Access role comparison

Overview of access roles

Users

In addition to an Administrator who has access to everything in WorkBook, there are three other user types of users that can be set in WorkBook.

Contact – A contact user is generally a client who uses WorkBook to collaborate on tasks.

Basic – These are paid users but their access to Workbook’s features is limited – mainly Copywriters, Graphic Designers who use WorkBook to register time and read up on tasks

Advanced – These users have access to all of Workbook’s main features and will likely be Account Managers and Traffic Managers who are involved with scheduling and invoicing.

Roles

WorkBook users can be assigned different types of roles, depending on their function or relationship. You can assign Manager roles in the Create New Job dialog, the Responsible roles are set on the various resource cards and the Approval roles are set in the Company approvals setting.

In some instances, it is possible to add a basic user for an area the user does not have access to and this will be represented by fields with sensitive information blocked out. In the grid, these have been marked with an asterix (*).

CONTACT BASIC ADVANCED
Manager roles
Account manager N/A  ✓
Production manager N/A
Project manager N/A
Finance manager N/A N/A
Contact account manager N/A N/A
Manager N/A N/A
Traffic manager N/A  N/A
Responsible role
Department responsible    
Client responsible  N/A  
Pipeline responsible N/A
Employee responsible  N/A   # #
Supplier responsible N/A  
Connection responsible  N/A  
Prospect responsible  N/A  
Activity responsible N/A
Task responsible  N/A
Accounting operations responsible N/A
Company responsible N/A  N/A
Competitor responsible N/A N/A N/A
Technical resource responsible N/A N/A N/A
Other responsible N/A N/A N/A
# equivalent to Employee Manager
Approval roles
Time entry approver N/A    
Personal expense approver N/A    
Material approver N/A  
Mileage approver N/A  
Task completion approver N/A    
Subsistence allowance approver N/A  
Sales invoice approver N/A    
Price quote approver  N/A  
Purchase order approver N/A ✓*
General ledger approver N/A  ✓*
Creditor invoice approver N/A ✓*
Finance account approver N/A  ✓*
Debtor approver N/A ✓*
Creditor approver N/A  ✓*
Absence approver N/A  
Job adjustment approver N/A  
Task approver N/A  

 

Overview of accessible modules and pages

The list below shows the different modules and which user types has access to these. It is not possible to change the features a user has access to, as this is harcoded in the system setup.

Dashboard

CONTACT BASIC ADVANCED
 My Dashboard  
All Dashboard  N/A  N/A  

Inbox

CONTACT BASIC ADVANCED
 Inbox  

Tasks

CONTACT BASIC ADVANCED
To-do
Tasks (contact user) N/A N/A
Grid view  N/A
List view  N/A
Kanban view  N/A
Task week view  N/A
Calendar view  N/A
Year calendar view  N/A
Pipeline activity list  N/A  N/A
Approval
Absence entry for approval  N/A  
Finance account approval  N/A
General ledger approval N/A  
Invoices awaiting your approval N/A
Job WIP adjustments approval N/A
Mileage entries awaiting approval N/A
Personal expense approval N/A
Price quotes for approval N/A
Purchase orders for approval N/A
Resource approval N/A
Resource request N/A
Task approval of the user’s completion N/A
Time entry approval N/A
Subsistence allowance approval N/A N/A
Task ETC request N/A  N/A
Vouchers awaiting your approval N/A  N/A
Follow-up
Expense entries under preparation  N/A    ✓
Jobs with missing dimension settings  N/A
Partially settled purchase orders  N/A
Resources under preparation  N/A
Tasks with expired end date where you are overall responsible  N/A
Yesterday’s time entry  N/A
Billable jobs with open price quotes under preparation or for approval N/A  N/A
CRM activities for follow-up  N/A N/A
Completed tasks awaiting closure  N/A N/A
Debtors with due payments  N/A N/A
Invoices approved and ready to be finalized, invoice management  N/A N/A
Open sales invoices  N/A N/A
Open purchase orders under preparation or for approval  N/A N/A
Project posting  N/A N/A
Purchase orders ready to be settled  N/A N/A
Sales invoices ready to be printed or emailed  N/A N/A
Sales invoices under preparation  N/A N/A
Active jobs with overdue end date  N/A N/A
Billable jobs ready for invoicing  N/A  N/A
Job custom codes setting  N/A N/A
Rejected entries  N/A N/A
Specify billing method for final invoice  N/A N/A
Tasks with not fully booked capacity need  N/A N/A
Monthly WIP adjustment follow-up  N/A N/A

