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 access to each workbook and its individual worksheet tabs.
Manage access to the headcount feature
If you have permission to manage budgets and forecasts, 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.
On your Budgets & Forecasts homepage, click Manage users in the top-right corner.
Locate the required user using the search box.
In the Headcount access column, select the Invite to headcount checkbox. The checkbox becomes dimmed and a message informs you the invite is pending.
Click Save and finish.
Inform the user of their access to the headcount data and tell them to create a password. Explain that it is important to use a password that they will remember, as it cannot be recovered or reset if they forget it.
When the user accepts the invite by creating a password, the following message displays against the user’s name in the Headcount Status column: Can access headcount.
Manage workflow email notifications
If you have permission to manage budgets and forecasts, you can control whether notifications are turned on or off for each user at the global level (all workbooks).
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.
It’s a good idea for you 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.
On your Budgets and & Forecasts homepage, click Manage notifications users in the top-right corner.
In the User notification setup window, locate the Locate the required user using the search box or filter the list by enabled or disabled status.
Click the notification icon next to a user’s name to enable or disable the notifications, as required.
Related page
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In the Email notifications column, click On or Off, as required.
Manage access to a workbook
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Read the Get started with Budgets & Forecasts page for more information about the types of users, user access and data security. |
If you are the owner or administrator of a workbook, you can manage access to the whole workbook and/or specific worksheet tabs in the workbook from your Budgets & Forecasts homepage. This saves you time, as you don't need to open the workbook.
Watch this video to see how workbook and tab access works.
On your Budgets & Forecasts homepage, locate the workbook, click its Menu button, and click Manage Access.
Manage workbook access
The Manage access window opens on the Manage workbook access tab, where you can see the users who currently have access to the workbook. There are three types of users here that correspond to the Budgets & Forecasts user types:
Owner: This is the budget owner, the user who created this budget workbook. In the above example, Bill is the owner.
Administrator: As a budget administrator, this user can carry out more actions than the viewer. In the above example, Charlie is the administrator.
Viewer: This user can view the workbook and is eligible to be assigned rows in the workflow (become a contributor).
To add another user to this workbook, select the user’s name from the Add users list. Only users who have the Budgets & Forecasts user permission are displayed in the list. The new user is added as a Viewer by default.
To give a user administration rights, select Administrator from the user’s list. This option is only available for users with the Manage Budgets & Forecasts user permission.
To remove a user so they can no longer access the workbook, click their X button.
Click Save to apply your changes.
Manage tab access
In the Manage access window, click the Manage tab access tab. By default, you can see the users who currently have access to the Main tab of workbook. Use the Selected tab dropdown list to switch between the other tabs in the workbook and view and edit their permissions as required.
See the Manage tabs page to learn more about tab permissions.
On this page
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