myworkspace is pleased to announce the release of our latest system update.  The great news for users is there is no installing or downloading any updates, no upgrading files, nothing - it's all there ready to use right now!

It's a big update ... better go grab a coffee first!  And please pass this onto anyone else in your business who may not have received it.

Here's a quick summary ...

Security System

There are a number of changes to the level of access you can now grant your users, such as:

• Website Security - in the past, anyone wishing to update your website had to be granted full System Admin rights.  This is no longer the case ... there is now a new Website security right.  This is useful if you utilise an external web developer to design or manage your website but you don't want to give them access to everything in your business.
  
  
• Actions / Diary Security - there is now a specific user right for the Diary / Actions area.  In the past it has been bundled within the Contacts right. 
  
  
• Favourites - there is now a specific user right for Favourites (where you can store your favourite websites, logons, people, etc).  In the past it has been bundled within the Contacts right.
  
  

CRM & Business Management System

• Google Maps - right throughout the system, wherever you see a link to a business or person, there is now a link to Google Maps. When you click on this icon, it brings up a separate screen showing you a Google map of the contact's address.  You also have an option to get directions to or from this address from another contact.  This defaults to your address, but you can change this to another contact's address.  Very handy when viewing your diary actions!
  
  
• Email - the send email form has changed so that you can do quick searches for people within your contact list (without having to open the Select recipients window). 
  
  Above the To:, CC:, BCC: boxes there is a text box where you can type in part of a person's name.  By default it searches within your entire person contact list first, however there is a link so that you can swap to searching within favourite contacts only.  It also searches within your person type groups as well (only if you swap to searching within Favourites).  There is still the ability to use the standard Select Recipients pop up window however this no longer automatically pops up for you. 
  
  Try it out ... it is a much more efficient way of adding recipients!
  
  
• Email – turning off the auto-checking on your email account now also means that when you delete or save bulk emails your inbox does not automatically refresh.
  
  
• Email - there is a new option on the Message Account setup page (Add/Manage Message Accounts) called 'Do a Full Refresh When Inbox First Opened' ... selecting 'No' means that when you first open your inbox it will not automatically do a refresh and find new emails.  This is advisable if you have lots of emails in your inbox and checking your emails for the first time after you log in takes a long time.
  
  
• Print Options - the print button on a person contact and invoice form have changed so that you can select a System Template to print / view / email from.  See more below on Document System Templates.
  
  
• Person Import - a new option on the person import is to automatically create an opportunity record for all records in the person import.  This will mean you should potentially have 2 separate imports ... one for those whom you also want an Opportunity record created and one for all other contacts.
  
  
• Diary - the diary screen has had a makeover with links on the top right hand corner to quickly and easily get to Single Day view, This Week view, This Month view (starting in the current week), Two Months view (starting in the current week). On the top right hand side of the diary, you can also quickly go to Today or to a specific date.
  
  
• Projects – deleting a project now pops up a window asking whether you want to 'only delete the project if there are no tasks or actions' OR 'delete the project and all associated tasks, actions, team members and attachments'. The first option will not delete the project if there are actions/tasks associated, the latter options deletes the project and everything linked.
  
  
• SMS Profile – My Profile ---> My System Profile ---> My Messaging Profile ... the system reaction to the question whether as a business you want to allow users to send SMS has been modified so that if you select ‘No’ it means that people cannot manually go to send an SMS (ie from a contact or the 'Send SMS' screen), however SMS alerts can be sent if required.
  
  
• Birthday Report - now has the person's rating showing as a column
  
  
• Events - when deleting an event a check is made to see whether there are financials associated to the event and if so, does not delete the event. This allows the customer to review the invoices, and if OK, delete them individually. If an event is able to be deleted it will delete event attendees associated to that event (but not their contact record!).
  
  
• Customer Order - adding a product to a customer order now utilises the quick search tree view of areas to assist those customers how have large numbers of areas.
  
