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Preferences - Scheduling Window

The Preferences – Scheduling Window provides the ability to establish a specific set of options and default field values associated with the Scheduling Module's operation.

NOTE

Each user’s ability to override the default field values established in this window depends on security access rights assigned in the System Module’s Role Maintenance Application.

DIVISION NOTE

If your site islicensed for Division functionality and has the functionality activated in the PREFERENCES – SYSTEM WINDOW, the options and values you establish in this window are only associated with the division selected in the Divisions Tab. Quick holds currently use the Global division setting as quick holds are not currently controlled by divisions.

DIVISIONS AREA – FIELD DEFINITIONS

Division

Select one of the available divisions (as established by the Divisions Setup Window) to establish preference settings for that division in the Scheduling Preferences Tab Page of this window.

GLOBAL DIVISION NOTE

The preferences you establish for the Global division are used when preferences have not been set for a particular division (i.e., you have not added a row in this tab page for each division). The system will first look to the division preferences and if a particular division is not there it will use the settings for the Global division.

Active

Displays the active status of the current division (checked means it is active, unchecked means it is not).

NOTE

By default, this tab page only displays active divisions. You can remove that filter if you want to see inactive divisions. For information on the Filter Details Area and the Edit Filter Button, refer to the SEARCH LIST WINDOW topic.

 

SCHEDULING PREFERENCES AREA – FIELD DEFINITIONS

Quick Hold Phase

This field establishes a default Phase Field value for all new quick holds.

Setup / Bumper Display Mode

This field controls how the system displays setup and bumper times of order transactions (i.e., booking objects) in the Schedule Book.

• Included: Indicates that the total time of each transaction includes the values in the Setup and Bumper Fields of the transaction. The system will subtract the Setup and Bumper Fields’ times from the times specified for the transaction.
• In Addition To: Indicates that the total time of each transaction does not include the values in the Setup and Bumper Fields of the transaction. The system will add the Setup and Bumper Fields’ times as an extension to the times specified for the transaction.

EXAMPLES

Included: If the Begin/End Time Fields of a transaction runs from 1:00 PM to 4:00 PM with a Setup value of 60 minutes and a Bumper time of 30 minutes, the booking object displays as running from 1:00 PM to 4:00 PM with a shaded setup portion of the booking running from 1:00 PM to 2:00 PM and a shaded bumper portion of the booking running from 3:30 PM to 4:00 PM.
Included

In Addition To: If the Begin/End Time Fields of a transaction runs from 1:00 PM to 4:00 PM with a Setup Field value of 60 minutes and a Bumper Field time of 30 minutes, the booking object displays as running from 12:00 PM to 4:30 PM with a shaded setup portion of the booking running from 12:00 PM to 1:00 PM and a shaded bumper portion of the booking running from 4:00 PM to 4:30 PM.
NOTES

• Conflict checking does not calculate Setup and Bumper Field times if you select the In Addition To value.
• If you change the setting for this field, the system does not alter existing orders and transactions, but if they contain Setup and/or Bumper Field times, these will now display according to the new setting.

Conflict Display Mode

This field controls how the system notifies users when scheduling conflicts arise.

• Warning Only: Displays a warning message.
• Use Conflict Window: Displays the Conflicts Window with the newly added conflicting transactions and those existing transactions with which they are in conflict.

Shelf Edit

Use this field’s drop-down list to establish default functionality for the system to apply to the Shelf Field when users encounter it in new resource records. (It also controls default functionality in the Rental Module, if it islicensed.)

• Edit: Enables users to manually type values in addition to selecting those values found in the drop-down list.
• Select: Retains the field’s default attribute, which limits a user’s entry capability to values in the field’s drop-down list.

NOTE

The same-named field on the Movement / Other Tab of the Preferences – MetaVault Window controls the default functionality of the Shelf Fields for new media asset and movement records (if the MetaVault Library Module islicensed).

Order and Trx Row Description Default

Use this field’s drop-down list to determine the default source for values in the Row Display field on orders and transactions (bookings) when a value has not been manually entered: Customer Name, Job Description, or W/O Description. The Row Display Field will populate with the selected default when the order or transaction is saved and the field does not have a value at the time of saving.

