Customise Workbooks for your need
To gain the best value from BI4Cloud you should create Workbooks specific to your need, so we recommend you create, save and share your very own Workbooks.
The Base Workbooks supplied with BI4cloud are great to get you started. These are View Only so you can't save any changes. Most Base Workbooks run over the full Financial year and across all Customers, Items, GL Accounts, Departments etc.
Create a Copy
To copy one of the Base Workbooks and use it as a template:
- Open the Workbook you wish to copy e.g. Accounts Profit & Loss [base]
- Select the Workbook tab in function menu ( tabs under the title line )
- Select Save As button
You will get a pop-up screen like this
- Enter the new Workbook Name - we suggest you prefix the name with a number so they appear at the top of your Workbook Menu
- Keep ticked Save Workbook otherwise it will only save it in memory and not permanently
- You may wish to tick Copy Scheduled Emails if copying a workbook that has scheduled emails.
- Then choose the Tab Reports you want in the copy
- Save - click Save
Share
You can Share a Workbook with other users from within the Workbook.
- Choose WorkBook tab from the function menu
- Click Share
or you can Share from the Workbook Menu
- Either way Share button or icon you will get this pop-up.
- Select each user you want to have access to the workbook and move them to the right using the > button
- Set Access rights
- Viewer - view only access, cannot make any changes
- Editor - can also update and change this Workbook, make sure you trust them!
Don't see a user you expect to be in the list ?
Only users who have access to the Reporting Groups that this workbook belongs to eg. Account, Sales, etc. A user's Reporting Group membership in setup in User Admin Control User Access
Save to keep your changes
You can customise away but we don't automatically save your changes. You need to save your changes and you can do that with two different actions shown below (they do the same thing).
The Save button is available when the Workbook tab is selected but the Save icon on the title bar is always available.
Saving your changes regularly is very important. If you make any changes and try to close or leave a Workbook you'll be will warned if there are any unsaved changes but if you close the browser or use the browser back button we cn't warn you and any changes will be LOST.