  
• Document System Templates – there is a new option for a document type of ‘system template’.  This allows you to control the style of the templates using the text editor rather than having to use HTML code. It also allows you to have multiple templates set up per area and to select the relevant one at the time of printing or emailing (see note about print options). To create a system template document, select 'system template' as the type and you can then select which area of the system you want the template to be linked to. Invoice, Person, Order and Investment Detail are the areas available at the moment, but more will be developed in time. Once the document has been saved you can then click on the Template Fields icon (bottom row of icons, right hand side in the text editor section) and select the fields from that area (such as invoice date, invoice to business name etc) and arrange them in the format that you desire. NOTE: the Invoice items field uses a specific layout which is explained in detail in the help notes.
  
  
• Express – there is now a specific log off button for the Express (smartphone) version
  
  
• Express – across the top of Express there is now a menu of quick icons to take you to the main areas of the system such as Home, Contacts, Email, Messaging and Diary. These show on all forms within express easily giving access to these main areas.
  
  
• Relationships – we have integrated the Wilson Learning relationship styles into myworkspace.  For just $25/user/mth, you get access to the Wilson Learning personality styles which can be associated to a person contact ... allowing you to select and record what their personality style is against their contact record.  Once you have also determined what your personality style is, when you go the Relationship tab on a contact you can see the best way to interact with that person. 
  
  
• Action Summary - from an action you can now click on 'Summary' link that shows you the details of the action including the address details of the contact the action is linked to, as well as a Google Map of the business address and directions to get there from your address.  Even better, add on the Wilson Learning relationship styles and get recommendations on how to interact with this contact ... improving the chances of a more successful meeting!  See the next point for even more options.
  
  
• Action Types & Documents - you can now link a document to a specific action type. The document shows when you view the Action Summary. As an example, this can be useful to incorporate processes and procedures into a particular action type such as 'initial sales meeting' or 'on site demonstration'.
  
  
• Website Requests - it is now possible to allow people to attach a file to a website enquiry. This could be useful to accept resumes, photos, etc as part of their enquiry. You can also specify on the incoming enquiry alert if you want the all of the enquiry information collected to be included in the body of the email (ie contact information and other fields completed) and also if a link to the created Opportunity record is to be included.  The other option is to just receive a summary of the enquiry in the email and go to the Opportunity to view all details.
  
  
• Messenger Conversations - we have streamlined the look of the conversation screen by adding in icons for participants, attachments and network groups. You can also manage the participants of a conversation including deleting an existing participant. As a participant you can also view what network groups have been linked into the conversation. You can also view a summary of the conversation which shows the total number of posts and comments as well as the number of new posts and comments. Clicking on 'new posts' will take you to a list of the new posts. You can also now attach a file at the same time as you post into a conversation!
  
  
• Website version for Mobile Phones - Ever been to a website via your mobile phone only to find it is impossible to view due to the fact it has been designed for normal screen sizes?  Now you can set up a mobile version of your website and link that mobile version to your full website.  When somebody on a mobile device goes to your website, they will be redirected to the mobile version which can be set up to manage the smaller screen sizes.
  
  
  Like to speak with one of our website development partners to take advantage of this ... our featured partner this update is snapsite.com.au.  SnapSite assist our customers in building high quality websites within myworkspace!
  
  
• Surveys - you can now set up additional reference information to be collected on the front page, including a date and 'survey type' drop down list.  You can also set up Result Summary Scores to grade a survey result based on the total points scored.  On the Result Summary you can now choose if you want the point scores to be shown. 
  
  You can also setup Issue creation automation based on the points scored in each question - similar to how you can do it for Suggested actions. 
  
  If the survey is linked to a contact, you can specify a person document template to be shown on the result summary as quick links (eg a standard email that includes details from the survey results). 
  
  You can also now setup questions that are text box only, as well as specify a default choice on each question.
  
  
• Documents - there is now an 'Internal' option on the Sharing tab. It defaults to 'Yes' so all people internal to the business can see the document, setting this to No ensures that the document is not editable / viewable by others. There has been a new Document Admin security right also implemented which if a person has that, enables them to over-ride the 'internal' flag (useful for when somebody leaves the business).
  
  
• Person Import - it is now possible to import information into fields on the person contact record on the user-defined tab (if you are not sure how to set this tab up, please call us!). It matches on person name. The format of the import is quite specific and the customisable tab must be set up prior to the import. See the help notes for this type of import for more details on the layout required.
  