Time & expense

BASIC ADVANCED
Time & Expense
Time sheet    
Expense  
Mileage
Material
Subsistence allowances+ N/A
Purchase request+ N/A
Personal information
My settings
Absence overview
Flex day overview
Personal expense status
My purchase orders  N/A
+In development as of 9.5

CRM

BASIC ADVANCED
My activities N/A  
Clients & prospects  N/A  
12 month summary forecast  N/A
Resource search  N/A
All activities  N/A
Pipelines KPI+  N/A
Pipelines+  N/A
Sales statistics+  N/A
Management information+  N/A
Import+  N/A
+In development as of 9.5

Resources

BASIC ADVANCED
Main page  
Client
Information    
Contacts  
Optional fields  
Email  
Documents
Creation of client N/A
General settings N/A
Employee access  N/A
New job settings  N/A
Client job access  N/A
Create Job permissions  N/A
Price quote settings  N/A
Purchase order settings  N/A
Invoice settings  N/A
Debtor  N/A
Client brands  N/A
Change log  N/A
Inter-company settlement+  N/A
Projects  N/A  
Conversation  N/A  
Profile  N/A  
Custom codes  N/A
+In development as of 9.5
Company
Information N/A
Basic settings N/A
Job settings N/A
Invoice settings N/A
Default new job dimension N/A
Job folders and storage provider+ N/A
Cross-company access N/A
Price quote settings+ N/A
Change log N/A
Custom codes N/A
Contacts N/A
Profile N/A
Conversation N/A
Documents N/A
Optional fields N/A
Creation of company# N/A N/A
Connections
Create new connection  
Resource information  
Contacts
Profile    
Optional fields  
Documents  
Custom codes+ N/A
Employee
Information    
Contacts    
Tasks    
1:1 Conversations  
Mail  
Documents  
Create new employee N/A ✓*
Profile card N/A  
Optional fields N/A
Resource-related items N/A
Statistics chart N/A
Absence overview N/A
Employee basic setting N/A
Login settings N/A
Access settings N/A  
Custom attributes N/A   
Team settings N/A   
Capacity profile N/A   
Whereabout N/A   
Change log N/A   
Monthly values+ N/A  
Rates & billable targets # N/A N/A
Supplier
Information    
Contacts  
Profile  
Conversation  
Documents  
Optional fields  
Custom codes+ N/A  
General settings N/A  
Creditor mapping  N/A  
Prospect
Information
Contacts  
Conversation  
 Profile  
Documents
Emails
Optional fields
Activities N/A
Pipeline N/A
Pipeline jobs+ N/A
Competitors
Information  
Contacts  
Profile  
Conversation  
Documents  
Optional fields  
Custom codes+ N/A
Technical resource
Information
Contacts
Profile    
Conversation    
Documents
Optional fields    
Custom codes+ N/A  
Other
Information     
Contacts   
Profile   
Conversation   
Documents     
Optional fields     
Custom codes+ N/A
+In development as of 9.5
* Only if System variable 1120 is enabled
#Only available to Administrators

 

Jobs

Contact Basic Advanced ADMIN
Job views
Contact user job list   N/A  ✓
Contact project retainer job list N/A N/A
Project retainer job list N/A
Gantt view N/A
Basic job list  N/A    N/A
Jobs list N/A  N/A
Status report N/A   N/A
Expenditure overview cost N/A   N/A
Expenditure overview sale N/A   N/A  
Task progress view N/A   N/A
Price quotes overview N/A  N/A
Price quote state overview N/A  N/A
Scheduled hours N/A  N/A
Scheduled sales value N/A N/A
Invoice overview N/A  N/A
Purchase orders overview  N/A   N/A
Jobs list with dimensions settings N/A   N/A
Debtor settings edit N/A   N/A
Expenditure overview cost & sale  N/A  N/A
Briefing    
Chat  
Tasks
Documents
Description  ✓ N/A  ✓  ✓
Price quote N/A
Invoice N/A
Costs N/A
Mail N/A  
Settings N/A
Purchase order N/A N/A
Materials N/A  N/A

