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Category: Software Update
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The broadcast is now starting. All attendees are in listenonly mode.
Good morning everyone and welcome to data basics webinar. Uh today's webinar is dedicated to version 9 and
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well we're excited to have you with us today as we unveil the latest updates to our platform. Within this release, we've not only enhanced the existing capabilities, but also introduced a range of powerful new features and functionalities.
And these are designed
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to make your experience more efficient, intuitive, and impactful. But first of all, I just want to make sure that everybody can hear me.
So if you can just confirm that real quick by the go to meeting control panel if you can just type in in the chat window or in the
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question section that you are able to hear me then we can continue. Yeah I'm thinking I will put a I'll put the question also can can you hear us?
Is everyone able to hear us?
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If you just say yes, we would know. Otherwise means you're not.
So let's see. I guess we didn't hear.
Not sure.
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I didn't get any answers, but I can ask. We have somebody from the office here.
I will just confirm with him. Okay.
He's uh can you hear us? Let's see.
Yes. Just want to make sure that everyone can hear us.
Okay.
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Yes. Okay.
Yes. Okay.
Keep going. All right.
So, um our goal today is to give you a closer look at what's new, what is improved, and how these updates can
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bring even greater value to you and your team. Uh our presenters today myself Salom Lag Vilava I'm the director of training here at datab basics and we have a guest
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speaker today Marcelani with us um who is the CTO here at datab basics. So Marcel thank you for joining.
It's a pleasure to have you participate. Thank you.
Thank you. What's on the agenda today?
We will be
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focusing on what's new in the application. Uh there were too many improvements to cover in just one hour in the previous webinar.
We actually went over time, but we've selected the top five or six most noteworthy features that we're excited to highlight for you
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today. So um we will also talk about DB AI.
This is our AI assistant that we have introduced. We have had a webinar on DB a while ago but we're going to uh
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reintroduce DB again because now in version 9 this is now it's uh formally part of the application. We will also talk about what's next in the um plan and then we will have a little bit of time at the end of the session for Q&A.
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But throughout the session, if you have any questions, please feel free to type them in the question section of the application of the Goto meeting and we'll be able to answer them while we're progressing through the webinar or at the end of the session.
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So um I just have a few PowerPoint slides to share before we get to the actual demo part of the webinar, but we will be sharing the application as well. So to make it easier for you to visualize what we're talking about here.
So with that, I'm going to go ahead and
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turn off my camera so you can actually focus on the slides and then at the end of the session, we'll turn it back on. So um first our new addition hybrid work
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um workforce or work schedule setup. This is a new functionality we are happy to introduce.
This is a feature paired with our leave management module. This combination is a powerful tool for allowing employees to set up their work schedules, time off and work locations
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or workspace all in one place. It provides flexibility for employees to define their work schedules whether they're in the office or remote and easily share the schedule with their teammates to facilitate for the meetings
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and for coordination of work. Uh the same feature supports tracking scheduled attendance and meals or rest breaks in compliance with the state regulations as well.
And this module also provide administrators with tools to view,
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monitor and enforce the limits within the application. Um other uh improvements in the employee time application um bulk clock in and clock out.
This allows proxies and administrators to
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start the clock timer for multiple employees at once. Previously, this could only be done for one employee at a time.
So it saves you a lot of time. Offline clocking, clock out on the mobile.
You can now record time on the mobile without having internet connection and then seamlessly sync the
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data once the connection is available. Employeebased holiday management.
This allows you to assign holidays to individual employees rather than assigning the holidays to the whole entire location. So giving you a greater
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flexibility to make exceptions for certain employees for certain religious celebrations. Um also we have enhancements in the WBS search.
You can add extra details to WBS search your project and client structure to
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make it easier for employees to find the extra level of detail related to that project such as the copy of the contract or the link um to the customer. etc.
Previously, you were just limited to WBS ID and name when you when it comes to
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the search. And this applies both to time and expense, not just time.
Uh WBS assignment exclude feature. And this is I'm mostly excited about because this allows you to actually exclude certain records from the assignments rather than
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assigning a whole lot of employees or whole lot of records to a project. So for instance, if you want to exclude one employee out of the assignment and you want a thousand people to see that project, you don't have to assign those
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thousand employees to a project. You can just exclude or unassign that one single employee.
So this makes the assignments much more user friendly to maintain. We also have enhancements in the expense
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part of our system. Uh we have great enhancements in the receipt attachment process.
On this slide you can see that we have enhancements in the mobile application. Quick receipt capture from the homepage directly from the mo mobile
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application. It allows you to take a picture or capture receipt uh directly from the application home screen.
Uh and it makes it much faster when you're on the go. For instance, you don't have to click on the receipt
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express in order to take a picture of the receipt or get to the camera. It's right on the homepage.
And you can also assign a project right on the same screen to the receipt. So, as you take a picture, you can assign a project, save it for later, either for yourself or
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proxy user to create an expense report for you. Automated receipt credit card transaction linking.
The system automatically matches uploaded receipts with the appropriate credit card transactions when they're available. Proxy access to the receipt
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express. This allows proxies to access the employee receipt repository with a single click without starting a new expense report.
Previously, you had to start an expense report to get to the Receipt Express. Now, you can just simply click on the homepage.
Again, we're all going to see all of these on
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the application. So it um it's easier to visualize.
Access linked receipts in credit card routing utility. Administrators are able to search for and view any matched receipts directly from the credit card search screen.
So if there's any
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receipts attached to the credit card transaction, you can see it directly from the admin side. So uh with this uh one more thing that we haven't included in this uh slide is we will be datab basics will be offering databasics
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corporate credit card. So where there will be a dedicated webinar for this as well and so please watch out for that as well.
So with that let's dive into the demo for these features. We all agree that it's much easier to see them in action and just talk about them in
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theory via PowerPoint. So, I'm going to switch screens shortly.
