Workbench Release Notes

Upcoming Functionality & News

New Features

Custom Views on List screens

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Custom Views enable administrators to create tailored versions of standard list screens by selecting and displaying data that is most relevant to the business. These views can be shared with all Workbench users, providing a powerful and flexible reporting tool without requiring advanced report-writing skills.

This expands your reporting ability on the List screens.

With Custom Views, administrators can ensure users see the most relevant data for their roles and business needs.

Open

Custom Views - all users' options

 

Key Features of Custom Views:

• System-Wide Accessibility: Custom Views are designed for all users, making them suitable for organization-wide use rather than personal lists. If a list is intended for a specific user, Tiles might be a more appropriate alternative.

• Permission Control: The ability to create Custom Views should be carefully managed and restricted to authorized users to ensure consistency and prevent misuse.

Usage and Benefits:

Custom Views are available on selected Workbench list screens, allowing users with the appropriate permissions to:

• Tailor lists to display content that aligns with the company and role-specific requirements.

• Create multiple views in addition to the default view provided for each screen.

• Select columns to display, default filters, and save the view as a Global View for easy access by all users.

How to Access and Manage Custom Views:

1. Navigate to the desired list screen.

2. Click the dropdown menu located in the top-right corner below the Apply Filter button.

3. From the dropdown, select an existing Custom View, and optionally set one of them as Default, so every time you navigate to this particular screen this default View is the one that opens first.

4. Admins can create new ones using the Edit Views option.

This feature is available on the following screens:

• Job Invoices

• Users

• Work Orders

All List screens listed above include a Default View. And for now, Job Invoices screen includes several System Views that cover most use cases:

• A Default View with all the expected standard information.

• Local Currency values for those using Forreign Currency.

• Outstanding, includes all outstanding Job Invoices and an Aged Balance as the number of periods old each invoice is, compared to the current period.

• Internals includes Internal Sales only.

• Data Dump, includes the complete datasource that populates this list screen, so a user can export all the Invoices and do further analysis if required.

• Claims includes all Contract Claims for the current Period.

Enhanced Access Control for Financial Integration Screens

We are introducing enhanced access control with more granular permissions, allowing you to define what each user can do on the integration screens. Users will be able to:

• Access only the data synchronization functionality from financial systems to Workbench.

• Access the ability to set up or modify the integration configuration.

• Have access to both.

These changes provide the flexibility to safely grant access to users who only need to perform data synchronization, ensuring more secure and role-appropriate access management.

Access to Financial Integration screens was controlled solely through licences.

What you need to know:

• Financial integration screens are available for all role licences (if included in the user’s site map profile).

• 2 new permission:

  • Financials Admin to access the config fields and action buttons.

  • Financials Sync to access the sync button only.

• Included by default in Administrator role and Finance role.
  Therefore, other Roles may lose access to the financial integration screen and must be setup by System Administrator.

• Change done on:

  • Xero

  • MYOB AccountRight

  • Business Central/Wiise

  • MYOB Acumatica

Feature Revisions

Jobs

• Contract

  • Project Trust Accounts - Limit selection of PTA to only one Contract:
    A change has been made so that only one Project Trust Account (PTA) can be assigned to one Job Contract. When selecting a Trust Account on the Contract tab, the only available options to select will be those that have not been assigned to a Job yet.
    
    

Purchasing

• AP Vouchers - Editing permissions simplified:
  The AP voucher edit permissions ‘Voucher Header Edit’ and ‘Voucher Lines Edit’ have been simplified and extended so that they are consistently applied to active AP vouchers regardless of their status. Previously these permissions were only applied while the voucher was being processed in its approval workflow.

• AP Voucher - Related Attachments:
  Some clients use generic POs and want to refer to the physical receipt image attached for verification or confirmation. We now display the Inwards Goods attachments on the Related tab based on the vouchered PO.

• AP Vouchers - Improved Performance
  Improved performance when opening and saving AP Vouchers.

Plant

• Plant Item import now with mandatory Work Centre:
  The Work Centre was not a mandatory field when importing Plant items using the Plant data import (wbImportPlant), this was causing issues later in the process when using these plant items. The import has been enhanced:

  • mandatory "Cost Work Centre Code"

  • validation of "Cost Work Centre Code"

  • the "Base Cost", "Overhead Cost", "Other Cost ", and "Sell Rate" fields are set to zero if not populated

• Plant Recovery Costs report
  Additionally to the Costs for the Period, the report now also displays To Date Costs which includes the Costs for the period range selected.
  
