The resource module

The Resources book is your primary source for finding information on customers, employees, suppliers, addresses, contacts, telephone numbers and much more. Most of the tabs in the resource cards are the same for the different resource types, this guide will mention the different options.

Resource types

Clients   Company  Employees  Connections Suppliers 

Prospects  Technical resources  Competitors  Others 

Resource type Description
Companies A company in WorkBook is a placeholder for jobs and employees. There can be several companies in WorkBook.
Employees An employee in WorkBook is primarily a person but can also refer to a group scheduling resource. Not only WorkBook license holders can be added to the employees but you can create administrative employees as well (like receptionists).
Customers A customer is a placeholder for jobs.
Suppliers A supplier refers to a company or a freelance resource that you will use on purchase orders.
Connections A connection refers to contacts/companies that does not relate to being customers, suppliers or NewBizz.
Prospect Prospects is a placeholder for all potential customers.
Technical resources Technical resources can be used to maintain a list of all the companies machines like computers, printers and such.
Media Media is a placeholder for media companies.

Adding a new resource

There are two ways to create a new resource, one is by clicking the small ‘plus’ icon and choosing which kind of resource to create. Fill out the information and choose ‘OK’. The other is by going to the context menu choosing ‘create new resource’ and what kind.

When you have created your new resource, the resource card will open up. This card has several tabs available for editing.

New client

When you create a new client, the client card will open up. The card allows you to change the settings, payment info, currency, account manager, and much more. Below you will see more detailed information about this.

Client settings

This tab includes options such as general settings, employee access, new job settings, contact new job, job permissions, PQ settings, PO settings, invoice settings, debtor and client brands.

The general settings tab contains general information about the client, such as payment term, account manager, client type and such.

The client payment term will be used as default if system variable 872 is set to value 2. If system variable 872 is set to value 1, then the client’s payment term will be used if the selected debtor has no payment term.

Employee access

Employee access is where you can decide who has access to the client and who can only display, but not edit, in any information regarding the client.

Access: means that the user has access to the customer and can add related jobs to the time sheet. If you don’t see a job for a client, it might be because your user does not have the display setting ticked for this particular client. What you can do then, is try unticking the ‘Show only jobs on my clients’ check box found in the advanced view option in the ‘Add job to time entry’ dialog.

Display: if ticked, these particular users will see all the jobs related to this client but without Access ticked, they are unable to add time entries. This is simply a function that aims to streamline your client list. You can limit the clients in your list by ticking the ‘Show only jobs on my clients’ check box. This can be found as advanced view option in the ‘Add job to time entry’ dialog.

Advanced options in ‘Add job to time entry’ dialog

New job settings

In the new job settings tab you can set the default values for creating new jobs on this customer.

Contact new job

This is where you can add users to the job and give them access to create a job on the chosen client. You can also delete users again.

Job permissions

Job permissions allow you to decide which employees have access to the given company and may create a new job.

Price quote settings

Price quote settings allow you to control what should happen when creating a new price quote and, for example, if editing of PQ lines should be allowed. The same thing goes for the purchase order tab and invoice settings.

The debtor tab is where you can link a debtor to the client, delete an existing linked debtor or creating a new one directly on the client card. Please notice that you are only allowed to delete a debtor if it has not already been used on any invoices.
A debtor is the same thing as a paying customer and you cannot create an invoice on a customer unless you have at least one debtor associated to the customer.

Debtor vs. Customer

In WorkBook we differ between a customer and a debtor. A debtor is defined as the “paying customer” or “the invoice address customer” who can differ from the customer. This means that if your customer requires that you send the invoices to different addresses, you don’t have to create the customer many times in WorkBook. You can just add another debtor to the customer. WorkBook will use the debtor on the invoice and you cannot approve an invoice without a debtor selected.
If WorkBook is a stand-alone system (without integration to another finance system) you can create new debtors just by clicking on “Add new debtor” button that is available from the Debtor tab. In this tab, you can also create the customer as being the debtor (if the customer name and address is the same as the debtor) by clicking on the “Create customer as debtor” button highlighted in the screenshot below.

Client brands 

Client brands gives the option to write down a product name on the client that they have and to delete or add new. This can be added into jobs and reports so that you can filter by it. For example, these products can be used in basic job settings in the jobs list, as demonstrated below.

Projects

This tab is where you can get an overview of the projects created on the client, create a new project, and review in the subgrid all of the jobs on the client per project. There is also a tab for the conversations created on this client.

Contacts

In the contacts tab you can add, delete, merge, deactivate, and open the contact card.
When adding contacts, initials will automatically be assigned the resource.

When using the activate/deactivate contact a dialogue will open. If you are deactivating the contact you have the option to let another contact inherit activities, contacts on the job, and conversations from the last 14 days (must be on the same client, etc). One you click ‘Ok’ the contact will disappear from the list. If you then want to activate it again, you will have to check off ‘Show inactive’ and then use the same button as before to re-activate. A dialogue will appear confirming that the contact is active again.

When using merge on a contact, the other contact will absorb anything related to the contact that you are merging. If you want to un-merge you can again use the ‘show inactive’ and then ‘activate contact’, the will then be separated again.

Using the ‘open contact card’ will open up a separate window where you can view everything related to the contact. Here you will also be able to see if a contact has been de-activated.

Documents / E-mail

All documents created on this clients can be stored in Docs and will always be easy to access and give a good overview, as well as the option to store e-mail correspondence relating to the client directly on the client card. You can also create multiple folders under the Docs folder to keep everything organized.

 

Prospect

The resource type ‘prospect’ has 3 different tabs that do not occur on the other resource cards: these are activities, pipeline, and pipeline jobs.

Activities

In the activities tab you can add, delete and create next activity. The difference between adding a new activity and creating the next is that when creating the next activity you get the option to set the previous as done.


Pipeline

In pipeline you can create a pipeline project on the client, like you would in CRM. The pipeline projects you create here will show in on the client in the subgrid in CRM.

Employee resource

The tabs on an employee resource differs slightly because there are tasks, one 2 one conversations, a statistics chart, and an absence overview.

The task tab includes all the tasks that the employee is on. This tab includes 3 different views, Grid, List and Kanban view. The same options are available in the Tasks menu to mark tasks as done, see briefing, making a time entry and more.

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Statistics chart

The statistics chart tab is where information about job statistics, time entry and login history on the employee can be found.


Absence overview

In absence overview you’ll be able to see an overview of the absence entries, holidays earned and used requests and an overall statistic of these.

 

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