Workbench Release Notes

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Feature Revisions

Jobs

Job Contracts - further enhancements to the new certification process:
For those clients that are already taking advantage of the new contract claim process, which supports clear distinction of the claim and certification stages (see all details here) we have made further enhancements:

• Easier to navigate Get Sales:
  Improved user experience when navigating to Get Sales; the screen opens in edit mode in the first line on the corresponding section based on the status of the Claim:

  • Preparing the Claim:
    The cursor is placed on %Done under Claim To Date first row.

  • On the Certification stage:
    The cursor is placed on the %Done under Certified To Date, reducing the need to scroll to the right and assisting the user in knowing where to start editing.
    
    

    Open

    

     

• Certified To Date + Waiting on Certification + This Claim:

  Open

  

  On Get Sales, a new tooltip reminds users what Claim To Date includes.
  
  

• Contract/Claims tab:

  Open

  

  
  Renamed This Claim to This Claimed Incl. Ret
  Renamed Value to Net Value
  The order of the columns now tells a story as you read it… First you see the Claimed value; then, you see a Certified value (if it has already been certified), then, the Retention amount; then, the Net Value, which is the Claimed or Certified value depending on the step in the process, less the Retention value.
  
  

• Contract Claims List:
  For consistency with Contract/Claims tab we renamed the below labels:

  • This Claim = This Claim incl. Ret

  • Value Before Retention = This Certified incl. Ret
    
    

• Claimed To Date Incl. Ret & Certified To Date Incl. Ret

  Open

  

  
  We have added additional information to the Contracts Claims List, that adds visibility of the Project’s claimed-to-date and certified-to-date values. This allows you to make an analysis of all the last claims in all Projects, and see the difference between Caimed and Certified.
  
  For this, we have added an extra filter, Last Claim = yes - This will display the last claim of each Contract based on the other filter criteria.
  
  Having Claimed vs Certified values in the list of Claims in a Contract shows you a pattern of the Client’s certification habits.
  
  Having the Claimed To Date and Certified To Date values in the Contract Claims List screen will allow you to report on uncertified values for all your projects, showing you how much you might have missed on good revenue for the month. Use the new filter Last Claim = yes, filter for the Jobs you want, export to Excel and do any further analysis you want.
  
  Create your Custom View with the details you need.
  

• Job Forecast grid
  Both Forecast and Cashflow screens under a Contract have been improved to ensure correct display of the grid when zooming.
  
  

Lists

• File Attachments size has been increased:
  The maximum attachment file size has been increased from 25 MB to 35 MB, allowing users to upload larger documents where required.

Dockets & Daysheets

• New grid to control columns to be displayed:
  Grid Management can be now used to control what columns and hidden/displayed on Dockets.
  Grid names:

  • Dockets screen: Docket List Lines

  • Daysheets/ Dockets tab: Daysheets List Dockets

Purchasing

• Purchase Orders - notification that a PO has been approved:
  Some user do not want workflow emails enabled as they instead want to rely on the My Approvals list.
  This means that PO purchasers would not know their PO has been approved and is ready to be sent to the Supplier. In many cases, the approver is not the person in charge of the procurement.
  
  We have enhanced the existing Settings:
  Email PO Entered By on Approval
  Email PO Purchaser on Approval
  
  They can now be used with Workflow approvals as well (they worked with Standard approvals only).
  This will allow to keep Workflow email notifications off, and still be notified by email when the PO has been approved.
  
  

• Setting Email PO on Approval has been updated and it now clearly states that this is DEPRECATED and not being used. It will be removed in a future version.
  
  

• Setting PO Approver Assigned Email - updated description to clarify this only works for Standard approval.
  
  

• Xtracta Sync –Improved error handling:
  Fixed an issue where Xtracta sync would silently fail if a Financial Company had no description. Although the sync reported as successful, documents were not processed correctly.
  If there is a missing description on a financial company, the system will now import the voucher normally.
  
  Plus, if any documents fail to sync when doing a manual sync from the Image Documents List screen, an error message will display at the top of the screen. Red warning will look like ‘An error occurred when processing document ID {XYZ}' instead of the green message display after successfully refreshing:
  
  

  Open

  

  
  
  

Subcontracts

• Bulk Send of Retention Balance Statements:
  Previously, emails were sent via Workbench’s SendGrid SMTP, using the user’s email address even when Office 365 was enabled, causing emails to be flagged or rejected by recipients due the user’s email address not being an authenticated email address on SendGrid.
  The system now correctly checks the email settings when sending retention reports in bulk.

  • If Office 365 Enabled = Yes and Office 365 Bulk Email = Yes, emails are sent using Office 365.

  • If Office 365 Bulk Email = No, emails are sent via SendGrid using the noreply@workbench.co.nz specified in control parameter Send Email From.

Plant

• Plant Meter Readings:
  A few changes have been made to bring this screen up-to-date with the Meter Readings functionality within a Plant Item:

  • A time component has been added next to the Date.

