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Site Diary

1-Feb-08

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Contents

In this manual

In this section:

Introduction - Site Diary - Activities Module

Introduction

The Site Diary module collects information from other modules and summarizes it in a day-by-day view.

The Diary displays various document Registers as tabs across the screen. Each line is a form providing a quick method for adding data to the Site Diary.

You can easily add Document Types to be included in the Site Diary, change the order of the tabs, and customise the layout of each register.

By creating new document types and specifying particular user fields on each document type, you can create a new tab on your Diary to record details on just about anything.   

Examples of Site Diary document types include Incident Notification Sheets, Site Hazard Reports, Site Visitor Register, Plant (to check in/out equipment used on site), Deliveries (to handle site deliveries), Weather (to report on the weather on site), Workforce (to record how many workers for each Subcontract were on site today). 

Tip:  Site diary documents are also accessible in the Correspondence Register.  Thus, you may  do Searches on them as you would other documents and Associate documents (for instance, if you wish to link a Site Visit to a Hazard Report).

 
Getting started with the Site Diary - Activities Module

Getting started

Getting started with this feature

To start the module

  1. Select the Activities from the module menu
  2. Select the Diary option.
  3. If you haven't used the module before, the first time you choose Site Diary, a Document Type pop-up will automatically appear for you to select the Document Types for your Site Diary.  
  4. Click to transfer the document types into the Included Document List.
  5. Click Ok to close this window. 

    1. Add/Remove buttons are used to select or deselect document types on the Site Diary
    2. Down/Up buttons are used to move the document types into the order you would like them displayed.
    3. OK button saves the changes and closes the screen.
    4. Apply button saves the changes and leaves the screen open.
    5. Cancel button does not save any changes made.
  6. Right-click and select Refresh. The Document Types you have selected will display as tabs along the top of your Site Diary.

    Tool Bar:
    1. NewNew - click to create a diary entry
    2. searchSearch - create a search within the site diary
    3. Config - change the look and fields in the site diary
    4. Help - view the online Help
    5. Date - shows site diary entries for this date.
    6. Site Diary Title - select the site diary to view from the drop down menu.

The next step is to Configure Your Diary to customise how the information is displayed in your diary.

 
Making a Site Diary Entry - Activities Module

Making a site diary entry

Add a diary entry

  1. Go to the Site Diary by selecting the Activities main menu option, then the Diary option
  2. Select the Site Diary.
  3. Click the appropriate tab for the site diary report. All items for the Entry Date (default is today) are shown.    You may change the Entry Date to view any day required (see below).

  1. Click the Add button (bottom right hand corner) A site diary document will be added.


  2. Move the cursor to an empty field (cell)and click. 
  3. Enter the data for the field.


  4. Use the TAB key to move to the next field within that line and continue to enter until all fields are entered.

Add a diary entry for a day other than the current date

You may add a site diary entry for a different date than the current date. To do this:
  1. Select the entry date


  2. Add entries as described above.

There are three dates associated with a site diary entry

  1. Create date - reflects the date the entry was created (in draft or issued status).
  2. Entry date - reflects the date the entry appears in the diary.
  3. Issued date - relects the date the entry was issued.

The different dates will be reflected on the diary document




NOTE: when searching for an entry by Entry Date, use Issued From dates in the criteria.

Printing the Site Diary - Activities Module

Printing the site diary

To print a hard copy of your Site Diary

  1. Go to the Site Diary by selecting the Activities main menu option, then the Diary option.
  2. Preview the page for printing.  This is usually done by right-clicking on one of the open diary registers and selecting "Print Preview". 
  3. When the preview opens, choose "Only the selected frame".  All the tabs in your Site Diary will be printed.
  4. Click the Print Icon. 
 
Configuring the Site Diary - Activities Module

Configuring the site diary

Add or remove Registers

You can add or remove any Correspondence document types to use in your diary. 

  1. Select the ConfigureConfig from the toolbar.  The Site Diary Configuration Window will pop up.   
    Select Site Diary Document Types
  2. Select the items in the "Document Types" list.

    Note: You can select multiple items - click and drag, or use the Control key and click particular items.

  3. Click the . Items are transferred to the Included Document Types list.
  4. Similarly, you can remove document types from appearing as Registers in the Site Diary. Select the items in the Included Document Types box, and click the <<Remove button.
  5. Click the Apply button to apply the change without closing the Configure page (This allows you to refresh and view your changes while you're configuring).
  6. Click the Ok button to save the changed order and close the Config page.

Change order of Registers

To change the order of the tabs:

  1. Select the ConfigureConfig option.
    Select Site Diary Document Types
  2. Select an item in the Included Document Types box.
  3. Click the Down button to move the item down the list (moves the Register tab further to the right). Click the Up button to move the item up the list (moves the Register tab further to the left).  
  4. Click the Apply button. Click Ok to apply the changes and close the Config page.

Customise your diary

You can customise the look of your diary's Registers and show/hide fields you want to use in each diary's Register. 

  1. Select the ConfigureConfig option.
  2. Select the item in the Included Document Types box.
  3. Click the ConfigureConfig. The Custom Report Details page opens. 

The Custom Search Page

From this screen you may:
  1. Change the Name of the Site Diary Report. The Name is the title of the Tab in Site Diary.
  2. Select an Icon to display for the Site Diary Report.
  3. Edit the Description of the Site Diary Report.
  4. Enter which users the customisation applies to.
  5. Enter the users who can change the customisation.
  6. Click Update to save changes.

Customising Criteria of Site Diary

You may narrow the criteria of the information that appears in the Site Diary.  From the Custom Search Page, Select Configure Criteria from the Tool Bar.  The Criteria Selection is based on the standard ProjectCentre Custom Report.    

Advanced Search

  1. Author Enter a user name or click to search for documents created by a particular Author.
  2. Attention (First) Enter a user name or click to search for documents that were first sent for the attention of this person.  (Note: you can also specify an External User).
  3. Attention (Current) Enter a user name or click to search for documents that are currently for the attention of this person.  (Note: you can also specify an External User).
  4. Attn or Copy To Specify a user or click to search for documents that are copied to a person (Attention people are always CCd as well).  (Note: you can also specify an External User).
  5. Example: For the above fields, enter PC-PH to find documents from a single person or PC-* to find documents from a company, where the asterisk (*) is a wildcard for all users in a company.
  6. Status Choose a Status of the document, All Site Diary Documents should have a status of CLOSED.
  7. Ref Search on the reference number of the documents.  You must enter the reference number exactly, unless you include a wildcard.
  8. Created From* Search for documents created from and including this date.
  9. Created To* Search for documents created to and including this date.
  10. Due From* Search for documents due from and including this date.
  11. Due To* Search for documents due to and including this date.
  12. First Opened From* Search for documents first opened from and including this date.
  13. First Opened To* Search for documents first opened to and including this date.
  14. Closed From* Search for documents first closed from and including this date.
  15. Closed To* Search for documents first closed to and including this date.

* Click to use the date picker.

Customising the layout of a Site Diary

You may customise the appearance of a site diary report.  
From the Custom Search Page, Select Configure Layout from the Tool Bar.

Create new Custom Report Format
  1. Click on a field in the list of All fields and click Add to Row button to add it to the form.  This updates the Fields used which gives a sample view of how the Register will look.
  2. You may add user fields and they will be editable from the site diary itself.
  3. Click on a field in the Fields used to select it.  This allows you to

    1. Edit the Field Properties by using the dropdown menus.  This is where you can change the font size and add borders to your rows.
    2. Click the left/right arrows below Field Properties to move a field further to the left or right.
    3. Click the Delete field button to delete the selected field.
    4. Tip:  Click a Field Property label, e.g. "Bordr Btm" to apply it to all the fields used.

  4. Click Save when done.
  5. To revert this layout to the default form, select from the Reset dropdown menu.

Sorting Site Diary

You may sort or group your site diary.    
From the Custom Search Page, Select Configure Sorting from the Tool Bar.

  1. Click on a field from the left hand box and click => button to add it to the sorting box.   Use the <= button to remove a field from the sorting box.
  2. You may select more than one field to sort by.
  3. Change the order of the sorting by clicking on a field in the sort box and using the Move Up, Move Down, Ascending or Descending buttons.
  4. Click Save when done.