  

Quotes

• Plant Class cost line:

  • The Plant Class picker popup now has a Plant Group filter to assist filtering.

  • The options for Applied Rate are prefiltered based on those defined in plant items in the selected class. This is to minimise the possibility of selecting an invalid rate.

• Attachments:
  Attachments can now be loaded and file properties can now be edited even after Sent status. However, deleting files after Sent status is not allowed.

• Create Price Code:
  The Create Price Code now defaults the labour currency to the System Currency for convenience.

Month End

• Job Receipting Batch Entry:
  The Job Invoice picker suggestion is auto-filtered for ‘Sent’ or ‘Updated’ invoices only. However, the picker’s search popup is enhanced to default with the same filter criteria but allows the user to remove these as required.
  
  

Fixes & Technical changes

Upvise

Daily Diary - Change to Rate options

We’ve implemented improvements to ensure greater accuracy and user clarity regarding RATE selection on Daily Diary subforms “Plant Issues” and “Operator hours with Equipment”.

• Rate Code Availability: If multiple equipment items share a common Rate Code, only those rates will be displayed for selection.

• Mandatory Rate Code Field: The Rate Code field will be required for submission.

• Entering Multiple Equipment in one subform

  • When multiple equipment items do not share a common Rate Code, they must be entered on separate forms to ensure accuracy.
    Example: If DZR001, DZR002, and DZR003 share a common rate of “DAY,” but PMV001 has a rate of “HOURS,” no rate will be available. In this case, DZR001, DZR002, and DZR003 can be entered on one form with the “DAY” rate, while PMV001 is required to be entered on a second form with the “HOURS” rate. 

• This approach ensures that the Quantity is relevant to the Rate for all equipment on a single form.

NEW - Create Diary app

The new "Create Diary" app is designed to streamline the creation of daily diaries using scheduled labour and plant resources. This powerful Upvise app minimises manual effort, allowing you to add large numbers of resources to diaries in just a few clicks, ensuring accurate job costing and efficient resource management.

Dependent Modules:

1. Workbench Resource Scheduler or

2. Upvise Resource Scheduler

Benefits

Time-Saving: Eliminates the need to manually enter hundreds of resources, allowing users to quickly populate the diary with scheduled labour and plant resources in just a few clicks.
Accurate Job Costing: Ensures that scheduled resources are accurately tracked, helping users capture the true cost of jobs and projects.
Flexibility: While the app automates most of the resource entries, it still allows users to manually add or adjust resources as needed before submission.
Ease of Use: Streamlined interface for scheduling and reviewing resources, making it easy to track and manage daily diary entry.

To implement this module contact your workbench Consultant or Workbench Support support@wbi.freshdesk.com.

Files - Drag & Drop Enhancement

You can now drag and drop files directly into the File module or onto specific Project or Equipment Files. This enhancement simplifies uploading and organizing your files, saving you time and effort.

Form Option - Restrict Workflow Role to Project

A new option has been introduced to improve the role-based workflow notification process.

When this option is enabled:

• Users identified through the role-based workflow at any stage are now filtered against the list of project owners associated with the form’s project.

• This ensures that form notifications are sent only to the relevant users involved in the specific project.

This improvement is especially useful for databases with numerous projects, as it restricts notifications to current project users, minimizing unnecessary alerts and enhancing workflow efficiency.

Plant Maintenance - Plant Group Service Setting - Sync to Upvise Equipment Categories

Plant Maintenance Default settings for Plant Groups in Workbench can now automatically sync with Equipment Categories in Upvise, streamlining configuration across platforms. Workbench Maintenance settings act as the master source, ensuring alignment and accuracy. If the Workbench settings are blank, no updates will be synced to Upvise.

Previously, maintenance settings had to be configured separately in both Workbench and Upvise, leading to duplicate effort. This new synchronization feature eliminates the need for manual updates in Upvise, reducing administrative workload and enhancing efficiency.

Training Matrix - Redesign & Optimisations

A number of features and optimisations have been introduced to the Training Record Matrix including:

1. Column Filters

2. Freeze Pane on Licence Header List view when scrolling

Things we are busy working on...

Custom Views on List screens, and exploring the ability to add extension columns to these views. This will expand your reporting ability on the List screens.

Audit for configuration changes.

Month End Process: controlled and easy to follow.

Analysis graphs on Sales Invoices.

🔨 Interval- Based Equipment Maintenance in Upvise (e.g. 250-hour increments- 250, 500, 750, 1000 repeat)