Scheduling

CONTACT BASIC ADVANCED
Ticket list
Tasks with missing activity
Time sheet status  N/A
Weekly schedule  N/A
Task list  N/A
Year calendar  N/A
Tasks awaiting closure  N/A
Calendar  N/A N/A
Capacity status graph  N/A N/A
Scrum board  N/A N/A
Timeline calendar   N/A N/A
Task matrix  N/A N/A
Resource request  N/A N/A
Employee task summary  N/A N/A

E-mail import

BASIC ADVANCED
Imported mail  ✓  

Finance & administration

ADVANCED/ADMINISTRATOR
 Chart of account  
 Project posting  
Journals  
Posting search+
Financial budget+
Cash flow forecast  
Net revenue forecast  
Asset+
General reporting
Debtor list
Debtor invoices
Debtor reminders
Subscriptions+
Creditor list
Purchase orders  
Creditor invoices  
Creditor payment proposals+
Bank reconcilliation+
Currency unrealized gain and loss  
Intercompany settlement+  
Monthly checklist+
Accounting period settings  
Month/year closure
Monthly WIP adjustments follow-up
Vouchers with approval status “on hold”
Open vouchers+
Price quote payment status+
Open time sheet entries  
Data export+
Bank reconiliation (manual)+
Job dimension update+
Time entry price update
Personal expense creditcard import+
Google adwords import
Google doubleclick import+
Bing import import
Twitter expense import
Time sheet  
Expense entry  
Mileage entry overview  
Material entry overview+
Subsistence allowances+
Purchase requests+
 Rejected entries
 Vouchers on blocked creditors that are not booked+  
 Vouchers blocked for payment+
 Jobs with expired end date+
Time entry approval+
Change log+
Finance accounts for approval+
Rejected approvals summary list
Open time sheet entries
Absence approval entries
Job expenditures+
Ticket jobs follow-up list+
Billing plan
Users with no login for the last 30 days
Billable jobs with open price quotes under preparation
#In development as of 9.5

Settings

ADVANCED ADMINISTRATOR
Teams setup
User setting definition
Whereabout settings+
Country and postal codes
Currency definitions setup+
Currency rates setup+
Default user settings setup+
Domain verification
Job invoice title definition setup+
Languages setup
Login customization setup
Mileage location setup+
Payment terms for invoices setup+
Shortcut setup+
Create document folders setup+
Document templates setup
Email template setup
Job archiving setup+
Report filename setup
Report attachments
Report layout and watermark
Report profile setup
Storage and folder setup+
Account sequence setup
Asset depriciation profile+
Asset type setup+
Basic finance settings
Creditor payment proposal setup+
Creditor voucher reminder default text
Debtor interest groups
Journal types+
Journals list
Posting configuration+
Profit forecast method setup
Subscription agreement+
Validate finance settings+
Default ticket support job setup+
Email import recognition rules setup+
Ticket quick create+
Ticket category
Ticket service line
Ticket status
Ticket type
Adhoc import
Agent setup+
Conversation and notification setup+
Conversation group setup+
Conversation user group setup+
Custom translation
Databoard export scheduling
Employee email sync setup+
Implementation import setup+
License management setup+
Mail log+
Notification mail text setup+
Data import setup+
Contact new job request+
Subscription dependent setup+
Subscription item setup+
Subscription translation+
Custom code types
Company variables setup N/A
Rates and billable targers N/A
System variables setup N/A
Calendar sync setup N/A
Database explorer+ N/A
Databoard N/A
Message management+ N/A
User access rights N/A
+In development as of 9.5

 

 

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