Knowledge Base Archive - OfficeTools

Issues with Connecting to the Portal

Database Maintenance Explained

Using the Document Management Conversion Utility

Demandforce Error Message Guide

Troubleshooting QuickBooks Connection Problems

Information Regarding the Seamless QuickBooks Sync

Integrating Gmail through SMTP in WorkSpace

Outlook Sync Can’t Establish Connection to Outlook

Information regarding Small Business Server

“No Disk” Error while using the QuickBooks Integration

Program Crashing after updating AVG Anti-Virus

Starting the Server-Side Host

WorkSpace Portal Appointment Request

WorkSpace Portal Settings

WorkSpace Portal General Usage Guide

OfficeTools WorkSpace Layout

Sales Tax Regions

What is an Assignment?

Creating an Assignment Group

What is a Work Code?

Recurring Billing

Progress Billing

Bill To Contacts

Creating Deposit Slips

Auto Applying Payments

Billing Tiers & Multipliers

How Does the DMS Work?

What is a Category?

What is a To-Do?

What is a Call?

Calls Interface

Undocking the Schedule

WorkSpace Portal Initial Setup

Creating Relationships

Tracking a Client Payment

Missing Info Setup

Global Document Settings – Folder Options

Global Invoice Options – Options Tab

Global Invoicing Options – Descriptions Tab

Global Invoicing Options – Format Tab

Global Invoicing Options – Aging Tab

Global Document Settings – Copying Tab

Global Project Settings – Assignment Options

Global Project Settings – Projects Reminders Tab

Global Project Settings – Assignment Reminders

Global Project Settings – Budget Alerts Tab

Global Payroll and Time Settings – Time Settings Tab

Global Payroll and Time Settings – Other Settings Tab

Billing Reports

Features of the Activity List

How to Enter Beginning Balances

Document Management’s Drop Folder

How to Unhide a Contact

How to Add Staff Members

WorkSpace Portal Billing

Portal Document Transfer

To-Do Interface

WorkSpace Portal Kiosk Options

WorkSpace Portal Schedule Options

WorkSpace Portal Time Tracking

How to Associate Rates to Work Codes

Project Manage Button

Moving a Project Through Its Workflow

Project Interface

Creating Projects for Clients

WorkSpace Portal Reminders

Creating a Project Definition

Previous Balance & Current Payments

Creating a Category

How and where do I customize the Letterhead graphic size, format, etc?

I added a new work code and checked the billable option, but the time card(s) do not show up as billable. Why not?

Why is my time not billable? Why is my time not showing in the Billing Time screen?

How can I show a client’s previous balance and current payments on an invoice?

How do I add an expense to an invoice?

I have created an expense code, but where do I record my expenses?

Does WorkSpace come with a standard list of billing codes/work codes?

Is it necessary to track my time if I strictly do value based billing?

Can invoices from my current billing system be imported into WorkSpace?

Can I view all unbilled time entries for all of my firm’s clients?

I would like to invoice multiple clients or “batch bill” all unbilled time that falls within a specific date range. How can I accomplish this?

When I delete an invoice, what happens to the associated time cards (WIP)?

Why is the portal button disabled/grayed out?

Why can’t I download a document/file from the portal in WorkSpace (either takes too long or freezes)?

Can I see how many clients are synced to the portal?

Is there a way to copy/edit notes on a document that a client uploads to the portal?

Is there any way to see how large the files are that I have on the portal?

Can I run a report to see if the email addresses that I have in WorkSpace are currently synced to the clients on the portal?

How do I integrate the portal with my website?

When downloading a document from the Portal, it causes the program to crash. What is causing this?

Why are my staff receiving an “unable to validate portal subscription … ” error when they try to upload documents to the portal?

Why is WorkSpace saying that I am not licensed for the Portal?

Why does my client portal website show, “This feature is coming soon?”

Can I use Outlook to edit the email reminders generated for the portal?

How do I scan documents into WorkSpace?

Why are my documents showing as “Missing?”

I can’t find the option to install the PDF Printer Driver or Acrobat and Office add-ins. Where is it?

Why aren’t my emails showing under the Documents tab?

My documents aren’t being stored in the correct location. How do I set the Document Management file path?

How do I change the name of a document once I have already added it?

Document Conversion

What does “Reindex Documents” do?

Appointment Auto Reminders

WorkSpace Portal Client Data Usage

Global Invoice Options – Late Fees

esignatures Setup

Lacerte Integration – Setup and Configuration

Lacerte Integration – Syncing Client Information

Lacerte Integration – Viewing Lacerte Status in Corresponding WorkSpace Tax Return Project

Lacerte Integration – Importing Invoice Amount from Lacerte into WorkSpace

What is the easiest way to view relationships or more contacts that I have created?

Creating a Note

How to Add a Contact

Outlook Sync – Contact Sync

Outlook Sync – Tasks

Outlook Sync – Schedule

Outlook Sync – Mail Import

How to Assign WIP to an Existing Invoice

How do I refund a client an over payment?

If I enter a contact into Outlook, will it be imported into WorkSpace?

Why do my Outlook appointments show as “(Unspecified)” when they import into WorkSpace?

Can I input appointments on my phone and have them show in WorkSpace?

File Names vs. Name

Global Document Settings – Other Settings Tab

QuickBooks Sync – Work Codes

Can you have more staff in OTW than licenses purchased?

Staff Time Sheet Reports

Introduction to Contacts

Introduction to Reports

Outlook Integration

Creating a To-Do

Lacerte Integration

Introduction to Time

Creating an Appointment

Global Payroll & Time Settings – Payroll Settings Tab

QuickBooks Sync – Employees

Utilizing the More Contacts Button

Workflow vs. Lacerte Status

Introduction to Billing

QuickBooks Sync – Expense Codes

PDF Printer Driver

Is emailing directly from WorkSpace secure?

Global Invoicing Options

Does your system come with a standard list of billing codes/work codes?

Can I send a tax return to my client directly from WorkSpace?

QuickBooks Sync – Setup

Contact Reports

Project Reports

Workstation Installation

Server Installation

Global Schedule Options

Schedule Interface

Letterhead Options

Introduction to OfficeTools WorkSpace

Bank Info Options

Global Email Options

I am looking to invoice multiple clients for unbilled time that falls withinin a specific date range. How can I easily accomplish this?

Global Email Templates

How to Track Time

Right Click Options and Functionality

What happens to the associated WIP when I delete an invoice?

Managing Contact Lists Using Outlook Integration

Creating a New Document

Difference Between Projects & To-Do’s

Syncing Client Data

Global Contacts Settings

Outlook Sync Installation

Global Projects Settings – Project Options Tab

Producing Late Fees

Do I have to release time from my timesheet to WIP? Is there a process of making my time available for invoicing?

Can I make a contact “inactive”?

I would like my Billable Time to be sorted by staff instead of by client. Is that possible?

How do I add items to the drop down menus of the Custom fields?

Document Reviews

Holidays and Event Types

Is there any way for me to see all appointments I have had with a client in the past?

Can I change the label of the Custom Fields?

What is the Sales Tax Region?

Will the notes on my time sheet show on the invoice?

How and When to Use Checklists

I can’t find a contact I entered but I know their social security number, can I use that to search for them?

How do I know if I have created a relationship or added an additional contact for a client?

Creating Labels and Envelopes

Can I print my time sheet directly from WorkSpace?

Can I view other staff member’s time sheets?

How do I say that an individual owns a corporation in your system but still keep them as separate accounts?

Do I have to use start and end times when I am keying my time in?

A staff member accidentally hid a contact, how do I unhide them?

My Company Information and Settings Screen

How do I make sure that the staff I am assigning the To-Do or Call to, is notified of it right away?

What is the Drag & Drop box for in the To-Do’s and Calls screen?

Where can I put additional email addresses for a client?

What is the difference between “Name” and “Contact” in the To-Do and Calls screen?

How can I change the phone number displayed under the Contact List for a client?

Can I add my To-Do’s and Calls to my calendar like I can in Outlook?

Why aren’t the notes from my other events located under the notes tab?

How can I change the red “File As” Letters for a contact?

Can I assign a Call or a To-Do to more than one person?

Should we put notes from a call in the Notes tab or do we need to create a call if we are just documenting a conversation?

If I delete an email out of WorkSpace that has been added through the Outlook sync, will the email be deleted out of Outlook as well?

Is it necessary to sync with QuickBooks?

With the Outlook sync, will I be notified within WorkSpace that an email has been added to the DMS?

Can I send more than one document at a time through the portal?

How would I check for upcoming appointments?

Should I set up my payroll processing as a project or a To-Do?

Administrative Contact

When using the Outlook Sync for emails, will the sync recognize alternate or dependent contacts’ email addresses for a given entity? Or does it just recognize the main contact’s email address?

Is it necessary to use the budgeting options on the project?

Performing Adjustments On Invoices

Applying Expenses

How do I send out an email reminder for appointments?

Basic Toolbar Buttons

How do I undock my calendar?

Bill To Contacts

Some staff have a Project column on their time sheet, but I don’t. How do I turn it on?

Setting Up Document Managment

I have a bunch of old appointments I want to mark completed, can I mark them all at once?

What should I keep in mind when inputting beginning balances for aging purposes?

Can I make the activity list larger so I can see all of the items that exist?

Move/Merge Contact Information

Can I have my calendar on screen all the time but still work within WorkSpace?

Global Project settings Defaults

Can I view other staff member’s calendars?

Integrating Lacerte Statuses with Projects

Can I sync contact information from my current practice management software?

Where can I put a check number from a payment so that it shows on the deposit slip?

Can I see other staff member’s activities?

How do I differentiate between the types of items on my activity list?

On the “Projects” tab, what is the difference between “Cost” and “Fee”?

Can WorkSpace reports export to an Excel spreadsheet?

What is the difference between a “project lead” and a “project manager”?

Can I use my own bank with merchant services provided with the client portal?

In what scenario would I use a “To-Do” rather than an “Assignment”?

How would I delegate work directly from the Activity List?

Does my server have to be located in my office in order to install WorkSpace?

Global Letterhead Settings

Beginning Balances

Project Invoicing

Notes Interface

Using Invoice Statuses

How to Create a Work Code

Common Invoice Types

Payment Import & Export

Do I need to have Outlook and/or WorkSpace open for the Outlook sync to work?

Reoccurring Invoicing

With the Outlook sync, is there a way to be notified on my phone or mobile device when it’s my turn to begin a project assignment?

What’s the difference between an account manager and a billing manager?

What is a Project?

Delegating To-Do’s

Managing Email Correspondence Using Outlook Sync