Productivities

Authorized users can add a new record by completing the following steps:

1. Click on the Add button in the left pane to open a configuration screen.

2. Enter data in all applicable fields. The fields with an asterisk are required and must be completed before the record can be saved.

3. If specific values are required for a field, the valid options are available in one of the following:

   • The Field Look Up Values are displayed in the right pane. In most cases, the values available have been previously entered on the related configuration screen.

   • The List Selector icon to the right of a field opens a listing of valid values for a field. In most cases, the values available have been previously entered on the related configuration screen.

   • The Drop Down Menu arrow to the right of a field opens a menu of valid options for a field. In most cases, the values available are standard core values.

   • A Date Selector Calendar is available in the Field Look Up Values in the right pane for date fields. If there is no right pane, the Date Selector icon is displayed to the right of the field.

4. Use the online help features for information on configuration of the screen.

   • For information on specific fields, highlight the field with the cursor to view the short Help text in the right pane.

   • To open the documentation to find more information for the related page, click on the Help icon in the tool bar or click on More... in the right pane after the short help.

5. If there are Indicator and/or Parameter tabs, these must be configured as well. Default values are displayed for the indicator settings, but may be changed for this record. For more information see Configuration > System > Indicator and/or Parameter.

6. After entering information, save the record. The system does a validation to make sure the information entered is valid for the field, such as numbers must be entered in numeric fields or fields with look up values must match the options displayed.

7. The Audits tab is now displayed with information on the entered record.

Authorized users can make edits to add or update information in existing records.

1. Using the Search page selection criteria, search for all the records to be updated.

2. To select one or more record, click the box to the left of each record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks and select them by checking the box to the left of the record.

3. To open the record you wish to view first, click its folder. All other selected records can be viewed by scrolling, using the right and left arrows in the Navigator section of the left pane.

4. Highlight the fields to be updated with the cursor and enter the information.

   • If the field is grayed out, that field is not editable.

   • If specific values are required for a field, the valid options are available in one of the following:

     • The Field Look Up Values are displayed in the right pane.

     • The List Selector icon to the right of a field opens a listing of valid values for a field from the related configuration screen.

     • The Drop Down Menu arrow to the right of a field opens a menu of valid options for a field.

     • A Calendar is available in the Field Look Up Values in the right pane for date fields. If there is no right pane, the Date Selector icon is displayed.

For information on specific fields, view the short Help text in the right pane.

5. The Indicator and/or Parameter tabs can also be updated. Click on the tab to open and edit the values. For more information see Configuration > System > Indicator and/or Parameter.

6. After entering information, save the record. The system does a validation to make sure the information entered is valid for the field, such as numbers must be entered in numeric fields or fields with look up values must match the options displayed.

7. The Audits tab displays information on the edits made to the record.

   Note  

   For more information, see Editing a Record in Help > Record Management.

To open and view existing records, complete the following steps:

1. Using the Search page selection criteria, search for all the records to be viewed.

2. To select one or more record, click the box to the left of each record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks.

3. To open the record you wish to view first, click its folder. All other selected records are also available.

4. To view all other selected records, scroll to the previous record or to the next record using the navigation arrows.

5. For records displayed in a list format, click the card arrow on a record to open and view it.

   Note  

   For more information, see Opening and Viewing a Record in Help > Record Management.

Authorized users can use the Replace feature to update multiple selected records at the same time with the same field information or the same indicator and/or parameter values.

1. Using the Search page selection criteria, search for all the records to be updated. Multiple searches can be conducted to build a results list.

2. To select one or more record, click on the box to the left of each record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks.

3. Click on the Replace button in the left pane.

   A screen is displayed with all replaceable fields showing as read only.

4. Check the box to the left of a field to be updated. The field is then enabled.

5. Enter the new information in the field.

6. Update any additional fields in all tabs.

7. Values in the Indicator and Parameter tabs can also be updated by entering values in each field.

8. To reset all the values back to the previously saved ones, click on the Reset button.

   Note  

   Once the records have been saved, the values cannot be reset to the previous values. They would have to be re-entered as updated values, following steps 1-10.

9. Click on the Save button to save the changes.

10. All selected records are now updated, with the new information replacing the old information in the selected fields.

    Note  

    For more information, see Replacing Record Values under Help > Record Management.

The Search page is the default page when a screen is opened. This screen is used to filter criteria when searching for a specific record.

1. After entering values in the selected fields, click on the Search button. The results are listed below the search screen.

2. Additional searches with different filter options can be run to add to the selected record results set.

3. To select one or more record, click the box to the left of the record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks.

4. To open the record you wish to view first, click its folder. All other selected records can be viewed by scrolling, using the right and left arrows in the Navigator section of the left pane.

   Note  

   For more information on searching for an existing record, see Searching for a Record in the Help section. For more information on the Action buttons available in the left pane after the search is completed, see Search Action Buttons. For more information on setting the check boxes default to be checked or unchecked, see Preferences > My Preferences > List.

Authorized users can delete existing records. Open records can be deleted by clicking on the Delete or Delete Selected button in the left pane.

To delete one or more records that are not open, complete the following steps:

1. From the related screen, conduct a search to locate the records that are to be deleted.

2. To select one or more record, click the box to the left of the record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks.

3. Click on the Delete Selected button.

4. If the record code has been assigned to one or more other records (as a field value), an error message is displayed and the record cannot be deleted.

   Note  

   For more information, see Deleting a Record under Help > Record Management.