Diary file
You can schedule tasks and procedural control changes for records in other files with the Diary file.
Overview
The Diary file schedules tasks for records in the Object and Activity files. You can assign tasks to users in the system, such as taking photographs, doing a condition report of an object, signing off a loan, or requesting a facilities report of a lendee organisation.
Files that use procedural control can use the Diary file to schedule procedural control changes.
You can open the Diary window in the Object file and Activity files to see the following data for every record:
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Status History - records Procedural Status changes.
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A schedule of statuses - records the person or due date for a future Procedural Status change
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A schedule of tasks - records any actions required for a record (for example, photograph object).
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Costs associated with any task - records monetary or time amounts spent or budgeted for a task.
Accessing the Diary
There are two windows where you can update diary entries:
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The Diary - Identification window (see below).
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The Diary window in other files (for example, Object - Diary window).
Diary - Identification window
In the Diary - Identification window, you can search for diary records linked to any file. For example, you could retrieve all the tasks in the system which require action next week, or all the tasks outstanding for a certain staff member.
File and record fields (read-only)
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File
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Record
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Procedural Status File
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Procedural Status
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Date Updated
Task fields
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Task (read-only)
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Person
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Due Date
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Reference
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Notes
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State
Cost fields (read-only)
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Cost Type
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Actual Amount
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Budget Amount
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Actual Hours
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Budget Hours
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Date
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Paid To
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Invoice
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Cheque/Payment Reference
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Totals
Tasks
You can create tasks for these files (each has a Tasks & Their Costs window):
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Object file
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Person file
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Photo/Audio-Visual file
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Site file
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Activity files
You can also create a general task, not associated with any file.
Tasks can be assigned to a procedural status and brought to the user's attention when that procedural status changes. For example, on entering details of an Acquisition Proposal the user may be offered a To Do List of common tasks such as Allocate Funds or Check Validity of Title.
