Welcome to the latest myworkspace system update!  Some more great functionality has been added to assist you in running your business efficiently ... take a look (and please pass this onto anyone else in your business who may not have received it):

CRM / Business Management

1. Import your sales opportunities - there is now the option to create an opportunity record from any record in the contact import spreadsheet file that has a customer status of 'prospect' ... ideal for new users of myworkspace or for those who continually need to add more contacts in bulk.
   
   
2. Even more flexibility using 'Advanced Searches' - advanced searches throughout the system (ie person, business, opportunity, invoice, expense etc) have been updated to allow the selection of multiple codes from a code list (rather than just one!). For example you can now search for any contact with a customer status of 'active, prospect, soon to be non active' and see all the contacts that have any of these statuses.  Just a reminder when using the 'is in the list' you select the multiple codes by using the CTRL key and then clicking on the codes you want. Similarly when you want to deselect a code, hold down the CTRL key and click on the code you want to remove from the list
   
   
3. Advanced Person Search - the notes field on the Person form has been increased to allow huge amounts of text to be entered, however in the advanced person search you can only filter upon, and view in the search results, the first 1000 characters. 
   
   
4. Event Attendee Advanced Search - the event attendee search has been updated to now have a second tab on the search. The second tab includes all the core search fields from the Advanced Person Search. This means you can not only do a search using the standard event attendee fields, but you can also see (and/or filter on) fields from the person record. Please Note: this new tab on the Event Attendee Advanced Search does not include any user-defined fields from the person record that your business may have.  The ability to have the Person Advanced Search fields as an extra tab on other search forms may also be possible... just let us know which other advanced searches you would be interested in seeing this type of functionality on and we will investigate.
   
   
5. More functionality on the Opportunity Advanced Search - if your business has linked an opportunity type to a survey category with more information (ie extra questions for your enquiry) you will now be asked when clicking on the Opportunity Advanced Search which category's extra fields do you want to be able to search/filter on. Once you select a particular category you can then perform the advanced search on all the core opportunity fields as well as the extra question fields from that category. 
   
   
6. Opportunity Processing Status - to add a new processing status to an opportunity, click on the Change Status icon, select the status this opportunity is now in, the date that it went into this status and add any notes that are relevant and click on Save. A grid showing the processing history and notes are displayed.  Note: for this update you cannot re-edit the processing status or notes, however this will be developed for another update. 
   
   
7. News - the subject of the news article can now be up to 250 characters long
   
   
8. Actions - just wanted to re-iterate that when creating or making an action private that it becomes private for the person who is the ACTION BY person, NOT the created by person. This is different to when creating a person record to be private as the person record becomes private for the created by person.
   
   
9. Date fields Survey Questions - you can now create date type fields for surveys!  As survey categories can be used to create your own customised tabs on the person, business and opportunity records, this means you can also add 'date' formatted questions there too.  The advanced searches allow you to search on these date fields.
   
   
10. Extra Survey Tabs - you can now include the Notes / Text box field as an additional 'question' for code type fields as well as the new date type fields and these notes / text boxes can be searched upon in the advanced searches. Note: you cannot add a notes / text box to a Text type field. For example you could have a date type field asking 'what date did you get your licence?' and have the notes / text box that will appear directly below asking 'What is your licence number'.
    
    
11. Contact Quick Search ... less clicks to get where you want to go - on the person tab of the contact quick search you can now click on not only the person name and be taken to the full person details, you can also click on the email address and be taken to the Send Email screen, or the mobile phone number and be taken to the Send SMS screen. 
    
    
12. Sending Emails from Express - now when you send (or reply / forward) an email using Express, it will automatically save the email against the relevant contact(s) within your system.
    
    
13. Express Emails - you can now also select and view an email even if it doesn't have a subject
    
    
14. Project Task emailing - emailing a project task to the person responsible now includes the priority and task type.
    
    
15. Project Task ... linking to a project - on a project task, the lookup to project now allows you to do a full search, rather than just a drop down of the list of projects. You can type in part of the project title and press enter or click on the magnifying glass.
    
    
16. Restricted Projects ... more security - when you set a project to be restricted to project manager and team members only, the system restricts project tasks and actions to be only viewed by the project manager, team members and the person responsible for doing the task and / or action only. If there is an action in a person's diary relating to a restricted project and somebody views that diary who doesn't have access to that project they will see that the action is marked 'private' and will be unable to view it.
    
    
17. Hiding Inactive Contacts - there is a profile item in My Profile ---> My System Profile ---> My Navigation & General Profile ---> Navigation tab called 'Hide Inactive Contacts'. Setting this to 'Yes' means that on quick searches and lookups (ie from Invoice etc) you will not see those contacts (people or businesses) that have customer and supplier statuses set to 'inactive'. You can still do an advanced person or business search to find these records.
    
    
18. Website management ... quicker access to where you want to go - when you go to your website setup and select a different website to work on, it will now automatically switch into that website (previously you had to click on 'go'). Also if you switch into another business to work on a website in their system, when you switch in again to that business it will remember the website you were working on previously ... handy for web developers.
    
    
19. Websites for 'members only' just got real simple - to assist in easily setting up a website that is 'members only', there is now a sharing tab on the website setup form that allows you to select a network group(s) to associate the website to. This means you can set up your main website to be open to the public and set up a second website that is only available to a specific network group for your member's area. Put a link on your main website to your member's area website ... when clicked on, they will be asked to login straight away.
    
