Booking Entry Audit

After release 1.00.19.298 a new feature has been added to create a Booking Entry Audit.

Effectively each time a user opens a Booking Record, they can be forced to record a reason why they opened that record before they are allowed to exit.

Contents (Click an Item to Jump to that section)

How it Works
System Setup

1) Add Free Text Code

2) Set Value of Booking Audit

Adding Booking edit reason codes

How it Works

Whenever a booking is opened, upon trying to exit from the screen using a combination of [OK] and/or [Cancel], the system will prompt the user to record a REASON why they opened that booking before allowing them to exit.

When you open a booking Entry screen these historic audit notes can be seen by clicking the notepad/text icon at the top of the screen. This will show a list of previous recorded edit/audit reasons, dates and listed chronologically.

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System Setup

In order to activate the new feature, it is necessary to create a new FREE TEXT [230] code for Booking Audit, and create some BOOK EDIT REASON [237] codes for users to select.

The basic process is
1) Add a new FREE TEXT [230] code for Booking Audit (BKAUD)
2) Add some new Booking Edit Reason [237] codes.

Having done that the new feature will start working the next time users login.

1) Add a Free Text Code for Booking Audit

- Go to Maintenance > Setup > Code Tables

- Choose Contact Management and open the Free Text [230] code table.

- Create a new code such as BKAUD - Booking Audit, then tick Extra Info [   ]

- Make sure to set the [Plain Text] column to 1.0 (or higher)

- Use the [Book Audit] column to activate the feature. (Set to a value between 1 - 15)
(See below for details on how to decide which value 1-15 to choose)

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2)How to set the value of the Book Audit Column

When deciding to use booking audit, there are 4 features which can be enabled in various combinations.

[1] OK Button  - Do you want the system to force a reason when [OK] is pressed?
[2] Cancel Button - Do you want the system to force a reason when [Cancel] is pressed?
[4] Unfilled Bookings - Is a reason required for Unfilled bookings?
[8] Filled bookings - Is a reason required for Filled bookings (i.e. those with a worker)?

Example:
If you only want to record an audit if the [OK] button is pressed, but you want this for Filled and Unfilled bookings, then you need: 1+4+8 = 13 so set the Book Audit to 13

Example2:
If you want to record an audit when [OK] or [Cancel] is clicked but  only for Filled bookings (i.e. Those where a candidate has been assigned) then you need:
1+2+4 = 7 so set the Book Audit column to 7

Essentially, pick the features you want, add up the total for these options and set the Book Audit column to that number.

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Adding Booking Edit Reason codes

- Go to Maintenance > Setup > Code Tables

- Choose Contact Management and open the Booking Edit Reason [237] code table.

- Create new codes such as  CAN - Cancel pressed, ENQ - Enquiry Only, CORR - Corrections made, etc.

- Use the 'When' column to decide when these reasons will be available.

There are 3 options for when these codes might be available.

(0) - This reason is always available.
(1) - This reason is only available when [OK]/[Apply] is clicked.
(2) - This reason is only available when [Cancel] is pressed.

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