The media role in Workamajig [overview] – Workamajig

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Today Media

Here is your Today Media page.

From the Today Media page you can create new order, or search through your orders already in the system.

Plus there are other key report views to see the lifespan of your orders, such as the Media details report.

As well as the list of open activity conversations you may have assigned yourself as reminders to followup on and communication with others.

Schedule

In the schedule area, users will see any meetings on their calendar in blue, any time entries they have made in green, and have the option to access their full calendar or create new meetings.
Completed timesheets can be reviewed and submitted via the Time entered today link.

The Menu Bar

The menu bar is fixed in Workamajig, no matter what page a user is on they will see this bar across the top of the screen. The menu bar has several components:

Main Menu toggle

This option toggles the main menu for Workamajig.
The main menu contains a list of role-based applications that a user will see based on the security group they have been placed into.

Notification Bell

The notification bell will trigger a red numeric icon when a user has been routed an item for approval. These items include estimates, deliverables, meetings, etc.

Global Search

This icon allows a user to search system-wide for a specific transaction. The global search returns a maximum of 100 results.
Note: the specific transaction types that are searched when an entry is made on the global search are adjustable and not all are set by default. An admin can adjust the search parameters by clicking system settings in this area.

Add New

This option allows users to add any type of data from any area of the system.
This is primarily an option for users with multiple roles, used to prevent them from having to navigate to multiple pages to add specific transactions.

My Settings

Located in the upper right-hand corner of the main menu, this area contains user account-specific information. The email address and timezone used by the system will be here, along with default reminder types for meetings. There are also links to our help guide and release notes which can be accessed by clicking the ...More button in this area.

The Main Menu

The main menu of Workamajig contains a list of role-based applications. Each application will have an associated menu of items that will populate when selected. What a user sees both on the top level and for the individual items within an application will vary based on their security rights.

How to Enter/Update Time Via The Time Sheet Page

To access your Time Sheet page quickly from your Today page, click on Enter Your Time For Today in the upper right.

This will open the Time Sheet page on top of your Today page.

From here you can view/edit the time you have already entered. Or manually choose a Project, Task and Service to enter your hours against.

NOTE: If you are Assigned to Tasks, then you should use the Today Creatives for proper tracking of time.

How To Enter Expense Reports

How to enter an expense report (click here for the complete guide)

How To Use The Calendar

The Workamajig calendar is accessed from the main menu via everyone > calendar.In each calendar view (Month, Week, Work Week or Day) you are able to create and edit events, by opening up the meeting details, using the +New option, or clicking on the day/time you would like to create a meeting.

You can view the Workamajig calendar in one of three views:

Month view: This displays a one-month block of time. You are able to drag and drop Meetings, Activities, and Time Entries from one day to another. The designated time of these events will remain the same.
Full week view: This displays a 7-Day (Sun-Sat or Mon-Sun) block of time. You can drag and drop Meetings, Activities, and Time Entries from one day to another. The designated time of these events will remain the same.
Day view: This displays a single-day block of time. You can drag and drop Meetings, Activities, and Time Entries from one hour to another. The duration of the event will remain the same. You can grab and drag the bottom of the event to adjust the duration.

NOTE: None of the views will allow you to drag an event beyond the date displayed on the grid.

To do this you must open the event and adjust the event date manually.

Meetings

Create a new meeting

To add a new meeting, simply click the +Add New option or click in the calendar area related to the date/time you would like to create the meeting. The day or time range you click can help in defaulting a date or time into the New Meeting screen.

Enter Subject, Date and Time (these fields are required). If you check All Day Event, you can only select Start date and End date.
Repeat: Allows you to replicate the meeting across select time periods: Daily, Weekly, Monthly, and Yearly.
Description: Enter further details regarding the meeting.
Location is optional detail for your attendees.
Select the calendar where the meeting will be saved. The default for this will be your default calendar.
Contact and Project are optional items that a meeting can be linked to.
Organizer will default to your name and is visible directly underneath Attendees with a dropdown. Only the Organizer or users granted Edit rights to the calendar can modify the meeting. The organizer can only be toggled to another user if you have edit rights to their calendar.
Add attendees: click on add Attendees from a list of Staff, Contacts, and Distribution Lists. Note that the 'Find a Time' option will allow you to review the availability of staff or resources before finalizing your meeting. It is best to add your attendees first so the detail of their availability is pulled into this tool.
Add resources: Resources are defined in the system setup and allow you to reserve things like conference rooms or projectors. These items will also show availability when using the 'Find a time' tool.
Email attendees: Sends each attendee an email with the meeting details.
Attachments: Allows you to add files to the meeting that are viewable to all attendees.

Edit or delete an existing meeting

From the calendar, click the meeting entry you would like to edit/delete.
The meeting details panel will slide out allowing you to make changes.
To delete, click the (•••) more button from this area and select the red Delete Meeting option that appears.
In the Calendar View: You can also click and drag in the middle of the displayed meeting to change the date or time. Click and drag the bottom of the meeting to increase the duration of the meeting.

How to create an Individual Out Of Office meeting

If an employee is going to be on vacation, they can enter their time off ahead of time so scheduling can be aware of their upcoming days off. Alternatively, if an employee is out sick and their manager has edit rights to their personal calendar, they can create a sick day meeting on their behalf to appear on the calendar and staff schedule screen respectively.

Make the user in question the organizer of the meeting as this only affects them and not the entire company.
Make the subject something like "Name - Out Of Office".
Link it to the Vacations calendar if you want this to be visible to other employees (who don't have access to their personal calendar).
Make it an All Day Meeting. If going to be out for a few days, still check All Day and enter the dates, not hours, the person will be out for.

NOTE: This then creates a yellow box on the Staff Schedule Screen for the days out.

Calendar Display Options

Settings for a personal calendar can be adjusted by clicking the (•••) more button from the calendar main screen and selecting Display Options.

This area allows you to select the calendars and options that you want to view in the Calendar grid. It also allows you to add a legend, display the weekly calendar in a workweek view, add calendars you have access to, and create new public or private calendars.

Setting up calendar/meeting defaults

The following defaults are set via Main Menu> My Settings section.Meeting reminder time: This defines the time when the Reminders will be sent from the system.Reminder type: This defines the type of reminder that will be sent from the system. Select None; Email; Popup; Both Email and Popup from the drop-down menu.Time zone: This sets the time zone for events that are set in your calendar. The system looks at the time zone set in the meeting before placing it on your calendar. Attendees will see meetings based on the time zone set for them. Meetings viewed in the Show Scheduling Info screen will be based on your time zone. There is no need to adjust to different time zones.

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