The scheduler is a very powerful tool for keeping track of assigned work. It allows you to assign contacts to work orders for whatever amount of time you choose and on whatever day you choose. This manual will show you how to use the various functions of the scheduler and take you through examples, step by step.
The Scheduler tool gets all of its assignment information from the assignments table. When viewing any work order in the detail view, you'll see a table called "Assignments" (if it's not showing, use the "Manage Related Tables" option to add it). The Scheduler takes the records from this table, on every work order, and presents them graphically, on a calendar. This way, they're all in one place and they're easier to understand. It also allows you to make changes to these records from the calendar, giving you an easy way to manage assigned work.
Let’s begin by taking a look at the scheduler screen. Click the “Scheduling” tab to access the scheduler. If the tab is not displayed, follow these steps to add it:
1: Click the "Navigation" tab.
2: Click the "Tab Manager" option, which is located under the "Administration" heading (assuming the administrator has given you access to it).
3: In the Tab Manager screen, you'll see two columns. The left column shows tabs that are not being used and the right shows the tabs which are currently displayed. Click and drag the "Scheduling" tab from the left column, to the right. You can also remove or rearrange the tabs in this way.
4: When you are finished, click the "Save Current Settings" button, located on the quickbar.
5: The Scheduling tab should be displayed at the top of the screen, with the other tabs.
Once you've clicked on it, you'll be taken to the scheduling tool.
A: The Calendar
This is the calendar (in week view). As you can see, we're looking at 7 days. This is where assignments will be represented and organized
B: Contacts Panel
The contacts panel shows all of the records in my contacts table. It's filterable and every contact has a checkbox to the left of their name, which is clicked to select the contact.
C: Work Order Panel
The work order panel displays all open work orders and is also filterable. Much like the contacts panel, each work order has a check box to the left of it.
D: View Buttons
The view buttons allow you to quickly switch between day view, week view, and month view. We will discuss these views later on.
E: Navigation and Options Buttons
Here, you will see a "<<" button, a ">>" button, a "Today" button, a calendar button, and a wrench button. The first four buttons are for navigating and controlling what days the calendar displays. The wrench button is a dropdown menu that presents a number of options and settings which will be covered in detail later.
This is an example of a group of assignments. As you can see, it's positioned on a particular day on the calendar and it's made up of different boxes. The larger, darker box represents the contact, whose name is "Second Person." You'll notice that, inside this box, are two smaller boxes, which are a lighter color (the colors can be changed to your preference). These represent work assigned to "Second Person." They each have a work order number, a brief description, and a number of hours assigned. So, for this day (Thursday 12/17/2009), this person (Second Person) has these 2 work orders (101 and 103) assigned to him for a certain number of hours (3 hours and 1 hour respectively).
The scheduler has three different views; day, week, and month. You can switch between views using the buttons in the upper right-hand corner of the calendar. For now, let’s use the week view. If you’re not already in the week view, click the “week” button in the upper right-hand corner of the screen.
Once you're in week view, you’ll see a calendar divided into seven days. If you’ve previously created assignments, you should see them on the calendar, on the days for which they’re scheduled. (If you have assignments but don't see them on the calendar, hover over the wrench icon in the upper left-hand corner of the screen and some options should pop up. Make sure there’s a check mark next to “WO Assignments.”)
The left sidebar is divided into 2 “panels.” The top area is the “contacts panel." This displays all of your employees, each with a checkbox to the left of their name. This is what you'll use to select a contact, when creating an assignment. You can also filter the panel by selecting a filter from the dropdown box. The panel will then only show contacts that meet the criteria of that filter. The lower portion of the left sidebar is the "Work Order Panel," which is where you will select the WO to which you want to assign somebody. This panel displays your work orders and, just like the contacts panel, it shows a checkbox next to each record and is filterable.