13th September 2008

myworkspace has released some more great functionality as part of our September 2008 release.  As usual we continue to listen to our customer feedback ... following is a summary of the major enhancements:

CRM / Business Management

1. Alternate SMS Providers - there is now the ability to set up alternate SMS providers that outgoing SMS's can be sent via instead of using the default provider. We have set up the ability to utilise smsglobal.com.au (you can sign up to receive 25 free SMSs to trial this) in the first instance. If you wish to have this set up for your business please notify us and we will configure this for you. You pay the SMS provider direct for pre-purchasing SMS messages ... there is a 2c/SMS integration fee when sent via myworkspace (billable as they are used). 
   
2. Page Automation update - 'Page Automation' is available on a growing list of reports & searches to schedule the running of those reports at pre-set times throughout the week and have them eMailed to designated recipients.  It has been updated to include the ability to produce / email a CSV of any grids of information on the page being automated. For example if you automate a report of all the 'CEO' person types it can be sent via an HTML email as well as with a CSV attachment of the grid within the report. Helpful if the person who receives the email needs to manipulate the information!
   
3. Project Tasks - via the quick search for a project task, if you put in an exact match (ie TSK013599 or 13599), the system will find that task for you no matter when the task was originally created (it used to restrict to just showing those within the last 90 days).
   
4. Managing Users - disabled users are no longer shown in the list of business users (My Profile ---> My System Profile ---> Add/Manage Users) as the default. There is a new check box that, when checked, will show the disabled users in the list.
   
5. Recurring Reminders - when you set up an action and set a reminder on that action, when you recur the action it now asks if you would also like to recur the reminder. This means you can set up an action and reminder for the weekly staff meeting and get emailed or sms'd (if you have SMS activated on your business profile). Please note the recurring of reminders only works with the 'Send Time Prior' option (ie send alert 15 mins prior to action time).
   
6. Areas - area lookup on Customer Order has been changed so that you can type in part of the area name and press enter and it will display all areas (within a drop down tree display) that match that criteria. This is very useful for a business that has many areas. This will added to other forms using the area lookup as time goes by.
   
7. Advertising - myworkspace has an advertising directory where you can advertise your business to all other myworkspace users.  When reviewing the statistics of a particular advert (via My Website, Advertise My Website then click on a particular advert), the activity tab now has a data range so you can see the activity (ie clicks & screen impressions) on that advert for a specific date range.
   
8. Google Searching - you can now do a search on the web (using Google) via the quick search area. Just select 'web' from the drop down, type in the word(s) you are searching for and the results will appear in a new tab.
   
9. Website Request forms - You now have complete control over the questions (and answers) you display on your website request forms, and have that information populated live into your prospect/opportunity database.  Call us to find out how you can get this running for your business now, even if your website is not hosted within myworkspace! 
   
10. 'Where is Everyone?' Diary - there is a new option on the Action/Activities Home Page called 'where is everyone?'. This opens up a diary page for the first 8 people in your business (by default) for today. Allowing you to see quickly and easily where everyone in your business is today. You can modify it to show different / more / less people within your business on the 'Additional Diaries' tab and then click Save. You can also have it showing different hours or intervals etc than your standard diary and the two options are saved separately (ie your diary won't change based on any changes you make to this report).

Financials

1. Expenses - the default status of an expense is now 'can be paid when due' however if you wish this to default to any of the other statuses, there is now a profile item on My Financial Profile on the Financial Accounts tab to set this to what you want it to be. Expenses that get automatically created via Orders, Payroll etc will still be set to 'can be paid when due'
   
2. Balance Sheet - when you click on Balance Sheet it no longer automatically processes, allowing you to select a different date, change the options or comparison options before processing.
   
3. Person and Business contact records - the 'Other' tabs on both Person and Business contact records have been renamed. The Person form now has a 'Banking Details' tab, the Business form now has a 'Financial Details' tab.
   
4. General Journals - It is now possible to 'Unfinalise' a journal IF the journal is finalised, and its date is after the locked journal date (as per My Financials Profile). Clicking on 'unfinalise' resets the journal back to being 'pending', and deletes the linked financial transactions.  You are then able to edit as required, then 'finalise' once again. 
   
5. Unsent Invoices - if you attempt to receipt an unsent invoice, it forces you to change the status to 'sent' and resave (which does checking to see if the invoice date is within an unlocked period first) before you can create the receipt.
   
6. Bank Reconciliation - even if the bank reconciliation is still set to 'in progress', once a transaction has been linked to a reconciliation (i.e. 'presented') you cannot change the bank account on that receipt or payment.
   
7. Bank Reconciliation - if you have the security rights ('financial admin' AND 'system administrator'), you are now able to mark a reconciliation from 'completed' back to 'in progress'. This MUST be done in order (ie latest reconciliation re-opened then the next latest etc) ... and they must be closed again in order of oldest to latest.
   
8. Defaulting Areas based on Business - on any form in the system where you select a business/person and there is also an 'Area' field, it will now pre-populate the area that is on that businesses contact record. For example, on the invoice form, if you select a business, the invoice (as a default) will display the area that is on the business form ... you can naturally over-ride this default.
   
9. Debtor / Creditor Reporting - a new 'Aged Detail' option has been added to the debtor/creditor reports.  This displays every outstanding transaction as at the report date, with the ability to open up any transaction from that screen.  eg Debtor report can be found via Financials ---> My Debtors ---> Debtor Summary By Customer (Total or Aged).