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Timesheets

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title1. Why are my staff Upvise timesheets not showing up in Workbench or showing on job with $0 cost?

Answer: The first thing to check is, in Workbench, are there duplicate contact records for the same person?

If so, the time usually is going into Workbench however it's syncing against the non-employee personId (Same Name but inactive or supplier contact).

This means that the costs on the Job will appear and show $0 (no employee class on non-employee person record).

Prevention:

  • Be aware of making an inactive contact active if they are a returning employee.

  • Ensure that employee Names and Emails are unique (this is an upvise licencing requirement also).

Remediation:

  1. Ensure that employee Names and Emails are unique

  2. Ensure that there is only 1 active employee record for that person

  3. Job transactions can be moved to the correct personID. Contact Workbench Support Team for assistance.

  4. We do not recommend the records are deleted as Upvise will re-create missing records if a backdated sync occurs.

Integration Enhancements:

We have made some updates recently to improve the integration to more accurately match the data for employee timesheets.

We now validate:

  1. Active contacts

  2. Contacts with "employee" flag

  3. Full name in workbench matching the full name in the Upvise timesheet

This should address most of these issues where you may have an employee who works part time and is listed as a supplier contact, as well as duplication of contact records (multiple contact records for the same employee, inactive and active).

See release notes: 4.5.40 - 24 Oct 2022

If you have this issue, please check the above and escalate to support if you need assistance.

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title3. Can I duplicate a daily diary in upvise to reduce data entry time?

No, we do not currently support duplication of the daily diaryThe duplication function was introduced in the Daily diary in March 2023.

If your diary is older than this, you will not be able to duplicate diaries without causing issues to your transactional data. Where a daily diary has been duplicated, the associated transactions remain linked to the original diary, therefore new timeslots cannot be generated in Upvise. A new diary must be created to ensure the transactions generate as expected and land in workbench seamlessly.

User configuration

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title1. Application Rights on Users

Removing an application on an individual user not only hides the app from showing in their menu, it also removes their ability to access the functions of that app.

Example: if you turn off "Forms" in individual user application rights in Upvise, this means the user won't be able to create any forms across the entire database.

The user will be presented with an error that looks like this when they try to ('ReferenceError: Can’t find variable: Forms CODE:'

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A solution to this is:

  1. To use roles to help limit the forms the user has access to.

  2. Turn-on the setting "Users cannot create Forms from Forms App" to ensure forms are not incorrectly created from the forms app, rather than the equipment, job, contact or project where they are linked.

You can use the same logic across all apps.

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title2. Assigned a licence in workbench and the user will not sync to upvise

In the rare scenario where a licence has been allocated however the user has not synced to upvise, we recommend following the below troubleshooting steps.

  1. Navigate to the Upvise integration screen

  2. Backdate the “Last Updated” date to the day before the licence was applied, click save

  3. Click Export/import

  4. the user should sync across within a few minutes

If you see any errors similar to “User can't be created because the email already exists” please raise a ticket via the support desk.

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title3. User can't be created because the email already exists

Where you have applied a licence in workbench, however you cannot generate the user in Upvise due to the error “User can't be created because the email already exists”, this can mean a few things.

  1. The employee may already have created an account outside of your Upvise environment

  2. The employee may have used Upvise with a pervious employee

  3. The user already exists and may be in Upvise with a different name/ user

You should first check your Upvise user list to ensure that the email is unique and not in use by any other users in your system.

If you cannot find a user with that email in your system, you will need to raise a support ticket with workbench support so we can assist to have the user generated correctly in your environment. You can raise a support ticket via freshdesk or email support@wbi.freshdesk.com

To receive this enhancement on your site, please contact your consultant or Workbench Support to arrange an estimate for your Daily Diary migration & install.

Upvise General

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title1. Why does my Upvise application crash? Why won't my application launch/load?

In most instances, if you cannot load Upvise on your device or if your application keeps crashing, this may be to do with your device software not being up-to-date. You can test this by logging into your account on another device that is not experiencing Upvise issues. Below are some steps to check to see if your phone or tablet is running up to date software.

Apple:

  1. Go to settings

  2. General

  3. Software Update

  4. Ensure the latest IOS software is installed. This is what it will appear if you need a software update:

If the iphone needs no update, it will tell you that your software is up to date

 

 

Android

  1. Go to settings

  2. Software Update

  3. Click on Download and install then “Install Now”

If the phone needs no update, it will tell you your software is update

 

 

 

 

If you have had to update the software on your device, delete, and reinstall the Upvise application after the software update is installed (or update in Apple’s app store or Google play).

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title5. How do I increase my file size upload limit?

Upvise confirmed they have introduced a 5MB limitation on the web (as at January 2023) in order to be able to scale server performance and ensure that each database has access to a fair share of resources.
There is a setting which allows you to fine-tune the limit per database:

  • In Company Settings / Upload File / Max File Size Upload in MB

  • The Max File Size can be set to 10MB for example.

