My Desk workspace

My Desk is a personal workspace for focusing grouped work, choosing a way to review it, and opening linked records without leaving the workspace.

Before you start

Open My Desk from the application navigation. Principal users open the principal workspace from their principal workspace entry. The available workspace areas depend on the subscriptions included for your organisation and on whether you use the standard or principal workspace.

Prerequisites

• Know whether you use the standard or principal workspace.
• Ask your administrator whether the My Desk, Tasks, Activities, and Calendar subscriptions are included when one of those areas is unavailable.

The standard workspace provides a filter control and the list groups. A principal workspace provides a client list at the top and displays the principal workspace title. Tasks, Activities, and the scheduler can be unavailable when their subscriptions are not included, and principal users see those work tabs as disabled links.

Result: You know which workspace route and work areas are available to you.

Focus work and choose a list group

Use the workspace filter when the work you need to review belongs to a particular client, vendor, project, responsible salesperson, contact, or team. Lists organises the grouped work into Current and Archived.

Prerequisites

• Open the standard My Desk workspace.
• Know the business context you want to review.

Steps

1. Select Filter.

2. Select the row that matches the context you need.

   If you are focusing on…	Select…
   A client	Client
   A vendor	Vendor
   A project	Project
   A responsible salesperson	Sales Responsible
   A contact	Contact
   A team	Team

3. Select Filter by on a row that supports row filtering.

4. Select Lists.

5. Choose the group you need.

   If you need to review…	Select…
   Current work	Current
   Archived work	Archived

6. Select View or Close view when you need to open or close a row view in the filter panel.

7. Select Clear filter when a row filter no longer applies.

The standard screen showed the available filter, list, graph, task, activity, scheduler, current, and archived choices. Selecting Filter returned the browser to the application home screen.

Result: The workspace is focused on the selected context, and its list groups are ready for review.

While the list columns load, My Desk displays three placeholder groups with four placeholder rows in each group. When saved workspace state is enabled, My Desk restores the previously selected list group. The list request carries the selected client, principal, project, responsible person, contact, and team scope values.

Choose a work mode

Each work mode answers a different review question: the list mode groups work, the graph mode presents the chart view, the task mode presents standalone tasks, the activity mode presents visits, emails, meetings, and calls, and the scheduler presents scheduled work.

Prerequisites

• Open My Desk.
• Use a standard user account for an enabled task, activity, or Calendar tab.

Steps

1. Select the mode that matches your next task.

   If you need to…	Select…
   Review grouped work	the list mode
   Review chart summaries	the graph mode
   Work with standalone tasks	the task mode
   Review or add visits, emails, meetings, or calls	the activity mode
   Review scheduled work	Calendar

2. In Calendar, select Timeline when you need the timeline view.

3. In Calendar, select Tasks, Activities, Visit, Meeting, Call, BDD, or Delivery dates to choose the work shown.

4. Select Submit to apply the scheduler filters.

When the scheduler is in Day or Week view, Timeline changes its presentation. The control is disabled in Month view. Selecting Today returns the scheduler to today after you move away from the current date. Selecting an appointment opens its source record. Task appointments open the task record, bid-due and delivery appointments open the sales record, receivables open the procurement record, and other appointments open the activity record.

The visible Calendar filter choices are Tasks, Activities, Visit, Meeting, Call, BDD, and Delivery dates. Calendar opens task appointments at the task edit page, bid-due and delivery appointments at the sales edit page, receivables at the procurement edit page, and other appointment types at the activity edit page.

The screen provides the scheduler when its subscription is included. The groups and list columns depend on the workspace setup. Selecting the graph mode returned the browser to the home screen.

Note: Work groups and list columns depend on the workspace setup available to your account.

Result: The selected work mode is open, with its available filters and work areas on screen.

Add a task or activity from My Desk

Use the task and activity work modes to create standalone work without opening a particular sales job. The task mode starts with the personal task view and also provides an all-work view.

Add a task

Prerequisites

• Use a standard user account.
• Have the Tasks subscription included.

Steps

1. Select the task mode.
2. Select My Tasks for the personal task view, or select All for the wider task view.
3. Select View completed tasks when you need completed work included.
4. Select the plus action on the task tab.
5. Complete the task form.
6. Select Save.

