Scheduling Day Formats Maintenance

Use Scheduling Day Formats Maintenance to maintain formats for each type of day.  Day formats are work day schedules and are used for creating the available time slots in the master schedule used for scheduling service appointments.  Day formats allow you to customize the schedule to suit your organization's needs.  For example, using a day format you can reserve certain times in the day for performing specific tasks or resolving specific problems.  Set up as many day formats as you need and also include formats for special types of days such as holidays and off time for vacations and sick time, if needed.

Tip:  For more information about working with data in fields, see the Data Entry Guidelines.

Directions:

To see directions for...

• Opening Scheduling Day Formats Maintenance, click More.

   

  1.  Click Schedule Appointments .

  2.  Click File Maintenance from the Scheduling Menu.

  3.  Click Format.

  4.  Click Day Formats.

   

  Scheduling Day Formats Maintenance Window Example:

  

   

• Creating a Scheduling Day Format, click More.

   

  Scheduling Day Formats Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Format ID	Enter the unique identifier for the day format, then click Retrieve , or press [ENTER]. (up to 20 characters) Or, to look for an existing day format, click Search .  From the Search list you can select the record to change or delete. Tip:  If you are building a new Scheduling day format, New  displays near the Format ID.  Default entries display and the first field is highlighted to let you know you can begin entering information.
  	To update the new or changed information, click Save or press [ENTER]. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save new or changed records.
  Format Name	Enter the name for day format. (up to 40 characters)
  Format Notes	Enter the text for the notes associated with the day format, if applicable. (up to 60 characters)
  Day Begin Time	Enter the time the day starts for the day format. (hh:mm, 24 hour military time) Tip:  You may want to include extra time before the day starts and after the day ends as there may be occasions to schedule appointments during that time.
  Day End Time	Enter the time the day ends for the day format. (hh:mm, 24 hour military time)
  Individual Day Format Time Slots The day can be broken into parts, if desired.  To do this, add a line for each part of the day.  For example, if there is a period of the day that is reserved for lunch and should not have work scheduled, include that time period in the day format.  Create a problem/task code for times in which nothing should be scheduled, such as Do Not Enter or Do Not Book to use in these periods of time.
  Territory	Enter the territory code to assign to this time slot within the day format. (up to 3 characters) REQUIRED
  Start Time	Enter the start time for this time slot within the day format. (hh:mm, 24 hour military time)
  End Time	Enter the end time for this time slot within the day format. (hh:mm, 24 hour military time)
  Problem/Task/Set	Enter the problem/tasks allowed or reserved for this time slot within the day format.  This field is optional and can be left blank to include all problem/task codes. (up to 3 characters) Note:  Although problem/task codes may be assigned for the time slot, a different problem task code can be assigned when creating the appointment.  In this situation, the Schedule Appointment window will display Override to alert the user as seen in this example:
  Duration	Enter the amount of minutes you want to see between each time slot within the day format. (3.0 numeric)
  Slots	Enter the number of slots or how many appointments to see between each time slot within the day format. (2.0 numeric) Tip:  Slots allow you to book multiple appointments for the same time period.  This can be handy if you have technicians that work in teams.  For example, if you have a team of 3 technicians you can assign 3 slots for a time period.  This will allow appointments for each tech to be booked for the same time period. Example of Schedule with 3 slots:
  	To add this line to the day format, click Add Line.
  	To remove this line from the day format, click Delete Line.

   

• Editing a Scheduling Day Format, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  1.  To display the format to be changed, enter the Format ID and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  
  Tip:  If you do not know the format ID, you can click Search  to see a list of day formats.

  2.  To change a specific line, click to bring it to the work area.

  3.  Enter the changes.

  4.  To complete the edit process, click Update Line and then click Save , or press [ENTER].
  Keyboard shortcut:  [ALT + s]

   

• Deleting a Scheduling Day Format, click More.

   

  1.  To display the format to delete, enter the format ID and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  Tip:  If you do not know the format ID, you can click Search  to see a list of day formats.

  2.  Click File from the Menu Bar, and next click Delete.
  Keyboard shortcut:  [ALT] [f] [d]

  3.  At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.

  Example:

  

   

  Note:  After you click Proceed, you will see the following message on the Status Bar.