---
title: Tips & Tricks: Customising Your Workspace
slug: portal-sub/tips-and-tricks-customising-your-workspace
docTags: 
createdAt: 2026-03-04T12:03:15.651Z
---

# Overview

Customising your workplace in Profile can help with productivity, ease of use, and ultimately save valuable time. This article will cover a number of helpful tips and tricks that can be used to customise your workspace. It will focus primarily on the **Defaults **window, the **Workspace** view, and how to modify the toolbars.

# Workspace Customisations

## Defaults

### Preset the Spacing of 'Segmented Windows'

Re-sizing segmented windows, each time they are opened, can waste time. Use the **Edit / Defaults **section in Profile to pre-set the spacing of a particular segmented window, each time they are used.

1. Open a window in Profile and resize it appropriately.
2. Click on **Edit / Defaults...**

3. From the **Defaults** tab in the **Set Defaults for This Window** window, tick the **Position for first window **and **Size and layout of elements **checkboxes.
4. Now, whenever this window is opened, it will fit to the appropriate size. 
5. This can be done for multiple windows.

***

### Change Background Colours

Customise the background colours of Profile windows in order to better differentiate them.

1. Open a window in Profile.
2. Click on **Edit / Defaults...**

3. From the **Defaults** tab in the **Set Defaults for This Window** window, tick the **Background colour **checkbox.
4. Choose a colour, in the **Colour **window, and select **OK**.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/8xoYarlioQDjJ4p8j16S3_sdkrwxwgzu1wteucjyo4o-bvixyf8digvg.png" size="82" isUploading="false" initialPath="assets/SDKRwxWGZU1wTeUCjYo4o-bVixYF8DIGvg.png" githubPath="en/Getting Started with Profile/General Information about Profile/assets/SDKRwxWGZU1wTeUCjYo4o-bVixYF8DIGvg.png" position="flex-start" showCaption="false" indent="2"}

5. Now, each time this particular window opens, it will open with the chosen colour as the background. 
6. This can be done for multiple windows, each having their own colour.

***

### Pre-Populated Base Parameters

Setting pre-populated base parameters can help save time when typical details needs to be re-entered, on a regular basis. This feature works well in the **New Patient** window. 

1. Open the **New Patient **window. 
2. Fill out any fields with typical information, that are commonly re-entered on a regular basis. For example, a city name.
3. Click on **Edit / Defaults...**

4. From the **Defaults** tab in the **Set Defaults for This Window** window, tick the **Base parameters **checkbox.
5. Read the message on the **Profile **window that appears, and this is ok for your organisation, click on **Yes**.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/Qsnqj1pI4EYu8F-sdZfuz_oq5phbtkae8blpo9u7az0qya42l-q3wjg.png" size="100" isUploading="false" initialPath="assets/Oq5PhBTKae8bLPo9u7aZ0QYa42L-q3_Wjg.png" githubPath="en/Getting Started with Profile/General Information about Profile/assets/Oq5PhBTKae8bLPo9u7aZ0QYa42L-q3_Wjg.png" position="flex-start" showCaption="false" indent="2"}

6. Now, every time the **New Patient **window is opened, any of the information, or checkboxes that have been ticked in the previous steps, will appear. Note that the pre-populated data can be edited. 

### :::hint{type="info"}
**Note:**  All settings can be reversed by selecting the Reset Defaults button below.

:::Reset Defaults Button 

Any of the above changes can be restored to their original settings. 

1. Open the window that needs to be restored to it's original setting.
2. Go to **Edit / Defaults**
3. Click on the **Reset Defaults** button.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/b0HE4ksNxQz-crWK62wUj_znyxdoihatj5l2qecm0fwpdp4yp8bghklg.png" size="16" isUploading="false" initialPath="assets/ZnYXDOIHATj5l2QEcm0FWpDP4YP8BGhkLg.png" githubPath="en/Getting Started with Profile/General Information about Profile/assets/ZnYXDOIHATj5l2QEcm0FWpDP4YP8BGhkLg.png" position="flex-start" showCaption="false" indent="2"}

4. The original settings should now be restored.

***

## Workspace

The Workspace view indicates which cases will be configured at an individual, role, or global preference. Any items in black wording are configured at an individual or role based preference. Whereas blue writing refer to global preferences that affect all users. 

