Create, Save & Share your own Custom Workbooks

Customise Workbooks for your need

To gain the best value from BI4Cloud you should create Workbooks specific to your needs, so we recommend you create, save and share your very own Workbooks.

The Base Workbooks supplied with BI4cloud are great to get you started. See Getting Started with WorkBooks. 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 
• Share 
• Save to keep your Updates

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 - provides view only access.
    • Users can change filters and dimensions.
    • They can export to pdf, xlsx and email now.
    • They cannot save changes to this workbook.
    • Users can copy the Workbook using Save As.
  • Editor - provide the user to update and change this Workbook, make sure you trust them!
  • Restricted  - provides view only access.
    • Users can change filters.
    • They can export to pdf, xlsx and email now.
    • The Workbook cannot be copied or saved.

Don't see a user you expect to be in the list ? 

Does the user have access to the reporting Group ? - see User Admin - Control Access.

Only users who have access to the Reporting Group (eg. Account, Sales, etc)  that the workbook belongs to will be listed in the Available Users. A user's Reporting Group membership is 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 cannot warn you and any changes will be LOST.