If you are a system administrator in your WorkBook, you will most likely receive error messages like these from time to time. 

This doesn’t necessarily mean that something is wrong in your WorkBook, but it’s just an information to you (as a system administrator) that one of the many configured agents in your WorkBook at some point didn’t run as expected. You can open the attached log to get at hint on what went wrong.

In the agent setup, you will see which agents are active in your WorkBook. Some of these agents run as frequently as every 5 minutes (or 288 times a day) so there are a lot of automated tasks to take care of by the agent engine. And sometimes an error occurs. Usually the error will disappear again the next time the specific agent runs. So unless you get the exact same error every day – or several times on the same day – there’s no need to worry.

As per default, all system administrators in WorkBook will receive these error messages. If you don’t want them, you can remove your own WorkBook ID from system variable 800.

This applies to Chrome users.

If you want to record an audio message and attach it to a conversation, you might see this message:

This is how to enable your microphone in Chrome:

Pinned jobs

You can pin a job to stick on your time sheet week after week until you un-pin the job again. When first pinning a job it will appear 4 weeks into the future and back.

Pinning a job

To pin a job click on the small ‘pin needle’ to the right in the job line. When a job is successfully pinned it will turn green.
The job will now show 4 weeks into the future and 4 weeks back.

If you choose to unpin it, the ‘pin needle’ will turn grey again, but the jobs will still show 4 weeks back and ahead.
This is because there could be data on them and therefore you need to delete the jobs you no longer need. To do this you need to find the context menu and select ‘Delete records with no data’, as illustrated below.

This has to be done on every week that the unpinned task is in.

Unblocking WorkBook’s help-site in Adblock

If you have troubles watching videos on our help-site, unblocking WorkBook domain in your ad-blocker might be the key here.

Solution

You do this by clicking the icon in the top-right corner of your browser and then click “Don’t run on pages on this domain”

[feedback_prompt]

Q: I’m trying to run reports but not all jobs/customers appear to be in the report output?

A: It’s usually because most reports are only outputting data according to what jobs/customers are currently visible in the list.

You need to make sure that you select all job statuses and All in the job groups list, as seen below.

This makes the reporting system very flexible as you can filter each report to output data exactly to what is visible in the list.

Q: I’m trying to run a report but when I click the PDF button, nothing happens?

A: You need to allow pop-ups in your browser settings.

Mac

Safari: Open the ‘Safari’ menu and choose ‘Preferences’.  Select ‘Security’ and untick ‘Block pop-up windows’.
Firefox: Open the ‘Firefox’ menu and choose ‘Preferences’.  Select ‘Content’ and untick ‘Block pop-up windows’.

PC

Internet Explorer: Click Internet Options on the Tools menu to open the Internet Properties dialog box. Click the Privacy tab, and click to clear Block pop-ups to turn Pop-up Blocker off.
Chrome: If pop-ups have been blocked, you’ll see the  icon in the address bar. Click the icon to see a list of the blocked pop-ups.
Firefox: When blocking a pop-up, Firefox displays an information bar and this icon  in the location bar.

Q: I’m trying to run a report but the print icon is grey?

A: There are either no reports available on the page you are currently viewing or you have a wrong report profile attached to your user.
See this help article on how report profiles work.

[feedback_prompt]

Invoice date greater than the maximum date

If you get this message, it’s because your system settings doesn’t allow that you set an invoice date greater than X days.

Solution

You can change this here in Settings -> Company settings -> Basic settings

[feedback_prompt]

Please note that this guide no longer applies if you use version 8.3.4 or later of WorkBook. We have added a new functionality to allow you to easily see the write-downs and take action, and even let project managers or other approvers take action on the adjustments. The functionality is described in full in this article.

Why can’t I close a job?

Job closure – tolerance level When you manually close a job (set the status as Invoiced / Cancelled), you can set a tolerance level that will check if too many expenditures has been added to the job, and then prevent you from manually closing the job as an Advanced user.

Apply the tolerance levels (in cost prices) in the setup, if you want to change.

Close job, but leave tolerance level as is

If you want to close a job below these levels you would need to have an Admin access, or change the tolerance levels. As a Admin you can close to job here:

Make sure to “Accept possible write-down”.

[feedback_prompt]

Why can’t I enter hours on a job?

There can be several reason to why you can’t enter hours on a job. Usually you get an explanation on a message or through a mouse-over.

Job end date expired

The job end date has expired and the job has a lock icon in the time sheet. A user with access to change the job end date, usually the project manager, will need to change the date, in order to allow new time entries. The project manager has already received a notification from the system in the conversation center.

Time is approved

When you approve the time sheet, either in whole, daily or just a single record, you cannot change it unless you remove the approval.

Removing the approval:

Period closed for entry

When a period is closed, it will need to be opened in the Accounting periods menu. This can be done by a user with access to the menu, usually an Admin or someone from finance.

Cross-company settings

Two filters have been added to Employee Cross Company Access.
This way you can choose to see cross company settings for “Agnes Lee” only in “Bluebird”.

You need to enable “Allow time entry” and “Access to jobs” in order to an employee to register time.

The job is invoiced/closed

When a job is invoiced (with a final invoice) it closes the job for any more time entries. Ask the project manager what job should be used instead.

I can’t find the job when I try to add it to my time sheet

Usually this is because the job is closed, job end date expired, you’re not part of the job team (job has been limited to only accept time entries from team members) or the customer is not a part of your customer list.