When setting up members of Personnel, you can control the level of access each has to the Diaries of the others. This is done using the ‘Personnel and Resources’ item on the Core Menu in the Data Manager.
As with all Data Manager functions, selecting this item will produce a list similar to that shown below:
It lists all members of your company known to Enterprise 6 and should be kept as up to date as possible. Note that the list should not be confined to those staff actually using Enterprise 6 - it is important that sales people, remote users and staff whose time is charged to customers are also on Enterprise 6 so that reporting and time recording can be comprehensive.
Double-click on one of the lines in the list and then choose ‘Diary Access' and 'Diary Settings'.
Diary: Launch on Startup
If this person desires his Diary to be opened automatically when he starts Enterprise 6, that is recorded here. There is choice between the complete To Do list for the day and a more restricted To Do list of Priority 1 Items. Alternatively, choosing None means that the Diary does not appear on startup.
Simply click on the appropriate radio button.
Access to Diary of…
Hit the Modify button to bring up a window allowing access to other people's diaries. If this person needs to view other persons’ Diaries (perhaps as a Supervisor), select those people here. When doing a general search in the Diary (ie when using ‘View Diary’, not when using the ‘Check Diary’ functions), Enterprise 6 will only show those Diary Items belonging to individuals listed here. There is no need to put the person’s own initials here.
Diary access…
This is non-enterable and shows those people who have been granted access to that person's diary.
Diary Searches use whole Group
Switch this check box on if you would like the ‘Priority 1’, ‘To Do’, ‘Appointments’, ‘Done’ and ‘Calendar’ Check Diary functions when carried out by the member of Personnel whose record is on screen to find Diary Items relevant to all the Personnel in the same Personnel Group as that Person.
This setting is overridden by the ‘Access to Diary of’ included list described above. Therefore, if this check box is on, Diary searches will only find the Diary Items of the members of this person’s Group to whom he or she has access.
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. Macros are added to the Diary by creating a Diary Item with a Macro Code. Assuming this check box is on, the Macro will be played on the Date Do at the Time Do, providing that no other processes are open at the time.
The same background process is also used to periodically check whether any messages have come in that need responding to. There is a setting in the Core Data Section of Preferences to define the ‘Message Action’. This Action 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?’.
If Messages will be used often, it is a good idea to switch this check box on even for someone that doesn’t have access to the Macros volume.
If, when entering a new Company, someone’s initials are entered to the Salesperson field, and this check box has been switched on, Enterprise 6 will bring up a new Diary Item once the Company has been entered. This can be switched off at an individual Company level by means of the Call Back check box on the Company screen.
Day Start time & Day End
Enter in these fields the start and end times of the person's normal working day. These are used to set defaults in the way the Dairy displays.
Work Saturday & Work Sunday
Check these boxes if the person normally works opn a Saturday or Sunday.
Default time for Diary items
Enter the default length of any diary entry. If the default time is 30 minutes, for example, then entering a 1pm in the Time Do From field in the Diary will automatically enter 1:30pm in the Time Do To field. Please note that not all Diary screens display the latter field.
Actions tab
Hitting this tab brings up a pane that lets you configure Actions for that person.
Checking an item in the Available column will make that item appear in Action dropdown lists. Other Actions will still be enterable using their codes.
On Screen Reminder will give an alert before the Action is due to happen.
Reminder Time specifies the number of minutes before the Acction is due that the alert should appear.
Results tab
Hitting this tab brings up a pane that lets you configure Results for that person.
Checking an item in the Available column will make that item appear in Result dropdown lists. Other Results will still be enterable using their codes.
