Difference between revisions of "Diary"

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[[Category:Policy Tasks]]
 
[[Category:Policy Tasks]]
 
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<tr>
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    <td>[[File:Ic_info_black_24dp.png]] Required Software Version: [[:Category:Release Notes|September 2015]]</td>
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</tr>
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<tr>
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    <td>[[File: Ic_settings_backup_restore_black_24dp.png]]  Legacy Instructions Available: [http://wiki.agencysystems.com/mediawiki/index.php?title=Training_5:_Email,_Diary,_Activity,_Client_Notes_%26_Memo_Writer&oldid=1561#Diary Click Here]</td>
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     <td>Related Pages</td>
 
     <td>Related Pages</td>
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<td>
 
<td>
 
<ul>
 
<ul>
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<li>[[Download Alerts]]</li>
 
<li>[[Training 1: Newton Interface Overview]]</li>
 
<li>[[Training 1: Newton Interface Overview]]</li>
 
<li>[[Training 5: Email, Diary, Activity, Client Notes & Memo Writer]]</li>
 
<li>[[Training 5: Email, Diary, Activity, Client Notes & Memo Writer]]</li>
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Diaries are simple follow-up or to-do items.  
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Diaries are simple follow-up or to-do items that display on the assigned operator's [[Dashboard Tab (User)|Dashboard Tab]] based on the suspense date. A diary can be used for simple inter-office communication, action items on policies, or can be created automatically by [[:Category:Policy Tasks|common policy tasks]] or [[Download Alerts]].
 +
 
 +
== Create A Diary ==
 +
A diary can be created from the [[Client Tab|Client Dashboard Tab]], [[Policy Express]], [[Download Alerts]], the [[Company Tab]], or the [[Vendor Tab]].
 +
 
 +
Although a diary is commonly associated with a [[Policy: Create A Policy|specific policy]], a diary can also be saved to a [[Client Profile|client without a policy]], or directly to an [[Producer Profile|operator]] for inter-office communication.
 +
[[File:Clienttab-diary-fullwindow.png|thumb|500px|right|Diary (window)]]
 +
 
 +
==== Create An Operator Diary ====
 +
#After opening Newton, locate the '''Diaries''' section of the [[Dashboard Tab (User)|Dashboard Tab]].
 +
#Select '''Create Diary''' within the expanded '''Diaries''' band.
 +
#The '''From''' field and the '''To''' (assigned) field will pre-fill as the current operator.
 +
#Enter a short '''Description'''.  Optionally enter additional details in the '''Comments''' section.
 +
#Verify the '''Suspense Date'''.
 +
#Reassign the '''To''' field to the correct operator.  Open diaries display on the assigned operator's [[Dashboard Tab (User)|Dashboard Tab]].
 +
#Select '''Save'''.
 +
#See the [[#Diary Interface|Diary Interface]] section below.
 +
 
 +
==== Create A Client Diary ====
 +
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]].
 +
#The '''From''' field will pre-fill from the client, and the '''To''' (assigned) field will pre-fill as the current operator.
 +
#Select '''Create Diary''' within the expanded '''Diaries''' band. ''(If not expanded by default, see: [[Preferences]])''
 +
#Enter a short '''Description'''.  Optionally enter additional details in the '''Comments''' section.
 +
#Verify the '''Suspense Date'''.
 +
#Reassign the '''To''' field to the correct operator.  Open diaries display on the assigned operator's [[Dashboard Tab (User)|Dashboard Tab]].
 +
#Select '''Save'''.
 +
#See the [[#Diary Interface|Diary Interface]] section below.
 +
 
