Text Notes & Warnings (Client Text, Candidate Text, Vacancy Text)

Created by Graeme Orchard, Modified on Fri, 4 Oct at 5:01 PM by Graeme Orchard

Within the system there are various places where you can add Text Notes & Warnings to records such as clients, candidates, vacancies and bookings. This article goes through the various types of text you can add and where/how to set them up.

CONTENTS

TABLE OF CONTENTS

Overview
Setup
- Adding a new Text Code
How it Works

Overview

At the top of various records throughout the system (Companies, contacts, candidates, vacancies, etc) you will see a small notepad icon. Clicking the icon will display a list of TEXT notes that have been associated with the relevant object. These text notes can be pop-up warnings or just simple bits of text relevant to the particualr cleint/candidate/vacancy you are viewing at the time.

Any of the text items which are in use are indicated with an asterisk (*) to let users know that there is some text stored against that option.

Setup

To add or amend the Text options which are setup go to

Maintenance > Setup > Code Tables

Select system area as C - Contact Management then choose code table Free Text [230]

Tick Extra Info [ ] to see the options.

pic1.

Adding a new Text Code

Go to Code Tables, and open code table Free Text Code [230]

Tick Extra Info [ ]

Scroll to the bottom of the list of code and add a new CODE, press <Tab> and enter a Description.

Set the OBJECT to specify where ist will be seen/used.

Complete the rest of the 'Extra Info' to specify how it will behave.

Column	Details
CODE	The CODE for this particular text item (max 6 characters)
Description	The Description for this text item, e.g. Client Warning
Object	Where the text appears/is used. options are CAND, COMP, SITE, VAC, MAT, BOOK, IQ, SYS, TIME
Warning	Set this to 1.0 to make the text pop-up as a warning when the object is opened.
Book Warn	Set to 1.0 to make this pop-up when making a TEMP booking
Planner	Set to 1.00 to make this appear to the right of the PLANNER
Plain Text	Force this to be 'Plain Text' when used as a merge field.
Edit Pri	Specified the priority level needed to be able to edit the text, e.g. setting to '80' will mean that a user would need to be priority 80 or higher to edit this.
Book Audit	Only works if the object is BOOK. Set this to different values to change behaviour. 1=On OK, 2=On Cancel, 4=Unfilled, 8=Filled (Can be added together) e.g. to Log when made filled, or on cancel, set this to 10 (8+2)
TS Warn	Set to 1.0 to make the text pop-up as a warning when entering timesheets.

Details about OBJECT

CAND - Associated with a candidate/worker record.

COMP - Associated with a client/company record.

SITE - Associated with a specific 'Branch' of a company (accessed with Branches icon in toolbar).

VAC - Associated with a Vacancy record.

MAT - Associated with a MATCH record (as seen on the [Matches] or [Work History] tabs).

BOOK - Associated with a temp Booking, available in the 'Booking Entry' screen.

TIME - Associated with the TIMESHEET Entry record (Combi sheet) NB: Text here cannot be 'Warning' (pop-up)

*IQ - Available within IQ Report to be used for description of report.

*SYS - System text - Available within [Edit] from system Login screen. Used for holding 'snippet' text for branding etc.

* - These object types are mainly for Influence use, and are generally not recommended for use by users.

How it Works

Simple Text Note

You can add a simple text note. This will provide a way to record additional information that does not fit easily elsewhere in the system.

Example of a Client Warning

CODE	Description	Object	Warning
CLIDIR	Direction to site	COMP	0.00

To see the text, click the notepad and then choose the relevant text item,

Warning Note

You can add a Warning. This will pop-up with information every time the relevant object is opened.

(e.g. Candidate, Client, Vacancy, Site)

Example of a Client Warning

CODE	Description	Object	Warning
CLIWAR	Client Warning Text	COMP	1.0

Booking Warning

You can add a Booking Warning. This will pop-up with information every time a booking is made. Is it displayed in the Booking Entry form.

Example of a Candidate Booking Warning

CODE	Description	Object	Warning	Book Warn
CANBK	Candidate Booking Warning	CAND	0.0	1.0

Note: Book Warn can only be used with text codes associated with candidates. (object - CAND)

NOTE: The 'Booking Warning' column is ONLY applicable to 'Candidates'
You cannot use booking warning with text linked to a 'Company' or 'Contact'
e.g.
Code Description Object Warning Book Warn
CLIBKW Client Booking Warning COMP 0.0 1.0 is not allowed - and will not work.

Planner Information/Text

You can add some planner text to a candidate. This will display information as a 'hover tip' to the right hand side of the planner when viewing that candidate.

Example of a Candidate Planner Text entry

CODE	Description	Object	Warning	Book Warn	Planner
CANPLN	Candidate Planner Text	CAND	0.0	0.0	1.0

Timesheet Warning Text

You can add a Timesheet Warning to objects such as Clients, Sites or Candidates.

Text added as a warning will pop-up within TIMESHEET ENTRY whenever either the 'combi sheet' or the [Weekly] timesheet is opened.

Example of a Client Timesheet Warning

CODE	Description	Object	Warning	...	TS Warn
TSCOMP	Client Timesheet Warning	COMP	0.0	...	1.0

Example of a Company Timesheet Warning Text

The information will pop-up as a warning whenever the Combi Sheet or [Weekly TS] record is opened.

NOTE: These Timesheet warnings will only pop-up once even if there are multiple timesheets to which the warning is applicable.

EXAMPLE:
If there is a timesheet warning against client Big Ponds, and there are several workers with timesheets at that client, only the FIRST set of timesheets opened will display the warning associated with the client. Subsequent timesheets opened for this client will not pop-up the warning info.

Timesheet Text (information)

You can add a free text note associated with the Timesheet object. Text associated with this object will be available at the top of the 'Combi sheet' when entering timesheet information. It can be used as an area to store specific information associated with that one timesheet.

Example of a Client Timesheet Warning

CODE	Description	Object	Warning	Book Warn	Planner
TSINFO	Timesheet Information/Note	TIME	0.0	0.0	0.0

Example of Timesheet information text