ROW DISPLAY NOTE

Users can manually set the Row Display Field on orders and transactions (as well as other areas throughout the system), overriding any default values.

Additionally the Row Display Auto option available in the Display Pop-Up Window’s BAR TEXT WINDOW allows you to configure your bar text and hover text so the Row Display Field value on a booking’s transaction will take precedence when a value is present, without having to configure it so that both values display when only one or the other value is relevant.

(Resource) Barcode Prefix / Suffix

Use this field to establish a default prefix / suffix that the system will apply to the Barcode Field on scheduling resources when a RESOURCE TYPE is first assigned and the resource is saved.

• If the 'Barcode' field on a resource record does not already have a value, upon saving the record the system will apply the value in this field as a prefix to an automatically assigned barcode if the newly assigned resource type has an Auto Barcode Field value of Yes, with Prefix.
• If the 'Barcode' field on a resource record does not already have a value, upon saving the record the system will apply the value in this field as a suffix to an automatically assigned barcode if the newly assigned resource type has an Auto Barcode Field value of Yes, with Suffix.
• If the newly assigned resource type has an Auto Barcode Field value of Yes or No, neither a prefix nor a suffix will be assigned.

Refer to the Auto Barcode Field definition in the RESOURCE TYPE SETUP WINDOW for additional details about the automated barcode assignment process.

DIVISIONS NOTE

If you are using the Divisions functionality, the prefix / suffix is taken either from the value in this field for the division assigned to the scheduling resource or (if blank) the field value established for the Global division.

Although a different prefix / suffix may be set up per division in this window, you may only establish one value in the Last ID Field of the resource_barcode row on the TABLE LAST NUMBERS SETUP WINDOW, which controls the automated barcode assignment functionality. Custom programming is necessary to allow for different sets of numbers per division.

Update Transaction Phase when Setting Resource Inactive Date

Use this optional field’s drop-down list to define the PHASE that the system will assign to order and quick hold transactions for a SCHEDULING RESOURCE that is “inactivated.”

When the Inactive Date Field's value on scheduling resources is changed and the record is saved, the system will open a message window and ask users if they would like to assign the phase in this field to all order and quick hold transactions for the resource where the transaction Begin Date Field value is equal to or greater than the Inactive Date Field's value. Clicking the OK Button will prompt the system to proceed with the phase update process and the Cancel Button will prevent the scheduling resource record from saving. (If you want to inactivate such a resource, you will first need to adjust any future transactions assigned to the resource.)

NOTES

• Phases with PHASE CODES of BILL, APRV, or INV or ones with a PHASE TYPE FIELD value of Void will not be available for selection in this field. Additionally, any order transactions set to such phases will be excluded from the phase update process.
• Scheduling views can be created and saved that show inactive resources regardless of the value in this field if the 'Display Inactive Resources' field in the DISPLAY POP-UP WINDOW of the Schedule Book has been checked.
  Additionally, users may locate order and quick hold transactions via their respective search list windows regardless of the 'Inactive Date' field value the of scheduling resources assigned to them.
• If the 'Inactivate Date' field of a scheduling resource record is changed through an API and this field contains a value, the system will perform the phase update process as if a user clicked the OK Button in the message window.

DIVISIONS NOTES

• If you are using the Divisions functionality, you are required to set a value in this field for at least the Global division for this feature to be enabled. However, in the interest of consistent business practices, it is recommended that you only set a value for the Global division.
• When the phase update process is run, order transactions will be set to the phase established in this field for the division assigned to their associated orders. If an order is not assigned a specific division (it is set to a workgroup or to Global), the system will assign the phase defined for the Global division to order transactions. Quick hold transactions will always be assigned the phase defined for the Global division.

Quick Off Time Type

Establishes a default “off time” for the system to use when the Quick Off Time RIGHT MOUSE BUTTON COMMAND has been used on the Schedule Book.

Day of Year Baseline

Use this field’s drop-down list to control what numerical value – 1 to 365 (366 in a leap year) – appears in the Day of Year Field for a transaction line item in the ORDER TRANSACTIONS WINDOW and how the system determines which day a particular order transaction is supposed to fall under.

