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Maintain Jobs

Create a job

  1. Select Add → Job from the top menu
  2. A popup is displayed. Enter the job details. Mandatory details are highlighted in red. You can choose to jump to a particular section by clicking on a section under Jump to. The Create button will remain disabled until all the mandatory details have been successfully entered
  3. Click Create after you finish entering all the details

Note

If the client you are searching for does not exist, you can create a new client by clicking on + New Client button. For example, you search for a Client called 'ABC' via Client and it does not exist, you can create a new client called 'ABC' by clicking on + New Client.

See also: adding clients.

See also: mark a job as confidential

Filter jobs

On the Planner

See filtering information on the Planner.

On the Jobs page

  1. Click Jobs from the left navigation menu
  2. Use the Job filter which can be found just below the top menu
  3. Select a criterion and one or more values to filter. For example, you may select Job Location as the criterion and 'Pune' as the value. Only jobs located in Pune will be displayed in this case
  4. Click Apply. A list of matching search results is displayed

By the jobs that you manage

  1. Click Jobs from the left navigation menu. The Jobs page will be displayed
  2. Select View Jobs → I manage from the top menu
  3. Only the jobs that you manage will be displayed

By the jobs requiring action

Planners are able to view jobs that require action by using this filter. When roles are requested the Job will require action.

  1. Click Jobs from the left navigation menu. The Jobs page will be displayed
  2. Select View Jobs → Action required from the top menu
  3. Jobs requiring action will be displayed. The number in the Action Required column indicates the number of roles that have been requested by someone other than the logged-in user. See screenshot below.

View job details

  1. Click Jobs from the left navigation menu. The Jobs page will be displayed
  2. Click the 3-dot menu for the job
  3. Click Job Details. You may edit the job details from the window that is displayed

Edit a job

On the Jobs grid

  1. Click Jobs from the left navigation menu. The Jobs page will be displayed
  2. Click the 3-dot menu for the job you wish to edit. A menu will be displayed
  3. Click the Edit Job button
  4. Edit the job details
  5. Click Save changes

By selecting an option from the top menu

  1. Click Edit → Manage Jobs from the top menu. The Jobs page will be displayed
  2. Search for the job you wish to edit by entering the job name in part or full
  3. Edit the job details
  4. Click Save changes

Note

When editing the Job, if the client you are searching for does not exist, you can create a new client by clicking on + New Client button. For example, you search for a Client called 'ABC' via Client and it does not exist, you can create a new client called 'ABC' by clicking on + New Client.

Delete a job

Note

Deleting a job deletes all its associated bookings.

Delete a job from the grid:

  1. Click Jobs from the left navigation menu. The Jobs page will be displayed
  2. Click the 3-dot menu for the job you wish to edit. A menu will be displayed
  3. Click the Edit Job button. A popup showing the job details is displayed
  4. Click Delete job
  5. Confirm to delete

Delete a job using the main menu:

  1. Click Jobs from the left navigation menu. The Jobs page will be displayed
  2. Select a job by clicking the adjacent checkbox
  3. Select Edit → Edit Details from the top menu
  4. Click Delete job
  5. Confirm deletion

Bulk edit jobs

  1. Click Jobs from the left navigation menu to go to the Jobs page
  2. Select the jobs that you wish to edit by selecting the checkbox adjacent to each job
  3. Click Edit Jobs from the top menu
  4. A form showing all the selected jobs is displayed as shown in the screen above. You can now edit the jobs in bulk on this form. The total number of selected jobs will be displayed as Jobs (n) on the top of the form
  5. To bulk edit all the selected jobs, ensure that the All (n) jobs tab is selected and proceed to edit the selected fields as required
  6. Select the fields that you wish to edit by clicking +Select fields and then select specific fields by clicking the adjacent checkboxes
  7. You may choose to individually edit jobs by selecting the individual job tab and then editing the fields. The selected tab is highlighted
  8. If there is an error then the respective tab is highlighted to let you know the erroenous job
  9. Click Save changes to save

Note

When editing Jobs, if the client you are searching for does not exist, you can create a new client by clicking on + New Client button. For example, you search for a Client called 'ABC' via Client and it does not exist, you can create a new client called 'ABC' by clicking on + New Client.

Duplicate a job with bookings

You can duplicate a job which has bookings from the following places:

  • Select a Job from the Jobs page and select Edit -> Duplicate Job from the top menu
  • Select Duplicate from the Actions menu on the Jobs pane (accessed via the Plans/Jobs page)
  • Select a Job from the Jobs page and select Duplicate Job from the 3-dot menu

You can duplicate up to 100 jobs at a time. While the duplication of a job is in progress, the other jobs to be duplicated will be held in a queue.