And Marcel, if you can keep me wary of time. Um,
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no, you're doing great. You're going fast.
You're all Yeah, you're 10 minutes you went through the PowerPoint. So, no, you're good.
You're good. Thank you.
Because sometimes I talk a lot. I get carried away with talking.
So yeah, last Yeah. Last time last time you
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made you made me rush through my part. So hopefully I will have a little more time.
So thank you. Okay, great.
I'll make sure to leave plenty of time. All right.
So I'm logged into databasics application. This is our production site.
The first thing that we will go
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over is the employee work schedule feature and the associated functions. So um as you know with today's flexible work environments remote in office and hybrid work schedules it can be challenging to know where and when your
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teammates are available where they're at. So in data basics now you can set your calendar with location and shift details and it makes it simple for others to schedule meetings with you uh whether virtual or in person or see
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where you're at physically. Uh so you you may have a home base for instance I work remotely most of the time but my home base is in Reston and that's my home location assigned to me but physically I may be able I may be
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working elsewhere I may be at the customer site I may be at convention so this feature allows you to specify where you at physically at the time when you're performing the work so you you just simply have to click on my schedule you can see uh my week schedule here. It
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varies depending on the the location. Um, this feature forms part of our leave module.
So, just keep in mind if you're currently utilizing our leave management module, you're able to take advantage of the employee schedule as well. And um,
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so let's take a look how does it work. This is my schedule.
It has the daily work hours defined and the location of work defined as well. And this may vary.
My schedule can be hybrid. I may be starting later.
For instance, you know,
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today I have to take my child to a school activity and I'm going to be starting a little bit late. I can just move it down and I can indicate that I'm going to be traveling or I'm going to be elsewhere
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in the morning. So, and you can see that um for the rest of the day, I'm working remotely and then I'm going in the office after 2:15 p.m.
and I actually have a workspace reserved for myself. Um
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I can easily indicate if I'm also going to a customer's site, going to a convention. Um here at data basics we have most of our employees with hybrid schedule working between home and data basics office and we this is a useful
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feature for us to also reserve a workstation uh in the office we don't have the dedicated offices so I can just here you can see that I have requested the workspace see uh if I'm and tomorrow morning I'm going to be there as well
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but if that changed I can also switch it and reserve a different workspace. So, a lot of flexibility there.
Um, I can finish up my calendar setup and then also grant permissions to view
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my work schedule as well as the work location to my colleagues or the entire team. So, this alleviates the need to manually write up the schedule and email it to my team where I'm going to be at or, you know, what my work schedule may
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be. And also, it helps teams to find common inoff time.
Let's say if we wanted to have a quick huddle or in-person meeting and it also eliminates endless back and forth emails. So, um I can easily share it.
I can
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click on the schedule share. I have the entire team listed here.
If there's another individual I would like to schedule my or share my schedule with, I can find that person in the list and they immediately become part of my
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shared schedule. Also, if I'm going to be on vacation, uh, quickly I wanted to show you you can request PTO directly from this screen.
And this PTO request gets added to your time sheet the same way as if you were requesting your PTO
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from my time off screen. So you can just simply it just simplifies the access from the same screen.
You can manage everything. So let's say if I'm going to be out of office in September from 15th to the 19th vacation and personal time,
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I can then say okay overwrite the existing request or this is a brand new request or delete the existing request and then press next and have this vacation added to my time sheet. And it's going to go through the same approval process whatever you have currently set up for your teams.
Now,
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um, if I also wanted to share this that I'm going to be on vacation with my team, I can click on the same schedule share and I can say, okay, select the time period from the 15th until
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the 19th and share it with my team and say I'm off on the attached days or I you can be more elaborate in your email. But once I click on send, uh the
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PDF copy of my time sheet for the selected time frame will be sent to my team. So, so your availability and PTO are always up to date in the system and also if they lost their email that
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you sent them, they can always log into the system and take a look at your schedule. So um I have the options to view my schedule by day, by week, by month.
I can also use the toggle to say okay
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show me when I am in this particular location or I can view it in the timeline view. I can also view my um time sheets in the period view.
So here it shows me my PTO when I have it scheduled. I it also shows me my
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scheduled work hours by my schedule my remote work hours and remote remaining balance. So here at datab basics we have a balance of the remote hours that we grant each user and if I'm exceeding my balance then the system would let me
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know but this is completely optional. If you also want to manage how much time users are working remotely you can also manage that.
I can also e easily view the same information for my team. Uh so my teammates, my colleagues, I can see
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the time off details if I want to see when when they're off. And this will show me everyone within my team, my proxy group, or for everyone that has shared their schedule with me.
So they may not be part of my team, but they
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decided that they wanted to share their schedule with me. We can also see there um let's see my professional services team schedule.
I can see
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everyone. I can see their time off as well.
I can see their work schedule and when they're going to be in the office or where they when they're going to be in any particular workstation. I can also use this toggle on the left hand side to search who is in the office on
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any particular day or if I want to look up one particular employees or teammate schedule and this also provides the flexibility to view the data in daily, weekly or monthly view. Um so we have the same for
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administrators as well. So this is not only available to the employees but from the admin menu if you go to the time utilities you can see the team schedule.
This will provide me with the daily breakdown of individual days schedule
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for individual days or I can also access that nice monthly view uh for for my team.
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All right, so that's it for the team schedule. If there's anything missing, if I'm missing anything, Marcel, please feel free feel free to add.
I think there was one more thing, time attendance. So, um, another benefit of
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using the scheduling is to track required breaks and rest periods without tying them to a specific project. So, if I go back to the time sheet list real quick, I just wanted to show you that feature.
Um, so any schedule that you set up, this becomes for part of the
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time sheet under the time and attendance screen. So this doesn't impact your regular reporting against the project.