• Roster On: The Day of the Year Field will have a value based on an order transaction’s proximity to scheduled roster transactions for the same scheduling resource. If a transaction’s Begin Date/Time occurs within the range of a roster, the transaction’s Day of Year Field is set to match the roster’s Day of Year Field value. If the transaction does not overlap with a roster, the transaction’s Begin Date/Time will be compared to the End Date/Time of the roster scheduled within 24 hours prior to it and the Begin Date/Time of the roster scheduled within 24 hours after it. Based on which is closer, either the previous roster’s value is used, or the next roster’s value is used.
  NOTES
  • If no roster has been scheduled after a transaction, the transaction’s 'Day of Year' field is set by the roster within 24 hours before the transaction’s Begin Date/Time.
  • If no roster has been scheduled before the transaction, the transaction’s 'Day of Year' field is set by the roster within 24 hours after the transaction’s Begin Date/Time.
  • If no roster exists within 24 hours on either side of the transaction’s Begin Date/Time, the 'Day of Year' field is set by the transaction’s Begin Date/Time.
• Work Order (W/O): Day of Year' field Value is set to the day (1–365/366) based
• Begin Date: on the value of the Order Start Field value for the work order that is associated with the order transaction.
• Work Order (W/O): Day of Year' field Value is set to the day (1–365/366) based
• Trx Begin Date: on the value of the order transaction’s 'Begin Date' field value. (Default value.)

EXAMPLES

• Work Order (W/O): If work order is set for Tuesday, May 6, 2014 from 10pm to
• Begin Date: Wednesday, May 7, 2014 6am, and a transaction is set to Wednesday, May 7, 2014 from 1am to 5am, the transaction’s 'Day of Year' field value will be set to 126 (May 6) even though it occurs entirely on Wednesday.
• Work Order (W/O): If work order is set for Tuesday, May 6, 2014 from 10pm to
• Trx Begin Date: Wednesday, May 7, 2014 6am, and a transaction is set to Wednesday, May 7, 2014 from 1am to 5am, the transaction’s 'Day of Year' field value will be set to 127 (May 7).
• Roster On: If two rosters (i.e., Roster On line items on the Roster / Time Offs Tab Page of the Scheduling Resource Maintenance Application) are scheduled for a resource – one for Tuesday, May 6, 2014 from 10pm to 6am and a second on Wednesday, May 7, 2014 from 10pm to 6am – and a transaction is created for May 7, 2014 from 1pm to 11pm, then the transaction’s 'Day of Year' field value will be set to 126 (May 6) because 1pm is closer to the end time of the first roster (6am) than the begin time of the second roster (10pm). If the transactions Begin Date/Time is May 7 at 2:30pm, then the value is set to 127 (May 7) because 2:30pm is closer to the Begin Time of the second roster.
  NOTES
  • The 'Day of the Year' field in the Order Transactions Window may have a day value that ranges from 1 to 365 (366 in a leap year), with 1 always representing January 1 and 365 (or 366) always representing December 31.
  • If this field is set to Roster On, the 'Day of Year' field on a transaction will only be set for rosters scheduled 24 hours before or after the transaction. Standard logic does not ignore dates covered by a roster day off (e.g., the weekend). For example, a transaction scheduled on Monday will be compared to a roster scheduled on Sunday but not on the previous Friday.

CONFLICTS NOTE

If the 'Day of Year Baseline' field in this window is set to any value other than Roster On, and if a roster booking’s OFF TYPE has the 'Day' field checked, then a scheduling conflict only occurs when the day that the roster’s Trx Begin Date Field falls on matches the day of the 'Day of Year' field value for the related order transaction.

EXAMPLE

An OFF TYPE of Vacation has the 'Day' field checked. A scheduling resource is booked for a Vacation from Tuesday, May 6, 2014 from 12:00am to 11:59pm. A roster transaction is created for Monday, May 5, 2014 10pm through Tuesday, May 6, 2014 6am, and has a 'Day of Year' field value of 125, which is a Monday. A scheduling conflict will not be generated even though there is an overlap of six (6) hours on Tuesday, May 6, 2014.

Warn Not Default Group

Determines whether the system warns the user when assigning a Resource to a booking and the Default Group for the selected Resource does not match the selected Scheduling Group for the booking.