  • Assumed Daily Rate has been removed.

  • For the Change Out type, the Plant Administrator permission is now required.

Administration

• Upvise User Only
  When a person is flagged as Upvise User Only, the Profit Centre Group, Reporting Groups, and Roles sections in the Application Access tab are now disabled.

• Data imports - Job Imports:
  When importing jobs from a spreadsheet with the Jobs Import, the job's company is now determined by BOTH the company name AND the financial company (derived from the profit centre). This is to cater for the scenario where the same company, with the same company name, may exist in different financial companies.

Fixes & Technical changes

details

• Contract claim - Due Date - Payment Basis:
  When using Claim Payment Calendar Days as a Payment Basis, the Due Date was not calculating properly. This has been fixed.
  
  

• Job Scheduler: Fixed a bug where updating an employee’s event (like start and finish time or event type) caused it to jump from the Work Centre to the Job level. The event now stays in the Work Centre.
  
  

• Contract Claim:

  • Contract Claim List exporting: Fixed the issue where exporting to Excel did not respect the filters set in a Custom View. Now, exports correctly follow the filters defined in the active Custom View, ensuring consistent results between on-screen data and exported files.
    
    

  • Get Sales UX improvement on Schedule-Based Sales:

    Open

    

    The “Total for Schedule…” label at the bottom overlapped with the total value when some columns were hidden from Grid Management.
    The Totals label has been moved to the left to avoid this overlap.

• Quotes: The “Created date“ of a quote is now saved correctly.

• Job Sale Invoice: Resolved the issue where the bottom buttons on Job Sales Invoices stop working occasionally.

• Plant Maintenance Logs List: Improved the loading performance.

• Administration

  • Grid Management's Document Register: Resolved an issue where the modifications were not being applied. Now, the updates are correctly reflected.

  • To Do:

    • Fixed the pagination issue when having more than 20 To Do Notes. 

    • Resolved an issue where importing a To Dos list would fail if CreatedByID was not defined. The system now allows import lines to be saved successfully even when CreatedByID is null.

• Integration

  • MYOB Acumatica Integration API Update – Acumatica Branch Mapping

    We've updated our integration to better support clients with branch-specific restrictions in Acumatica. Previously, our API always connected to the default Acumatica branch, which could cause issues when certain suppliers, customers, or accounts were not visible across all branches.

    The API will now log in using the branch mapped to the Workbench FinCo, ensuring the correct visibility and access to relevant records. This change helps avoid errors when posting invoices or syncing data with branch-restricted entities.
    
    

• Others:

  • Adjusted the column display on the Contract, Forecast, and Cashflow screens to ensure proper visibility when zooming.

  • wbUtilityChangeJobCode Utility: Fix the issue when adding Jobs.JobSortSequence column.

 

Upvise

Activity Code Validation

The integration process now includes additional validation to ensure that each activity on a timesheet line is part of the Job Activity Group assigned to the corresponding job. If an activity was selected in error in Upvise, this check will catch the mismatch during import and prevent the invalid timesheet line from being brought into Workbench.

An error message will be generated in the following format to identify the issue:

Activity <ActivityCode> for <FirstName LastName> (<EmployeeID>) is not valid for the Job <JobCode>

Docket Cost Schedules- Manual Data Sync

We’ve fixed an issue with the manual data sync option to ensure that docket cost schedules now sync correctly for both jobs and subjobs.

Purchase Orders

Suppliers with multiple contact groups will now be available in the supplier list for Purchase Orders in Upvise.

Service History PDF Report Change

Change of terminology from "Stock No" to "Equipment ID" in standard equipment “Service History” report in upvise.

Open

Equipment Id- Service History Report

 

Upvise Framework Changes 1st May 2025

Upvise will implement the following framework changes on 1st May 2025. To ensure ongoing compatibility, Workbench Development team will apply the required updates to all Workbench-related code ahead of this deadline.

For clients managing their own custom code, please review and action the changes outlined below:

Key Change: Map Class Renamed to MapView

To prevent conflicts with the standard JavaScript Map class (introduced in ES6), the Upvise Map class is being renamed to MapView.

What you need to do:

• Replace all Map.XXX() method calls with MapView.XXX().

• Redeploy your custom Upvise applications.

⚠️ Note: The method signatures and parameters remain unchanged.

Examples:

Map.addItem() => MapView.addItem() Map.show() => MapView.show()

MapView is available now, so you can make these updates immediately.
The legacy Map.XXX() methods will be removed on 1st May 2025.

Deprecated Private APIs

The following private APIs will also be removed from the Upvise framework on the same date:

• Map._parsePoint() – Removed

• Map._distance() – Removed

• Map.forceRecenter() – Removed
  ➤ Use MapView.center(geo) instead.

• HashMap.initDays() – Removed

• HashMap.fromArray(array, key) – Removed
  ➤ Use new HashMap(array, key) instead.

 

Update to Button-Quick Links in Upvise (v4.7.12)

What’s Changing?

