Licence Matrix
Overview:
The Licence Matrix provides the easiest and most visual way of managing your licences. You can edit multiple user licences at a time, saving the need to go into each User's profile.
There is also a self-service section to purchase additional licences and have them ready to assign to users on the spot. A designated user will be able to manage purchased licences and reduce the currently purchased licences or add additional ones.
Licences grant users access to the different areas within Workbench. In some cases, in addition to a licence, a user will require a Permission Role that would allow them to access specific functionality.
There are four elements in the site map access calculation:
Role licences - allocated to individual users (System Admin, Finance, Data Entry, Job Costing, Standard)
Module licences - allocated to individual users (e.g. Timesheets, Quotations, Service Desk etc.)
Site licences - allocated to the Workbench instance (e.g. EBA Interpreter, Stock Management, Plant Management)
Permission Roles - allocation to individual users (Plant Admin, Stock Admin)
So to access a specific screen (or as we call it, Site Map Item):
The user needs a Role or Module license that covers the site map item (SMI)
If there is a Site license that covers the SMI, that ALSO must be applied
If there is a Permission that covers the SMI, that ALSO must be granted to the user
Check licences per Site Map Item here
Screen Guide:
Buttons
Site Map Access: Link to User Documentation page with PDF file
Purchased Licences
This screen allows a designated user with the permission ‘Workbench Licencing Administrator' to purchase or reduce those already purchased licences under Site Licences, Role Licences, and Module Licences. This feature is enabled for our clients that have migrated to the new licence regime (available since October 2022), and by turning control parameter 'BETA FEATURE - In App Licencing’ = yes. Licences become available straight away, and can be assigned to users (no waiting time).
Billing:
if decreasing the quantity of current purchased licences, this change will only be effective from the next billing cycle.
Example: on day 15th of the month I remove 1x Job Costing licence. Only on the next bill, this will be reflected; no credits for the remaining days of the month the licence is not used. So it is recommended to make these changes closer to the end of the month so the licence can be used for that whole month.If increasing, the charge will be pro rata for that period the licence was increased and charged on the next billing cycle.
Example: on day 15th of the month I add 1 x Job Costing licence, so only from the 15th to the end of the month will be charged.The billing currency is defined bythe database local currency (AUD or NZD). If the database has other currency, on the Purchased Licences screen a Consultant will be prompted to select AUD or NZD, and this will in turn populate setting 'Subscription Billing Currency'.
Your designated licence administrator will be displayed at the top left; these are the users that have permission to add or remove purchased licences and is granted by the role 'Workbench Licencing Administrator' that has a permission of the same name. The designated administrators can be amended by adding / removing this role from the User popup - Application Access tab for the respective users.
All the header fields, are only enabled for editing by a Workbench Consultant or Support member (wbadmin user).
To make changes to the licences enter the new total for each licence in the Revised Purchased column. The change column will display a green upwards arrow or a red downwards arrow, with the quantity difference between the Current Purchased and the new Revised total. Before reducing the licence count, if the licences are assigned, first free up the licence from the users in the Licence Matrix screen.
After making changes to the Current Purchased licences, and saving, a confirmation screen will appear with a summary of the changes, which you can confirm or cancel.
If you require changes to your Xtracta subscription, Integration Licence or licences under Other Licences section, please contact Workbench Support team for assistance.
Print icons on each licence: generate the detail of the license as PDF which can be email to another person.
Licence changes are synced to Workbench internal systems:
in real-time for all AWS-hosted clients.
daily for on-premise clients
Please note: reductions in licence counts will only take effect from the next billing cycle.
User Allocation Matrix
Use the Filter to show the desired range of employees.
Tick the box that intersects with the person and licence you want to apply, or untick to free the licence from the user and Save your changes.
You can see Allocated and Purchased Totals at the bottom of the grid. Allocated is how many of the licences have been applied to users, while Purchased shows the maximum amount of licences that have been purchased by your company.
Contact Information
These contacts must be populated by each Workbench client (will not be populated by your Consultant or the Support team), and must be kept up to date, and replaced by active employees if one of them leaves the company. This will enable us to communicate the right information to the right people if required.
Admin Contact - the person to communicate with regarding the status of the system or any operational matters e.g. new features, outages, etc.
Commercial Contact - the person who makes decisions around the number of user licences, new modules, etc.