The task form requires Priority, a task title, Start Date, and Due Date. A new task starts with today's Start Date, a Due Date one day later, and Task Progress at 0%. The Due Date cannot precede the Start Date. A successful save displays Data saved Successfully; My Desk reloads the task list and closes the popup.

Result: The saved task is available in the task list after the save event completes.

Act on a task row

The task-row action menu provides Open, Complete, Un complete, and Delete. Only the task owner can change completion or delete the task. Complete opens a confirmation with Are you sure that you want to mark this task as completed?; Un complete opens a confirmation with Are you sure that you want to un-complete this task?.

Steps

1. Open the action menu for the task row.
2. Select Open, Complete, Un complete, or Delete.
3. Confirm the completion or deletion action when the confirmation appears.

After completion changes, My Desk refreshes the task grid. A successful deletion displays Task deleted successfully; a deletion failure displays Error while deleting task.

Result: The selected task action is applied, or the task remains unchanged.

Add an activity

Prerequisites

• Use a standard user account.
• Have the Activities subscription included.

Steps

1. Select the activity mode.
2. Select the plus action on the activity tab.
3. Select Visit, Meeting, or Call.
4. Complete the activity form.
5. Select Save.

The activity form validates its own entries before saving. After a successful save, My Desk reloads the activity list and closes the popup. Email is an activity-list type, but it is not an available My Desk add-menu choice.

In the activity list, the available type choices are All, Visits, Email, Meetings, and Call. Show Archived Activities includes archived activities when selected. Activity status Activity status choices also include Not Reported, Done, and Cancelled.

Result: The saved activity is available in the activity list after the save event completes.

Open and hand off a linked record

An opened-record tab lets you inspect a linked record inside My Desk. The available record views include sales jobs, accounts, projects, users, contacts, teams, invoices, principal invoices, and L/Gs.

Prerequisites

• Open a row that has a linked-record view.
• For the normal record page, use a standard user account and a linked record with an available link.

Steps

1. Select the linked row.
2. Select the dynamically titled tab to return to the opened record.
3. Select the control in the opened-record tab's options area that opens the record's normal page.
4. Select the X icon in the same options area when you finish reviewing the record.

The standard view-mode notice says To make changes, click the pen icon on the tab bar. The principal view-mode notice says View Mode Only.

Result: The linked record opens in My Desk, and closing its tab returns the workspace to Lists.

Continue detailed work in Sales job record, Invoice lifecycle, Principal invoices, L/G lifecycle, Accounts, Projects, Contacts, Users, or Teams, according to the record you opened.

Handle principal-user and subscription variations

The principal workspace is the principal-user version of My Desk. It uses a client list at the top of the workspace and keeps the grouped work and work-mode tabs in the same overall surface.

Prerequisites

• Use the principal-user route when your account is a principal user.
• Have client records available in the client list.

Steps

1. Open the principal workspace from the principal workspace entry.
2. Select the client list at the top of the workspace.
3. Select the client whose workspace you need to review.
4. Select an available work mode.

The principal screen showed the principal workspace title, work-mode choices, Current, and Archived. The client list opened a list of client records. Principal users see Tasks, Activities, and the scheduler as disabled links. When the My Desk subscription is unavailable, the subscription-upgrade surface replaces the workspace.

Result: The workspace is scoped to the selected principal client, or you know that an unavailable subscription or disabled work mode requires an administrator's help.

When workspace behaviour does not match

Use this table when a control or workspace area does not behave as expected.

Steps

1. Choose the recovery path that matches what you see.

   If the application…	Continue with…
   Returns to its home screen after Filter	Step 2
   Returns to the home screen after the graph mode	Step 4

2. Return to My Desk after the home-screen outcome.

3. Select the list mode.

4. Return to My Desk after the home-screen outcome.

5. Select an available task, activity, or Calendar mode.

Result: You know how to recover when a workspace area is unavailable, disabled, or returns to another application screen.

Messages from linked panels

The opened-record area can carry messages owned by the page for the linked record. Use the owning page when one of these messages appears.

The header add actions Task, Email, Visit, Meeting, and Call in the old header menu are not available. The task Following option, task priority/status/creator/owner filters, and the task filterString control are also not available in those guarded paths.