Video: Basics Of Calendar & Job Views
TRANSCRIPT:
Welcome to Calendar and Job Views. When you're new to Systemize, the quickest way to learn is by making Jobs, even practice ones. As you create more Jobs, use Calendar and Job Views to display and organize the related Job information and Activities.
This video is going to cover the basics of Calendar and Job Views. There's lots of detailed information in the Systemize knowledge base for both Calendar and Job views. Let's begin with Calendar Views.
In Systemize, information about a Job's Activities appear on the Calendar. There are many ways to customize Calendar Views to display information for different needs. Clicking Calendar from the left side navigation will take you to the default Calendar View that you've set.
I've already created some Jobs in my database, so there are some Activities that will appear on a Calendar. Only Job Activities appear in Calendar Views, but Job info, Activity, info and Form info related to that Activity can appear within each Activity box that appears on the Calendar.
We've included some default Views in your database. Click on Views from the top menu bar, then select a View. Every View can be customized and saved for quick access later.
Click the customize button from the top. As you can see, there's a lot of information you can change. I am going to create a View that displays the day, lists my Assignees, and breaks out the work hours so I can see what each person has on their schedule, and make changes when I need to.
I want to see a Calendar for seven days at a time. I'll change the Display Type to Day & Assignee by Time. In the next section, select the Activity Types to display. I'll leave Assigned To blank, which will display all my Assignees. Individuals or groups can be selected instead, if you want to display schedules for particular people and then save those views.
Filters are another way to sort through what information you see, and can be added or removed. These defaults look good, so I'll leave them as they are for now.
Display Fields allow you to change what appears inside each Calendar box. I want to remove the Account name, so I'll click on the Remove icon. Click hold and drag Fields up or down to change what order they will appear within the Activity box on the Calendar.
Add Display Fields by clicking the Add icon. I don't need to add any new Fields, so I'll scroll to the bottom and be sure Wrap Text and Auto Refresh are both checked.
This view will be listing Assignees along the side of the Calendar. And I want boxes color coded by the Activity Type.
After applying these changes, I have a new Calendar View.
For quick access later, be sure you save any customized Views.
Keep in mind calendars only display activity information for the activity happening that day in the date range selected. If you're looking for additional information about Jobs you'll want to make a Job View.
Activities can be moved around on the Calendar. Click hold and drag activities to new times or to different Assignees. They'll automatically update in the Job. Before leaving this page, I'll save the view so that I don't have to recreate it each time I want to see information displayed like this.
To save the View, click on the Save View button in the top menu bar. I'm going to save this View as a New View. That will leave the settings untouched In the original View we started with. Give the new View a name and select for it to be either a Shared View or a My View.
A Shared View will be available to anyone who logs into the database. My Views are only for your login and visible to you. You can also set this View to be your Default View, so that every time you click Calendar on the left, this is the View that will come up.
Time to check out Job Views. Click on Jobs in the left side menu. In Job Views, information is displayed in columns and can be sorted by any column. And each column can be sorted in ascending or descending order.
Click on the column header to change ascending or descending order.
The column that is currently being used to sort will always appear dark blue with a small triangle to indicate ascending or descending sorting.
Anything that's underlined in Job Views can be clicked on to open or edit.
Clicking on the Job Name will take you to the Job Details page, where you can view all of the information for that one Job.
Just like Calendar Views, there are some default Views built in. Click on the Views button to see a list of Views already in your database. Also like Calendar Views, any View can be customized by clicking the Customize button.
Filters can be applied and removed to control what Jobs are displayed in any View.
Display Fields in Job Views refer to the columns shown on the page. They can be added, removed, or reordered.
At the bottom is the option to Auto Refresh. It's a good idea to have this checked so that any changes made by another user will be updated in the View. Finally, if you make changes to a Job View that you want to keep, click on Save View.
You can update the original View, or save as a new Job View, leaving the original untouched. You have the option to save as a Shared View, one that every user who logs into the database can use, or as a My View, if this is information that only you need to pull up regularly.
We've covered the very basics of Calendar and Job Views, how to customize them, and how to save new Views. Check out the Systemize knowledge base for more articles and videos. If you'd like to talk with one of our friendly Systemize experts, email support@moraware.com.