So you can still report your hours against a project, but this is extra level of detail that can be added for
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managing rest breaks. So we've had a lot of requests from our customers to be able to manage it without impacting what's on the time sheet.
So here it is. it's on the time and attendance screen and you can always indicate when you took meals break um especially like to
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be compliant with labor laws with California and Colorado uh without requiring strict clocking clockout processes you can just record this on this extra screen. All right.
So, moving on to our other
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improvements that we have in the application. Just going to run through time sheet related improvements real quick.
So, on our PowerPoint, we had bulk clocking clock out. So this provides a ability for proxies to select
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multiple employees at a time and then click on bulk clock in provide the time code client partner project information and then clock them in all at once. Previously you had to clock them in one by one.
So now this will make your life
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easier if you're a time clock user. Uh employee based holiday management.
So you can assign holidays by employee. Previously uh you had to go to the organization location and assign all of
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your holidays or define them by location and everyone within that location would be able to see that holiday. Now you can go to an employee and assign a holiday directly on the employee record.
So if you go to for instance this is my record
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um employee holiday and I already have a special holiday assigned to me which is my wedding day in October. And then if I go to homepage I can also view the list of holidays.
This is our
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list of public holidays as well as my special holiday added to the list. Enhancements in the WBS search.
So if we go to the WBS setup real quick, um this is our WBS list and I have already set
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up one record here with a special attachment. So now we have a new tab under shared info.
You can assign a link or add a link to your WBS record or add an attachment. Here I have added an
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invoice but you can simply just click on browse and upload any attachment to your WBS and then when the end user goes to their time sheet they can see this during the search. So for instance if I do the search here
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I can see that attachment here and if I can click on it I can view it. It's a sample invoice but you can assign contracts and other things as well both for time and expense and um improvements under the assignments.
So this is what I was
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talking about. We have a if you have seen the WBS assignment screen you will notice that this is a new field.
This allows you to exclude or include specific person from the assignment. So if you would like to include them in the assignment and for them to be able to
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see that record then you can um include them. Yes.
Or if you would like to exclude them just specify that you would like to exclude them. All right.
So jumping to the expense enhancements.
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So the first one on the list was uh quick receipt capture from the homepage. So, for this one, I'm going to I'm going to need to access my mobile application.
So,
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I'm going to actually switch screens. I'm actually um I'm I have this air server.
I'm mirroring my
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uh application. So, just give me one moment.
Just to let you know while Salam is doing this um we say this in every our policy none of some of these
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functionality like new features new unless you're subscribed they're not turned on by default unless you request to be turned on. So not to worry like some customer worry like oh we don't want to use this you don't have to again a lot of it is on and off switch uh so
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we try our best to not introduce more questions for your end users so uh so let's let me continue so this is my tablet what I'm showing on my screen and you can see um I'm logged in to
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databasics application and the capture receipt button is right there on the homepage screen. I can just easily click on it and let's see go then click on that
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and this allows me to Oops. I have this receipt here on my other screen.
It's a little bit blurry but take a picture. This will do.
And use this photo. Click on done.
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Go ahead, Solomon. Now everybody's going to test their eyes under this.
It's a bad picture. Bad picture.
Sorry about that. But okay, just for the sake of attachment.
So here it is. Now I can assign a um a project right here on
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the bottom. Before we didn't used to have that, you could take a picture, but I'll save it just as a picture.
But now I can assign a project and just simply click on done and save this receipt. So I don't have to start an expense report.
I can just
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add these receipts to the repository along with the project information. So if for instance a proxy is trying to create an expense report for me, they have the project distribution information available to them.
So they don't have to call me or email me to ask this information. Also, it makes things
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faster for me. If I'm on the go, if I don't want to lose my receipt, I can just capture the receipt and then move on.
Um, next one more thing. Yeah, one more thing to add for the captioning the project.
We also seen we doing a lot of autocreation, expense reports these
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days, especially recurring expense reports, auto matching with the credit card and uh for other purposes creation. This in case project or we call it project department whatever you call it you might call it customer project uh if
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that data is on the receipt it makes such a big difference for the completion of these creation of these reports. So that's another layer of automation.
Yes, thank you Marcel. And that leads me to the next point because I already have the receipt uploaded.
I have the um
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project information defined on it and the system will automatically scan it for me. And if there's a matching credit card transaction, it will automatically link it to my credit card transaction.
So here I technically already have a line item autocreated, right? So here is
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my list of I'm already logged in back into my desktop application and under receipt express. So here's my list of receipts.
The system has scanned them and where it has found the matching credit card transaction. You can see the credit card tab associated with it.
So
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creation of an expense report. So got so got so much easier for me as well as for the application.
Right? So I can just easily select that line item.
Click on next. Everything is already done for
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myself. The system has OCR or optically scanned the details, has prepopulated the data.
Um I just have to add the vendor information here. Databasics.
This is a required field. And then I'm
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done. I'm finished.
Expense report is created and the line item has been added. And as Marcel mentioned, if your company is also autocreating expense report, everything is simplified.
We already have the project data as well as your expense line item as well as the
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receipt. So that's one great enhancement added.
Another feature that um a lot of our customers will love, especially if you're in field services, construction, retail, healthcare, and everybody's on
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the run and you have frequently creating if you have frequently have cases proc where proxies have to create expense reports on behalf of the users and they're trying to see if the user has already up uploaded the receipt before they start an expense report, you can
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easily do the following. You can go to the expense proxy, look up that person, and the receipt express tab is right there.
You don't have to start an expense report in order to be able to find out
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if the receipt has been attached. You can just click on the receipt express and here are all the receipts that have been uploaded.
And you can also see if they have been meshed with the credit card transactions or if they have been optically scanned. And we have the same
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under the admin tools. So this is a brand new feature added under other utilities.
