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If you are assigned to a task in a budget or forecast workbook, you will see a pink notification on your Phocas homepage next to the relevant workbook, with a number indicating how many tasks you have. In addition to this internal notification, you can enable external notifications, which are sent to your email address.

External notifications are sent for each worksheet tab in a workbook every 30 minutes. The notification email lists the workflow tasks to which you have been assigned and contains a link to open the workbook.

These notifications are disabled by default but you can enable them for yourself. The budget owner or administrator might enable them on your behalf. You can easily enable or disable the notifications as required. The budget owner and administrator have ultimate control over whether notifications are enabled or not.

• A grey notification button indicates notifications are disabled (not being sent to your email address).

• A yellow notification button indicates notifications are enabled (being sent to your email address).

Budget contributor: Enable or disable notifications

Click the Notification button in the top-right of the worksheet to enable or disable the notifications, depending on the current status.

Budget owner or administrator: Manage notifications

Enabling notifications is particularly useful This page explains how you can manage access to the headcount and workflow notification features at a global level, and manage the user access to each workbook.

Manage access to the headcount feature

As you have permission to manage budgets, you can control whether each user has access to the headcount feature at the global level (all workbooks). You can invite users to use the headcount feature but you can’t revoke those invitations.

1. On your Budgets and Forecasts homepage, click Manage notifications in the top-right corner.

2. In the User Management window, locate the required user using the search box.

3. In the Headcount Status column, select the checkbox to invite the user. The checkbox becomes dimmed and a message informs you the invite is pending. When the user accepts the invite by creating a password, the following message displays: Can access headcount.

Manage workflow email notifications

The email notification feature sends an email to a user with a list of their workflow tasks and a link to open the corresponding workbook. Notifications are sent for each worksheet tab in a workbook every 30 minutes. By default, these notifications are turned off but users can turn them on within each workbook.

As you have permission to manage budgets, you can control whether notifications are turned on or off for each user at the global level (all workbooks).

It’s a good idea to turn on notifications for users who are not regularly involved in the budgeting process (and therefore, not typically watching for notifications on their Phocas homepage) but you want their input on a particular budget item. They might otherwise be unaware they have pending workflow tasks.

1. On your Budgets and Forecasts homepage, click Manage notifications in the top-right corner.

2. In the User notification setupManagement window, locate the required user using the search box or filter the list by enabled or disabled status.

3. Click the notification icon next to a user’s name to enable or disable the notifications, as required.

1. .

2. In the User Notification column, click Enabled or Disabled, as required.

Manage access to a workbook

In addition to adding users as administrators in the budget setup, you can quickly do this via the homepage. You can also add other users as viewers of a workbook. This action is different from assigning tasks to users (contributors) in the workflow. A workbook viewer can view the workbook data (as long as they have the required permissions) but not edit any of the data.

1. On your Budgets and Forecasts homepage, locate the workbook, then click the Menu button (on the far right side) and click Manage Access.

2. Manage the access to the workbook as required:

   • Add a new user: Select the user’s name from the Add users list. The new user is added as a viewer by default.

   • Give a user administration rights: Select Administrator from the user’s list.

   • Remove a user: Click the user’s Delete X button.

3. Click Save.