![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/BBCK8ds5E0-hcRwAwTxUu_b00tyxbmjbvmos8dfkj01j5gvqocxbrw.png)

***

### Open on Logon field

Either the Work Centre, Control Centre, Appointments, Attendances, or Workflow window can be set to open automictically when Profile opens. This can help to save time. 

1. Go to **Preferences / General / **the **Workspace** view. 
2. Select the appropriate window from the **Open on Logon** drop-down menu.
3. Some options will cause another drop-down list of options. Choose an appropriate secondary option.
4. Select **Apply **and **OK**.
5. This window/view will now automatically open whenever Profile is opened. 

***

### Modify Mandatory Fields Colour

Profile can be configured to highlight any mandatory fields to help remind users which fields are necessary to fill in.

1. Go to **Organisation / Preferences / General **the **Workspace **view.
2. Tick **Highlight Fields**, and select an appropriate colour from the **List Highlight Colour **drop-down list.
3. Select **Apply** and **OK**.
4. Next time the window is opened, the mandatory fields will be shown in the chosen colour.

***

### Full Screen Mode

Configure the windows to automatically open in full screen mode versus in segmented windows.

1. Go to **Organisation / Preferences / General **the **Workspace **view.
2. Tick the **Full Screen Modes **checkbox.
3. Select **Apply** and **OK**.
4. Now the windows should appear in full screen mode.

***

## Toolbars

### Icons Sizing

Switch to large icons for improved visibility.

1. Right click on the tool bar and select **Toolbar settings...**
2. The **Customise shortcuts and Macro icons window **opens. In the **Shortcuts **tab, tick the **Large icons **check box.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/cUj9UO1cShluAGZRlpTcn_wdkjn4w2bco7uac8zlh4ax98p6vzkhu9xa.png" size="55" isUploading="false" initialPath="assets/wDKjn4w2BCO7Uac8ZLH4ax98p6VzkHu9xA.png" githubPath="en/Getting Started with Profile/General Information about Profile/assets/wDKjn4w2BCO7Uac8ZLH4ax98p6VzkHu9xA.png" position="flex-start" showCaption="false" indent="2"}

3. Select **Apply** and **OK**.
4. All of the icons should be bigger. 

:::hint{type="info"}
To revert back to the normal sizing of icons, simply untick the **Large icons** checkbox.

:::

***

### Shortcuts

Shortcuts can be used to access windows and views faster. They can be viewed and altered in the **Shortcuts **tab in the **Customise shortcuts and Macro icons** window. It may not be preferable to personalise shortcuts, in order to maintain consistency. 

### View the Shortcuts

1. Right click on the tool bar and select **Toolbar settings...**
2. The **Customise shortcuts and Macro icons window **will open.  
3. in the **Shortcuts tab**, each of the shortcuts for various windows/views are visible in the **Extra Shortcut** column. 

### Alter the shortcuts

1. Continue from Step 3 above and click on the appropriate window or view in the **Name ** column and then select the **Shortcut...** button. 
2. The **Shortcut Editor **will open
3. Press a key combination to be associated with the action and follow the additional instructions. 
4. Select **OK**.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/PsC6N_9oMRAe4bB2S_h_E_ucppbmlqo4l6kojcwo6tf9bphgbmciwtdw.png" size="55" isUploading="false" initialPath="assets/UcPpbmLqO4L6kojCwo6TF9BPhgbMciwtDw.png" githubPath="en/Getting Started with Profile/General Information about Profile/assets/UcPpbmLqO4L6kojCwo6TF9BPhgbMciwtDw.png" position="flex-start" showCaption="false" indent="2"}

5. The shortcut will now automatically appear when you enter in the appropriate shortcut. 

***

### Customise the Toolbar

Adding or removing icons to the toolbar can provide an ease of access to an array of functionality. 