 +
==== Create A Policy Diary ====
 +
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]].
 +
#Select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])''
 +
#'''Left-Click''' the desired policy number to open '''[[Policy Express]]'''.
 +
#Select '''Create Diary''' within the expanded '''Diaries''' band. ''(If not expanded by default, see: [[Preferences]])''
 +
#The '''From''' field will pre-fill from the client, and the '''To''' (assigned) field will pre-fill as the current operator.  The '''Diary Category''', '''Diary Sub-Category''', and '''[[Company Profile|Company]]''' will pre-fill from the policy.
 +
#Enter a short '''Description'''.  Optionally enter additional details in the '''Comments''' section.
 +
#Verify the '''Suspense Date'''.
 +
#Reassign the '''To''' field to the correct operator.  Open diaries display on the assigned operator's [[Dashboard Tab (User)|Dashboard Tab]].
 +
#Select '''Save'''.
 +
#See the [[#Diary Interface|Diary Interface]] section below.
 +
 
 +
== Diary Interface ==
 +
 
 +
==== Diary Details ====
 +
For each of the diary fields, enter the code or '''left-click''' the display field to select from the list of available profiles.  ''(To create a new profile, '''right-click''' within the code entry field.)''
 +
:[[File:Diary-selectassignedoperator.png]]
 +
 
 +
The '''Description''' displays on the dashboards, and can be changed at a later date.
 +
:[[File:Clienttab-diary-description.png]]
 +
 
 +
The comment section includes a one-click date and time stamp to append the existing comments with additional notes.  Selecting the button will shift the current comments down, enter the current date, time, and operator, and place the cursor directly below the new line. The comment section contains spellcheck functionality and the [[Preferences#Memo Font Size|font size can be adjusted per user]].
 +
:[[File:Diary-descandcomments.PNG]]
 +
 
 +
==== Diary Top Toolbar ====
 +
[[File:Diary-toolbar.png]]
 +
{|class="wikitable"
 +
! Name
 +
! Description
 +
|-style="vertical-align:top;"
 +
|Search
 +
|Find an existing diary.  See [[#View Or Edit An Existing Diary|the section below]] for the recommended methods for finding diaries.
 +
|-style="vertical-align:top;"
 +
|Add
 +
|Create a new diary pre-filled with information from the current diary.
 +
|-style="vertical-align:top;"
 +
|Save
 +
|Save any changes.
 +
|-style="vertical-align:top;"
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|Close Item
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|Automatically change the '''Diary Status''' to '''CLS: Closed''' and save changes.
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|-style="vertical-align:top;"
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|Memo
 +
|Shortcut to create a memo using [[:Category:Memo Writer|Memo Writer]].
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|-style="vertical-align:top;"
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|Log
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|View the Activity log for the policy assigned to the Diary.  This option is disabled if the diary is not assigned to a policy.
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|-style="vertical-align:top;"
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|Print
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|Prints the open diary.
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|-style="vertical-align:top;"
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|Policy
 +
|A diary can be reassigned to a policy number if it is accidentally saved to the wrong policy, or to no policy. 
 +
 
 +
Select '''Policy''' in the top toolbar, select the policy number, and choose '''Select'''.
 +
:[[File:Diary-selectpolicy.png]]
 +
|-style="vertical-align:top;"
 +
|Open Client
 +
|When selected, a new [[#Client Tab|Client Tab]] is created.  ''(This behavior matches the '''Right-Click -> Open Client''' option on the user dashboard.)''
 +
:[[File:Diary-openclient.png]]
 +
|-style="vertical-align:top;"
 +
|Send To Outlook
 +
|Creates an Outlook calendar event with a default day that matches the diary suspense date.  The client information block is added to the top of the comment section within the Outlook calendar item.
 +
:[[File:releasenotes-basic-diaryoutlook.png]]
 +
|-style="vertical-align:top;"
 +
|Website
 +
|Access '''[[Policy View]]''' or the associated company website saved within the [[Company Profile]].
 +
|-style="vertical-align:top;"
 +
|Wiki
 +
|Opens the Newton Wiki help documentation.
 +
|-style="vertical-align:top;"
 +
|Pop Out / Dock
 +
|The diary window opens as a full screen tab, similar to tabs in a web browser.  Select the button to toggle the diary window between a window or a tab.
 +
 
 +
Optionally, a [[#Tabbed or Window Modes|user option to open diaries as a window]] is also available.
 +
|-style="vertical-align:top;"
 +
|Exit
 +
|Closes the Diary tab or window.
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|}
  
−
You can create a client Diary from the [[Client Tab|Client Dashboard Tab]], from [[Policy Express]], or from [[Download Alerts]].
+
== View Or Edit An Existing Diary ==
 +
Open or closed diaries can be located on the [[Client Tab|Client Dashboard Tab]], [[Company Tab]], [[Vendor Tab]], or within [[Policy Express]].
  
