· An Introduction to the Diary Calendar

· Diary Entries

· Tasks

· Organizing Diary Entries Using the Diary Navigator

· Diary Maintenance

· Diary Reports


1.  INTRODUCTION TO THE DIARY CALENDAR

1.1.  The Purposes


1.  Click on the Home tab.

 

2.  Click on Diary Calendar in the Diary group.

 

This is an area for events/appointments and reminders for you, others and the claims.

 

 

1.1.1.  Follow-ups and Reminders for the Claim


Get reminders specific to a file, some examples include:


· What’s upcoming. It is connected directly to a file which helps all users see what diary items are set and what needs to be done on what date.

 

· Follow-up with Adjuster

 

· Claimant – can’t give answer now, please call Friday

 

· Receive reminders prior to meetings or deadlines.


1.1.2.  Managing Reminders, Appointments and Tasks with/for Others


· For Managers – e.g., managing appointments or tasks, e.g., someone off ill, etc.

 

· Set up reminders for other people.


1.1.3.  To-Do Tasks


· Organize and setup to-do tasks with reminders (e.g., prepare client package for August 31, etc.).

 

· Share the calendar with other users as to help schedule in To Do’s without overbooking on someone else’s time.

 

· Helpful if there are to do items/tasks that need to be shared between users.


1.2.  The Toolbar Options


1.  Click on the Home tab.


2.  Click on Diary Calendar in the Diary group.


Various options are provided on the toolbars.

 

 

1.2.1.  Calendar Views and Options

 

 

 

 

 

 

 

 

 

Setting the time intervals in the calendar (e.g., 15 minutes Time Slot Intervals)

 

 

 Show the completed reminders, appointments and tasks.

 

 Show cancelled reminders, appointments and tasks.

 

1.2.2.  Specialty and Reminder Options


 

When disabled, the calendar entries for the selected users (in the Users pane) show together on screen.  For example, there are entries for two users in the illustration below.

 

When enabled, it allows you to distinguish and navigate between multiple user diaries as shown in the illustration below.

 

 Split Style

 

- OR -

 

To indicate where you want the User name to appear.  This feature is especially helpful when the Split Users button has been enabled for multiple users, for example:

Day View / Multiple Users

 

Work Week View / Multiple Users

 

The reminders feature has been disabled.

- OR -

The reminders feature is enabled. 

 

Refresh (or update) calendar with new entries or changes.

Set automatic (or manual) calendar refresh settings.

 


Preview and print the Diary. 

Reset the Layout back to the defaults (e.g., you closed out of one of the Diary Calendar panes by mistake).

 


Compressing Saturday and Sunday under one column in the calendar.

 


1.3.  Diary Navigator


1.  Click on the Home tab.


2.  Click on Diary Calendar in the Diary group.



1.3.1.  Diary Navigator Options


 

Hide the Diary Entries with the chosen Diary Class from the calendar. 

 

Assigning a color to each of the Diary Class's, which in turn makes it easier to distinguish between the diary entries in the calendar.

Save the Hide selections and Color assignments as the new default.

This feature is used to recall the saved Hide and Color settings (e.g., you have changed one of the Diary Class colors and want it to go back to the Saved color or you have temporarily hidden most of the Diary Class’s and want it to revert back to them not being hidden).

 

To clear all previous settings.


1.4.  Users Pane


1.  Click on the Home tab.


2.  Click on Diary Calendar in the Diary group.


1.4.1.  Users Pane Options


* Show All Users

Show all the users that you have access to (through security settings) and that have diary entries.

R Show All Users

Show all the users that you have access to (through security settings), including those that do not have diary entries.

Display Unassigned

Display diary entries that have not yet been assigned to a user.

 

Users Pane

Your calendar will display by default.

 


Users Pane – Display Multiple Users Calendars

Selecting Multiple Diaries

 

The user list can be hidden/shown on a per user basis and is based on their security.

– AND –

How the calendars for multiple users display on screen, depends on the calendar view being used and if the Split Users feature is enabled.  When the Split Users button is enabled, the calendars for multiple users show at the same time when the Day or Work Week calendar view is selected.  However, you navigate between the calendars using the bottom scroll bar when the Week, and Month views are selected.

Please refer to the 1.2 The Toolbar Options” section of this guide.



2.  DIARY ENTRIES

2.1.  Creating an Appointment


1.  Click on the Home tab.

 

2.  Click on Diary Calendar in the Diary group.


3.  Navigate to the month, day/day range in the Mini Calendar.



4.  When needed, checkmark the Users for access to their calendars (right-side panel).

 

 


Note:

The user list can be hidden/shown on a per user basis and is based on their security.

