Clients & Profits Online User Guide
Each job ticket has a diary that tracks the job's history.
The job diary helps users see what kind of changes have been made since the job was opened. A production manager can see a job's history from his or her own computer, instead of tracking down and interrogating everyone who worked on it.
Job diary entries are made automatically when many kinds of changes are made. Entries are made when the job is opened, then anytime the specifications, estimates, or schedules are edited. They are also made whenever new tasks are added, removed, or changed as well as when the status is updated. Closing the job makes a diary entry, as does deleting a job. A deleted job's diary stays in the database -- so it's easy to know who deleted a job ticket. The deleted job's diary can be printed from job reports.
Each diary entry shows the date and time a change was made and who made it. A short, default description describes each entry. In addition, a user can include a longer explanation if needed. The information on an existing diary entry, except for the notes, can't be changed. New entries can be added manually to document client meetings, memos, and phone calls important to a job's progress. The Show Diary Entries option allows a user to see all diary entries, user generated entries only, or system generated entries only. Diary entries don't appear on client reports, but can be printed with job reports.
Since one of the important functions of the job diary is to track who did what on a job, diary entries can't be deleted. If an entry were deleted, the job history would be incomplete.
To see a job's diary
1 Choose Production > Job Tickets, then click the Job Diary link (or choose Edit > Job Diary).
The job's diary entries appear in the window, sorted by date (newest entries first). Entries can be resorted by clicking on the different column headings (i.e., when, who, what). The sort order can be reversed by clicking on the Sort buttons in the toolbar. Double-click on a diary entry to see its notes.
Job diary entries can also be sorted to show only one type of diary entry or all diary entries. To see only diary entries created automatically by the system, select Show System Generated Entries. To see only diary entries manually added by a user, select Show User Generated Entries.
To add a diary entry
Most diary entries are entered automatically while you're working. The only entries you might need to make are for events that occur outside of Clients & Profits, like client meetings, approvals, phone calls, etc.
1 From the Job Diary window, click the add button then enter the date, time, short description, and notes that explain this entry.
The diary's user initials can't be changed. An e-mail message can be sent by entering a staff member's initials. The e-mail message is sent immediately when the entry is saved. The diary's notes become the body of the e-mail. For security reasons, job diary entries can only be sent to staff members.
2 Click Save.
