- Welcome to the Knowledge Base
- Introduction
- Training
- Getting Started
- Preferences
- Activities
- Cases
- Forecasts & Quotas
- Importing Data
- Leads
-
Marketing
- Introduction to Marketing
- Marketing Campaigns
- Mailing Lists
- Products
- Mailshots
- Upload Library
- Templates
- Event Management
- Compliance Records
-
Spotler Integration
- What is Spotler?
- Navigating your Spotler homepage
- GatorMail
-
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?
- GatorSurvey
- GatorWorkflow
- GatorPopup
- Opportunities
-
Integrations
- Mapping
- Electronic Signing Tools
- 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
- Survey Monkey responses to Tasks
- Multistep Zaps
-
Email Integrations
- Email Dropbox
- Workbooks Exchange Server Sync
- Workbooks Outlook Connector
- RevenueGrid Intelligence and Engage
-
Event & Webinar Integration Tools
- GoToWebinar
- ON24
- Microsoft Office
-
Outreach
- Installation
- 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
- RingCentral
- Auditing
- Comments
- People & Organisations
- Projects
-
Reporting
- Introduction to Reporting
- Using Reports
- Charts
- Exporting Reports
- Advanced Reporting
- Report Snapshots
- Dashboards
-
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
- Sagelink
-
Introduction to Transaction Documents
- Auditing
-
Configuration
- Introduction to System Administration
- Users & Security
- Preferences
- Database
- Accounting
- Email & Integration
-
Customisation
- Creating & Modifying Picklists
- Theme
-
Record Types
- Creating Custom Fields
- Report-based Custom Fields
- Linked Fields & Reference Fields
- Record Templates
- Form Layouts
- Customising relationships between parties
- Opportunity Stages
- Custom Records
- Automation
- PDF Configuration
- Contact Support
- Releases & Roadmap
Creating Custom Record Types
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 the correct configuration will see a button marked Add Custom Record Type.
Clicking this will open a new window that allows you to configure your new Record Type.
Name: The name of the Custom Record Type, as Users will see it in the database.
Icon: Select from an icon from the picklist that will be used to represent the Record Type. This will be used throughout Workbooks, including in the Start Menu and on Landing Pages.
Help URL: If you have your own internal knowledge base you can configure the help button to direct to a specific page.
Route: This will be used within the API as the endpoint, which will be defined as custom_record/route.api
Object Reference prefix: Here you can specify the Prefix used within your database, records will then be assigned the prefix and numbering as they are created, e.g. ASSET-123.
Show in Start menu: If this is set to True you will be able to find the Record Type within the Start menu. Users will still need the relevant 'View...' capability to be able to see the Record Type in the Start menu.
Description: Provide a description of the Record Type that will be used in the Record Types menu.
Once you are happy with the configuration of your Custom Record press create, this will open a customisation menu for that Record Type.
Note: Once configured Route and Object Reference prefix cannot be amended. If you are wanting to change the numbering of a record type, this can only be given a higher value, even if no live records exist.
From within the Customisation Menu you can now further configure the Record, by creating any Custom Fields and Form Layouts needed. By default, there are 13 Standard Fields that are provided on a new Custom Record.
When you've created your Custom Record, Workbooks will automatically create capabilities for that record (Allow editing in grid; Create; Delete; Modify and View) but the only users with those capabilities will be System Administrators. If you want other users to access these records, make sure you give them the necessary capabilities. In addition, you need to create at least one Form Layout for it and share it with the appropriate users, otherwise, all they'll see is a record with a name on it and no other fields. The Landing Page for your custom object will show the record's Name, who it's assigned to and the object reference but as with all grids, you can customise this to suit your needs.
There may be some instances where an individual name is not necessary on a custom record type. E.g. you may already have activities that are named and you don't need individual names for the records created.
There is a checkbox on new custom records to specify whether the 'Name Field' is required or not. This can be found under the main tab of a newly created custom record, in the advanced section (expendable).
Note: This can only be applied to newly created records. It does not apply for pre-existing custom records.