Replacing Record Values

The Replace feature is used to update multiple records at the same time with the same field information.

For example, this feature can be used to update the Pay Code value for all selected Activity Code records. It can also be used to reset the Indicator values to allow the selected activity codes to be used with, for example, self scheduling.

Complete the following steps to replace fields in one or more records:

1. Using the Search page, search for all the records to be updated. Multiple searches can be conducted to build a results list.
2. Enter a check mark in the box to the left of each record to be updated.
3. Click on the Replace button in the left pane.

   A screen is displayed with all the fields as read only.

4. Check the box to the left of each field to be updated. The field is then enabled.
5. Enter the new information in the field.
6. Complete all tabs to be updated, including the Indicators and Parameters tabs, if applicable.

   The Parameter tab opens a screen where processing settings are established. These settings can be changed by authorized users to customize the functionality of the system.

   Parameter options are stored on category cards to make them easier to locate. Click the card arrow to open the card and view the parameter options contained on that card.

   The parameter naming convention is as follows:

   Screen name + "Parameter" + Category Card + Classification + Type + Number

   The type of value required for this parameter (e.g. alpha, date, day of week, hour, integer, pay code, rate, time, percent, or premium category).

   More About Parameter Types

   The following are the valid options for parameter types:

   Alpha	The field will accept any letters, numbers, or characters on the keyboard.
   Date	The field will accept any properly formatted date. More About Date Value Fields. 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.
   DOW	The field will accept a day of the week. When this type is selected, the days of the week are available in the drop down menu under Default Value.
   Hour	The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and trailing zeros up to two places. For example, if 3.5 is entered, the system converts this to 3.50.
   Integer	The field will accept any positive or negative whole numbers (no decimals).
   Pay Code	A valid pay code should be entered. There is no validation done when the record is saved.
   Rate	The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and trailing zeros up to five places. For example, if 18.2 is entered, the system converts this to 18.20000.
   Time	The field will accept any properly formatted time value. More About Time Value Fields. When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15). The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon). Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00. Enter 900 and the system adds the leading zeros and colon to convert this to 09:00. The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight). If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated. If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated. Enter midnight as 00:00; enter noon as 12:00. If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example: Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
   Percent	The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and two trailing zeros. For example, if 3.5 is entered, the system converts this to 3.50.
   Premium Category	When this option is selected, the user can select a Default Classification and Default Premium Category Number from the right pane.

   Determines the type of system classification (e.g. Standard, Customer, User-Defined, or Replicated).

   Unlike indicators, there are no predefined options to enter into the parameter screen. The value that can be entered is limited by the Type of parameter allowed. For example, if this parameter has a Type of Date, only a date may be entered in the field; if the parameter has a Type of Integer, only numeric values can be entered in the field, etc. Depending on the setting in the Required field on the Parameter screen, a value may be required, or the system may allow this field to remain empty (null).

   A Default setting can be created which is the setting automatically assigned when a new record is created. From that point forward, all new records will get the default setting. Note: An updated default setting is not applied to any existing records.

   For more information on Parameters, see the documentation under the Configuration section>System card>Parameter screen.

   The Indicator tab opens a screen where processing settings are established. These settings can be changed by authorized users to customize the functionality of the system.

   Indicator options are stored on category cards to make them easier to locate. Click the card arrow to open the card and view the indicator options contained on that card.

   Indicator naming convention is as follows:

   Screen name + "Indicator" + Category name + Classification + Number

   Determines the type of system classification (e.g. Standard, Customer, User-Defined, or Replicated).

   For example, the Standard indicator on the Pay Group screen on the System category card that is listed First, is named Pay Group Indicator System Standard 1.

   On the indicator screen, there are predefined options that the user can select from the right pane. There is a Default setting, which is the setting automatically assigned when a new record is created. The Default setting can be changed for the system in the Configuration section>System card>Indicator screen. From that point forward, all new records will get the default setting. Note: An updated default setting is not applied to any existing records.

7. To reset all the values back to the previously saved values, click on the Reset button in the left pane. Note: Once the records have been saved, the values cannot be set back to the previous value using the Reset button. They can be changed by using the Replace feature.
8. Click on the Save button to save the changes.
9. All selected records are now updated, with the new information replacing the old information in the selected fields.

   Note: The system does not allow the user to use this feature to replace "key" identification fields. A Duplicate Key error message is generated. For example, because the "key" identification field for a Holiday record is the Code, the system does not allow a user to replace multiple holiday records with the same Code. The Code for each Holiday record must be unique.