• No does not display a warning based on the resource's Default Group.
• Labor Only displays a warning for Labor resources only.
• All displays a warning for all resources.

E-Mail Booking Information

This field controls whether the system automatically prompts users to take advantage of the Resource E-Mail Notification process when they create new bookings or modify existing booking information.

Scheduling resources can only be eligible for this process if you first (1) set the E-Mail Booking Field on the IDENTIFICATION TAB PAGE of the resource’s record to E-Mail and (2) enter a valid e-mail address for the system to use in the E-Mail Address Field located on the same tab page.

Each time a user adds the scheduling resource to a new transaction booking (via the Schedule Book or the Order Transactions Windows) or edits the resource’s information in an existing transaction, the system automatically issues a “Yes/No” message window that gives the user the option to send or not send an e-mail to the resource.

For additional details and specifics, refer to the RESOURCE E-MAIL NOTIFICATION PROCESS topic.

Lock Off Time when Assigned to Entitlement

This field controls whether off time bookings are locked when linked to entitlements. No values on locked bookings may be edited.

• When checked, off time bookings are locked when they are assigned to an entitlement.
• Off time bookings linked to an entitlement will not be locked if this field is unchecked.

NOTE

Order transactions and quick holds are never locked when linked to entitlements.

Use Resource Qualification

This field controls the system’s ability to filter resources in transaction line items based on the Qualification Field values you assign to those resources.

Check RDO and Roster Off with WO / Quick Hold Conflicts

This field controls whether the system checks scheduled on and off times when performing conflict checking for order records and quick holds.

Use Gradient Colors

This checkbox controls whether scheduling groups, scheduling resources, and bookings in the SCHEDULE BOOK show with gradient colors (checked) or as one, solid color (unchecked). (The presence of a conflict will be indicated by a solid line at the bottom of a booking bar regardless of whether this field is checked or not, with the color of the conflict line as defined in the Colors Window accessed from the DISPLAY POP-UP WINDOW in the Schedule Book.)

NOTE

Regardless of the setting in this field, the MY SCHEDULE gadget in the Xytech Web Client interface will not display gradients on bookings.

Auto Check Personnel Rules on Roster Add

This field is only applicable if you are using the PERSONNEL RULES functionality.

If this field is checked, when a roster (time on or time off) is added via the Schedule Book or the Scheduling Resource Maintenance Application, the Personnel Rules check logic will run for the roster if the scheduling resource has an active Personnel Rule Set Field value defined.

Dup QH Add to Same Header

Controls the default value of the 'Add Under Same QH Header' field in the Duplicate Quick Hold Window.

• Deselected (not checked) 
• Selected (checked) 

Not Assigned Color

Determines the color of the visual block displayed in the top right corner of a booking block on the Schedule Book when the Transaction or WO related to the booking block requires a resource but one has not been assigned (or the Not Assigned Resource is assigned).

SCHEDULE BOOK SETTINGS TAB - FIELD DEFINITIONS

Agenda View

The schedule view that you enter into this field will be the one Xytech Web Client uses when users log in and access the MY SCHEDULE gadget. The view determines the colors, filtering, and what text is displayed on bookings. (The resource the gadget uses is the one defined in the 'Resource' field in the EMPLOYEE PROFILE created in the Contact Record, for the user logged into Xytech Web Client. Please note that the Contact will have to have a Scheduling Resource document created in order to be selectable in the 'Resource' field of the Employee Profile.)

Manually enter a SCHEDULE VIEW ID or use the Lookup Icon  to the right of the field to access a search list window that enables you to search for the desired view.

MY SCHEDULE FUNCTIONALITY

The MY SCHEDULE gadget allows users logged into Xytech Web Client to see their current schedule in a calendar format that can be set in Xytech Web Client to a daily mode, weekly mode, monthly mode, and a mode that displays a list of bookings for users as an agenda. Selecting the gadget opens a new dashboard pane set to the daily mode, but if you change the view mode and save the dashboard, that mode will also save.

While this gadget is intended to give users a quick glance at their schedule, it includes many of the features of the Schedule Book, such as, being able to open and edit bookings / rosters, booking bar text, and many default settings (ones defined in the scheduling view assigned to this field, system date and time settings, phase booking colors, etc.). You may not, however, move or create bookings directly from the gadget. (The Notes Area details more about what does and does not display and how they display.)