– AND –

How the calendars for multiple users display on screen, depends on the calendar view being used and if the Split Users feature is enabled.  When the Split Users button is enabled, the calendars for multiple users show at the same time when the Day or Work Week calendar view is selected.  However, you navigate between the calendars using the bottom scroll bar when the Week, and Month views are selected.

Please refer to the 1.2 The Toolbar Options” section of this guide.


1.  Click on the date in the Mini Calendar or Full Size Calendar that you want to make an appointment for.


2.  Click on the Add New Diary Entry button on the Calendar toolbar.


(a) Select the Diary Class for the appointment from the drop-down menu.


– OR –

 

Double-click on the chosen date in the full size calendar.


(a) Change the Diary Class, if needed.


3.  Complete the details pertaining to the event:


(a) Instruction.


(b) File Number.


(c) Diary Type.


(d) Related Item.


(e) Activity.


(f) Start Time / End Time.


(g) Reminder.


(h) Auto Reschedule.


When repetitive appointments are needed.


(i) Description


Ensure that the proper level of detail is entered in allowing all those involved the ability to successfully participate in the scheduling of appointments.


4.  Click on the Save and Close button.


An appointment marker will appear for the Diary Entry.



2.2.  Previewing an Appointment / Changing an Appointment


1.  Click on the Home tab.

 

2.  Click on Diary Calendar in the Diary group.


3.  Navigate to the month, day/day range in the Mini Calendar.



4.  When needed, checkmark the Users for access to their calendars (right-side panel).

  


Note:

The user list can be hidden/shown on a per user basis and is based on their security.

– AND –

How the calendars for multiple users display on screen, depends on the calendar view being used and if the Split Users feature is enabled.  When the Split Users button is enabled, the calendars for multiple users show at the same time when the Day or Work Week calendar view is selected.  However, you navigate between the calendars using the bottom scroll bar when the Week, and Month views are selected.

Please refer to the 1.2 The Toolbar Options” section of this guide.


5.  Hover the cursor over the appointment to preview the details.



– OR –

 

Double-click on the appointment that you want to access or edit.


6.  Make your necessary changes.


The following toolbar options are provided:


 

Execute item / flag appointment completed.

Cancel the task.

Copy the Appointment.  The copied appointment will automatically appear in the Diary Calendar.

 Set the priority for the appointment.

 

 

 

 

Will generate a time and expense to the task.

 

Will generate a time and expense to the task, then will execute the task completed.

 

Add a note to the file through the task.

Customize the toolbar. 


2.3.  Applying Changes to an Appointment through the Right-mouse Menu


1.  Click on the Home tab.

 

2.  Click on Diary Calendar in the Diary group.


3.  Right-mouse click over an appointment to access the following options:



A listing of the options include:


· Execute Diary Entry

· Cancel Diary Entry

· Copy Diary Entry

· Add T+E to File 1234

· Add T+E to File 1234 then Execute Diary Item

· Ad Note to File 1234

· Go to File 1234

· Go to File 1234

· Clients on file

· Email as iCalendar using W5
· Create an email from the diary entry.

· Email as iCalendar using default client


2.4.  Changing an Appointment to a Task

You have an appointment that currently does not have a Start Time or End Time so essentially it has become a Task.

 

1.  Click on the Home tab.

 

2.  Click on Diary Calendar in the Diary group.


3.  Navigate to the month, day/day range in the Mini Calendar.



4.  When needed, checkmark the Users for access to their calendars (right-side panel).

  


Note:

The user list can be hidden/shown on a per user basis and is based on their security.

– AND –

How the calendars for multiple users display on screen, depends on the calendar view being used and if the Split Users feature is enabled.  When the Split Users button is enabled, the calendars for multiple users show at the same time when the Day or Work Week calendar view is selected.  However, you navigate between the calendars using the bottom scroll bar when the Week, and Month views are selected.

Please refer to the 1.2 The Toolbar Options” section of this guide.


5.  Double-click on the appointment that you want to access or edit.

 

6.  Change the Dairy Class from Diary to To Do (Task) and make any other needed changes.

 

7.  Click on the Save and Close button.


What was previously a Diary entry will not appear in the Tasks pane as a To Do (Task).