    
20. Website Enquiry notifications - the email received by the business regarding a new website enquiry has been formatted into a table for easier reading
    
    
21. Website Enquiry ... location of the 'Send' button - you can now choose where you want the Send button on your enquiry form to be located (i.e. at top only, at bottom only, in header or as a link). This option is on the Format tab of the Request set up form. 
    
    
22. Website Enquiry ... customise your form even more! - you can now customise your enquiry form even more with more control over the fields you would like to display.  You can give fields another label so that it can be specific to your business, as well as choosing whether it is a mandatory field or not and determining what style, width and height it can be!  When you select the request type of 'customised' (and then 'save') you will then see a new tab called 'fields'.
    
    
23. Product Standard Import - the product standard import has been modified so that it updates the Directory Status field to "Available Now" for all products imported.
    
    
24. Email Inbox Sidebar - there is now the ability to turn on a left hand side bar on your inbox. This displays the various options for the inbox (such as viewing Drafts, viewing Sent and Saved email mesages, viewing unread emails etc) in the left hand side bar instead of as links at the top. There is also the ability to view your messenger conversations from here as well.  Stay tuned for more great functionality to be added to this sidebar in the next update!
    
    
25. Email Inbox searching - a quick search on email subject has been added to the top right of the email inbox, allowing you to quickly search for a subject title of an email in your inbox. The wider ranging search facility is still available by clicking on the Search link in the top left (or in the new sidebar).
    
    
26. Project Task scheduling - there is a new profile item on My Profile ---> My System Profile ---> My Navigation & General Profile that determines whether the 'task depends on' lookup is restricted to the current project, or whether it can be from any project within the business. The default for this new profile item is that it is restricted to the current project.
    
    
27. Tell your friends to sign up for the free biziio.com! - there is now the ability to have myworkspace send out automatic emails to all your contacts to tell them about myworkspace and also the free biziio.com directory. On My Profile there are two boxes on the right hand side that allow you to tick the option to have these automated emails sent out. These automatic emails go out to your contact list in groups of 100 overnight ... no contact will receive this message more than once.  As new contacts are added, they will be included in the list to receive an automated email.
    
    
28. Website URLs / Domain names - the way that URLs / domain names are associated to a website has been updated with a record per URL instead of putting them all in a single text field. Clicking on 'next' button for Question 5 you will now see that there is one record per URL in the grid. You can specify one URL to be your default URL. This is the one that will be displayed in the biziio directory (if you have your directory profile enabled).
    
    
29. Birthday Report - the birthday report now has the ability to filter on multiple rating codes in the same way that advanced searches now have multiple filtering on code fields. The Birthday report defaults to having ALL ratings selected when you first open the report ... you can then select specific ratings by holding down the CTRL key and clicking on the required ratings. 
    
    
30. Network Groups / Knowledgebases - there have been a number of modifications to the Network Group area including the ability to:
    • set the join and leave options
    • who manages the network group
    • who the group can be shared with (ie specified people, public or via a membership
    • the description of what the network group is about 
    • set the directory categories the network group is linked to
    • share contact details of new members added to the group (useful for head office / sites when they have separate business spaces and head office needs to have the full list of contacts to do mail outs etc) 
    • able to view what network groups a user is associated to from their user record (system admin users can only view this information) 
      
      For example if you set the network group to be shared with the public and people can request to join, then through the biziio directory anyone can search for a network group, read the description of what it is about and request to join up. An email is sent to the Network Group manager who can then link that person into the Network Group. Alternatively if the join options are set to 'automatically join' the person is linked in straight away.   

Accounting / Bookkeeping

1. BAS Summary Page – there is now a summary page for the BAS / IAS Statements showing you exactly how much tax you owe the ATO
   

2. Recurring Transactions (invoices / expenses) – there is a new field on both the expense and invoice forms to determine whether the invoice / expense is to be recurred (copied) and if so, over what frequency. For example, the monthly expense for your capped mobile phone bill can be set to recur Monthly. Then on a regular basis you would go to Financials and click on Recurring Expenses and it will display all the expenses that are due to be recurred to the date on screen. Uncheck any you do not wish to be recurred / copied and then click on the Copy icon. This will create a copy of the expenses based on their frequency. This can save quite a bit of time for your accounts people! A similar process can also be applied to invoices to automatically copy specified invoices. No more forgetting those quarterly or annual invoices!
   

3. Account Balances Report – this report now has the ability to show amounts by area 
    
   
4. Invoice Document Templates for each area of your business - it is now possible to set a default invoice template document for each area (profit centre / division / branch / etc) within your business as well as having a standard default template.
   
   
5. Invoice Document Templates ... easier to manage sending - the Print / Send / View icon options have been streamlined so you can easily select 'View / Print' or 'Quick Email' (sends the invoice straight to the person linked to the invoice), 'View as PDF', 'Email as PDF' direct from this icon. You can still click on the 'Choose Template' link to select a different template as well as selecting other options such as 'save as action'. 
   
   
6. Invoice Document Templates ... no need to understand HTML anymore! - From this update the old invoicetemplate.html files attached to the Business System Details record will no longer be utilised when printing / emailing an invoice. Any changes to how an invoice looks will need to be done via the Documents area using the user-friendly document editor.  A program has been run to ensure that your business has an invoice document template created based on your invoicetemplate.html file. 
   
   

Did you know?

1. To use myworkspace most efficiently if accessing via Internet Explorer 7, adjust your tab settings by clicking on Tools (top right of your browser) ---> Internet Options ---> 'Settings' button in the 'Tabs' grid ---> select 'Always switch to new tabs when they are created' ---> select 'Let Internet Explorer decide how pop-ups should open' ---> select 'A new tab in the current window'. 
   
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.