Overview:

Activity Groups are used to restrict the use of Activities to a specified list and can be applied to individual Jobs and Users for Timesheets and Purchasing. These restrictions are layered together so that the system first looks at which activities a User can use, then looks at what activities are allowed on the Job. This allows administrators increased control over which activities can be used for each individual job and user.

The system contains default groups groups, but you can create as many custom groups as your company needs using + New Group.

Screen Guide:

Initial Screen:

• Code is the shorthand unique identifier of the group. It also acts as a link to edit the group.
• Description is the longer descriptive field for the group.
• Work Centre Basis shows on what basis future transactions' Work Centre will default from, either the Activity's default or the Timesheet entry.
• The Bin icon is used to delete groups by ticking the checkbox then clicking save. You cannot delete a group if it contains any Activities or if it is assigned to a Job or User.

Create/Edit Screen:

By clicking + New Group or an existing group's Code field, a popup window will appear with two tabs:

• Main Tab:
  
  • Group Code is the shorthand unique identifier of the group and must be unique.
  • Description is the longer descriptive field for the group.
  • Default WC Basis allows you to choose on what basis future transactions' Work Centre will default from, either the Activity's default or the Timesheet entry.
  • Add from Group is a quick way to copy Activities from an existing group to this group. Select the existing group from the dropdown list, then click the blue copy button.
• Activities Tab:
  
  • This tab shows a filterable list of all Activities in Workbench, with the Included column showing which activities are included in the current group. If an activity is not included, it will not be available to jobs that use this group. You can tick additional activities that you wish to make available to this group here, or alternatively you can go to the individual Activity and add it to one or more groups. Remember to Save after making any changes.

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Next Steps:

Once you create your groups, you can add existing Activities or create new ones for the group. You can also apply the group to Jobs and Users.