−
==== Creating And Using Diaries ====
+
#Locate the '''Diaries''' band on one of the dashboards. Hover the mouse over the diary description to display a portion of the diary comments.
−
[[Training_1:_Newton_Interface_Overview#Diaries_2|Training 1: Newton Interface Overview]]
+
#:[[File:Clienttab-diary-hovertext-preview.png]]
 +
#Active Diaries are displayed in green.  High priority diaries are displayed in blue. Past-due diaries are displayed in red.
 +
#Left-click the diary description to open the diary.
 +
#:[[File:Clienttab-diary-description.png]]
 +
#The diary will open as a full screen tab or a window depending on the user [[Preferences|preference]].
 +
#:[[File:Clienttab-diary-fullwindow.png]]
 +
#Update any fields, and select '''Save''' to save changes.
  
−
[[Training_5:_Email,_Diary,_Activity,_Client_Notes_%26_Memo_Writer#Diary|Training 5: Email, Diary, Activity, Client Notes & Memo Writer]]
+
==== Email Correspondence ====
 +
Select the e-mail icon next to any contact’s name to e-mail the text of the Diary to that contact.  When an [[Email Integration|email is generated from the diary window]], the client or operator name is placed in the email subject line, in addition to the diary description.
  
−
[[Download Alerts]]
+
[[File:Diary-sendemail.png]]
  
−
The diary comment [[Preferences#Memo Font Size|font size can be adjusted per user]].
+
==== Close A Diary ====
 +
After completing the diary task, select '''Close Item''' within the [[#Diary Top Toolbar|top toolbar]].  The '''Diary Status''' will be automatically changed to '''CLS: Closed''' and the changes saved.
  
−
==== Diary Example ====
+
To locate a previously closed diary, expand the '''Diaries''' band on one of the dashboards, then expand the '''Closed Diaries''' sub-band.
−
[[File:training1-basictab-diary.png]]
 

Revision as of 22:56, 22 February 2016

Ic info black 24dp.png Required Software Version: September 2015
Ic settings backup restore black 24dp.png Legacy Instructions Available: Click Here
Related Pages
Related Categories

Diaries are simple follow-up or to-do items that display on the assigned operator's Dashboard Tab based on the suspense date. A diary can be used for simple inter-office communication, action items on policies, or can be created automatically by common policy tasks or Download Alerts.

Create A Diary

A diary can be created from the Client Dashboard Tab, Policy Express, Download Alerts, the Company Tab, or the Vendor Tab.

Although a diary is commonly associated with a specific policy, a diary can also be saved to a client without a policy, or directly to an operator for inter-office communication.

Diary (window)

Create An Operator Diary

  1. After opening Newton, locate the Diaries section of the Dashboard Tab.
  2. Select Create Diary within the expanded Diaries band.
  3. The From field and the To (assigned) field will pre-fill as the current operator.
  4. Enter a short Description. Optionally enter additional details in the Comments section.
  5. Verify the Suspense Date.
  6. Reassign the To field to the correct operator. Open diaries display on the assigned operator's Dashboard Tab.
  7. Select Save.
  8. See the Diary Interface section below.

Create A Client Diary

  1. Load a client on one of the client tabs.
  2. The From field will pre-fill from the client, and the To (assigned) field will pre-fill as the current operator.
  3. Select Create Diary within the expanded Diaries band. (If not expanded by default, see: Preferences)
  4. Enter a short Description. Optionally enter additional details in the Comments section.
  5. Verify the Suspense Date.
  6. Reassign the To field to the correct operator. Open diaries display on the assigned operator's Dashboard Tab.
  7. Select Save.
  8. See the Diary Interface section below.

