Overview:

For detailed information about Upvise as a service, see the Upvise General- Solution Overview space.

The Upvise Integration screen in Workbench is used to manage the integration between Upvise and Workbench, ensuring that data flows correctly between the two systems. Licences Users can configure import and export settings, sync changes, and manually trigger updates as needed.

Getting Started:

The Upvise Integration will initially be set up by your workbench consultant to establish the connection between the systems.

Workbench Consultants assist in setting up and managing the Upvise Integration for each of your financial companies. Their key tasks include: Enabling Upvise and entering the Upvise Login and Password for each financial company. Ensuring a successful API connection, where the status updates to "Connected to Upvise" after saving the credentials. Defining integration rules, assisting in determining during scoping: What data is exported from Workbench to Upvise. What data is imported from Upvise into Workbench for the respective Upvise Instance. Ensuring these data exchanges occur on an hourly basis. Your Workbench Consultant will guide you through these steps to ensure seamless integration between Workbench and Upvise in key user training.

Depending on their license type, users will either have Full Access, allowing them to adjust settings and sync changes, or Restricted Access, where they can only manually sync recent updates but cannot change import/export settings.

Licence	View Type	Description	Screen

Licence	View Type	Description
Administrator	Full	Change export & import settings “Export/Import” access to force sync updates Access to “Integration Settings” page Manual data sync Sync log history
Finance	Full
Data Entry	Restricted	“Export/Import” access to force sync updates Sync log History
Job Costing	Restricted
Other licences	No access	No access

Exports

Upvise Exports data every hour
This synchronisation can also be performed manually by clicking Export/Import.

Use setting 'Upvise Additional Fin Co Export Filtering' to limit data export to Upvise to only include data linked to the Finco indicated in the Integration screen. This will be applied to Companies, People, Plant tems/groups/locations, Stock Locations.

Exports	Controls & Settings

Exports	Controls & Settings
Companies	Tick ‘Other’ in company maintenance to enable a company to sync Use setting Upvise Companies Sync Basis to control whether exporting Clients, Suppliers or All Default if no value is populated is All. Read More: Contacts
People	Use setting Upvise People Sync Basis to control whether exporting Employees, Contacts or All Default if no value is populated is All If contacts and/or employee are to be exported, all of them are exported as they get updated in Workbench. No specific flag needs to be ticked for these two entities to be included in the export. Employees will sync with their timesheet group and default stock location. These employees cannot login unless they have an Upvise licence associated with them Read More: Contacts & Users
Jobs	tick ‘Requires Scheduling’ in job maintenance The Project (Job) in Upvise will store work centers, stock locations, docket schedules, output schedules and any header jobs that the project is associated with Read More: Projects
Plant	Tick ‘Requires Scheduling’ in plant maintenance, required for any plant transactions to be generated from Daily Diary. Plant Rate codes sync with the plant item. Read More: Equipment
Schedules (Docket Cost Schedules & Output Schedules	this will sync docket and output schedules associated with jobs, required for Daily Diary docket issues and output issues.
Stock	This will sync Stock locations and associated products. Please note Stock locations on the Job and Stock Locations on the users will be synced to the corresponding record. Required for Daily Diary Stock issues.
Frequent Job Sync	This synchronises Jobs every 5 minutes, helpful when many workbench jobs are being created on the fly.
Service Logs	Service logs will be exported to Upvise if they fit the following criteria: Service log is created from email Status is Allocated Company field is populated job code is populated Service log is allocated Service Logs export option will be available on the upvise integration control page when the control parameter 'Export Logs to Upvise' is set to Yes. Read More: Jobs

Imports

Upvise imports every hour
This sync can also be performed manually by clicking Export/Import.

Import Validation

Imports from Upvise into Workbench are not finco-validated.
This means import behaviour is controlled at the Upvise login level, not by the finco selected on screen.

If an import setting is enabled for an Upvise login, all eligible transactions from that Upvise database will import into Workbench, regardless of finco. No additional finco-level validation is applied during import.

Imports:
Not finco-validated. Controlled by the Upvise login.
Exports:
Finco-validated. Export controls apply strictly to the finco selected on screen and behave exactly as displayed.