  
• Quick Attachments - right throughout myworkspace, there is now a '+' sign next to attachments links which is a quick way to go straight to attaching a new file rather than going to the list of current attachments and then clicking on Add Attachment from there. Saves a few steps!
  
  
• News - when creating the newsletter, you can now select what type of salutation you wish (eg 'Hi Bob', 'Dear Bob', etc).
  
  
• News Tracking - there is now the ability to turn tracking on within a news article so when you send out news to your customers you can track to see who opened the news, as well as who opened which links within the article.  This information displays on the new Tracking tab of the news article as well as on the Relationship Assistant window on a specific person's contact record.
  
  
  Like to start sending newsletters to your current and prospective client base but don't have the time or want to engage someone who has a flair for making your news look special?  Contact virtually.com.au!
  
  

Financials / Accounting

• General Journal Search - the restriction to not be able to select bank accounts and non postable financial accounts has been removed.

• Statement  Importing – it is now possible to match a statement transaction to a Bank Transfer.  When you go to the Match/Link tab it appears as an additional item in the type.  Like the other types of matches, the Bank Transfer needs to exist first.
  
  
• Expense – the expense form now has tabs (so is now consistent with the invoice form) with line items, credit notes and payments on separate tabs. When adding an expense you can create the first line item at the same time.
  
  
• Bank Transfers - if you attempt to unfinalise the general journal associated to a Bank Transfer, it now takes you back to the bank transfer form so that you can reverse it.
  
  
• Invoice Templates – you can now create multiple System Templates for the invoice area using the document module of the system. For example you can create one invoice template for quotes, one invoice template for Type X customer, another invoice template for type Y customer or any reason you need to have separate templates.  When you want to print, email, PDF or view the invoice click on the Print icon, ‘Choose Template’ and select one of the template options from the drop down and select what you want to do with it (email, view, PDF etc) You can select one template to be the default. The templates are created within the document area – see separate note on document templates above.
  
  
• Payroll (Australian & NZ customers only) - the link on person contact details is now called 'Employee Details' rather than 'Other Details'.
  
  
• BAS / GST Report (Australian & NZ customers only) - there has been a major revision of the BAS / GST Reporting which now calculates the PAYG Employee Tax Withheld and PAYG Company Tax components as well as the standard GST component (you can elect which ones are applicable). The BAS Setup has changed and you will need to review and resave the BAS /IAS Assistant Setup area to ensure it has all the settings required for your business.  A separate email will be sent to all Australian & NZ businesses using the accounting functionality explaining what is required.
  
  
• Payroll - the way the system records the PAYG tax withheld from a person's pay has changed. Instead of creating a separate Expense record owing to the Australian Taxation Office (or NZ Inland Revenue Department) it now creates a negative line item on the employee's salary expense. The employee's payroll expense now therefore has 2 line items ... one line item is the gross salary amount (which is allocated to the P&L) and the 2nd is this negative line item for tax withheld (which is allocated to a liability account on the Balance Sheet) - so the expense balances out to the net amount owed to the employee.  When the BAS is completed, these amounts are reversed out of the liability account (just like the GST is) and included in the expense owing to the ATO (or invoice if a refund).
  
  
• Statement Import - there is now a standard format for the importing of bank transactions into the system using CSV format. See the help notes for the standard format.
  
  
• Tax Browser - there is a tax browser report which is a generic 'sales tax' or 'VAT' report that can be used by companies that aren't in Australia or New Zealand (which have specific taxation reports such as the BAS). This report is accessible via the BAS/IAS Assistant link in Financials.
  
  
  
  Finding you don't have time to manage your accounts?  Speak to one of our featured bookkeeping partners to see how they can help:
  - oxygenbookkeeping.com.au
  - mybackofficeonline.com.au
  - Totally Figured (0429 992 937)

Did you know?

1. The report called 'My Contacts Browser' in the Contacts module is a great way of quickly viewing contacts in a logical manner, including by group/type!
   
2. Help is available on any screen by clicking on the red question mark in the top right corner of the form
   
3. We have some video 'Quick Tips' at the top of the screen

We hope you enjoy this latest update.  As always, our Help Assist Team is available on 1300 131 848 if you have any enquiries.