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Your Budgets and Forecasts homepage is the best place to quickly find and access your workbooks, and create a new workbook.

If you are the owner or administrator of a workbook, you can also manage the access to a workbook and delete a workbook from your homepage.

The Forecasts feature is not yet available. When it is released, you will see your forecast workbooks on the homepage.

Access your homepage

You can access your homepage in two ways:

  • From within a database: Click the Actions menu button (blue star) > 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 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 (blue star) 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 (blue star) button, 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.

  1. Find the workbook, click the Menu (blue star) button 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: Click the user’s Open (blue star) button, then select Administrator.

    • Remove a user: Click the user’s Delete (blue star) button.

  3. Click Save.

Delete a workbook

Find the workbook, click the Menu (blue star) button, then click (blue star) Delete Worksheet.

Watch this video to get an overview of your homepage:

BF homepage.mp4
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