Create A Policy Diary

  1. Load a client on one of the client tabs.
  2. Select the (+) next to Policies. (To expand the band by default, see: Preferences)
  3. Left-Click the desired policy number to open Policy Express.
  4. Select Create Diary within the expanded Diaries band. (If not expanded by default, see: Preferences)
  5. The From field will pre-fill from the client, and the To (assigned) field will pre-fill as the current operator. The Diary Category, Diary Sub-Category, and Company will pre-fill from the policy.
  6. Enter a short Description. Optionally enter additional details in the Comments section.
  7. Verify the Suspense Date.
  8. Reassign the To field to the correct operator. Open diaries display on the assigned operator's Dashboard Tab.
  9. Select Save.
  10. See the Diary Interface section below.

Diary Interface

Diary Details

For each of the diary fields, enter the code or left-click the display field to select from the list of available profiles. (To create a new profile, right-click within the code entry field.)

Diary-selectassignedoperator.png

The Description displays on the dashboards, and can be changed at a later date.

Clienttab-diary-description.png

The comment section includes a one-click date and time stamp to append the existing comments with additional notes. Selecting the button will shift the current comments down, enter the current date, time, and operator, and place the cursor directly below the new line. The comment section contains spellcheck functionality and the font size can be adjusted per user.

Diary-descandcomments.PNG

Diary Top Toolbar

Diary-toolbar.png

Name Description
Search Find an existing diary. See the section below for the recommended methods for finding diaries.
Add Create a new diary pre-filled with information from the current diary.
Save Save any changes.
Close Item Automatically change the Diary Status to CLS: Closed and save changes.
Memo Shortcut to create a memo using Memo Writer.
Log View the Activity log for the policy assigned to the Diary. This option is disabled if the diary is not assigned to a policy.
Print Prints the open diary.
Policy A diary can be reassigned to a policy number if it is accidentally saved to the wrong policy, or to no policy.

Select Policy in the top toolbar, select the policy number, and choose Select.

Diary-selectpolicy.png
Open Client When selected, a new Client Tab is created. (This behavior matches the Right-Click -> Open Client option on the user dashboard.)
Diary-openclient.png
Send To Outlook Creates an Outlook calendar event with a default day that matches the diary suspense date. The client information block is added to the top of the comment section within the Outlook calendar item.
Releasenotes-basic-diaryoutlook.png
Website Access Policy View or the associated company website saved within the Company Profile.
Wiki Opens the Newton Wiki help documentation.
Pop Out / Dock The diary window opens as a full screen tab, similar to tabs in a web browser. Select the button to toggle the diary window between a window or a tab.

Optionally, a user option to open diaries as a window is also available.

Exit Closes the Diary tab or window.

View Or Edit An Existing Diary

Open or closed diaries can be located on the Client Dashboard Tab, Company Tab, Vendor Tab, or within Policy Express.

  1. Locate the Diaries band on one of the dashboards. Hover the mouse over the diary description to display a portion of the diary comments.
    Clienttab-diary-hovertext-preview.png
  2. Active Diaries are displayed in green. High priority diaries are displayed in blue. Past-due diaries are displayed in red.
  3. Left-click the diary description to open the diary.
    Clienttab-diary-description.png
  4. The diary will open as a full screen tab or a window depending on the user preference.
    Clienttab-diary-fullwindow.png
  5. Update any fields, and select Save to save changes.

Email Correspondence

Select the e-mail icon next to any contact’s name to e-mail the text of the Diary to that contact. When an email is generated from the diary window, the client or operator name is placed in the email subject line, in addition to the diary description.

Diary-sendemail.png

Close A Diary

After completing the diary task, select Close Item within the top toolbar. The Diary Status will be automatically changed to CLS: Closed and the changes saved.

To locate a previously closed diary, expand the Diaries band on one of the dashboards, then expand the Closed Diaries sub-band.

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