We have a file repository and it has a search function and you can search by employee or all of these attributes and see what attachments have
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been uploaded by an employee. have a quick access to the employees receipt repository.
So this is I think this is a great feature that you will love and uh under the credit card utilities. So if we this is not a new feature but what
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we have added is the ability for you to be able to see the receipt. So if there's a receipt matching receipt found for any particular credit card transaction, then you're going to be able to see that next to the credit card unapplied credit card transaction under
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the utilities credit card routing screen. So this hopefully this also makes your life easier when it comes to uh creating expense reports or managing the data.
So, okay. Uh, 29.
We're at 10:29.
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Marcel, I'm going to pass the microphone over to you. I'm sure a lot of people are wondering about databasics AI, including myself.
So, I'm going to pass the microphone as well as the screen to you.
30:22
All right. Thank you.
Uh, let me make myself a presenter. You have to make me a presenter, correct?
Okay. Yes, I can do that.
It's gonna yeah present my screen. All right.
So where we what are we going to cover today? So Salom good on timing.
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Thank you for 10 minutes. So but I'll go fast.
So make sure I cover a lot and answer all the questions. There gonna be a lot of questions after this.
So DB is something you probably heard about it. You saw webinar last year.
We did include it in
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the newsletters. Uh it's our AI engine.
It's actually designed um the thing is we we want to make sure we're using AI for the benefit of your uh for the so you can use it without having to be an
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annoying annoying piece which is I've seen it in other products honestly it's just they're overdoing it. I think every time you type something AI give you 100 different combination.
I'm like I I'm not looking for AI right now. So uh I think what we really did is we used to focus on making it an assistant uh
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mostly to help you answer any questions you have uh look up for data look for anything any like any data sets comparing data sets for you and the number one thing I would say let's go to this screen which is the most important one the number thing I would say um
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that uh is if I go this is to give you answers like schedules and stuff and I'll show you real demo That's really what shows better. But the things we focus on probably it's number three.
It's to me it's number one. Uh security we really spend a lot of time I would
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say we went back to the drawing board multiple times to rework the security and the privacy first. Uh so we so we really made a very incredible progress of how we were able to link the data my data what I have access to utilize it.
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So let AI help you uh look up that data and give you answers without having to somehow get into other data sets. Like if Soom is doing something and she has a different data access and I'm doing something and AI all of a sudden is reading her data and we really work very
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hard to make sure they're completely isolated. They have nothing to do with each other.
So for many reasons especially like if you if I have a full admin rights and salomy only in charge of one department we want to make sure that the AI is only reading that data sets that Solomon is in charge of. So
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that's something I I every time I think to change the thing but security was number one in my opinion. So we took a really a good job at it.
I'll show you in a minute what we did. The other things is that giving you a smart alerts.
Um I would say you're going to see more and more uh now since we got
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everything under in prog like making security and now it's you're start going to see more DB in live environments. Uh we're going to be utilizing more the DB engine to to flag if you have policy looking at flags policy helping
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approvals. We show you an example where approvers could start now being more interactive with their expense reports or time sheets.
uh based on the what AI could read. So let's get to the demo.
I think uh we'll get there's enough of PowerPoint on this. Let's get to the
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demo and show you. Uh all right.
So I'm going to log into the application right now. I have access my DB is uh just to let you know is available.
If it's not on the bottom, it's here always sits in the bottom. It's available if it's
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closed that you could get it from the menu. And also it's available for admin.
So it's the same access. It's everywhere.
Everywhere you find you can find this little DB everywhere. And simply just clicking on it.
Uh the system is going to pop up. I have some previous prompts.
I'm going to leave
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them to show you an example, but I could go back and start from the beginning. So what we did is we developed different areas of DB.
Uh so it's um we're trying to be funny with this. Uh how can we be of your service?
So uh so simply what we
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did was develop we developed different areas uh these areas uh like what kind of areas I want to access to ask my questions uh for example time expense scheduling knowledge base so if you don't have time system or you don't have expense reporting these areas will not
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be showing up it's actually uh I can configure Solomy with a different area set than my area so this that's that's a so it's could be you it's a role based driven But it's actually uh you can different roles by different users. Um now when I click I'm going to start by
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um for example let's just the first thing I'm going to look at credit cards. So I'm going to go to the credit card area.
Credit card transactions. Uh I'm going to I have so far 20 credit card transaction in my bin.
For example, I can ask the same question. How many how
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many credit card transactions not applied to reports available for example you know just what's interesting my English always write stuff quickly I and it does a great job it understands everything I say my wife doesn't but AI
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does I guess so I um so so what it does right now funded the credit card they're not applied so no yes what is it no It's for me only. So it's probably verifying who's it for.
So it's I want the information specific
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employee. Probably I should tell it my credit card.
Did I say my credit card? Yeah, I didn't tell it my credit card.
So it's really it it asks to make sure it verify if it is for me or for others. I can't check for my team.
I could check for Solom. But right now I'm checking for myself.
So here it is. It found
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these credit card transactions. So did say how many it told me they are.
Ah, it says 20. So I'm not sure why it listed only four but it says that you have total of 20 credit card transaction in the system.
I can ask what's the total
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total amount. So what I'm showing you here is you could do anything was like you can ask to compute if you got the total amount and you pay your bill in Canadian dollars you could tell it okay I got can you convert it for me?
So if you're trying to find out if you're missing anything you can. So, it tells
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me that $26,000 in my credit card bin I have to apply. So, as you could see, um I'm going to go.
So, we're good on time, but I'm giving you I'm going to show you a lot of things you can do with it. Now, the the beauty about this, anytime you do
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these kind of questions, I want to jump around to show a little here. You can come back later.
It's like a chart. You can always check the previous questions you did and come back and continue that conversation.
Every time you do a conversation, they relate to each other.
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Uh if you're probably familiar how other charts work. So we we so you could keep that conversation to keep working through don't have to ask the same question from the beginning.
But one of the things you're going to be watching out for you see I'm asking about my credit card my total. So now this
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conversation came about me. So if I come back to ask another question, I have to remember that was for me otherwise I have to start telling it ignore me now focus on the rest of the team.
Now what else I'm going to show you on that? I showed you the amount.
Let's see. I'm going to do a new conversation just
37:44
because I want to uh let's see I'm going to show you this is interesting. This is goes back to I'm going to go back to credit card again.
It's one of the most common um questions like okay I'm an admin. I want to see uh how many people
37:59
didn't do their their credit cards for the month of August. Let's check it out.
Go how many uh how many credit card charges available and unapplied unapplied
38:18
by all the employees for month of August. So now if I'm just trying to see how many I can run reports again one thing you're going to hear me saying it I truly believe this is going to get to a
38:34
point where it ends reporting to run reports because I'll show you in a minute you can get that data and create an you could ask it to create an Excel spreadsheet for you. Uh so it says I have 35 u unapplied credit cards transactions and it's funny I'm 20 of
38:49
them. Uh I guess people doing better job than I'm doing.
Uh so that's for the month of August. I could ask okay now I'm looking at the bank statement.
I see that I have let's say the the credit card bank it came up to be 100,000. I I
39:05
want to I could also ask okay what's the total amount? So and let's see.
So I'm looking at the month of August. So you can do like reconciliation of credit cards through AI through the DB and it it doesn't
39:21
really I mean it's it's just um like here it is telling 42,000. So if my bill is 100,000 I have already already applied a credit card I can now know oh I have that will take care of the rest.
So I there's so many things you could do with it. Um, now I could I could tell it
39:39
give me uh the provide me provide me with and what's wrong with an Excel or probably let's do an Excel Excel file of
39:55
the employees first name and last name who did not have a a partner. No, just for this for these charges.
These charges. Okay.
So now
40:11
I just want to know who they are. So in this case I could just you know send them an email.
I don't I'm tired of keep emailing them. I'm one of them.
But let's see who they are. And it's supposed to give me an Excel spreadsheet.
Uh so imagine now I can tell it after give me that Excel
40:27
spreadsheet downloaded. I might want to add more columns to it.
So let's look at what Yeah, ignore this part. This it's uh we're this is one of the security things we're still working out that uh we want to make sure uh the extension for
40:44
security we remove the extension. So for now I'm going to just manually do it.
Okay, it was just put the extension back. Anyway, so what did give me open open here?
It gave me actually the people who uh include I'm I'm one of
41:01
them. Um, so it's funny how it gave the name.
This is incorrect. We'll have to see why AI what AI did here.
I think it went it went and it read the first character. You know how we show first dot last name.
So it's somehow read that. So it's
41:18
okay. You could tell it to give me the full name but it's funny give it on others than that.
Sometimes AI makes us look sometimes make us feel bad about ourselves. Sometimes we make we feel good about ourselves saying something.
maybe his favorites based on the type of
41:33
the questions people are asking or probably Ryan that she doesn't like Ryan or but anyway so the idea here is it's showing us the that Chris didn't even put Harley it's really strange but
41:51
anyway so you can like download the file but I could even tell it to fix it right now and give me another file again uh so let's go back oh what's So I can even do another file but for sake of time I'm going to move to the next thing because there's a lot to cover. Uh but again you can create files
42:08
CSVs you can tell it you can tell it okay create me the following file I want first name last name amount vendor date and it will create it for you. Now it will create anything that you have access to.
I want to be clear has access to or also it got trained of accessing.
42:26
So my point here is this databasics designed it you know databasics here calls it our our term we call it client project task you might be calling it cost center phase and task whatever some other naming AI knows that it knows that
42:42
your environment that's how it's called in our environment that's what we call it but in in some instances you might they you might not reference the same label as let's say it's called cost center and you just told it today department And there's nowhere in your
42:57
configuration called department. You can tell DB just an FYI cost center is department.
You could just tell it during that you could train it at the moment of discussion. So in that case going forward during that session it knows that you mean department is cost
43:14
center. So I hope makes sense what I'm saying.
There's a lot AI is mostly it's not it's a one it's two-way communication. In some instances, you need to tell it what you mean by department.
If it's not clear, it will ask you. But if it doesn't ask you and
43:29
you didn't like the results, you could train it to tell it what you meant by. So just an example.
So let's go to the next example. I want to playing with the system.
Uh this is one of the questions. Uh I wanted to find out the total
43:46
airfare. Uh they see I just want to see what is um provide me with the total airfare for uh year 2000
44:08
but break it by month. So this is just simply I just wanted to broken it down total airfare in general.
um you know these days we don't travel much I guess we only sales people go to conferences and this customers we do a lot of remote
44:23
consulting we really don't do as the in the back days before I think the pandemic there was more travel since the zoom and other things there's a lot of you know more remote work so here it's going to breaking break it down
44:39
sometimes just to be clear uh it's slower because it's going to the datab it's going to the system creating the data and my summarizing it by month. Uh one one thing we are working on let's see it came one thing we uh just want to very clarify in the probably next couple
44:55
of weeks or month we uh we going to start showing the data coming like in a chart pod right now uh we didn't we turned off that feature because we're working out the security pieces uh first. So what we do now we wait until the results finish and then we show it
45:12
to you. But in the next um release, next update coming after this uh you will we're testing it right now.
You start seeing the data coming in real time which is really neat. It looks you it right now you have to wait until the results come.
Anyway, so these are the
45:28
totals right now showing up by month. How about just simply I just how about 2024?
Okay. So now I'm gonna ask the 2024 and my next question I'm going to ask okay can you now show me a graph provide me a
45:44
graph to show let's say I have a a meeting I need to meet uh to discuss with the CFO the spending so I can show where our travel comparing to last year and if it's going up or down if there's any specific trend you could do it for
46:00
any expense type you could do it for uh different departments you could do whatever it in any data combination you can. So now it's going to give me 2024.
After I do that, I'm going to try to show you how I could create a report, a
46:16
graph. So I can put it in my PowerPoint.
Here's the 2024. Uh now provide me with a graph and I later if I want I could tell it what kind of graph I want to see a line graph, a chart graph, whatever.
So you
46:32
can do so the power is incredible. I mean I I would say I work with the uh with the a lot of the uh with the support team profession and I see what customers request.
I'm sort of in the middle of of it and a lot of
46:49
time I see customers download the whole Excel spreadsheet from from the ad hoc reporting just to come up with these numbers. Now imagine the power what you can do if you're trying it didn't compare.
Oh no, it showed me only 2024. Let me do compare
47:04
2024 to 2025. Let's see 5 to 24.
Uh so I just while this is doing it, let's look at what what it actually gave me. Ah open here it is.
So here's the graph.
47:20
It shows me just the graph only of 2024. I wasn't explicit to tell it to compare to show me the difference between them.
Oh, wow. There's a I'll try it again.
It's interesting. Let's try.
Yeah, I don't know why it had
47:35
a little issue connecting. Uh but so yeah, this is an interesting one.
I never seen it before, but anyway. Uh so I it's supposed to it should show us the difference between 2024 and um uh
47:51
2024 and 2025 in a graph which is uh hopefully it will do it. It's what it's doing is taking out it did it.
That's actually very fast. I shouldn't be surprised, but it is fast.
Um, here it is. So, it's really neat.
So,
48:07
now if you want, you could grab that data and put it in a PowerPoint, so you can show real uh real information. Of course, I think the blue is in present 2024 and this Yeah, because we don't have the data for 2025 25.
So, you could see just anyway. So I mean it's just to
48:26
show you the power of just think about it that you have to do this in ad hoc. You have to go and set up the report come up with the numbers produce.
Now it's just the data is there and I really believe this is going to help a lot. Give me the total of break down the total by employee.
Tell me is it just uh
48:43
I can't tell you how much you could do with this. Um now while I'm going to switch to time I'm going to just show two things that we're still good on time.
Uh I'm going to go quickly on expense also to mention because I forgot to mention this. Uh we had the same DB added on time and expense approval.
49:02
So what's so nice about this is instead of me telling DB about Ryan's expense report, uh we tell AI everything needs to know about Ryan's expense report first. Uh so what we do when you click
49:17
on it, it says, "How can I help you with Ryan 16616 report? So we already gave everything AI needs about the ship report.
Now you can ask any questions. For example, did did the D did he
49:33
provide all the receipts? So if you you know I'm just showing you of course you could look at it and say yeah I know that it's in front of me.
But I'm just showing you like you can we can do we what really where we're going with this AI will be doing a
49:50
pre-analysis based on preset questions for example email me if all the conditions went fine at the end it's not there yet but that's where we're going and just the only thing I need to do approve so so what we really going to do
50:05
DB DB is going to all the receipts provided so that means what AI eventually is going to go I'm just showing you now it's interactive the the approvers could do it real time. Uh but eventually what we're going is we're going to also take these kind of
50:20
questions you each approval could create set of questions that they like all the reports to go through and then what we will do is just notify the approval. Okay, all these went through and all look good to go based on what you wanted and it's up to you to approve.
Now we do
50:36
not right now just I want to be clear our AI our DB doesn't have any rights uh to do any updates to your data it doesn't perform approvals doesn't perform perform any update to any records it's only read so it's only doing reporting analyzing and flagging
50:53
anything telling you about it but it doesn't go and write anything so eventually I don't think AI is ready for that things is still sometimes AI does a great job analyzing the data, looking for large data set, analyzing
51:08
it, but it's not I don't think I trust it enough yet to start making decisions on some data sets. Uh, and I'm sure you'll appreciate that.
But hopefully the future will be there, but we're not there yet. So, let's continue.
So, I want to just show an example what I mean. Why do we have this here?
And we
51:26
want to the same thing here. You can check for overtime.
Is this uh you can check uh can you see Arisia? Did she work more than than 40 hours this week uh comparing to last week?
Do do you anticipate overtime? Uh so again it's
51:41
analyzing data. It's giving you answers.
Uh and you decide what to do. Should you approve it or not?
That's a decision for approvals to do. The good news humans still important.
All right, let's continue with more examples. I'm going to because we still have other stuff to cover.
So I went
51:57
through credit card. I'm going to show you uh you could do the same thing with missing time sheet.
Um anyone here does missing time sheet knows that is always this challenge for people to do their time sheets. You can click on the time sheet area and say give me an Excel spreadsheet of all the people who has
52:13
missing time sheet for the following period. Now you could do the same email.
You do that automated email. But if you just want to download a report, you can do that.
That's really neat. You could even download a PDF from it.
Now let's show you another thing. employee scheduling.
Now, uh no, actually I'm going to show
52:30
um go back to PTO. Let's just quickly um I want to check if Salame one of the things you can check who's who what's if Salame has any time off in October.
Let's check it out. Is Salame has any time off in between
52:50
October 1st, 2002 October 15, 2025. Let's see.
Um, let's I'm not Solomon is here. So, we'll see
53:05
if she agrees with the message. So, and uh so now it's again I can AI could check the So, if I'm checking if Solomon is off, I could check if she has enough balance.
Oh, she is. Oh, guess what?
And she's getting married. So, that's uh
53:22
congratulations Sal. Uh so that she's going to be off during that time and uh so we so at least I'm now she put that in her notes.
DB DB knows too much
53:37
knows too much and let's see what happens if I ask the same question on uh let's see I'm going to change it now uh for for the end of the month. So I'm going to check that next period.
I'm just uh see what what kind of
53:52
question I'm getting. So now uh I think after getting married I guess we'll see what the m So the idea is it's just reading it's it's what's nice is giving you this inside information on the data you you could run reports again.
Uh one
54:08
thing I forgot to mention you see this little here you could do voice to speech uh sorry voice to text. So you if you're on your phone you can do that.
Um ah she after that she got married so that's uh so I so she's going to be off during
54:24
that time and I could do the same I don't need to do two period I could just say the whole month of October and we that uh but so again you can it accesses employee schedules it accesses your any data I have access to it does and that's really the beauty about this it simply
54:41
eliminates it it truly I don't want to this because it's a little scary to say it but eventually Eventually it will eliminate reporting. Not today.
It does what it does. It does a great job.
Give me summary. Give me the list of transaction.
It does a great job. Uh now
54:58
would it email you a report? That's not there yet.
Uh the scheduling reports. But at least if you want to do quick reporting summary trying to get the total amounts, you don't need to go run a 2,000 pages to get the total amount.
That's really what the beauty was. And
55:14
I'm sure anyone here on the call will agree on that. I do it.
I use it all the time. So, uh that's from DB.
Uh we'll definitely going to be a lot of questions. So, let's move to the other areas and I will come back for questions.
We're where I need to move fast on some things here. Um going back
55:32
to the PowerPoint. So, there is other features part of version 9.
I will summarize them quickly. We did have improved the UI.
There's a lot of enhancement of UI. just want to be aware.
Uh we didn't again this question came last conference. Do we require retraining?
Not at all. Uh we really we
55:49
know how hard is it for you guys to get users up and running. We really try very hard not to completely change the thing.
We just enhance make sure the buttons are some areas are easier to spot. Uh so we didn't as you could see you probably
56:05
saw it there's not major changes where it's going to scare you that oh my god that's going to change the whole uh training of people I already got used to uh the other thing templates standardized email templates we developed in the past you create alerts and you have to write the message of the
56:21
alert now we let you create templates that means when you come back and do a new alerts you could reuse these templates so well nice you don't have to we found a lot of times uh people put stuff in the template in the email that causes uh to create a thousand of emails
56:39
to end user because we the message was uh was put in the wrong place. So now to avoid that problem uh our team professional services team also they're aware that they will help you set up a nice templates that you could reuse them to create other alerts as you go forward
56:55
and that so that this problems will not occur. Uh the other thing userbased token uh now API is just the one thing I didn't mention everything Solom showed you in the system is API enabled.
So if you want to get receipts uh uh you want
57:11
to get everything you can do through APIs. Uh but we also enabled one more layer.
Everything API today in the current version you're using is integration APIs means they're meant for integration. Uh they're not they're not user based.
uh what we develop now user
57:26
based API token that means if a a specific user if you have some developer who like to use uh power apps to do their time sheet or they're they're using another system like power uh Google sheets and they want to import the data into databasics instead of
57:42
doing two time sheets uh they could create a token for them in databasics and they can import data of time sheets of course use your approval it's not they don't do it by h but if people wanna uh import data or import expense reports from their other system user
57:58
base they can do that and that's why we call it userbased token uh the last thing we expanded like I keep we expanded the library of things so we have couple of customers we found out that they're using our AIS uh uh to
58:15
write their own chat pods so some a lot of them they're writing their own chatpot to connect Salesforce and so they're using databasics API I to even to do that shout out connection which is really interesting. So yes our APIs got expanded and we are continuously
58:31
improving it and adding more publishing more functionality and if you have anything specific please always love to hear from you. So let's go next now u other things what's coming up this is you're going to hear about them more coming now we are the other things we're
58:47
working on uh we're the first round of scheduling Matt Solomon showed you the next things we're looking at resource management by job right now we are everything we did is employee where the employee are working and doing but not what they're working on the next thing is we're going to bring the projects in
59:04
it now why we're doing this that helps a lot in healthcare like travel nurse and some of you might not be on the call here uh or service service work job orders but what's nice what we're hoping to get once you do that from the
59:19
schedule your time sheet is almost done really we're gonna we're going to work very hard to eliminate as much and uh if we have the data and it's all accurate we want to make sure is to finish a lot of that and like have that data already prepopulated so end users don't have to
59:36
spend time doing their time sheet and expense if there's scheduling in place. So that's really where we're going with this.
Uh Visa Solom mentioned briefly. Yes, there will be a press release next week coming out and we're going to start uh we are databasics cards.
We're going to be offering Visa uh Visa cards,
59:54
prepare card and discourse cards and will be more information about it but it's really meant to take care of also spend control. H there will be more information about that.
So simply instead of putting a policy to punish somebody after they already did the
00:09
charge, you could put the policy before the charge occurs. And I think that's really I don't understand why would the user does it and then we you get punished for it.
Why don't you stop it from the beginning? If you don't want them to fill up gas, you could put that I don't want this car to be used for any gas charges.
So anyway, just more
00:27
information, but I'm just let you know, we partner with um we've been working on the approval with Visa. It's a long process, but I think it's looking we're going for further and you're going to hear more and more about it.
Again, you're not required to we're going to continue. I want to make sure not
00:43
freaking anyone here. We will continue support all other credit card vendors.
That's databasics bringing this. In addition, if you are interested in uh have spend control in place and you definitely you can use this with I by
00:59
the way just an FYI databasics uses this. We use our own card with American Express and master and master card.
So you can have all these cards in one system. More information to come.
The other thing enable AI. We are working as I said you're going to see more AI
01:15
embedded into the product as we go forward. Uh right now we're assistant.
