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Maintaining Events

• Events are defined types of occurrences such as reviews, audits, maintenance activities, inspections etc.
• They are used when creating Diary and To-Do list entries and contain default values to help with entry.
• A reminder feature alerts groups of users to the event according to conditions that you have set up.
• An Escalation Profile can also be assigned to escalate the event to a different group of users.

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Mandatory Prerequisites

Prior to creating an Event, refer to the following Topics:

• Action Group - Maintaining Groups (Generic)

Screenshot and Field Descriptions

Type: this is a drop down list of the Entity types that Events can be set up for.

 

Event: this is the primary identifier for the Event.

 

Group: this determines the Entity Group that the Event can be used for. If left blank the Event can be used for all Entity Groups.

 

Icon: this is a drop down list of icons to associate with the Event. It is displayed on Diary type screens throughout the system as a visual cue to what Event the Diary entry is for.

 

Text: this is free form text describing the Event.

 

Use Event text for Entry text: click this check box if the Event Text should be used as the default Entry text when creating a Diary entry.

 

Action-G: this is the default Action Group of users that will be responsible for any Diary entries for this Event.

 

Reminder: this is the default number of days the reminder date will be prior to the date of the Diary entry for this Event.

 

Escalation: this is the default Escalation Profile associated with any Diary entry for this Event.

If an Escalation is entered then any values in the Action-G and Reminder fields are automatically cleared as they are no longer required.

Sequence: this is the sequence number for the Event. It is used for ordering the Events displayed in the Event Search window.

 

History: this check box is no longer in use.

 

Budget: this check box is no longer in use.

 

Review: this is the default Lease Review Profile associated with any Diary entry for this Event. This field is only visible when Lease is selected in the Type drop down list.

How Do I : Add a new Event

1. Select the Entity the Event is for in the Type drop down list.
2. At the Event field, enter a new Event ID.
3. At the Group field, locate the Entity Group for the Event if required. Leave blank if the Event is for all Groups.
4. Select an icon to associate with the Event from the Icon drop down list.
5. At the Text field, enter the description for the Event.
6. Click the Use Event text for Entry text check box if the Event Text should be used as the default Entry text when creating a Diary entry.
7. At the Action-G field, enter the default Action Group of Users that will be responsible for any Diary entries for this Event. Alternatively, leave blank and enter a value in the Escalation field.
8. Enter the default number of days prior to the date of the Diary entry that the reminder date should be in the Reminder field.
9. At the Escalation field, enter the default Escalation Profile to associate with a Diary entry for this Event. Alternatively, leave blank and enter a value in the Action-G field.
10. If required, enter a number in the Sequence field, to sort the Event in the Event search window.
11. If Lease is selected in the Type drop down list, the Review field will be visible. Enter the default Lease Review Profile to associate with any Diary entry for this Event.
12. Click the Application tool-bar push button: Add.
13. Confirm that you wish to add the new record.

How Do I : Modify an existing Event

1. Select the Entity the Event is for in the Type drop down list.
2. At the Event field, locate the Event.
3. At the Group field, locate the Entity Group for the Event if required. Leave blank if the Event is for all Groups.
4. Select an icon to associate with the Event from the Icon drop down list.
5. At the Text field, enter the description for the Event.
6. Click the Use Event text for Entry text check box if the Event Text should be used as the default Entry text when creating a Diary entry.
7. At the Action-G field, enter the default Action Group of Users that will be responsible for any Diary entries for this Event. Alternatively, leave blank and enter a value in the Escalation field.
8. Enter the default number of days prior to the date of the Diary entry that the reminder date should be in the Reminder field.
9. At the Escalation field, enter the default Escalation Profile to associate with a Diary entry for this Event. Alternatively, leave blank and enter a value in the Action-G field.
10. If required, enter a number in the Sequence field, to sort the Event in the Event search window.
11. If Lease is selected in the Type drop down list, the Review field will be visible. Enter the default Lease Review Profile to associate with any Diary entry for this Event.
12. Click the Application tool-bar push button: Change.
13. Confirm that you wish to change the record.

How Do I : Delete an Event

1. At the Event field, locate the Event.
2. Click the Application tool-bar push button: Delete.
3. Confirm that you wish to delete the record.

Related Topics

Events are associated with the following Topics:

• Groups (Generic) - Maintaining Groups (Generic)

• Action Group - Maintaining Groups (Generic)

• Lease Diaries - Maintaining Leases: Diary Tab

• Diary - Entering Diaries
• Escalation Profiles - Maintaining Escalation Profiles
• Lease Review Profile - Maintaining Lease Review Profiles
• Lease Option Profile - Maintaining Lease Options Profiles
• My To-Do List - Managing My To-Do List

• Bulk Diary - Creating Bulk Diaries