Working with WorkFlows: Adding a New Employee to Calendar Entries

October 2017    Tags: , , ,

We have a new employee starting and we need to add her to hundreds of existing Calendar entries. Is there an easy way to accomplish this so that I don’t have to open each calendar record and edit them individually?

A WorkFlow can be created that will add the User ID to the desired calendar records. This WorkFlow will not run automatically, but will run when you click the WorkFlow in the Quick Clicks pane. This allows you the flexibility of selecting only the records to which you want the user added.

Tip: Once the WorkFlow has been created, it can easily be updated for similar scenarios in the future. For example, if you need to add another new employee at a later time, simply edit the existing WorkFlow for the new User ID.

To create a WorkFlow to add a particular User ID to calendar records

  1. From the Maintenance menu, select WorkFlows.
  2. Select Calendar, and then click the New button.
  3. Enter a Name for the WorkFlow (e.g., “SARA added to Calendar Entries”).
  4. In the Event section, select the User Activated check box.
  5. In the Actions section, click New.
    1. Select Change Record, and then click Next.
    2. Select Source Record, and then click the Define Template button.
    3. Click on the set button next to the User/Group field.
      1. In the Template Expression Editor window, click the Field button.
        1. In the Available Records field, select Source Record (Before the Save).
        2. Select the GroupInfo Field ID and click Insert.
      2. Click the Operator button, select Addition, and then click Insert.
      3. Click the Value button, enter a comma followed by the desired User ID, and then click OK. For our example, enter “,SARA”. The comma is necessary to separate the User ID from the others.
      4. The following will now be displayed:
        ‘@SrcRecOrig:GroupInfo +“,SARA”’
        Click OK on the Template Expression Editor window.
      5. Press Ctrl+S.
    4. Click Finish.
  6. Click Save.

To run the WorkFlow, simply open the Calendar file, select the desired calendar records, and then click the WorkFlow from the WorkFlows group of the Quick Clicks pane. All of the selected calendar records will be updated with the new user.

For more information on WorkFlows, refer to our new PracticeMaster WorkFlows Guide at or Knowledge Base Article R11307, “All About WorkFlows.”

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