V9: Advanced user navigation

Introduction

This guide provides high-level information for WorkBook Advanced users.
Examples of Advanced users can be your CEO, Project Managers, or Finance & Accounting team — individuals that need to assign other users/resources to tasks, run reports, and see important financial information.
Ready to get started?

Resources

The Resources module allows you to review all of the clients, prospects, suppliers, etc. stored within your WorkBook. By using the search and filter capabilities within this module, you can narrow down the resources you wish to view. You can use the information stored here to set job defaults on clients, debtor setup, and more. Read more in-depth information on this module here.

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CRM and Pipeline Management

The Pipeline Management module is an important part of WorkBook. It helps you keep track of prospects and current clients, the contacts stored underneath them, and current jobs in your pipeline that you want to keep an eye on. In a nutshell, it can help your company make and manage your money intake.
The Activities tab is one of the most important features within Pipeline Management – it dictates who you need to follow up with and when. At a glance, you can see all of the activities assigned to you, their due dates, and a description of the follow-up. You can highlight an activity to review more information about the Resource, see a list of all of the past activities, save documents (such as important brand standards) and e-mails to the Resource, and even start a conversation with other WorkBook users.
An important column to mention is “Type.” Types labeled as green are current clients that you have done business with, and types labeled as red are prospects within your system. Once you have created a job from a Pipeline underneath that Prospect, their type will automatically change to “Client.”
If there’s one thing more important than your client company, it’s the individual contacts you have there. WorkBook allows you to store your client contact information easily within the system. Include their e-mail, phone number, etc. You can also access a client’s contact card to get more granular details. If you have holiday mailing lists or use Active Campaign to send e-mail marketing blasts, this is a great tool to add important people to those lists.
 
 

Creating a New Pipeline

You can create a new pipeline in a variety of ways within WorkBook. One way to do this is to access the Resource card of the client / prospect you wish to add a new pipeline for.

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Select the “Create a new pipeline” button in order to create your pipeline. You’ll be prompted for some basic information regarding this pipeline.

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Once you have created your pipeline, you will be able to review it within the “Pipelines” section of your client / prospect’s Resource card.

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You can also create a new pipeline from the “Pipelines” sub-module, by selecting the button below. In this case, notice that we have searched for “brand,” and our new pipeline for Sweet Coke Ltd. has populated in the list for us.

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When highlighting a pipeline, you can review and edit basic information on it using the Pipeline card.

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Give your pipeline a Rating, Status, and Gross profit – this will change the Probability depending on the setup. The Expected GP and Expected monthly GP will populate depending on the probability applied to the Gross profit, and how many Months have been designated for this pipeline.

When you are ready to generate a price quote for your client / prospect, you can convert your pipeline into a job.

Creating a new job from a Pipeline

In order to create a new job from a pipeline, navigate to the “Convert pipeline to job” section of the Pipeline card and hit the outlined button.

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From here, you will be prompted to make sure you actually do want to create a new job from this pipeline. If you are creating a job from the pipeline of a prospect, you can choose whether you would like to convert that prospect to a client, or select another client to create the job underneath. We recommend using the internal “Sales” client for this purpose.

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Once your job has been created, all of the pipeline information will now be drawn from the price quote on the job. Probability, amount, etc. were created automatically from the pipeline, but now if any changes are made within the price quote on the job, it will be reflected accurately within the pipeline in the CRM.

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Pipeline Summary Forecast

All of your pipeline information is compiled and projected within the Pipeline Summary Forecast. Here, you can review a line graph and numerical values detailing the different stages of your pipelines and dollar amounts associated. You can use the filter on the top right hand corner to focus on a particular date range, company, or dimension. This feature is perfect for monthly sales meetings!

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The “Jobs in process” tab details out all of the jobs that are In process or Quotation stage. These jobs do not have to be tied to a pipeline in order to be reflected here.

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The “Pipeline projects” detail the pipelines in Lead or Opportunity stage, that do not yet have an associated job tied to them.

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Jobs List

The Jobs module allows a user to view a list of jobs within your company’s WorkBook.
It is here that you will review jobs underneath projects and their Schedule, Price Quote, Invoice, etc. You may use a variety of different filtering methods to tailor your WorkBook view to show exactly the information you wish to see. Use the filter sidebar to select the job status, job and client groups, dimensions, etc. that best fit your needs. You can also right-click within the grid to select columns to show/hide, as well as set your grouping preferences.
 
 
 
 
The “Job List” is the standard view of jobs within the system. Use the ‘View Option’ drop-down in order to change the Job List view to any number of our predefined views to match your preferences.
 

Creating a new job

There are a variety of different ways to create a new job within WorkBook. You can create a job from scratch, duplicate another job (by highlighting the job you wish to copy and hitting the hamburger menu), or pull it from the Pipeline module.
 
When creating a new job, you will be prompted to input a range of different information regarding the job. “Department” refers to a specific department within your organization that this job belongs to, and will help you with running reports on jobs underneath that department. “Project” is the overarching campaign that you will place this Job underneath.
Once you have created your job, you can edit and review this information and more in the Job Properties Sidebar.
At this level, you can also change the “Job Team,” allowing only those Resources belonging to a specific Team access to the Job’s details and the ability to log hours to it.
 

Job Briefing

Once your new job is created, you can highlight it and open the Basic job settings sidebar with the icon in the upper left side to begin editing its features.
The Briefing is usually the first item that needs attention – the Briefing illustrates, both externally and internally, what the job entails and what the overarching goals are.
The Briefing is – as the icon depicts – a map to the job at hand.
Access the Briefing by highlighting the job you wish to review and clicking the Briefing button. You can write into the Briefing as-is within WorkBook, upload a Word Document or RTF file, or import a document from a template pre-saved within WorkBook.
You can also freely add pictures and links and use the different predefined styles and formatting. A new feature regarding Briefings is that you have the ability to go back in time and view different revisions of a briefing, should that be needed.
 
 
 

Price Quote

Once the Briefing has been established, the next step could be to create a Price Quote for the client’s review and approval. Create a new Price Quote underneath the Price Quote tab.
 
When creating a new Price Quote, you can choose to create one from scratch, or you may copy the information from a variety of places (from another Job, a template, etc.).
When you copy the information from somewhere else, you will notice that a few fields will auto-populate for you. The Phases tab refers to the overarching steps of this Job from start to finish.
You can click into the Phase or Description boxes and edit the information to read exactly what you would like.
Once your Phases have been set, you can go to the Lines tab to iterate which specific activities occur under each Phase.
This is where you will set the hours and the hourly rate for each activity – notice that if you change these, the price reflected in the bottom margin automatically re-calculates with the new data reflected.
   
The hourly rate for each task is automatically pulled from the price associated with the Activity within the Price List (set up within your Settings).
You can override this hourly rate by manually going into the Amount or Hourly Rate column and filling in the amount specific for this Job.
When applying purchases to a Price Quote, such as vendor costs, add a new line called “Purchases” with an External Purchase activity.
Instead of worrying about the Hourly Rate, simply input the cost underneath the Purchase column, as well as the Profit Margin. This will calculate your new total Amount.
 
When applying purchases to a Price Quote, such as vendor costs, add a new line called “Purchases” with an External Purchase activity.
Instead of worrying about the Hourly Rate, simply input the cost underneath the Purchase column, as well as the Profit Margin. This will calculate your new total Amount.
There may be instances where you will want to specify a payment plan to your customer. For example, 50% upfront, 50% remainder billed upon project completion.
You can easily set up a Payment Plan underneath the Payments tab.
 
When a new Price Quote is created, the Payment Plan automatically creates the one line item called “Final Invoice.” You have the ability to add multiple lines underneath this specifying different payment types and dates.
Use the drop-down menu to select which payment type you prefer, the amount, and date. This information can then be copied over to the Invoice tab when the Job is completed and you are ready to bill the client.
 
Once you have set up your Phases, Lines, and Payment Plan, you are ready to create your price quote!
This is done underneath the Header tab. Here, you have the ability to write any Introductory Notes to the client, make sure the contact information is correct, etc.
 
Clicking the “Print Price Quote” button as indicated below gives you access to the Print Layout. Here you can choose to hide or show different aspects of your Price Quote, such as the Phases.
Play around with these options to figure out how you would like your company to use these settings moving forward.
 
Finally, clicking the printer icon on the right hand navigation (called Quick Access menu) brings you to the Reporting feature.
From here, choose “Price Quote” from the drop-down and select your method of report generation – either exporting the Price Quote as a PDF, or e-mailing it directly to the client in the form of a PDF through WorkBook.
 
When your Price Quote has been externally approved by the client, you may then internally approve the Quote within WorkBook. This ‘locks’ down the Quote so further edits are no longer possible.
 
As your Price Quote moves through various stages of production, the status will change as well. Some examples are “In Production,” “Approved,” and “Cancelled.”
You can manually change the status by using the drop-down in the top right hand corner, and will notice that the status color is reflected within the Price Quote drop-down as well.
  
Once your price quote is locked down, it’s time to get working on your schedule!

Job schedule

You can access the schedule underneath the “Tasks” tab.
When creating a schedule for a Job, it is possible to create a new schedule from scratch, or you can copy from a variety of places – a Price Quote, template, or another Job.
 
When copying the data from another location, it will auto-populate the Phases and Tasks for you accordingly.
Phases are the overarching steps of a job from beginning to completion. An example of four Phases could be, “Conceptual work”, “Graphic work”, “Proofing” and “Printing.”
Clicking into the grid within Phases gives you the ability to edit the Phase title and description. You can add as many Phases as you like.
 
Tasks are the activities that occur underneath each Phase. For example, your “Start” phase could have two tasks, “Internal Meeting” and “External Meeting”.
You can add, delete, or duplicate Tasks. Drag and drop a task to move it along the Gantt chart timeline.
 
Clicking into the Task Card button allows you to edit the details of the task e.g. name, start/end dates (or working days), upload a task-specific briefing, and begin a task-specific conversation.
 
You can also double-click a task to have the Task Card open in a dialog.
 
Once your Schedule is properly set up, you can begin assigning Resources to each task.
One way to do this is to drag and drop a Resource from the Resource List to a task to assign them. You can add multiple resources to the same task.
Assigning a Resource to a task puts that task in their to-do list.
 
You can also access the Resources tab underneath the Task Card and add Resources that way.
At this level, you can also specify booking hours to each Resource, if you wish to do so.
 
If your Resource does not have the available capacity in the given timeframe (for example, they are on vacation or are already booked to capacity on other projects), the “Not Booked” section will appear in red with the amount of non-booked hours. In this situation, you can assign more Resources to pick up those hours, or choose a different Resource entirely.
Click on the battery icon to review the Capacity settings for this task.
This determines how WorkBook allocates hours on booked Resources.
If you wish to allocate specific hours on dates to a Resource, you can use the Manual Booking feature.

Costs

The Costs tab underneath a Job gives you the ability to see a total overview of the approved and actual costs throughout the course of the Job.
A good way to think of this is: Price Quote tab is used to estimate the costs for a job, Costs tab tells you what actually occurred throughout the job, and Invoice tab allows you to bill appropriately for the client based on the Price Quote or actuals.
 
There are a few important columns to be aware of:
Price Approved:
Shows the amounts from each activity from the approved Price
Quote.
Schedule:
Shows the number of hours allocated in total, by employee (and the
employee’s default activity) x the hourly rate from the price list.
Expenditures:
Shows all expenditures grouped into Hours, Materials, Purchases, and
approved Purchase Orders.
Invoicing:
Shows the amounts from each Invoice line on Invoices (Invoices being
either Under Preparation or Finalized).
Balance:
Shows the difference between the Expenditures amounts and Invoiced
amounts.

Invoice

Once you have reviewed the Costs and determined how you would like to bill the client, access the Invoice tab on the job. You will notice this tab is very similar to the Price Quote tab with only a few differences.
When creating an Invoice on a Job, you must first select what kind of Invoice you wish to create. Examples are “Final Invoice”, “Invoice on account”, “Partial Invoice”, etc.
Then you can choose to copy data from the Job’s Price Quote, Schedule, another Job’s Invoice, or from a template.
When you choose to copy your data from somewhere else, it will auto-populate the fields appropriately, just like in the Price Quote.
Your Phases and Lines can be formatted to your liking using the editing features previously outlined under the Price Quote section in this guide. Notice that when you edit information like Hourly Rate and Hours, the totals automatically adjust on the bottom row.
It is possible to create a system of approvers of the Invoice within WorkBook. This can be configured underneath the “Approval” tab. Select the individual(s) within your company that need to approve the Invoice in question before it is sent out to the client. They will receive a notification follow-up with the ability to approve or reject the Invoice. If rejected, they will be prompted to input a description of why they rejected it.
You can also set approvers for Price Quotes using the same steps.
Similar to the Price Quote tab, once your Invoice is set up appropriately, you can access the Header tab in order to add opening or closing remarks and adjust your Print Layout.
When generating an Invoice as a PDF, the results will differ depending on the status of the Invoice.
For example, an Invoice that is status Yellow, “Under Preparation,” has a red “Draft” notice on the PDF to indicate that it is not yet final.
Once you have reviewed the Invoice and it looks satisfactory, you can manually mark the Invoice as Approved (if it does not need to go through an approval process previously described).
This will change the status to Green, “Approved Internally.”
Now you are ready to create an Invoice to send out to the client. Finalize the Invoice by using the indicated button, which changes the Invoice to the ultimate status, “Invoiced”.
Now when you generate an Invoice, there is no longer any “Draft” red marker.
Once you have sent the Invoice to the client, whether via externally emailed PDF or internal WorkBook emailed report, you will mark the Invoice as “Printed.” Once a client has paid their Invoice, mark it as “Paid.”
 

 Scheduling Module

The Scheduling module is an invaluable resource for your project managers, traffic coordinators, and other high-level resources within your company. It allows you to see company-wide scheduling and bookings, so you can make informed decisions about how you are going to allocate future jobs and tasks. Three important views within this module are the Weekly schedule, Employee task summary, and Capacity status graph. You should review all of these views and play around with the filters in order to find the method that works best for you!

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Weekly schedule – Allows you to review the overall capacity for your resources. Click one of the days in order to review the task(s) they are assigned to. 

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Employee task summary – Review the total amount of tasks assigned to each of your resources, as well as their overall status.

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Capacity status graph – Filter by Department, Position, etc. to get real-time data regarding your overall capacity. Easily discern whether you need to add more freelancers or full-time employees, or whether if sales team needs to be more proactive.

Review

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 would like to learn more about WorkBook’s features, or you have a question you are not sure the answer to, have a look at our other guides on our Help Desk.
Happy working!
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