Licence Matrix
Workbench Subscription Licences
Licence | Description | Definition |
|---|---|---|
Integrations & Site Licences |
| System wide options that do not fit into defined roles. These could be either a connection to a 3rd party system e.g. MYOB, Xero, Upvise or alternatively additional features that are only implemented when required e.g. Plant or Stock Management. When enabled these modules are then available to all Role Licences from Job Costing and above in some case some limited access to key features may also be available. Access can be controlled with Role Permissions. |
Upvise Integration | Workbench Integration package for Upvise | A Web and mobile app based platform with a range of modules for field based workers. Service / Asset Management, Resource Scheduling, Plant Tracking & Maintenance, Mobile Forms / Compliance, Defect tracking etc. |
Financial Integration Tier 3 | MYOB, Xero, Quickbooks, etc. |
|
Financial Integration Tier 2 | SAP B1, MYOB EXO, MYOB Advanced, SUN, etc. |
|
EBA Interpreter | Automate the calculation of payroll awards and allowances. |
|
Stock Management | Stock Management and Stocktaking functions. | Users that need to access this functionality require a Stock Administrator Permission Role. |
Contractor Portal | Contractor Portal and Contractor Docket Schedule functions. |
|
Advanced Procurement | Procurement Schedules / Requisition Management and Catalogues. |
|
Plant Management | Plant Setup, Costing and Basic Maintenance / Reporting. | Users that need to access this functionality require a Plant Administrator Permission Role. |
Role Licences |
|
|
System Admin | All System Functionality where included in the standard site map or included under a site licence. | Access to all functions and features of the Workbench software. A System Administrator also has access to site based modules, this is so the System Administrator is aware of all Workbench features and can explore additional functions a business may need where they may not have yet implemented that module. |
Finance | All functions other than System Configuration, Can update Financials and perform month end functions, Company Level Reports. | A senior finance user with access to all core functions and some limited access to maintenance functions. Access to optional modules as required, No access to site based modules unless these are enabled. |
Data Entry | All functions other than Month End, WIP, Claim Accruals etc. Plus the ability to maintain key items e.g. Employees, Plant, Stock Items. | A limited finance user aimed at clerical type roles that do large volumes of data entry in key areas e.g. Accounts Payable, Timesheets and Payroll, Accounts Receivable. This Role also has limited access to some maintenance functions e.g. Job Maintenance, People Maintenance. |
Job Costing | Standard User, Plus Job setup, Billing, Budgets, Reporting, Daysheets / Docket Schedule Maintenance, Resource Scheduling, Job reports, etc. | A role that encompasses all job cost functions within Workbench e.g. Job setup, Budgets, Daysheets, Docket Schedules, Purchase Orders etc. This role is intended for users that need to manage jobs in their entirety and or are responsible for large amounts of project administration e.g. Project Engineers, Contract Administrators. |
Standard | Personal Timesheet, Expense Claims, Purchase Order, Purchase Requisiton, Inwards Goods, My Approval List (All) & other approvals as necesary e.g. Timesheet Approval, Leave Approval, Job Enquiry. | A role aimed at personal functions such as Timesheet, Purchase Order, Approvals and prerequisite for Optional Modules. |
Enterprise Roles & Other Licences |
|
|
Technical Support | Technical Support access per Additional Database. | Specific access for IT support people to provide technical user support in an enterprise environment where segregation of duties requires that this be managed within the IT department. |
Shared Services | System Admin Access per Additional Database. | Where access is required by specific users to multiple Workbench instances on an ad-hoc basis a Shared Services licence can be implemented for every additional database to provide the equivalent of full System Admin licence for that user. |
Workbench Field and Compliance Licences |
| A Web and mobile app based platform with a range of modules for field based workers. Service / Asset Management, Resource Scheduling, Plant Tracking & Maintenance, Mobile Forms / Compliance, Defect tracking etc. |
Upvise User Access | Full Upvise functionality. |
|
Upvise SMS M500 | Provide SMS Messaging (per 500 Messages). |
|
Upvise SMS M1000 | Provide SMS Messaging (per 1000 Messages). |
|
Module Licences |
| Optional Functions: Stand alone functions for users that require a specific function. |
Contract Management |
|
|
Subcontract Management |
|
|
Service Desk | Back Office Service Desk module. |
|
Quotations | Raising Quotes and Importing Quotes from external sources. |
|
Timesheet | Personal Web/Mobile Timesheet. |
|
Expense Claims | Personal Expense Claim Web / Mobile. |
|
Advanced timesheet | Timesheet including Stock and Plant issues, Datasheets, Purchase Order, Mobile Purchase Orders, Mobile Expense Claims. |
|
External Contractor | Portal Daysheet Entry. |
|
Sharperlight Full User (Named User) | Named licence per User (Full access to Sharperlight, Report Developer). |
|
Sharperlight Web Channel User | Named User with Web only dashboard access. |
|
Accounts Payable Automation with OCR | Workbench has integrated 3rd party OCR technology to assist in the automation of processing supplier invoices. | Powered by artificial intelligence, Xtracta technology extracts data from your supplier invoices received in pdf format or scanned and generates AP Vouchers in Workbench which are then distributed via user defined workflow for online review and approval. The following subscriptions are available for this data extraction service: |
Xtracta Licence | Xtracta licenses available for purchase, including the plan name, quantity of documents that it provisions, and the associated cost. The plans are divided into Monthly and Annual groupings | Refer to Xtracta Licence Information for price plan details. |
Next Steps:
Once licences are applied, the user should be able to access the features of that licence. If there are issues, try to reset the Application Cache.