NOTES

• Conflicts will not display.
• Flag icons assigned to bookings will not display.
• Booking bar hover text will not display.
• The My Schedule gadget takes the following filter items from the DISPLAY POP-UP WINDOW settings saved to the schedule view selected in this field: Credit / Debit WO Field, Non-Scheduled Transactions Field, Bar Types Area, Phases Tab, and WO Types Tab.
• When saving a dashboard pane with the My Schedule gadget, Xytech Web Client does not save the date range showing; Xytech Web Client always shows the current date the next time the dashboard is opened.
• For all view modes (e.g., daily, monthly), the start and end hours will include all 24 hours regardless of the TIME POP-UP WINDOW settings saved to the scheduling view assigned to this field. Additionally all days of the week will be shown in the weekly and monthly view modes.
• Multi-day bookings will be split into separate schedule events for each day, so each event does not wrap days.
• While booking colors are controlled by the phase of the booking, color gradients are not used regardless of the setting in this window’s 'Use Gradient Colors' field.
• The 'My Schedule' application has been developed for Xytech Web Client Mobile. This allows it to run natively on either an iPhone or an Android device.

Schedule Book Refresh (Seconds)

Enter a numerical value between 15 and 89 (or zero) to define the number of seconds the system waits before it performs a screen refresh in the Schedule Book. The default value is 15 seconds. When a user changes tabs, the new tab will refresh immediately then the automatic refresh as defined in this field will start.

If you enter a zero (0) in this field, the Schedule Book will not automatically refresh. This, in effect, disables automatic refreshing.

For additional details on Schedule Book refreshing, refer to the SCHEDULE BOOK WALKTHROUGH topic.

NOTES

• The value in this field will not apply to Xytech Web Client. The Xytech Web Client version of Schedule Book will refresh at a default rate of approximately 15 to 30 seconds from the time a change is first saved to seeing the change refresh on users’ views.
• After changing the value in this field, it may be necessary to log out of Xytech for the new setting to take effect.
• When the system makes a check and nothing is found to be out of date because the server has yet to flag specific items as changed, you may have to wait until the next refresh interval to see an update.

When Dragging in the Book, Default Update the Entire Booking

This field controls the default value of the 'Update Entire Booking' field in the Edit Quick Hold and Edit Work Order Windows that appear when you move a booking in the SCHEDULE BOOK.

If this 'Update Entire Booking' field is unchecked, when moving a booking to a different time for a resource using the right mouse button menu technique, only the selected booking will be moved; the rest of the transactions on the corresponding work order will not be repositioned, but the work order's date and time fields may be expanded if the booking is set outside the original parameters. (This is the same functionality as using the left mouse button technique for moving a booking.)

If the field is checked, all bookings linked to the one you move using the right mouse button technique will be repositioned accordingly as will the entire work order and it's corresponding transactions (dates, times, etc.).

Display Daily Note When Schedule Book Opens

This field controls whether the system automatically displays the DAILY NOTE POP-UP WINDOW each time users access the Schedule Book (providing a note exists for the current date).

DIVISIONS NOTE

If you are using the Divisions functionality, the Daily Note Window will include a Division Field. This field allows you to save the Daily Note per division or globally, based on user security. The value in this field defaults to the division the current user is logged in under, but the user can change it as needed. Changing the value of the Division Field changes the Daily Note Window’s display to reflect the note saved for the selected division.

Schedule Book Snap to Day

When this field is checked and you use the Scroll Icons  in the Schedule Book (at the center, top above the booking grid) to advance or go back through time, if you stop scrolling in the middle of a date, the view will snap to the beginning of the date.

For example if the view's first interval of each day is 8:00 and the user drags and releases to 18:00 on Sunday March 1st this will now snap to 8:00 on Sunday March 1st.

NOTES

• This feature only applies if more than one day is displayed on the Schedule Book. If the interval is set so that less than a day is visible, dragging the Scroll Icon will remain where the icon was released
• Note that grabbing the Date / Time Row (the row directly above the grid) and sliding does not exhibit this functionality, only the Scroll Icon .

Snap to Intervals

When this field is unchecked, the Schedule Book drag-and-drop will function as it has previously.