### Add Icons to a toolbar

1. Click on the **More Buttons** downward facing arrow on the toolbar

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/QoS2YRbPjGB4KG9snHfsU_cotwjpoygs99d99z-dh-auj443wqntyjcg.png" size="10" isUploading="false" initialPath="assets/CotWjpOygs99D99Z-DH-AUJ443WqntYjcg.png" githubPath="en/Getting Started with Profile/General Information about Profile/assets/CotWjpOygs99D99Z-DH-AUJ443WqntYjcg.png" position="flex-start" showCaption="false" indent="2"}

2. Select **Add or Remove Buttons **icon.
3. Select **Customize**
4. From the **Commands** tab, highlight the appropriate item from the **Categories **column
5. Click on the chosen icon from the **Commands** column and drag and drop it onto the toolbar.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/OJzKIGSqlNjCPMTxAfmU4_i2s1jprwi1ilv3ti9tcnzgpugarpcxg9fg.png" size="65" isUploading="false" initialPath="assets/i2S1jPRwi1ilV3TI9TcnzgpuGARPCxg9fg.png" githubPath="en/Getting Started with Profile/General Information about Profile/assets/i2S1jPRwi1ilV3TI9TcnzgpuGARPCxg9fg.png" position="flex-start" showCaption="false" indent="2"}

6. The icon should now be added to the toolbar.

### :::hint{type="info"}
There is no limit to the amount of icons that can be placed on a toolbar.

:::Remove icons from a toolbar

1. Either drag and drop the icon off of the toolbar OR right click and select Delete.

***

### Create and Delete Multiple Toolbars

### Create New Toolbars

1. Click on the **More Buttons** downward facing arrow on the toolbar

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/QoS2YRbPjGB4KG9snHfsU_cotwjpoygs99d99z-dh-auj443wqntyjcg.png" size="10" isUploading="false" initialPath="assets/CotWjpOygs99D99Z-DH-AUJ443WqntYjcg.png" githubPath="en/Getting Started with Profile/General Information about Profile/assets/CotWjpOygs99D99Z-DH-AUJ443WqntYjcg.png" position="flex-start" showCaption="false" indent="2"}

2. Select **Add or Remove Buttons **icon.
3. Select **Customize**
4. From the **Toolbars** tab
5. Select the **New **button. 
6. Type in the name of the new toolbar. 
7. Find the toolbar and move it from the original toolbar by dragging and dropping it. 
8. Start adding icons as done in the Customise the Toolbar section of this article. 

:::hint{type="info"}
Toolbars can be moved around and placed wherever needed.

:::

### Delete Toolbars

1. Follow steps 1-4 in the Create New Toolbars section of this article.
2. Tick the checkbox next to the toolbar that is to be deleted, and push **Delete**.
3. Confirm your choice by selecting **Yes.**
4. The toolbar should now be gone. 

### Create/Delete Toolbar Groups

When using a lot of the toolbar icons, it is quite helpful to keep them categorised based on functionality. An example of this would be to categorise icons together to create groupings like administration, clinical, and communication.

### Create Toolbar Groups

1. Right click on a toolbar in a chosen location on the toolbar and click on **Begin a Group**
2. A separator will appear in the chosen location.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/K_5FEhc3ijn-zJdT3a-VP_4guc2duoohnmngmpte9j70bufax0d7f4oq.png" size="15" isUploading="false" initialPath="assets/4guc2duOOhNmnGmpte9J70BUFAx0d7f4OQ.png" githubPath="en/Getting Started with Profile/General Information about Profile/assets/4guc2duOOhNmnGmpte9J70BUFAx0d7f4OQ.png" position="flex-start" showCaption="false" indent="2"}

###  Delete Toolbar Groups

1. Right click near the separator in the toolbar and select **Delete**.
2. The separator should be gone.