In v4.7.12, we are updating Button-Quick Links to make the button code dynamic. Instead of being hardcoded to specific form templates, buttons will now use the button label as the identifier for form templates. This means button labels must exactly match the form template name for the button to function correctly. The following improvements will be applied:

1. Cater for the “disabled” form template status

   • Pop-up message: An active Forms template 'template name' does not exist.

2. Cater for the “lock completed jobs” setting when job status is complete

   • Pop-up message: This job has been completed - please reopen the job to add a new form.

3. Rework button code to use the button label to specify the form template

   • Pop-up message: An active Forms template 'template name' does not exist.

4. Ensure button code works across Jobs, Projects, Equipment, and Contacts

5. Consider user roles

   • Pop-up message: You do not have permission to access the '" template name"' form.

6. Consider button roles

   • Pop-up message: You do not have permission to access the '" template name "' form.

7. Prevent form creation via the button if the template is not linked to the master file

   • Pop-up message: "template name" should be linked to "linked record- e.g. contact"

Why This is Beneficial?

Currently (before v4.7.12), buttons were hard-coded and limited to the following form templates only:

• Job Purchase Order (linked to a job)

• Daily Diary (linked to a project)

• Mechanic Diary (linked to a job)

• Training Record (linked to contacts)

• Leave Application (linked to contacts)

• Equipment Record (linked to equipment)

After v4.7.12:

• Buttons will work across Jobs, Projects, Equipment, and Contacts, increasing flexibility.

• Reduces the need for custom code changes.

• Reduces errors and simplifies maintenance by removing hardcoded template links.

Instructions

Button Quick Links – Setup Guide

 

 

Integration

Xero

• New option to export AP and AR Invoices as Waiting for Approval:
  
  

  Open

  

  
  Currently, Workbench exports both Accounts Payable (AP) and Accounts Receivable (AR) invoices to Xero with a hard-coded status of Authorized, which can bypass Xero’s approval process. This approach may be undesirable for organizations requiring additional approval or that involve multiple entities in the billing or payables process.
  
  This change adds the capability to export AP and AR invoices as Draft (Waiting for Approval) in Xero, if desired. Two new settings allow users to choose whether to continue using the Authorized status or switch to Draft.
  
  Updated Xero Integration screen to include the new checkboxes:

  • Export AP Invoices as Draft

  • Export AR Invoices as Draft

  • Default to continue exporting as Authorised.

Upvise

Button Quick-Links: Enhancement

We’ve improved how button quick-links work in Upvise. Buttons will now use their label as the identifier for form templates, rather than being tied to specific templates within the code.

✨ What’s new:

• Buttons can now be used across Jobs, Projects, Equipment, and Contacts.

• Greater flexibility in configuration without needing custom code.

• Easier maintenance and fewer errors thanks to the removal of hardcoded links.

This enhancement streamlines setup and makes managing your forms and database set-up more intuitive.

• Button Quick Links – Setup Guide

NEW- Upvise Mobile App

Android version 9.1.1

• Improved Syncing: Performance optimisations for smoother and faster data sync.

• Conflict Resolution: Better handling of deleted records when syncing across multiple devices.

• Smarter Editing: The software keyboard now auto-opens when editing text fields.

• Updated Look: Refreshed toolbar icons for a more modern interface.

• Security Enhancements: Important updates to keep your data protected.

🤖 Requires Android 9 or later

iOS version 9.1.2 (iPhone & iPad)

• New Feature: You can now attach documents directly within the app.

• Improved Syncing: Performance optimisations for faster and more reliable data sync.

• Conflict Resolution: Better handling of deleted records when syncing across multiple devices.

• Updated Look: Refreshed toolbar icons for a cleaner user experience.

• Security Enhancements: Important updates to keep your data protected.

• Bug Fix: Resolved an issue with the "Signature on Submit" feature.

📱 Requires iOS 12.0 or later

• How do I update my Upvise mobile application? (Android & iOS)

Leave Application- Leave Primary Reviewer

An enhancement has been made to the Leave Application process to improve efficiency:

• The Leave “Reviewed By” field will now be automatically set to the primary leave reviewer for the person based on their timesheet group when a leave application is imported from Upvise to Workbench.

• Where there is no Primary Leave Reviewer, this will be skipped.

  Open

  

  Leave Request- Reviewed By

   

Purchase Orders - Mandatory PO lines

To enhance accuracy and consistency, all Purchase Orders submitted in Upvise will now require at least one PO line. Users will no longer be able to submit a PO without manually adding at least one line before submission.

Why Is This Beneficial?

This update ensures that POs are able to be matched in Workbench invoicing processes, reducing errors and improving efficiency. By requiring PO lines upfront, we eliminate the need to:

• Re-open a PO to add missing lines.

• Re-approve a PO after adding the required details.

This streamlined process will save time and prevent unnecessary workflow disruptions in Workbench.

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.

Month End Process: controlled and easy to follow.

New status to track whether POs and WOs have been sent to Suppliers/Subcontractors.