Within the system there are various places where you can add Text Notes & Warnings to records such as clients, candidates, vacancies and bookings. This article goes through the various types of text you can add and where/how to set them up.
CONTENTS
TABLE OF CONTENTS
Overview
At the top of various records throughout the system (Companies, contacts, candidates, vacancies, etc) you will see a small notepad icon. Clicking the icon will display a list of TEXT notes that have been associated with the relevant object. These text notes can be pop-up warnings or just simple bits of text relevant to the particualr cleint/candidate/vacancy you are viewing at the time.
Any of the text items which are in use are indicated with an asterisk (*) to let users know that there is some text stored against that option.
Setup
To add or amend the Text options which are setup go to
Maintenance > Setup > Code Tables
Select system area as C - Contact Management then choose code table Free Text [230]
Tick Extra Info [ ] to see the options.
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Adding a new Text Code
Go to Code Tables, and open code table Free Text Code [230]
Tick Extra Info [ ]
Scroll to the bottom of the list of code and add a new CODE, press <Tab> and enter a Description.
Set the OBJECT to specify where ist will be seen/used.
Complete the rest of the 'Extra Info' to specify how it will behave.
Column | Details |
CODE | The CODE for this particular text item (max 6 characters) |
Description | The Description for this text item, e.g. Client Warning |
Object | Where the text appears/is used. options are CAND, COMP, SITE, VAC, MAT, BOOK, IQ, SYS, TIME |
Warning | Set this to 1.0 to make the text pop-up as a warning when the object is opened. |
Book Warn | Set to 1.0 to make this pop-up when making a TEMP booking |
Planner | Set to 1.00 to make this appear to the right of the PLANNER |
Plain Text | Force this to be 'Plain Text' when used as a merge field. |
Edit Pri | Specified the priority level needed to be able to edit the text, e.g. setting to '80' will mean that a user would need to be priority 80 or higher to edit this. |
Book Audit | Only works if the object is BOOK. Set this to different values to change behaviour. 1=On OK, 2=On Cancel, 4=Unfilled, 8=Filled (Can be added together) e.g. to Log when made filled, or on cancel, set this to 10 (8+2) |
TS Warn | Set to 1.0 to make the text pop-up as a warning when entering timesheets. |
Details about OBJECT
CAND - Associated with a candidate/worker record.
COMP - Associated with a client/company record.
SITE - Associated with a specific 'Branch' of a company (accessed with Branches icon in toolbar).
VAC - Associated with a Vacancy record.
MAT - Associated with a MATCH record (as seen on the [Matches] or [Work History] tabs).
BOOK - Associated with a temp Booking, available in the 'Booking Entry' screen.
TIME - Associated with the TIMESHEET Entry record (Combi sheet) NB: Text here cannot be 'Warning' (pop-up)
*IQ - Available within IQ Report to be used for description of report.
*SYS - System text - Available within [Edit] from system Login screen. Used for holding 'snippet' text for branding etc.
* - These object types are mainly for Influence use, and are generally not recommended for use by users.
How it Works
Simple Text Note
You can add a simple text note. This will provide a way to record additional information that does not fit easily elsewhere in the system.
Example of a Client Warning
CODE | Description | Object | Warning |
CLIDIR | Direction to site | COMP | 0.00 |
To see the text, click the notepad and then choose the relevant text item,
Warning Note
You can add a Warning. This will pop-up with information every time the relevant object is opened.
(e.g. Candidate, Client, Vacancy, Site)
Example of a Client Warning
CODE | Description | Object | Warning |
CLIWAR | Client Warning Text | COMP | 1.0 |
Booking Warning
You can add a Booking Warning. This will pop-up with information every time a booking is made. Is it displayed in the Booking Entry form.
Example of a Candidate Booking Warning
CODE | Description | Object | Warning | Book Warn |
CANBK | Candidate Booking Warning | CAND | 0.0 | 1.0 |
Planner Information/Text
You can add some planner text to a candidate. This will display information as a 'hover tip' to the right hand side of the planner when viewing that candidate.
Example of a Candidate Planner Text entry
CODE | Description | Object | Warning | Book Warn | Planner |
CANPLN | Candidate Planner Text | CAND | 0.0 | 0.0 | 1.0 |
Timesheet Warning Text
You can add a Timesheet Warning to objects such as Clients, Sites or Candidates.
Text added as a warning will pop-up within TIMESHEET ENTRY whenever either the 'combi sheet' or the [Weekly] timesheet is opened.
Example of a Client Timesheet Warning
CODE | Description | Object | Warning | ... | TS Warn |
TSCOMP | Client Timesheet Warning | COMP | 0.0 | ... | 1.0 |
Example of a Company Timesheet Warning Text
The information will pop-up as a warning whenever the Combi Sheet or [Weekly TS] record is opened.
NOTE: These Timesheet warnings will only pop-up once even if there are multiple timesheets to which the warning is applicable. EXAMPLE: If there is a timesheet warning against client Big Ponds, and there are several workers with timesheets at that client, only the FIRST set of timesheets opened will display the warning associated with the client. Subsequent timesheets opened for this client will not pop-up the warning info. |
Timesheet Text (information)
You can add a free text note associated with the Timesheet object. Text associated with this object will be available at the top of the 'Combi sheet' when entering timesheet information. It can be used as an area to store specific information associated with that one timesheet.
Example of a Client Timesheet Warning
CODE | Description | Object | Warning | Book Warn | Planner |
TSINFO | Timesheet Information/Note | TIME | 0.0 | 0.0 | 0.0 |
Example of Timesheet information text
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