To create a resource diary

The procedure to create a resource diary is as follows:

1. Navigate to Quick Menu > System > Configuration > Diaries. The Diary Details window is displayed.
2. Click on New Diary. All fields are activated ready for data entry 1.
3. Enter a Description for the new resource diary into the field provided 2.
4. Using the Company drop-down field, multi-select all companies for which this resource diary is relevant, or choose the All option, as required 1.
5. Choose an Effective from date for this resource diary i.e. the date on which the diary came into effect 3.
6. Choose an Effective to date if the resource diary expires on a specific date or to capture a change of circumstances; a blank field means the resource diary will be ongoing.
7. Using the Diary entity drop-down field, select the resource appropriate for the diary i.e. Contract, Inspector or User.
8. Using the Entity name drop-down field, select a parameter value from the filtered list of contracts, inspectors or user account names 4.
9. For a Slot based diary booking system, activate the tick box provided; otherwise a time based system will be configured 5.
10. Where appointment date selections outside of the target period are permitted for this resource, activate the Override allowed tick box provided.
11. Using the Assigned to calendar drop-down field, select the calendar structure to which the diary relates.
12. Click on Save. The new resource diary is displayed in the alphabetical list 6.

Tip

1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as appropriate; the All tick box will be automatically removed once an item is deselected.

Note

1 Upon first access, all fields are automatically activated ready for data entry; hence the New Diary button is inactive.

2 System validation rules ensure that the description entered for each new resource diary is unique for the effective period.

3 The Effective from date defaults to the current system date and cannot be left blank.

4 The applied filter will be governed by the Diary entity selection i.e. an entity of Contract will result in only contracts being displayed, an entity of Inspector will result in only inspectors being displayed, and an entity of User will reveal only system user accounts.

5 A slot based diary comprises a number of adjacent, equal time periods in which an appointment can be booked. The duration of an appointment can therefore be a minimum of one slot or any number of consecutive slots that most closely match the time required. In contrast, a time based diary is more flexible and accepts appointments for the exact time required. The specific appointment management approach will be set out in the terms of the contract.

6 To amend the details of an existing resource diary, select an entry from the alphabetical list, or type its name into the Search Diary field, and repeat steps 3 through 12. Only a limited number of fields can be updated once a record has been created.

See related topics...

To add a resource diary difference

To add a resource diary definition

To create a calendar structure

To add a new contract