When this field is checked, any new bookings or edits to existing bookings via mouse actions will “snap” to the tick line intervals.

• Tick line intervals can change based on the zoom level of the current view.
• Tick lines are displayed at the top of the grid.

Resource Violation Flag

This field has not been included on the standard layout, but it is available to be added to custom ones.

Use the dropdown menu to select where on the Schedule Book the Resource Violation Flag will be displayed. Choices are: Bar Upper Left, Bar Upper Right, and Bar Lower Left

Resource Violation Flag Color

This field has not been included on the standard layout, but it is available to be added to custom ones.

Use the dropdown menu to open a color selection window. You can either enter the hexadecimal color code in the top field (next to the '#' icon) or use the slider bar at the bottom to select a range of color (blue, red, etc) and then click in the field to select the exact color.

Click 'OK' when you have the correct color set for this flag.

Resource Warn Flag

This field has not been included on the standard layout, but it is available to be added to custom ones.

Use the dropdown menu to select where on the Schedule Book the Resource Warn Flag will be displayed. Choices are: Bar Upper Left, Bar Upper Right, and Bar Lower Left

Resource Warn Flag Color

This field has not been included on the standard layout, but it is available to be added to custom ones.

Use the dropdown menu to open a color selection window. You can either enter the hexadecimal color code in the top field (next to the '#' icon) or use the slider bar at the bottom to select a range of color (blue, red, etc) and then click in the field to select the exact color.

Click on OK when you have the correct color set for this flag.

Order Trx Inherits Roster Payroll Rule if Trx Begin Time Overlaps

This field is not included on the standard layout, but you may add it to custom ones. Additionally, this field is only applicable if you are using the PERSONNEL RULES functionality.

If a roster’s date / time range is created or updated and this field is checked, the Payroll Rule Field value of all overlapping transactions will be updated to match the roster.

Additionally, if a transaction’s date / time is changed and this field is checked, the Payroll Rule Field will update to match the roster that now encompasses the transaction’s begin date and time. This will override any manual updates that may have occurred.

NOTE

If a transaction is created by loading an order template, the template’s Payroll Rule Field value will override any other default value unless it the template value is blank. If it is blank, the functionality of this field will apply.

Use Advanced Resource Selection

This field is not present in Xytech Standard layouts but is available to be included in custom layouts.

This field is used to select the best Resource for the Job. There are certain factors that can influence the Resource’s ranking in addition to Qualifications and Preferences.  These factors are found on the Group level and are:

• If the Resource is set to work Abroad 
• If the Resource’s Location is different than the Order Transaction Activity Collection Site
  • This is only checked if Abroad = N. IF ‘Abroad’ is excluded from the parameters, Location is still ignored. 
  • There can be multiple Locations assigned to a Site record, if the Resource Location matches any, the requirement is met. 
• If the Order Transaction covers a defined Meal/Break on the Roster On 

 

EXCHANGE SERVER SETUP TAB - FIELD DEFINITIONS

DIVISION NOTE

If you are using the Divisions functionality, the following preference settings are by the division set on the work order linked to the booking.

Meeting Subject Template

This field is only available if you are using the MICROSOFT EXCHANGE SERVER INTEGRATION functionality.

Define a default meeting request subject in this field.

You can enter text and/or use “codes” for common job, work order, and transaction fields. Codes are Xytech database table and field names placed in brackets. The table codes are as follows:

• Job = JOB
• Work Order = WO
• Transaction = TRX

Table codes are separated from the field codes with a period: TABLE.field_name.

For example, you could enter the following text and codes combination as the default subject:

Xytech Work Order: [WO.wo_no_seq] [WO.wo_desc]

Meeting requests would be sent with the text Xytech Work Order: followed by the associated work order number and the work order’s description.

DIVISION NOTE

If your site islicensed for Division functionality and has the functionality activated in the PREFERENCES – SYSTEM WINDOW, the options and values you establish in this window are only associated with the division selected in the Divisions Tab Page. When setting up meeting request templates, you have to set up templates for each division that will be assigned to orders. Quick holds currently use the Global division setting as quick holds are not currently controlled by divisions.

Meeting Body Template

This field is only available if you are using the MICROSOFT EXCHANGE SERVER INTEGRATION functionality.

