The Diary Manager requires some setting up work to be carried out in the Data Manager before it can be used. Actions and Results are set up using the Others menu, while the level of access allowed to each member of Personnel is determined using the Access Rights section of the Personnel screen. Finally, there are some settings in Preferences that require consideration.
The Core Data section of Preferences contains some settings that have an effect on the behaviour of the Diary. These are described below. Other fields on this screen are described in the Core Data manual. First select ‘Preferences’ from the Core menu in the Data Manager and then select ‘Core Data’ from the Section menu.
Default Priority
When creating a new Diary Item, its priority will default to this setting.
Letter Action
This field has two uses. First, when entering Diary Items, if you leave the Action Code field blank and enter a Document Code, the Code entered here will be used as a default Action Code. Second, if you perform a mailshot in the WP volume, you can ask Enterprise 6 to record automatically in the Diary against each Company the fact that a letter has been sent to them. Enterprise 6 creates Diary Items for each Company, with the Code entered here as the Action Code.
Quote Action
Several volumes have a Quotation WP function (or an Estimate WP function, depending on the Terminology used). If this function is used, a record is placed in the Diary that a quotation has been sent to the Company concerned. The Code entered here is used as the Action Code.
Message Action
On the Access Rights screen of Personnel setup, there is a check box ‘Check Diary Macros and Messages’. If switched on, this user will always have an extra process (launched on startup) that periodically checks to see if there are any Macros in the Diary that need to be performed. If switched off, then Macros in the Diary for that user will simply be ignored. The same background process is also used to periodically check whether any messages have come in that need responding to. The Message Action defined here is searched for in the Diary once every minute, and a message will appear informing you if any are found. If just one is found, it says who the message is from and gives a brief version of the Description text. If more than one is found, you are just told how many items there are, and asked ‘Do you wish to see them?’.
Diary Time Check
The Diary contains a Time Conflict Checking feature whereby any Diary Items being entered with a Time To Do that has already been used for another Diary Item for the same person will cause a warning. Please refer to the Reference section on the Diary for more details of this feature. The feature is controlled using this setting. It is a Time field which should either be left blank, which means ‘perform no Diary Time Conflict Checking’, or should filled in with a time, for example 01:00 or 02:00. This represents the precision with which you want the conflict checking to work: a time of one hour means ‘give a warning of conflicts when the times clash within the hour’. In other words, if one appointment is set for 11am, another at 11:59 would conflict, while one at 12pm would not. Unfortunately, if this feature is enabled, the time taken to save a Diary record will be a little longer.
Black & White Calendar
The Calendar has a function assigning colours to events taking place on each date. These will not be seen on a black & white monitor, so you may set B&W here.
Show Calendar Pictures
You may, if you wish, display any colour or black & white image alongside the Diary’s Calendar dates - if so, this box should be checked. The images are stored in the Pictures file (accessible on the Core Menu in the Data Manager). Create twelve records with Picture Codes of ‘January’, ‘February’ and so on and paste in the pictures and these will then be used when displaying the Calendar. Note that displaying these images may have a detrimental effect on Enterprise 6’ operating speed.
Dial Synchronously (Slower)
The [Dial] button on the buttons palette may be used to remotely dial the number of the Company shown in any Diary Item. If you have a compatible telephone, it will dial the number from the tones emitted by your computer’s speaker. Slowing down the speed with which these tones are generated will reduce the possibility of a wrong number.
Ignore Prefix of
If you will use Enterprise 6 to dial your Companies in the manner described above and you have entered telephone numbers in the Companies file with dialling codes, even those in your own STD area, you are likely to generate a BT error. For example, if you work in the 0171 area, your ‘phone numbers are likely to be prefixed by this in the Companies data, but you cannot dial 0171 successfully. Enter here your STD code to prevent Enterprise 6 from dialling it.
Default to Call back if Sales Person
This will check the 'Call back' checkbox if you are entering a Company and are a Sales Person