A queue notification is displayed if more duplications are being performed at the same time. An in-progress notification displays the % completion of your task.

For example, if user A duplicates a job while user B is in the process of duplicating another job, the queue notification will appear for user A and the in-progress notification will display for user B. The queue notification also includes a link to the Operation Log allowing you to view the progress of your operation. A success/failure message will be displayed after the operation is complete.

To duplicate a job:

  1. Select one of the methods mentioned above
  2. A pop-up is displayed
  3. The date range for the selected Job is displayed. Change the date range to a range you want (must be within 24 months from the current date). All whole bookings associated with jobs within the original date range will be duplicated to the new date range
  4. If you have bookings outside out of the date range for the selected job field, click on Change range to include all bookings to change the date range to include the bookings that fall outside the job date range. (Click revert to start and end dates to revert to your original job dates if you change your mind)
  5. Enter the destination start date. Bookings will be duplicated relative to this start date
  6. Enter the Destination job. If the job you want does not exist, create one by clicking +New Job
  7. Click Create booking

The Job will be duplicated.

Note

  • You must have Create booking access to duplicate a Job
  • Roles associated with the job will not be duplicated
  • The Destination start date in n week/month/year is from the first date of the first booking in the date range for selected job
  • If a job has no start and end dates, or is missing one of them, the date range for all bookings on that job will be used (start date of the first booking and end date of the last booking)
  • The duplicate destination job will list the same job by default
  • if you specify a date range which is more than 24 months from the current date, hours may be dropped from your diary

Mark a job as confidential

Jobs marked confidential will only be visible to those with access permissions.

Toggle the Confidential switch found in the Basic details section to Yes to mark the job as confidential. This can be done while creating or editing a job. Confidential jobs cannot be viewed by other users. Hidden jobs marked as confidential will always be visible to users booked on the Job, but will not be visible to users who created the Job.

Also see, control read access to planning data.

Maintain milestones

You can:

Note

if you have permission to view and edit a job, you will also have permission to maintain the job's milestones.

View job timeline on the planner

You can show/hide job timeline on the planner by using the toggle Job timeline on the Show menu. Showing the job timeline displays the job start and end dates.

View milestones

Click Jump to on the Jobs page to view information about Milestones. You can also click on the Jobs pane on the Planner and then click More info → Milestones. On the Planner, milestones will be displayed in both the Jobs view and the Resource view. You can show/hide milestones by using the toggle Job milestones on the Show menu.

Understand milestone and job timeline display

Milestones have the following states and symbols:

If there are more than one milestones for a single cell, the milestone symbol will be an incomplete diamond with a number inside specifying the number of milestones on that cell. If the number is more than 9, then 9+ will be displayed in the diamond symbol. Hovering over the milestone symbol will display the list of milestones on that cell.

The following rules are followed when displaying job milestones and timelines:

Solid line is displayed when both job start and end dates are set:

Dash line is displayed when:

  • both job start and end dates are not set
  • job start date set, end date not set
  • job start date not set, end date set

Line end with a corner and an ellipse is displayed when:

  • job start/end date are on the cell
  • booking/role start/end date are on the cell (when job dates are not set)

Line end with an arrow is displayed when:

  • job start/end date is outside the visual display window
  • job start/end dates are not set

Line end with an ellipse is displayed when:

- job start date is during the weekend which is hidden 
- job end date is during the weekend which is hidden

Add milestones

You can add milestones while adding or editing jobs.

  1. Select Milestones

  2. Enter a name and due date for the milestone

  3. Click Create to save changes

Edit/Delete/Complete milestones

  1. Edit a job
  2. Click More info → Milestones
  3. Edit fields as required. You can add another milestone or mark a milestone as complete by checking the Mark as completed button
  4. You can also delete a milestone by selecting the trash icon next to the milestone
  5. Save changes

Action roles

  1. Filter jobs to be actioned
  2. Click on the Scenario for the job requiring action. This will show you a page with scenarios and associated roles
  3. Select a role and then select the action from the Action dropdown
  4. Save

Associate a FTE reference diary with a job

The FTE Reference Diary determines how FTEs are calculated for the job and for the bookings booked on that job. Select the FTE Reference Diary to associate with your job.

The FTE Reference Diary field is a built-in Job field as can be seen from the screenshot above. The Diaries that you create will appear as options that you can select when editing the FTE reference diary field.

Note

If the 'FTE reference diary' field is cleared and/or the default value is removed, FTEs will not be calculated for that Job and the FTE calculations will be 0.

On the planner, you can add the new FTE reference diary job field to the parent and/or child record using columns.

Attach documents

See Upload and Attach documents for more detail on uploading and attaching documents.