Your Budgets and Forecasts homepage is the best place to quickly find and access your budget and forecast workbooks.
If you have permission to do so, you can create a budget workbook from your homepage. If you are the owner or administrator of a workbook, you can also manage the access to your workbooks, delete workbooks and take more actions from your homepage.
Watch this video to get an overview of your homepage:
Access your homepage
You can access your homepage in two ways:
From within a database: Click the Actions (star) button in the upper right corner of your screen > Budgets & Forecasts.
From within a workbook: Click Budget in top left corner. If you prefer to open the homepage in a separate browser tab, right-click Budget and select Open link in new tab.
Find a workbook
Your homepage contains a grid which lists all the budget and forecast workbooks to which you have access. There are multiple ways to quickly find a specific workbook, as follows:
Click a column header to sort the workbooks by that column, in ascending or descending order.
Click the buttons above the grid to filter the grid and display only the workbooks of a particular type (budget or forecast), workbooks that you bookmarked (see below) or workbooks that have that particular tag (see below).
Enter a keyword into the search box above the grid to filter the grid and display only the workbooks with that keyword in their name.
You can then take further action with the workbook, such as add a bookmark (see below for more information). To open the workbook, click its name.
Add a bookmark
You can add a bookmark to any workbook. Bookmarks are like favorites and are handy way to quickly find the workbooks you are actively working on. You can filter the list above the grid by bookmarks. Your bookmarked workbooks also display in the Bookmarks panel on the main Phocas homepage.
Click the Bookmark button on the workbook row. The button turns blue to signify the bookmark has been applied.
Add a tag
You can add tags to categorize your workbooks and manage them more easily. The tags display as filters above the grid. Other users cannot see these tags, they are for your personal use only.
Click the Menu button on the far right side of your screen, type a name for the tag into the Add custom tags box and press Enter. Repeat this step to add more tags. To remove a tag you no longer need, click the Delete button under the Create a tag box.
Access a workbook
Click the New Budget button in the top right corner. Proceed to create the budget workbook - see Create a workbook for detailed instructions.
Manage workbooks
If you are the owner or administrator of a workbook, this will be stated in the Role column. You have permission to manage user access to that workbook and delete it, if it is no longer required.
Manage access to the 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 to 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.
Read the Overview of Budgets and Forecasts users and Overview of access to budget workbooks for more information.
Find the workbook, click the Menu button on the far right side of your screen and click Manage Access.
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.
Click Save.
Delete a workbook
Find the workbook, click the Menu button, then click X Delete Worksheet.
Delete streams
If you have permission to manage budgets and forecasts, you can delete redundant streams via the Published Streams tab on your homepage, so you can manage the available streams more easily.
On your homepage, click the Published Streams tab to view a list of your published streams.
Find the stream, click the Menu button, then click X Delete Stream.
Restore deleted workbooks
If you have permission to manage budgets and forecasts, you can restore deleted workbooks via the Restore tab on your homepage. The Restore tab acts as an archive, where you can view a list of all deleted workbooks and restore any workbooks you want to use again, such as any that were deleted accidently. The ability to restore deleted workbooks allows you to ‘hide’ workbooks from view.
On your homepage, click the Recovery tab.
Find the workbook, click the Menu button, then click Restore.