2.5.  Printing the Calendar


1.  Click on the Home tab.

 

2.  Click on Diary Calendar in the Diary group.


3.  Navigate to the month, day/day range in the Mini Calendar.



4.  Click on the date in the Mini Calendar or Full Size Calendar within the range of dates that you want to print the calendar on.

 

5.  Select the Users that you want to print the calendars for from the Users pane (the right-side of window).

  


Note:

The user list can be hidden/shown on a per user basis and is based on their security.

– AND –

How the calendars for multiple users display on screen, depends on the calendar view being used and if the Split Users feature is enabled.  When the Split Users button is enabled, the calendars for multiple users show at the same time when the Day or Work Week calendar view is selected.  However, you navigate between the calendars using the bottom scroll bar when the Week, and Month views are selected.

Please refer to the 1.2 The Toolbar Options” section of this guide.


6.  Click on the Print button.



(a) Select the Print Style:



(b) Select the Print Color Style:



Indicate the Max Pages: you want for the printout.


(c) Click on the Preview button.

 


(i) Navigate through the pages using this toolbar.

 

 


(ii) Click on the Print button from this toolbar to send it to print to your default printer.




3.  TASKS

3.1.  Creating a Task


1.  Click on the Home tab.

 

2.  Click on Diary Calendar in the Diary group.


3.  Click on the New Task Entry drop-down button.



(a) Select Notification (for a reminder) from the drop-down menu.


This option is solely for providing a reminder or notification, they cannot be reopened like appointments or tasks.


– OR –

 

To Do (task based) from the drop-down menu.


4.  Enter or specify the details for the task:


(a) Instruction.


(b) File Number.


(c) Diary Type.


(d) Activity.


(e) Due Date/time.


(f) Auto Reschedule.


When repetitive tasks are needed.


(g) Click on the Save and Close button.


Notifications


Notifications are displayed and accessed through the Notification pane (the right-side of window).



– OR –


Tasks


Tasks will display in the task pane (the right-side of window).



3.2.  Previewing a Task / Changing a Task


1.  Click on the Home tab.

 

2.  Click on Diary Calendar in the Diary group.


3.  Click on the + to expand the list of tasks for the User in the Task pane (the right-side of window).



A list of tasks for that user displays.



4.  Hover the cursor over the task to preview the details pertaining to the task.



- OR -


Double-click over the Task to open and edit it.

 

The following toolbar options are provided:


 

Execute item / flag task completed.

Cancel the task.

Copy the Task.  The copied task will automatically appear in the Task pane.

 Set the priority for the task.

 

 

 

 

Will generate a time and expense to the task.

 

Will generate a time and expense to the task, then will execute the task completed.

 

Add a note to the file through the task.

Customize the toolbar. 


5.  Click on the Save and Close button.


3.3.  Changing a Task to an Appointment


Tasks provide reminders but sometimes you want to make it visible in the Diary Calendar.  This can be done.

 

1.  Click on the Home tab.

 

2.  Click on Diary Calendar in the Diary group.


3.  Click on the + to expand the list of tasks for the User in the Task pane (the right-side of window).



A list of tasks for that user displays.



4.  Double-click on the Task to open it.


5.  Change Diary Class from To Do (Task) to Diary.


6.  Select that Start Time and End Time detail and edit any other areas of the Diary entry as needed.


7.  Click on the Save and Close button.

 

What was previously a To Do (Task) is now a Diary Entry in the Diary Calendar on the specified date.


4.  ORGANIZING DIARY ENTRIES USING THE DIARY NAVIGATOR

The Diary Navigator allows you to distinguish between the appointments, and filter which ones are displayed in the calendar(s).

 

1.  Click on the Home tab.

 

2.  Click on Diary Calendar in the Diary group.


The Diary Navigator pane displays (on the left side of window).



Note:

Your Diary Class’s may be different to the above diagram as they are specific to your company and processes.



4.1.2.  Diary Class's


The Diary Navigator


The Diary Class listed in the Diary Navigator …



The Diary Class's in an Appointment


As they are selected within an appointment, reminder or task (as shown in the example of an appointment below).




4.1.3.  Identifying Diary Class's by Color


1.  Click on the Home tab.


2.  Click on Diary Calendar in the Diary group.


The Diary Navigator pane displays (on the left side of window).


An example of the default view of the calendar before setting up the Diary Navigator.



Revealing the Diary Class Color Options


By default, the Diary Navigator pane only shows a portion of the pane



The Color options are on the right-side of the Hide column.


