Working with WorkFlows: Multiple Alarms for a Single Calendar Record

September 2017    Tags: Alarms, Calendar, PracticeMaster, WorkFlows

I want to have an alarm displayed the day before a trial to remind me to dress appropriately, and then a second alarm an hour before I need to be in trial to remind me to leave. However, I don’t want to create a second calendar record to accomplish this. Is there any way to set up two alarms for each calendar record that has a Calendar Code of Trial?

A WorkFlow can be set up for a particular Calendar Code so that whenever the alarm is cleared, PracticeMaster sets the alarm to a new value for you and updates the description to the next action item. For example, when a “1 day” alarm is cleared, PracticeMaster can set the alarm for “1 hour.” This can be desirable if you like the alarms but don’t want to create separate calendar entries for each action item of a task or event.

To create a WorkFlow that sets a new alarm when an alarm is cleared

1. From the Maintenance menu, select WorkFlows.
2. Select the Calendar file, and then click the New button.
3. Enter a Name for the WorkFlow (e.g., “Multiple Alarms”).
4. In the Source section:
   1. Select the Filtered Records option and click the Filter button.
   2. Select a Field Name of Calendar Code.
   3. Select a Test Condition of equal to.
   4. In the Test Value field, select a Calendar Code of Trial.
   5. Click the Save button.
5. In the Event section:
   1. Select a Type of Record Changed.
   2. In the Fields section, select Specific Field, and then select the AlarmExpr field.
   3. Select the Value Before check box, and then select the desired value (e.g., 1 Day).
   4. Select the Value After check box, and then select None.
6. In the Actions section, click the New button.
   1. Select Change Record and click Next.
   2. Select Source Record and click Define Template.
      1. Click the set button next to the Alarm field.
         1. In the Template Expression Editor window, click the Value button.
         2. Select the desired value (e.g., 1 Hour) and click OK on the Value window.
         3. Click OK on the Template Expression Editor window.
      2. Click the set button next to the Description field.
         1. In the Template Expression Editor window, click the Value button and enter the desired text [e.g., “Leave for court – ” (including the dash and spaces)].
         2. Click OK on the Value window.
            1. Click the Operator button, select Addition, and click Insert.
            2. Click the Field button and, in the Available Records field, select Source Record (Before the Save).
            3. Select the Description field and click Insert.
            4. Click OK on the Template Expression Editor window.
      3. Press Ctrl+S.
   3. Click Finish.
7. Click Save.

You now have a WorkFlow set up so that when you clear the one day alarm on a record with a Calendar Code of “Trial,” it will reset the alarm to be displayed one hour before the trial time to remind you to leave.

For more information on WorkFlows, refer to our new PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”