Creating Bulk Diaries

The function of the Bulk Diary process is to create the same Diary entry for multiple Entities.
Diary entries can also be maintained through the following applications:
- My To-Do List - maintain Diary entries for all Entities related to the User logged in: Managing My To-Do List
- Diary - maintain Diary entries for a selected Entity: Entering Diaries
- Diary tab of the Lease screen - maintain Diary entries for a selected Lease: Maintaining Leases: Diary Tab

Processors

Bulk Diary

Mandatory Prerequisites

Prior to running the Bulk Diary Process, refer to the following Topics:

Action Group - Maintaining Groups (Generic)

Event - Maintaining Events
Escalation Profile - Maintaining Escalation Profiles

Screenshot and Field Descriptions

Type: this is a drop down list of Entity types to record the Diary entry for.

Entities table: this lists the Entity records to create the Diary entry for. The check box in the Process column can be clicked to include / exclude Entities.

Date: this is the due date of the Diary entry.

Event: this is the Event type for the Diary entry.

Review: this is the Lease Review Profile associated with the Diary entry. It will default to the value set up for the Event.

This field is only visible when Lease is selected in the Type drop down list.

Entry: this is free form text describing the Diary entry. It will default to the value set up for the Event.

Action-G: this is the Action Group of users who are responsible for the Diary entry. It will default to the value set up for the Event. Either this or the Escalation must be supplied.

Reminder From: this is the date that the Action Group of users will start to be reminded from. This date can be automatically calculated based on the reminder period set up for the Event.

Escalation: this is the Escalation Profile associated with the Diary entry for alerting different Action Groups of users at certain times for the Diary entry. It will default to the value set up for the 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.

Complete: this check box is for denoting that the Diary entry has been actioned and considered complete.

How Do I : Run the Bulk Diary process

At the Type field, select an Entity type.
The list of Entities to create the Diary entry for will be displayed in the Entities table. Click the check box in the Process column to include / exclude Entities. In addition, if required, filter the Entities table for specific Entities to process. Refer to How Do I : Create a Filter on a Grid to see how to do this.
At the Date field enter or select the due date of the Diary entry.
At the Event field, locate the Event relating to the Diary entry.
Based on the Event selected the Review, Entry, Action Group, Escalation and Reminder fields may be automatically populated. Amend any of these fields if required.
If Lease is selected in the Type drop down list and a value has been entered in the Review field, the Application tool-bar push button: Review will be visible. Click this to open the Lease Review Profile application to adjust the values if required. Refer to Maintaining Lease Review Profiles for field descriptions.
If a Recurrence pattern needs to be set up click the Application tool-bar push button: Recurrence. Refer to Create Diary Recurrences for creating Daily, Weekly, Monthly or Yearly diary recurrences.
Click the Application tool-bar push button: Add
Confirm that you wish to add the new Diary entry to all the Entities.