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
Screen Guide:
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.
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.
Your designated licence managers 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 permission 'Workbench Licencing Administrator'. All the header fields,
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.
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.
Licence changes are synced to Workbench internal systems:
in real-time for all AWS-hosted clients.
daily for on-premise clients
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.
Workbench Subscription Licences
Licence | Description | Definition |
|---|---|---|
Site Licences | System wide options that do not fit into defined roles, this functionality is available to all Role Licences and 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. |
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 as a Key User and System Administrator. |
Finance | All functions other than System Configuration, Can update Financials and perform month end functions, Company Level Reports. | A senior finance with access to all core financial functions and system maintenance. |
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 clerical role undertaking data entry tasks. |
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. |
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 | The minimum level role to provide access to 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 datanase to provide the equivalent of full System Admin licence for that user. |
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 do not require a role licence. | |
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 | |
External Contractor | Portal Daysheet Entry | |
Upvise User Access | Full Upvise functionality | |
Sharperlight Named User | Named licence per User | |
Sharperlight Web Only User | Web Only Dashboard Users | |
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: |
250 Documents per Month | ||
500 Documents per Month | ||
1000 Documents per Month | ||
2000 Documents per Month | ||
3000 Documents per Month | ||
3000 Documents per Year | ||
6000 Documents per Year | ||
12000 Documents per Year | ||
24000 Documents per Year | ||
36000 Documents per Year |
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.
