Activities

The Activities button opens a screen to search for and select specific activity codes that are authorized for automatic scheduling, for requests for work, and/or for self scheduling for this profile. These activity codes are assigned to the same organization unit as the open Profile record.

Note: When no activity codes are selected on this screen, all activity codes set up for the related organization unit are authorized for this profile.

Depending on the authorization role of the user, the following actions may be available:

To add one or more Activity Codes to this profile, complete the following steps:

Click on the Add button in the left pane to open the Activity Codes Search to filter search criteria when searching for an existing Activity Code.
After entering values in the selected fields, click on the Search button. The results are listed below the search screen.
To select one or more record, click the selection 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.
After selecting activity codes, click on the Assign: Common Data to add the same Auto Schedule, Request to Work and/or Self Schedule values to all records or select Assign: Individual Data button to assign individual values to each record.
Indicates whether this activity code can be used for self scheduling for this profile (Yes/No).
- When ANY activity codes in the Activities screen are set to Yes, only those activity codes are included in the listing of available activity codes.
- When ALL activity codes in the Activities screen are set to No, all activity codes are included in the result set.
  Note: Activity codes can be set up to be used for either Auto Schedule, Requests to Work, Self Scheduling or any combination of the three, but at least one option must be set to Yes.
Indicates whether this activity code can be used to create schedule assignments for this profile when running the automatic scheduling process (Yes/No).

Note: Activity codes can be set up to be used for either Auto Schedule, Requests to Work, Self Scheduling or any combination of the three, but at least one option must be set to Yes.

Note: Only activity codes assigned to the same organization unit as this profile in the Activity Codes configuration screen are included in the results set. For more information on the fields available when filtering the list, or when adding, editing or viewing a record, see the Configuration section>Scheduling card>Activity Codes screen.

Indicates whether this activity code can be used to create schedule assignments for this profile when running the automatic scheduling process (Yes/No).

Note: Activity codes can be set up to be used for either Auto Schedule, Requests to Work, Self Scheduling or any combination of the three, but at least one option must be set to Yes.

When filtering this activity code list, this setting indicates whether to include activity codes available for the Automatic Scheduling process, the Requests to Work feature, the Self Scheduling feature or all.

Activity codes can be up to eight characters in length, but it is recommended they are shorter, so they can print on the schedule reports in one line. The system is not case sensitive so you cannot have both a D1 (upper case D) and a d1 (lower case d) code, with upper and lower case letters the same.

Do not use a space, comma, or semicolon in the code, as these are used as delimiters (characters that mark the beginning or end of a unit of data) when entering activity code/profile strings into the schedule grid. For more information, see Steps for Adding a Schedule or Calendar Directly into the Grid.

Indicates whether unfilled schedules with this activity code are included in the listing when employees are searching for shift to submit a Requests to Work for this profile (Yes/No).

Indicates whether this activity code can be used for self scheduling for this profile (Yes/No).

The following action buttons may be available in the left pane for adding or deleting related records:

Click on the Add button to open a screen to configure a new record.

Complete the following steps to add a new record:

Click on the Add button in the left pane. The corresponding New Record screen is displayed.
Enter data in applicable fields. The fields with an asterisk are required and must be completed before the record can be saved.
- Fields that require specific values display Field Look Up Values in the right pane. If there is no right pane, the List Selector icon is displayed to the right of a field to open a listing of valid values.
  The List Selector icon opens a screen to select valid options for a specific field. Depending on the field, the values on this list may be set up on the corresponding configuration screen, or may be standard or client-defined values in the system.
  
  Click on the icon to the right of a field to open the List Selector screen. Click the selected value to load it to the field.
  
  Note: This listing option is used in screens when the right pane is not available to display the Field Look Up Values.
  
  If specific values are required for a field, valid options may be displayed in the Field Look Up Values in the right pane. Usually, these values are previously set up on the corresponding Configuration screen. Scroll down the list to find the required value using the vertical scroll bar to the right of the list.
  
  Note: If the first few characters are typed into the field, the list automatically scrolls to the values beginning with the corresponding values.
  
  Screens that do not have a right pane available have the list selector icon to open a listing of valid values. Click this icon to open the list.
  
  Note: Organization Unit information may need to be entered before values are displayed. For example, when accessing a Job Class field, the job class options available are linked to specific organization units. The organization unit where job classes are created must be entered before the options are displayed.
- Fields that require specific standard response values (for example, Yes/No) display a Drop-Down Menu arrow to open a list of valid options.
  If specific standard values are required for a field, valid options may be displayed in a Drop Down Menu. These are usually standard options, or may be client defined. The values are not accessible through a configuration screen.
  
  Click on the drop down menu arrow to display the options.
- Fields that require date values display a calendar in the Field Look Up Values in the right pane. If there is no right pane, the Date Selector icon is displayed to open a calendar to select a date. Date values can also be typed in.
  When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
If there are Indicator and/or Parameter tabs, these must be configured as well. Default values are displayed for all indicator settings (and selected parameter settings), but may be changed for this record. For more information on indicator and parameter settings, the Configuration section>System card>Indicators screen and Parameters screen. See also the Rules and Parameters Specification documentation.
Depending on the screen being set up, there may also be additional Section buttons in the left pane. Click on the buttons to open and configure those additional screens.
When all screens have been completed, click on the Save button to save the new record values.
Note: For more information and screen prints, see Adding a New Record.

The Delete button is used to remove one or more records from a screen.

To delete a record, complete the following steps:

Click on the selection box to the left of each record to be deleted.
A check mark is displayed
Click the Delete button.
If a single record is open, select the Delete button (there are no boxes to select the record).
A message is displayed verifying the record should be deleted. Click on Yes to continue.

The Advanced button loads the expanded search criteria mode with additional fields for locating a record. When the Basic search mode is loaded, the button shows as Advanced. When the Advanced search mode is loaded, the button shows as Basic.

Note: The user can set whether the Basic or Advanced search mode is automatically loaded for each screen. This setting is found under Preferences section>My Preferences card>Search screen>Mode tab. The Advanced/Basic buttons only display on screens with Advanced search capabilities.

The Assign: Common Data button is used when assigning multiple records that need values entered. This indicates that all the selected records should be assigned the same values.

For example, when adding Pool Code assignments to an employee, if the Active status and the employee's Reference Number are the same for all pool assignments, select Assign: Common Data. The user only needs to add these values once and they are assigned to each record.

Note: If records should have different values, select Assign: Individual Data, and each record is opened separately to add values.

The Assign: Individual Data button is used when assigning multiple records that need values entered. This indicates that the selected records should be assigned different values.

For example, when adding Pool Code assignments to an employee, if the Active status and the employee's Reference Number should be different for some (or all) of the pool assignments, select Assign: Individual Data. Each record is open to add values.

Note: If all records should have the same values, select Assign: Common Data, and the values only need to be entered once.

To assign records to another record, check the boxes to the left of each record and click on the Assign Selected button.

After records have been selected in the search, the following additional actions may be available in the left pane: