Basic user navigation in Version 9

Logging In to WorkBook

Both Basic and Advanced Users log into WorkBook using your personalized portal. In most cases, this is “company.workbook.net”.
In Version 9, you can access the customer portal from Chrome, Firefox, Safari, and other up-to-date internet browsers.
Log in using your designated username and password. Your System Administrator should be able to send you this information if you do not have it already.
Upon logging in, you will want to change your password underneath your system settings.
 

My Settings

While you are in your Settings, you have the ability to add and edit a variety of different information, including your contact information, address, etc.
Underneath the Conversations & Notifications tab, you can also select how often you would like to receive conversation comments as email notifications from WorkBook – it is very helpful to check off “Do not notify me by email when I’m online” to ensure you don’t receive redundant emails.

Inbox

Think of your Inbox as the “latest and greatest” items for your review. Your Inbox can have a combination of conversations and notifications for you to peruse and interact with.
Select a conversation or notification from your Inbox in order to review and act upon it.

Conversations

In WorkBook, there are a variety of places a conversation can “live”. You can converse on a job, task, or even have a “regular” conversation that isn’t attached to anything job-specific.
To converse with other users on a conversation, write your comment in the text bar. Click the paperclip, microphone, or chain link icons in order to attach a document, voice memo, or hyperlink to your conversation text.
You can add another WorkBook user into a conversation using the @ symbol alongside their username.
For example, @AW. Use two @@ in order to put the task you are conversing on onto that user’s to-do list.
When conversing on a specific task, you also have the option to add hours to your time sheet directly from the conversation. The conversation comment you input will become the description of the hour(s) in your timesheet.

You also have the ability to add and converse with clients at the conversation level.
Bring in a client via e-mail by clicking the + button at the bottom left hand of the comment box. They will be sent an email directing them to a hyperlink giving them access to read the conversation, as well as the option to reply.

When you are writing on a conversation, you have the option to “Publish” the message, or write it “Privately.”
When you hit “Private,” your comment will only be readable by WorkBook users within your own company. If you hit “Public,” your comment will be readable by all individuals on that conversation, including non-Workbook users you have brought into the conversation. You can tell the difference between “Public” and “Private” comments by looking at their coloring. “Private” comments are in blue (or, depending on your system settings, will have the small blue circle lock icon at the right top right hand corner of the comment), while “Public” are completely white.

If you no longer wish to receive notifications on a particular conversation, you can unsubscribe yourself by clicking on your user icon within the conversation and choosing “Unsubscribe.”
A user within the conversation can add you again by simply using the @ feature.
You can also re-add yourself to a conversation by finding the task or job conversation and adding yourself with the + button or simply conversing on the task.
Once you do this, you are subscribed again. 

Notifications

There are a variety of notifications available for review within the WorkBook system.
The most important one for Basic Users to know is the Missing Time Entry notification. This notification alerts you when you have an incomplete time entry (when you have not filled in your minimum hours for the day), and allows you to fill out the hours within the notification itself.

For more information on the different types of notifications WorkBook can display, go to this guide: Notifications

Task List

The Task List is a very important part of WorkBook for Basic Users. At this view, you are able to look at all of the tasks you have been assigned to, the due date, and important information you need in order to complete it.
There are a variety of ways to view tasks on your list. In V9, you have the ability to view in regular list form or Kanban. In Kanban, you are able to drag-and-drop tasks into different “buckets” such as “In Progress” or “On Hold” for easier handling.

 

You can choose what information is shown in your to-do list by editing the Grouping and Columns. Right-click on the task list to access and edit these areas.

 

You can also use the “filter” tool to edit out certain tasks that you do not want to see in your task list.

Double-clicking on a task gives you access to more information pertaining to it. For example, you can start or continue a conversation on the task itself (and that conversation will also populate in your Inbox for storage and review should you want to continue that conversation later), review the briefing, and log hours to the task.

You can mark a task as “Done” by right-clicking the task and click on “Mark as Done” or by clicking the “Mark as Done”-button for quicker access.

