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A workbook is your own collection of tabs. Each tab can hold report tables, charts, KPI cards and titles, or a full page such as the general ledger. You can build a workbook from scratch, or start from a curated workbook that your organization or Caleido has prepared.

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Create a workbook

1

Start a new workbook

In the sidebar, click New and select Workbook. You can also click New workbook (the + icon) in the Workbooks header
2

Name it

In Create workbook, type a Workbook name
3

Choose who can see it

Select Private to keep the workbook to yourself, or Shared to make it available to everyone in your organization. See Share a workbook
4

Save

Click Save. The new, empty workbook opens

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Add tabs

A new workbook says This workbook has no tabs yet. Click Create tab, or click + (Add tab) at the left end of the tab bar. The tab picker lists your report templates and pages:
  • Shared, Favorites and Library list report templates. Each template you pick becomes its own tab with that report as a table
  • Views lists full pages you can add as a tab: General ledger, Contracts, Library, Receivables & payables and Inputs
1

Open the tab picker

Click + (Add tab) in the tab bar
2

Pick one or more items

Select the check box of each template or page you want. You can search across the lists
3

Apply

Click Apply. One tab is added per selected item, and the last one opens
The picker footer has two more options:
  • + New tab asks for a Name and adds an empty tab in edit mode, ready for elements
  • + New chart tab adds a tab with one full-width chart and opens the chart editor. See Build a chart
You can also add tabs from the sidebar: click New and select Tab or Chart tab under In current workbook.

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Add elements to a tab

1

Enter edit mode

Open the tab and click Edit workbook in the top bar
2

Add elements

The Items panel opens on the left. Drag a Table, Chart, KPI card, Title or Subtitle onto the tab. You can also focus an item and press Enter to add it at the top of the tab
3

Save

Arrange and resize the elements, then click Save. Cancel discards everything you changed since you clicked Edit workbook
Each element type is explained in Add elements to a tab.

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Work with tabs

Click the arrow on a tab, or right-click the tab, to open its menu:
  • Assign to workbook copies the tab into another workbook
  • Open in new tab opens the tab in a new browser tab
  • Change color gives the tab a color
  • Move left and Move right change the order. You can also drag tabs
  • Remove deletes the tab
  • Rename changes the tab name
Changes to tab names, colors, order and removal are saved straight away. To find a tab in a long tab bar, click the menu icon at the left end of the tab bar and search the list.

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Copy content from a curated workbook

Curated workbooks are ready-made workbooks marked Curated. Everyone in your organization sees the same curated workbook until they change it.
  • Edit it as your own: when you change a curated workbook, Caleido saves your changes as your personal copy. Others keep seeing the original
  • Go back to the original: click the menu icon at the left end of the tab bar and select Restore defaults, then click Confirm. This discards your changes
  • Copy a tab: open the tab menu and select Assign to workbook. In Add tab to a workbook, select Existing and pick a workbook, or select New and type a name for a new workbook. Click Confirm
  • Copy one element: select the element, open Actions in the top bar and select Assign to workbook. In Assign element to a workbook, pick the target Workbook and Tab (existing or new), then click Apply
You can only copy into your own workbooks and shared workbooks, not into curated ones.
When a curated workbook you have changed gets updated, Caleido asks what to do. Update discards your changes and shows the latest version. Create a copy keeps your changes as a separate private workbook. Not now asks again in your next session.

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Duplicate a workbook

Duplicate makes an independent copy that you can change freely.
1

Open the workbook actions

Right-click the workbook in the sidebar. Or, with the workbook open, click the ⋮ (Workbook actions) button next to its name in the top bar
2

Duplicate

Select Duplicate. The copy opens. It is private and named after the original with “(copy)” at the end
Save any unsaved changes first: Duplicate is unavailable while the workbook has unsaved edits.

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Save versions of a workbook

Versions let you keep alternatives of the same workbook, for example a board version and a management version, under one name in the sidebar. You can save versions of your own and shared workbooks.
1

Save as version

Open the workbook actions (right-click the workbook in the sidebar, or click ⋮ in the top bar) and select Save as version
2

Name the version

Type a Version name and click Confirm. The new version opens
3

Switch between versions

Click the version selector next to the workbook name in the top bar and pick a version. The original is called main
To rename or delete a version, open the version selector and click the edit or trash icon next to it. The main version can’t be renamed or deleted. Deleting a version removes its tabs but does not affect other versions. Caleido remembers which version you last opened and opens it next time.

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Rename or delete a workbook

Open the workbook actions and select Rename or Delete workbook. Deleting a workbook removes all its tabs permanently.

Share a workbook

Make a workbook available to your organization.

Navigate Caleido

Find your way around the sidebar and top bar.