your grid to show in your calendar. By default, Name will appear but if you don't want to include it, use the cross on the far right to delete it. Use the Add button in the bottom left-hand corner and in the row that appears, start typing the name of the field you want to add. Repeat this until you have all the ones you want. You can drag and drop the rows to change the order in which they appear.
When you've added all the fields you want to see, click Update. When your calendar is displayed as a month view, you'll see the text values you added when you hover over the calendar entry. If you change the calendar to a Day or Week view, the information you added will be visible. Remember, if any of the records on the calendar view do not have a value for one or more of the fields you've added as display text, nothing will appear so some calendar entries might 'appear' to have less information on them than others.
Display date ranges on calendars
When you have a record that includes more than one date/datetime field, it can be useful to see the 'from' and 'to' dates displayed on a calendar as a horizontal bar, spanning the appropriate date range. You can achieve this in Workbooks by creating a report that includes the dates, pairing the dates and displaying the report as a calendar view. The video at the foot of the page describes how to do this and written instructions are below.
For this example, imagine you want to display your Marketing Campaigns on a calendar showing how long each one spans, so you can easily see any overlapping dates. You want to generate something similar to this:
Marketing Campaigns already include Start and End date fields but if the records you want to display don't, you could add custom fields to achieve the same outcome as long as you've created either date or datetime fields.
Create a report that includes columns for the dates you want to pair. In this example it's the Start and End date fields. Open the Start date column and then the Advanced tab. In the End range column field select End date. The picklist here will only ever show columns in your report that are date or datetime fields. You don't need to do the same thing with the End date field as Workbooks will automatically join the two together now that you've specified the End range column for the Start date. Save & Close the Start date column and Save & Run your report. Use the View button in the top right to select View as Calendar. You'll now see the relevant records with a horizontal bar representing the two dates you paired. You can pair more than one set of dates in a report but you can only ever pair one date with one other, not with multiple others.
The video below shows you how to display date ranges on calendars and how to control the text that appears on calendar entries.