Working with WorkFlows: Add Primary Timekeeper to Calendar Records

April 2018    Tags: Calendar, PracticeMaster, Timekeepers, WorkFlows

When we create Calendar records for matters, we like to have the Primary Timekeeper listed in the Description field to indicate who’s leading the meeting. Is there a way to have that information automatically added so users don’t have to check the Client file to find out who the Primary Timekeeper is?

You can create WorkFlows so that each time you add a record to the Calendar with the Client ID field populated, the Primary Timekeeper’s name will be added to the beginning of the Description field.

To create a WorkFlow that adds the Primary Timekeeper’s name to the Description field

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., “Primary Timekeeper on Calendar”).
4. In the Source section:
   1. Select the Filtered Records option and click the Filter button.
   2. Select a Field Name of Client ID.
   3. Select a Test Condition of not equal to.
   4. Leave the Test Value field blank.
   5. Click the Save button.
5. In the Event section, select Record Added.
6. In the Actions section:
   1. Click the New button.
   2. Select Change Record and click Next.
   3. Select Source Record and click the Define Template button.
      1. Click the set button next to the Description field.
         1. In the Template Expression Editor window, click the Field button.
         2. Select a Field ID of “Client_ID” and click Insert.
         3. Enter “:Prim_Tkpr:Name” immediately following the field name. The following will now be displayed: “@SrcRec:Client_ID:Prim_Tkpr:Name”.
         4. Click the Operator button, select Addition, and then click the Insert button.
         5. Click the Value button and enter “ – ”.
         6. Click the Operator button, select Addition, and then click the Insert button.
         7. Click the Field button, select a Field ID of Desc, and then click the Insert button. The following will now be displayed: “@SrcRec:Client_ID:Prim_Tkpr:Name +” – ” +@SrcRec:Desc”.
         8. Click OK on the Template Expression Editor window.
      2. Press Ctrl+S.
   4. Click Finish.
7. Click Save.

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