Imports	Controls & Settings

Imports	Controls & Settings
Datasheets	Syncs header datasheet data to records in Workbench – useful if users are not logging into Upvise and need to review header form information. This will be visible on the linked record e.g. Job, Plant etc that the datasheet has been associated with. Uses the Last Updated date in Upvise and only retrieves the latest 100 to avoid disconnected scenarios where thousands are synced at once Allows Punch Item Imports into Punch item datatable
Timesheets	Syncs timesheets in Upvise entered via the timesheet module as well as those generated from Daily Diary or Time and Attendance forms. Upvise Timesheet Syncing Basis determines the basis upon which timesheets will be imported Daily: For use with crew timesheets, will sync any timesheet entry that is created (or modified?) after the Upvise Last Update Date Submit: For use with weekly timesheets or other systems where staff will Submit their timesheet on Upvise when satisfied with it. Will sync timesheets where the submitted date is after the Upvise Last Update Date Attendance data can be populated into the timesheet attendance table in workbench using the “Daily Scan” forms in upvise.
AR Invoices	Syncs AR Invoices generated in Upvise
Plant Items	Allows Plant Meter readings to be imported Allows plant Driver to be imported via Driver Change form Allows Plant Location to be updated via Plant Movement forms Allows Plant Project to be imported, defined via the allocate to project function in Upvise Read More: Equipment
Docket Cost Schedules	Dockets are supported for import into Workbench Via the Daily Diary form set. Forms must be at an end state to be imported Dockets can be generated via a Job linked diary or a project linked diary in upvise. Plant Outputs are importable via the Plant Return form. see Plant Assignments
Output Schedules	Outputs are supported for import into Workbench Via the Daily Diary form set. Forms must be at an end state to be imported Outputs can be generated via a Job linked diary or a project linked diary in upvise.
Stock	Stock issues, Stock Adjustments and Stock Transfers are supported for import into Workbench Via the Daily Diary form set. Forms must be at an end state to be imported Support using Sub Project field on all transactions
Leave	Allows Leave Applications to be imported via the Leave Application form in Upvise. Form must be submitted and date after last update date
Service Logs	Upvise Job Integration Scenarios to Workbench Logs: Job only has Equipment Attached, this will create a Plant Log in Workbench Job has Project and Equipment Attached, this will create a Job log in Workbench Job has Project Attached, this will create a Job log in Workbench Job has a Site Attached, and the Site is linked to a Project in Upvise, this will create a Job log in Workbench Attachments sync and attach as a PDF to the log in workbench. Read More: Jobs
Purchase Orders	Only imports forms that have been submitted/reached the final stage of their workflow. Support using Sub Project field Upvise PO attachments import to Workbench PO header attachments Purchase Order Types supported: Project Purchase Order: Po’s linked to Projects in Upvise, will sync as a Job Purchase order in workbench Job Purchase Order: PO’s attached to an Upvise Job, will sync as a Service log PO in workbench Equipment Purchase order: PO’s attached to Equipment in upvise, will sync as a plant porchase order in workbench
Plant Asignments	Allows Plant Assignment, Plant Assignment End, Plant return lines to imported Plant Assignments
Expense Claims	Personal Expense Claims and Credit Card expense claim can be im[ported into workbench. Expense claims will only sync once approved in Upvise Setting “Upvise Sync Expense Claims Approved” Determines if Upvise Expense Claims import as Approved. Only for Standard Approval.
Plant Issues	Plant Issues are supported for import into Workbench Via the Daily Diary form set. Forms must be at an end state to be imported Plant Issues can be generated via a Job linked diary or a project linked diary in upvise. Plant issues from upvise are always auto-batched in workbench

FAQ’s

Are Exports handled the same way?
1. No. Exports are finco-specific and only apply to the finco selected on screen.
How long has this behaviour existed?
1. The integration has always operated this way.
What if we want imports to be finco-validated?
1. We do not support fin-co import validation at this stage for finco’s connecting to the same upvise instance.

Consultant note: For a detailed specs related to imports and exports see https://webwbdoc.atlassian.net/wiki/spaces/SPEC/pages/382403294/Upvise+Integration

Manual Data Sync

A manual data sync is used to push changes made indirectly to linked items in Workbench — for example, when adding a new plant group, adding an activity to an existing activity group, or creating or updating schedules.

This function is typically used when setting up your database or when making structural changes after going live. It is not used to sync transactional data, such as timesheets, forms, or job records.
Changes made directly to jobs; for example, closing a job, deactivating an employee, or closing a plant item, are handled automatically during the hourly scheduled sync (Export/Import).

Next Steps:

Check the import/export history on this screen by using the Previous, History, and Next links. Resolve any errors by checking the Message text.

Related Pages:

Upvise Documentation

Process Flow: