CodenWorkday guide

Getting started

Create an account with your name, email and a password of at least 8 characters, then log in. Each account sees only its own tables.

After login you land on the Dashboard: a card for every table with its row count, a status bar and the total of its first currency column.

Above the cards, Overdue and Due in the next 7 days list rows from all your tables whose due date has passed or is close. Rows with a finished status such as Paid or Done are left out. Money by status adds up your currency columns by status label.

A table is checked for due dates when it has a date column named like Due, Deadline or Expiry, or a date column with an overdue color rule.

Create a table

Click Create table in the sidebar or on the dashboard. Name the table, pick a starter, and edit the columns.

• Blank gives you one text column.
• Invoices and Projects come with columns, status colors and color rules already set.
• Change a column name or type right in the list, add or remove columns, and click the palette button to set labels, colors and rules.
• The new table appears in the sidebar straight away.

Import a CSV file

Moving from Numbers or Excel? Export your sheet as CSV, then click Create table and choose Import CSV.

• The first row becomes the column names, and the file name becomes the table name.
• Types are guessed for you: dates, numbers, currency (₹ and commas are understood), checkboxes, emails, phone numbers and links. Columns with a few repeated values become Status columns with colors.
• Dates are read as day/month/year.
• Check the column list, fix any type, then click Create table. Up to 5,000 rows are imported.

Column types

Every column has a type that decides how its cells look and behave.

• Text and Long text for names, notes and descriptions.
• Number and Currency (you choose the symbol). These get a sum in the footer.
• Date with a date picker.
• Status: one label per cell, each with its own color.
• Tags: several colored labels per cell.
• Checkbox, Link, Email and Phone (links open on click).

Typing into cells

Click a cell to edit it. Enter saves, Esc cancels, and Tab saves and moves to the next column. Everything saves as you go.

Status and tag cells open a small picker. Checkboxes toggle on click. Click Add row at the bottom of the table, or New row at the top.

Hover a row number and click ⋯ to duplicate or delete that row.

Select and delete several rows

Every row has a tick box at its left. Tick a few rows and a bar appears at the bottom of the screen with the number selected.

• Tick the box in the header row to select every row in the current view. Filtered-out rows are never selected.
• Hold Shift while ticking to select a whole range at once.
• Select all in the bar picks every visible row, Clear (or Esc) unticks them.
• Delete removes the selected rows after you confirm. This cannot be undone.

Move rows, undo, shortcuts

Hover a row and drag the dotted handle at its left to move it. Dragging works when no sorting or grouping is on.

Made a mistake? Press Ctrl+Z (Cmd+Z on a Mac) or click the undo arrow in the toolbar. Undo covers edits, new rows, deleted rows, duplicates and moves.

• N adds a row, / searches, F opens filters, ? lists every shortcut.
• Arrow keys move a highlight between cells, Enter edits it, Tab saves and moves on.
• Ctrl+A selects all rows and Delete removes the selected rows.

Row details

Click a row number to open the row in a side panel. Every column is listed as a field, which is easier for long notes or rows with many columns.

• Changes save as you go and show in the table straight away.
• Use the arrows at the top to move to the previous or next row in your current view.
• Fields with a color rule keep their color. Duplicate and Delete are at the bottom.
• The Comments tab is for notes on that row. A small bubble with the count appears next to the row number.
• Admins also see a History tab with every change to that row and who made it.

Comments

Write a note on any row, for example “client asked for a revised quote”. Everyone who can see the table can read it. Press Ctrl+Enter to post.

Choosing colors

Every color picker offers 12 colors in three shades each: light, regular and dark. Text on a label switches between white and dark automatically so it stays readable.

For any other color, use the Red, Green and Blue sliders, or type a hex code such as #7a3fd1.

Color rules

Open a column header and choose Edit column and colors. Under Color rules, add a rule: when the value matches, color the cell or the whole row.

• Dates: is in the past, is today, is within the next N days, is before or after a date.
• Numbers: greater than, less than, equals or between.
• Text: contains, is, starts with, is empty.
• Status and tags: is or is not a chosen label. Handy for tinting a whole row when a status is Overdue.
• The first matching rule wins. Status and tag labels keep their own color from the label list.

The table

Overdue dates, tinted rows and colored status labels update by themselves as the data changes. The footer shows how many rows are visible and the sum of every number or currency column.

Search and filters

Filtering is instant and works on the rows you already loaded.

• Search looks through every visible column.
• Status chips under the title show how many rows each status has. Click one to filter, click again to clear.
• Filter opens a panel where you stack conditions. Choose all or any to combine them. A badge on the button shows how many are active.
• The footer totals follow the filters, so you can see the sum of just the unpaid invoices.
• Your filters, sort and grouping are remembered in this browser for each table. Reset filters and sorting in the ⋯ menu clears them.

Saved views

Found a filter combination you use often, such as unpaid invoices sorted by due date? Set it up once, click Views, type a name and click Save view.

• Click a saved view to apply it. All rows clears the filters.
• If you change filters while a view is active, the button shows a star. Use the tick button in the list to update the view, or save a new one.
• Rename or delete a view with the pencil and bin buttons. Views are stored with the table, so they are the same on every device.

Pin a column

Wide tables scroll sideways. To keep your main column, such as the project or client name, in view, click its header and choose Pin this column.

• Only one column is pinned at a time. Everything to its right scrolls underneath it.
• Pinning another column replaces the first. Choose Unpin this column to release it.
• The first column is pinned for you on wide screens until you change it. Pinning is shared by everyone and only admins can change it.

Charts

Click Chart on any table for a bar or donut chart. Choose what to group by, such as status or month, and whether to count rows or add up a number column.

• The chart follows your search and filters, so you can chart just the unpaid invoices.
• Click Add to dashboard to keep a chart on the dashboard. You can also click Add chart on the dashboard and pick any table.
• Dashboard charts always show the latest numbers. Remove one with the bin button.

Formula columns

Add a column of type Formula to work something out from other columns, such as GST on an amount. Write column names in curly brackets.

• {Amount} * 0.18 is the GST. {Amount} + {Amount} * 0.18 is the total.
• ADDDAYS({Issued}, 30) gives a due date 30 days later. DAYS({Due date}, TODAY()) counts the days left (negative when late).
• IF({Status} = "Paid", 0, {Amount}) shows what is still owed.
• Pick how the result is shown: number, money, percent, date or text. The editor tells you at once if something is wrong and shows the result for the first row.
• A formula column cannot be typed into, but you can filter, sort, group, total and color it like any other column.
• Functions: ROUND, ABS, MIN, MAX, SUM, AVG, IF, AND, OR, NOT, ISBLANK, TODAY, DAYS, ADDDAYS, YEAR, MONTH, CONCAT, UPPER, LOWER, LEN, TEXT.

Link to another table

A Link to table column connects each row to rows of another table, for example the Client of an invoice. Click the cell and pick from a searchable list.

• Choose whether a cell may link one row or several.
• Open a client and look at the Linked rows tab: every invoice linked to that client, with the total of its money column. That is your total per client.
• You can filter, group and chart by the linked name, and it shows on printouts.
• You can only link to tables you are allowed to open.

Board and calendar views

Use Table, Board and Calendar above the table to see the same rows in different ways. Search and filters apply to all three.

Board shows cards in lanes, one lane per label of a Status column. Drag a card to another lane to change its status, and use Add at the bottom of a lane to start a row in that status.

Calendar view

Calendar puts each row on its day, using a Date column such as the due date (choose another from the list on the right).

• Click a row to open it. Drag it to another day to change its date.
• Hover a day and click + to add a row on that date. Use the arrows and Today to move between months.
• Rows take the color of their status or color rule.

Sort and group

Click Sort and pick a column and direction, or use a column header menu. Empty values always go last.

Group splits the rows into sections by a column, for example by status or by month. Each group shows its row count and a sum, and can be collapsed. Use Add row inside a group to start a row in that group.

Manage columns

Click a column header for its menu.

• Edit the name, type, labels and rules.
• Sort ascending or descending, or group by it.
• Move it left or right, or hide it. Columns in the toolbar shows hidden columns again.
• Drag the edge of a header to change the column width.
• Click + at the end of the header row to add a column.
• Deleting a column also removes its values from every row.

Import into an existing table

Open the table ⋯ menu and choose Import CSV into this table. Each column in your file is matched to a column in the table by name. Change the match or skip columns you do not need.

• New status and tag labels found in the file are added automatically (admins only).
• Imported rows are added at the end of the table.

Duplicate a table

The ⋯ menu also has Duplicate table. Choose to copy only the columns, labels and color rules, or the rows too. Handy for a new year or a new client.

Rename, export and delete

Click the table title to rename it (admins). The ⋯ menu beside it exports the current view as a CSV file you can open in Numbers or Excel, shows keyboard shortcuts, resets your filters, or, for admins, deletes the table with all its rows.

Attach files

Open a row and choose the Files tab to attach a signed quote, a PDF invoice or a photo. Drop files in or click to choose. A small paperclip with a count appears next to the row number.

• Allowed: PDF, images, Word, Excel, PowerPoint, CSV, text, ZIP, Numbers and Pages. Each file can be up to 10 MB (or less if your server limits uploads).
• Click a file name to download it. Images also show a small preview.
• People who can only read a table can download its files but not add or delete any. Files are never reachable by their web address, only through a logged-in page.

Print or save an invoice as PDF

Open a row and click Print. A clean page opens with your company details at the top. Choose Print or save as PDF and pick "Save as PDF" in the print window.

• Fill in your company name, address, tax number, contact details, footer and logo once under Settings › Company details for printouts.
• On the print page change the heading (for example Invoice, Quotation or Receipt), tick which fields to show, and add extra notes such as bank details.
• A table with one money column shows it in a large total box.

Reminders and the bell

The bell in the sidebar shows how many rows are overdue or due in the next 7 days in the tables you can open. Click it for the list.

To get the same list by email every morning, go to Settings › Reminders, switch it on and choose who receives it. This needs your email (SMTP) settings.

• Send a reminder now sends one straight away so you can see how it looks.
• Emails go out when a "daily tasks" address is opened. The same card shows the exact command. In your hosting panel (cPanel › Cron Jobs) add a job that runs it once a day. The same job makes the automatic backup.

Backups

Under Settings › Backups click Download a backup now for one file holding all your tables with their columns, color rules, rows and saved views.

• Tick automatic backup and a copy is made every day by the daily tasks command, and the last 14 are kept for you to download.
• Restore from a downloaded file or from an automatic backup creates new tables next to your existing ones. It never overwrites anything.
• Attached files and the activity log are not inside a backup. Your database export on the server is the complete copy.

Settings, people and roles

Open Settings in the sidebar. Everyone can change their name and password there. Admins also manage the people in the workspace.

• Admin: everything, including creating and deleting tables and columns, charts and adding people.
• Manager: read, change values, add rows and delete rows.
• Editor: read, change values and add rows, but not delete.
• Read only: look at everything, change nothing.
• Click Add person, enter a name, email and password, and choose a role. Share the password with them yourself, or set up email (see below) to send it automatically. Change someone's role from the list at any time.
• The first account is the owner and always stays an admin.

Who can see a table

By default everyone in your workspace can open every table, and does what their role allows. To keep a table to a few people, open its ⋯ menu and choose Who can see this table (admins only).

• Pick Only people I choose, then tick the people who may open it. Everyone else will not see it in their sidebar, dashboard or charts, and cannot reach it by its web address.
• For each person choose Can edit (they do what their role allows) or Read only (they can look and nothing else, even if their role could edit).
• Admins always see every table. A small padlock in the sidebar marks tables that are limited.
• Sharing works only inside your workspace. There are no public links, and nobody from another workspace can be added.

Plans and billing

Sign-up asks you to choose a plan. You pay using the instructions shown on the Plan & billing page (for example by UPI), and your plan is switched on once the payment is confirmed. You get an email when it is active.

• Each plan sets how many people, tables and MB of attached files your workspace can have. The Plan & billing page (an admin sees it in the sidebar) shows what you have used so far.
• If you reach a limit, adding another person, table or file shows a clear message. Choose a bigger plan and send a request from the same page.
• Your plan runs until the date shown. A reminder email is sent a week before. To renew, click Renew and send the request after paying.
• If a plan ends, nothing is deleted. The tables are kept and the app opens again as soon as the plan is renewed.

Forgot your password

On the login page click Forgot your password?, enter your email and open the link that arrives. It lets you choose a new password and works for one hour, once.

• This needs the workspace to have email (SMTP) settings saved. If no email arrives, ask an admin to set a new password for you under Settings › People.
• The page gives the same answer whether or not the address has an account, so nobody can use it to find out who has one.

Two-step login

Under Settings › Two-step login click Set up. In an authenticator app (Google Authenticator, Authy or 1Password) choose to add an account with a setup key, type the key shown, then enter the 6-digit code to switch it on.

• From then on login asks for the code after the password.
• You get 8 one-time recovery codes. Keep them safe: each works once if you lose your phone.
• Turning it off needs your password and a code.

Email (SMTP) settings

Admins can add the details of an email account under Settings › Email (SMTP). Your hosting provider shows them where you create email accounts.

• Enter the server, port and encryption (TLS on 587 or SSL on 465 are the usual choices), the username and password, and the address the emails should come from.
• Click Send test email to me. If something is wrong you see the reason, for example a wrong password or a server that cannot be reached.
• Once it works, the Add person window offers Email them their login details, and password reset links and reminder emails can be sent.
• The password is stored encrypted and is never shown again. Leave the password box empty when you save to keep the saved one.

Who changed what

Every change is recorded: edited values (with the old and new value), added and deleted rows, imports, column changes and comments, each with who did it and when.

• Admins see the history of one table from its ⋯ menu under Activity, and of one row in the row panel.
• In Settings, the Activity card lists everything across all tables, including deleted tables.

API keys for other tools

Other tools (an accounting app, a script, Zapier) can read and write your tables. Create a key under Settings › API keys. It is shown once, so copy it. A key can do exactly what you can do, and you can revoke it any time.

• Send the key in every request: Authorization: Bearer YOUR_KEY. Answers are JSON.
• GET /v1/tables lists your tables with their columns and labels.
• GET /v1/tables/ID/rows?limit=100&offset=0 lists rows. Columns are named, status cells show their label.
• POST /v1/tables/ID/rows with {"values": {"Client": "Acme Labs", "Amount": 12000, "Status": "Sent"}} adds a row.
• PUT /v1/rows/ID with the same kind of body changes a row, and DELETE /v1/rows/ID removes one if your role allows it.
• Example: curl -H "Authorization: Bearer YOUR_KEY" https://your-domain/v1/tables
• Changes made through a key appear in the activity log.

Install it as an app

CodenWorkday can sit on your home screen or desktop like an app, without an app store.

• Chrome or Edge on a computer: click the install icon at the end of the address bar.
• Android (Chrome): open the menu and choose Install app or Add to Home screen.
• iPhone or iPad (Safari): tap Share, then Add to Home Screen.
• It opens full screen with its own icon. You still need an internet connection to see your tables.

Light and dark, phone and desktop

Use the sun/moon button in the sidebar to switch themes. The app works on a phone too: open the menu button for the sidebar, and scroll the table sideways.