Define the default body of meeting requests in this field.

You can create multiple lines of text and “codes” that will populate the body of meeting requests. In addition to the table and field codes described in the Meeting Subject Template Field definition, you also have another code (LIST) that allows you to list details from the transactions of all the other bookings linked to the work order for a given meeting request. In other words, you will be able to show information in the meeting request body relating to all of the bookings on an order.

Here are some examples of codes that can be included in the body of a meeting request:

• [JOB.job_desc] – Description from the job
• [WO.wo_desc2] – Second description from the work order
• [TRX.group_code] – Group code from the booking transaction linked to the meeting request
• [LIST.group_code] – Group code from ALL of the transactions on the work order in a list form

TIP!

Use the DOCUMENT PROMPTS WINDOW (accessible from the LAYOUTS WINDOW) for the Job, Work Order, and Order Transactions documents to see other database field names that you can add to your template. (Not all fields in the Document Prompts Window can be added to the template, e.g., notes fields.)

EXAMPLE

• Meeting Body Template field values:
• Job: [JOB.job_no] [JOB.job_desc]
• Work Order: [WO.wo_no_seq] [WO.wo_desc]
• Other Bookings: [LIST.group_desc], [LIST.resource_desc]
• Customer: [WO.customer_name]

Resulting meeting request body:

• Job: 123 Job Description
• Work Order: 456-1 Work Order Description
• Other Bookings: GROUP DESCRIPTION A, Resource Description A
• Other Bookings: GROUP DESCRIPTION A, EDITORS Resource Description B
• Other Bookings: GROUP DESCRIPTION B, Resource Description C
• Customer: Customer Name

NOTE

Quick holds ignore rows that have fields from the job or work order tables.

DIVISION NOTE

If your site islicensed for Division functionality and has the functionality activated in the PREFERENCES – SYSTEM WINDOW, the options and values you establish in this window are only associated with the division selected in the Divisions Tab Page. When setting up meeting request templates, you have to set up templates for each division that will be assigned to orders. Quick holds currently use the Global division setting as quick holds are not currently controlled by divisions.

Meeting Location Template

This field is only available if you are using the MICROSOFT EXCHANGE SERVER INTEGRATION functionality.

Use this field to establish a default value the system will enter in the Location Field of meeting requests.

Much like the Meeting Subject Template Field, you can enter text or use “codes” for common job and work order fields to define a specific field on the job or order that will default as the Location Field value for meeting requests.

Include Setup / Include Bumper

These fields are only available if you are using the MICROSOFT EXCHANGE SERVER INTEGRATION functionality.

These fields allow you to add the setup and bumper times from a booking’s transaction to the Start and/or End times of meeting requests.

Configure Exchange Server Invites Using Event Triggers

When this box is checked, the Event Trigger application will be used to configure the conditions and content of Outlook Calendar Invitations sent by the Xytech Exchange Calendar integration.

When this box is unchecked, the content of Outlook Calendar Invitations sent by the Exchange Calendar integration are configured on the Exchange Server tab of Scheduling Preferences

NOTE

If Event Triggers are used to configure the Exchange Server Invite feature, sites must create an Event Trigger for each condition where a new Outlook Calendar Invite will be generated, or where an existing Outlook Calendar Invite will be updated, with the exception deleting a Transaction. 

If a Transaction is deleted, and an Outlook Calendar Invitation has previously been sent, the existing Outlook Calendar Invitation will be Canceled.  To cancel Outlook Calendar invitations that have been previously sent when a Transaction is updated to Phase = VOID, an Event Trigger with the ‘Cancel Invitation’ Notify Type must be configured.

Proxy E-Mail Account

This field is not included on the Xytech Standard layout, but it is available to be added to custom layouts.

This field has no standard functionality, but is available for custom integration programming.

EVENT TRIGGERS NOTE

If you are using the EVENT TRIGGERS e-mail notification functionality, you may have to establish an e-mail address in the Proxy E-Mail Account Field that the system will use as the “From” e-mail address on the e-mail notification. (Generally, the system uses the e-mail address established in the E-Mail Field of the PREFERENCES – SYSTEM WINDOW as the From Field value on e-mails.)

 

 

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