We're going to bring it into more modules and actually again um working with you guys. I think we're going to have more feedback as you start using it
01:30
and the more we get the better it gets. Uh but again, databasics gat basics is not putting AI by default in your system and telling you which is I just got an email yesterday with one of our vendors.
They
01:45
put the AI. I didn't ask for it.
And now they char they increase the price on me by 10% uh for the next renewal because they put AI. We're not doing that to you.
So I just want to be clear. AI is that DB is only on request and if you're interested there is additional cost for
02:01
it. It's by usage and if you're interested more about it the pricing how it works uh that please contact your administr your account manager and they'll work out the details you we're trying to we want this thing to work for you honestly we're just trying to cover the cost of the usage of it.
We think
02:18
it's a great benefit and I believe believe it will help um I look at it benefit from everywhere benefit for you and benefit for us. Uh but at the same time we want to make sure we're clear.
Uh we are not putting these functionality in your system and then
02:33
hitting you with an increase on price. So that's not happening.
It's we we're definitely not like other vendors do to us. So anyway, let's h go one more thing about version 9 and how to upgrade.
Um, version 9, uh, it's available now.
02:49
Sandboxes, please put the request. We already got couple last this week since the webinar and last week also since the email sent out.
Uh, so we're upgrading the sandbox environment for you. It's free of charge.
Again, no charges on any of that stuff. The upgrade test
03:06
environment, all this included. Uh, now one of the things if you make sure if you want us to take a new copy for production to upgrade your test environment.
So you can check it out in your data, let us know. Uh uh just make sure you point out in your email.
Just
03:22
remember if you have set up some stuff on test and you haven't moved it to production. Uh remember when we do that, you're going to lose that stuff, lose whatever you worked on test.
So just keep that in mind when you ask for that request. Uh in production release is actually on the 23rd is available means
03:39
again I said available. I didn't say it will be upgraded.
your production. Your production will not be touched unless you request as before databasics policy is we do not upgrade your production to any version unless we get your approval.
Now uh so I we do have a calendar this
03:57
is the URL it's available also on the support you can set your production upgrade um anytime you want after the I think the first available is the 29 28 but if that day we only do our upgrades on Sunday morning uh we try not to um
04:14
but if you have other times you want us to upgrade just let us know tell support and we will work the schedule for you again we we put a standard because we we have an autom automated scripts and we do have somebody goes and review these things. But in the meantime, but if you want us to do it in different times, we
04:30
could definitely work for it. There's no upgrade to your mobile apps.
There's no changes to your browsers. There's no changes to any of their data.
It's a it's an upgrade. It still runs your data.
You don't have to redo anything. I just want to make sure that's clear.
Uh
04:46
now I will take questions. All right.
So, wow. So Marcel um we we ran a little bit over time and I have been going through and answering some questions.
Mostly the questions have been around you know is there cost to upgrade, when
05:02
can we upgrade, how can we upgrade test environment production and I think you answered some of those on your last slide. But I think one of the questions that everyone may be wondering and maybe worth mentioning out loud as well is um
05:18
is there increase pricing uh in the subscription billing services? That's what I said.
Yeah. I want to because I experienced it myself.
I pay a lot of bills in databases and I'm frustrated a lot with
05:34
a lot of my vendors. uh they keep adding stuff to the systems and they keep jacking the price up.
Uh it's getting unacceptable and I'm sure all of you on the call probably agree with me. Databasics does not increase the prices unless what's in the contract.
We only increase bas if we put in the contract
05:52
at 3% yearly we do that. But if databasics let's say we improved we we added a new functionality or we improved the existing functionality we don't go and jacked and we tell you oh forget it you're 7% now increase that's not going to happen you're not going to see that
06:08
from us now DB like I mentioned DB is an additional cost uh what we usually would if you like to do a trial period to try it out and see if it will work for you would love with no problem at all uh the so the only thing about DB is the usage
06:24
uh because it's all about the amount of data and the amount of set of questions and we do have to pay bills to use that CPU and there's a lot of power and CPU happens there and so we so the question is the only thing we're doing is we will give you like a like just to give you an
06:40
example an example let's say $300 a month if you add $300 a month you get up to a thousand queries a thousand queries means you know um now the question comes if you're opening it up to everyone in the company a thousand queries probably will not be enough. But if you're only
06:56
going to open it up to some you could do that but to some administrators some approvers because they are really heavy heavy users of the system then probably it will be more than enough. So I just want to be clarified.
This is where we work with you as the account manager to see who really needs to use it or not.
07:13
Again we are not going to open this for you and telling you here is a 10% increase because we gave you AI. We're not doing that.
uh it's your you tell us what you want we'll work the numbers and you could define who get access to so you stay within the cost reasonable cost
07:29
uh that once you decide to go forward do you think I good I think so thank you so definitely just to conclude uh I hope that you all see this upgrade this is not an upgrade or
07:45
improvement to increase the cost this is the contrary we're trying to simplify things how data basics works if there are extra steps that we needed to take before to accomplish something now it things are made easier. So definitely
08:02
version 9 is um designed with the goal to benefit both you and us from the support side to make things simp simpler for us. So, I hope everyone enjoyed today's webinar, a
08:17
quick intro of version 9. Again, as Marcel mentioned, if you're interested in upgrading your test environment to play around with it, please reach out to us.
You can submit a support ticket through the portal site or you can email us and let us know that you're
08:33
interested and then eventually we can schedule the upgrade of the production site. But we appreciate Yes.
Thank you. And another thing so congratulation in advance.
Thank you. All right.
The theme of the webinar. But uh thanks
08:49
everyone for joining. We appreciate your time and having you here.
And um any questions please let us know. Thank you.
Thank you guys. Bye.
Thanks Marcel. Bye.