(a) Hover the mouse pointer over the right-side grey border until it changes to a resizing tool.



(b) Click, hold and drag the resizing tool to the right in expanding the viewing pane for this feature.



Changing the Diary Class Colors


1.  Click on the Home tab.


2.  Click on Diary Calendar in the Diary group.


The Diary Navigator pane displays (on the left side of window).


3.  Hover the mouse pointer over the Color column of the Diary Class you wish to change; a Color drop-down button will be made available.


4.  Click on the Color drop-down menu button and select the color you want associated with the Dairy Class.


The Diary entries using that Diary Class will automatically change to the selected color.



5.  Repeat these steps for the other Diary Class’s.


6.  Click on the Save Settings button if you wish to make this the new default.


All Diary Class’s that have been hidden or assigned a color will be intact when you select the Diary Calendar feature.


– OR –


Click on the Recall Settings button.


This feature is used to recall the saved Hide and Color settings (e.g., you have changed one of the Diary Class colors and want it to go back to the Saved color or you have temporarily hidden most of the Diary Class’s and want it to revert back to them not being hidden).


– OR –


Click on the Clear Settings button.


To clear all previous settings


4.1.4.  Hiding Appointments Using the Diary Navigator


Sometimes the calendar can get overcrowded with appointments making it difficult to locate the appointment you are seeking.  The Dairy Navigator Hide feature enables you to filter which appointments show using the Hide feature.


1.  Click on the Home tab.

 

2.  Click on Diary Calendar in the Diary group.

 

The Diary Navigator pane displays (on the left side of window).

 

An example of the Diary using all of the Diary Navigator Colors.

 

 


3.   Click in the Hide checkbox for the Diary Class you want hidden from the calendar.

 

The Diary Navigator will indicate that the selected Diary Class are hidden entries and remove all appointments using that Diary Class from the calendar.

 

 


An example of the same Diary with Hidden Diary Class’s.

 

 


 

4.1.5.  Unhiding Appointments Using the Diary Navigator


Are you looking for an appointment you just know is there but it’s not appearing in the calendar?  Below are instructions on how you can identify if they were hidden and if so, the steps in making them reappear in the calendar.


1.  Click on the Home tab.


2.  Click on Diary Calendar in the Diary group.

 

The Diary Navigator pane displays (on the left side of window).


3.  Is the Hide feature selected for any of the Diary Class’s?  Is it displaying “There are hidden entries!?



If the answer is yes to either of these questions, the appointments you are looking for are hidden


An example of the Diary Calendar with Hidden Diary Class’s.



4.  Click in the check marked R Hide checkbox to deselect this feature for specific Diary Class


5.  Repeat step 4 above for any other Hidden Diary Class’s you wish to reappear in the Diary Calendar.


An example of the same Diary Calendar after the Hide feature was deselected for previously hidden Diary Class’s.



5.  DIARY MAINTENANCE

5.1. Listing Diary Entries and Tasks


Finding and accessing all Diary Entries and Tasks that are grouped by Diary Class's and filtered by statuses.


1.  Click on the Home tab.

 

2.  Click on Diary Maintenance in the Diary group.


3.  Click on the List tab (left panel).


The Diary Navigator provides a list of Diary Entries and Tasks, which have been categorized by the Diary Class used:


·  All Items

·  Diary

· Notification

· To Do

· Assigned

· Exam/Eval Completed

· Marketing Letter

· Reporting


And they are also filtered and grouped by their statuses:

 



4.  Click on the listing you wish to view or access

For this example, I am clicking on the Pending Items: 51 listing for All Items.



A list of all of the Pending items are displayed with the following detail:


· Color coded statuses

· Detail on the items

· Indication of Diary Entry or To Do item

· Links to the file it relates to

· Instruction

· Details

· Status

· Priority



Tip:

Sorting the Results

1. Click on any column heading to change the sort order.

2. Click on the column heading a second time to toggle the sort sequence from ascending to descending.


6. DIARY REPORTS

6.1. Generating a User Diary Report


1.  Click on the Home tab.


2.  Click on the Diary Reports in the Diary group.


3.  Click on the Select Report drop-down menu.


4.  Select User Diary.


5.  Click on the User Lookup button to locate and select the user you wish to generate a report for.


6.  Checkmark the details you want appearing in the report:


þ Show Notes

 

þ Show Cancelled

 

þ Show Completed

 

7.  Set the Cut Off Date and time


8.  Click on the Print button.

 

– OR –

 

 

Click on the Preview button for review.