 

Time Sheet and Expenses

Time Sheet

As you begin recording time entries, you will see them populate within your time sheet.
Your time sheet is a weekly view of all of the hours you’ve allocated towards different tasks and jobs.
Sometimes, you may do some work on a job that you were not assigned to on your task list. You can search for this job and add it to your time sheet by using the search bar function at the top.

If you have “favorite” tasks you would like to auto-populate onto your time sheet every week (say, for example, you know you are going to log at least 6 hours per week to an internal Sales job), you can “pin” these tasks to your time sheet using the green pin buttons.

WorkBook calculates hours in decimals. 0.25 is fifteen minutes, 0.5 is half an hour, and so on. Double-click into the field you would like to populate your time, input your hours, and hit “enter.” If your company requires descriptions to be entered on time entries, you will be prompted to input one at this time.

Clicking the burger menu under the time sheet gives you a variety of different options.
You can copy your time sheet from a previous week to the current one, add an expense or mileage entry, as well as well as record an absence.

 

Time Off/Absence requests

To request vacation or to record a sick day, use the “Add absence entry” feature. You can record the day(s) you would like to request off, as well as the Absence Code (this tells your supervisor what this absence is specifically, such as Parental Leave, Illness, or Vacation).
Depending on your company’s current settings, your supervisor will then approve or deny your absence.

 

Expense/Mileage

The Expense entry allows you to add personal expenses to jobs. It is furthermore possible to add personal expenses not related to job (operating/overhead costs). Very similar, a mileage entry allows you to report incurred work mileage that needs to be reimbursed.

How to enter expenses

1 Enter “Accounts Payable” – that is you, the user needing reimbursement. If you have a company card you will have two options to pick from. Make sure to select the correct option so that you can get reimbursed.

2 Select expense type (job or overhead). 

  1.   If Job: fill in the job information. An activity will be required.
  2.   If overhead: job will not be an option – fill in all fields with as much information as you have

 

3. Upload a receipt.

This can be an upload from your computer, or you can use our expense app. For more information on the app, please use this article

4. Approve – your expense entry will be automatically routed to your approver.

Until approved, an entry can at any time be deleted by pressing the Delete button . When the Expense entry has been approved it will be sent to finance automatically. How to delete or change an expense entry or what to look for if an entry is not working and for more information on expense entries can be found on this article expense entries

How to enter mileage

Very similar to expenses, mileage entry requires basically the same information. Two main differences:

  1. Mileage is always tied to a job, which can be internal or a client job. The mileage type is pre-set according to your administration’s requirements.
  2. There is no $ value shown for mileage in the reports. The mileage value is configured in the “back” of the system. The totals seen in here equal to total miles driven, and you select “one way” if the total is not to be round trip.

 

Resources

As a Basic User, you will most likely not need access to the Resources tab. However, should you have the ability to view this module, there is a variety of information available for you to see.
Resources have information on clients, contacts, and other employees.
This information could be their address, client contacts, and other pertinent information. You can review these items by highlighting a Resource and clicking through the available tabs.

 

Jobs Book

Similarly to the Resources tab, as a Basic User, you will most likely not need much access to this module.

At the Jobs level, you are given the ability to view a list of all the jobs within the system. You can filter down this view by using the filter option on the top right hand corner, as well as set your preferred job groupings and information columns by right clicking and selecting “Modify grouping” and/or “Hide columns”.

 

 

Double-click on a job in order to view the briefing or schedule.

 

 

As a Basic User, you will not have access to edit any of the information within this level. The only reason you may be given access to this page is to review the briefing for more high-level information on the job, as well as take a glance at the schedule to have a better overview on the flow.

And there you have it – You’re well on your way to becoming a WorkBook expert.

The best way to learn the system is to use it every day, so play around and have fun with it! If you’d like to learn more about WorkBook’s features, or you have a question you are not sure the answer to, take a look here at our help site: help.workbook.net or write us at support@workbook.net – we are here to help!
Happy working!
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