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  • For example, you may want to increase the “Max File Size” to 25MB, do this by typing 25 into this setting

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​you will then be able to upload a larger file:

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title6. What Application versions are supported for the Upvise app?

Since January 2023, support for syncing on Upvise mobile apps that have not been updated for over 9 months (as of April 2022) will be discontinued.

This decision by Upvise is due to the fact that the majority of users have up-to-date versions of the app, thanks to the default auto-update feature on the App Store or Google Play Store on their devices. Estimates indicate that the number of deprecated client apps is less than 1% of the total installed base.

Supported app Versions:

The minimum required versions for Upvise are as follows:

  • Android Upvise version 6.42 or higher (released April 2022, current version is v6.54), and

  • iOS Upvise version 6.23 or higher (released May 2022, current version is v6.30).

Users who continue to use older versions of the app will be signed out the next time they launch the app and will be unable to log in again. They will need to update to the latest version available on the Google Play or App Store.

Note: Windows tablets and mobile phones are not supported, Microsoft ceased production of these between 2016-2018 and no longer maintain the app for these.

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title8. How do I delete Work Centres in Upvise?

In Upvise, Workbench work centres are Upvise Project Milestones. If you have added a work centre and would like to remove this in Upvise, you can do this by following the below steps:

  1. Go to projects in Upvise

  2. Select the project

  3. Click “Schedules”

  4. Click on the schedule you want to delete

  5. Click “delete”

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title9. How to I get missing data into workbench if it was missed in a scheduled Upvise sync?

As Upvise operates “offline” sometimes data may be missed in a sync in the case where a user may not have reloaded their device, or if a sync is already running at the time a form is submitted, the data may not sync.

In the first instance you should backdate the Upvise Integration sync to ensure that any missing transactions are in workbench. Follow these steps below:

  1. Go to Upvise Integration

  2. Change the date (usually a day before the missing transaction should be enough).

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  3. Click 'Save”

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  4. Click “export/import”

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  5. You should see any missing transactions come across.

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title10. My Notifications are not sending in Upvise, how to I resolve this?

  1. You can check if an email or in-app notification has been sent by Upvise server by looking at the Settings Web app > User Traffic from left pane > Notif view.

  2. Workflow notification is limited to the first 20 user emails only

  3. If an individual User has unchecked "Form Completed / Workflow" option in their account notification settings, they will NOT RECEIVE any workflow notification (email or in-app)

  4. To make sure all users receive workflow notifications  regardless of their individual settings, please use:

 Forms Web App > Options from left pane > User Rights > and check: Force sending user workflow notification

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title11. How do I update my Mobile/Tablet software?

Android:

  1. Open Settings: Go to the "Settings" app on your Android device. You can usually find it in your app drawer or by swiping down from the top of the screen and tapping the gear-shaped icon.

  2. Scroll Down and Tap "System" or "About Phone": The location may vary depending on your device and Android version, but look for options like "System," "Software Update," or "About Phone."

  3. Tap "Software Update" or "System Updates": In this section, you should find options related to software updates. The labels might differ based on the Android version or manufacturer.

  4. Check for Updates: Tap on the "Check for Updates" or "Check Now" button. Your device will connect to the update server to see if any new software updates are available.

  5. Download and Install Updates: If an update is available, follow the on-screen prompts to download and install it. Make sure your device has sufficient battery life or is connected to a power source to avoid any interruptions.

  6. Restart Your Device: After the update is installed, your device may prompt you to restart it. Restart your Android device to complete the software update process.

iPhone/Apple:

  1. Open Settings: Locate the "Settings" app on your iPhone's home screen and tap on it.

  2. Tap "General": Scroll down and tap on "General." It should be located below "Control Center" and above "Accessibility" in the list.

  3. Tap "Software Update": In the "General" settings, you should find the "Software Update" option. Tap on it to proceed.

  4. Check for Updates: Your iPhone will now check for available software updates. If an update is available, you'll see a description of the update along with an option to download and install it.

  5. Download and Install Updates: Tap on the "Download and Install" button. If prompted, enter your device passcode. Make sure your iPhone has sufficient battery life or is connected to a power source during the update process.

  6. Agree to Terms and Install: After the update is downloaded, tap on "Agree" to accept the terms and conditions, and then tap "Install." Your iPhone will begin the installation process.

  7. Restart Your iPhone: Once the update is installed, your iPhone may prompt you to restart it. Follow the on-screen instructions to restart your device and complete the software update.

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title12. Can I record time on a form in 24 hour format?

Time fields in Forms on the web are formatted using the 12 or 24 hour option in the Upvise Calendar web app.

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On the mobile, form Time fields are formatted using the System date and time Setting (Android or iOS).