Scheduling Year Formats Maintenance

Use Scheduling Year Formats Maintenance to build each day of the schedule for individual technicians.  For each technician you will assign the default day formats for the year and then assign day formats for specific dates that need to be different than the default.  The Year Format information is used to display the schedule.

Notes:  

• Before the start of a new year, check to verify that your schedule is set up.  If it is not, then maintain the scheduling year formats.  

• Before maintaining the year formats for the first time, you must maintain the day formats for the technicians.

• Setting up only the default line will fill out the whole year.  There is no need to fill out each day individually unless certain days need to be different.

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

Directions:

To see directions for...

• Opening Scheduling Year Formats Maintenance, click More.

  1.  Click Schedule Appointments .

  2.  Click File Maintenance from the Scheduling Menu.

  3.  Click Format.

  4.  Click Year Formats.

   

  Scheduling Year Formats Maintenance Window Example:

  

   

• Creating a Scheduling Year Format, click More.

   

  Scheduling Year Formats Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Technician	Enter the technician ID to be assigned to the year format and then and click Retrieve , or press [ENTER]. (up to 3 characters) Or, click Search to look for a technician.
  	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.
  Year	Defaults to the current calendar year.  To change, enter the calendar year for the technician year format. (4.0 numeric, ccyy)
  	To display the technician's daily schedule for the specified year, click Load.
  Default Day Formats for Each Day
  Monday - Sunday	the first line of the schedule contains the default day format for each day of the week.  This means that each day of the year will be set to the default format for that day.  To assign the default values, click the first line and follow the steps below. After the default day format is set, you can assign a different day format for an individual date by clicking the line with the specific day to change.  This allows you to accommodate unique days such as holidays and vacation days. To assign a day format to a specific date: 1.  Click to highlight the line to change. 2.  In the box beneath the specific day of the week, enter the day format for the technician. 3.  Click Save to complete the changes. 4.  Repeat these steps for each day of the year that needs a different day format than the default format currently assigned. Note:  To search for the desired day format ID, click Search .

   

• Editing a Scheduling Year Format, click More.

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

  1.  To display the schedule to be changed, enter the technician ID and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  
  Tip:  You can click Search  to see a list of year format records.

  2.  Enter the year to change, then click Load.

  3.  Find the date to change and click to highlight the line for that week.

  4.  To change, click the box below the desired day and then enter the new format ID.

  5.  To complete the edit process, click Save , or press [ENTER].
  Keyboard shortcut:  [ALT + s]

   

• Deleting a Scheduling Year Format, click More.

  1.  To display the schedule to be deleted, enter the Technician ID and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  Tip:  You can click Search  to see a list of year formats.

  2.  Click File from the Menu, 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.