After choosing to create or edit an Appointment entry for a Asset Activity Template, the following window opens:
New Appointment Entry window
In this window you should enter the information the system can use to create the appointment when the template is applied.
Below is an explanation of the fields/buttons in this window.
Employee
Each appointment is the Commit system must be assigned to an employee. When assigning an employee to an Appointment entry in a template, you should select the employee who you want assigned to the appointment once the template is applied to a specific asset and the appointment is “created.”
You can choose the “Employee” from any of the following options:
| • | Account Manager: By selecting this option, the appointment will be assigned to the Account Manager of the asset to which the template is applied. (The Account Manager is defined in the Account details window > General tab > Account Manager [“Acct Mgr.”] field. |
| • | Specific Employee: When applying the template and creating the appointment, the employee specified in this option is assigned to the appointment. If the specified employee is no longer an active employee at the time the template is applied, the appointment is automatically assigned to the user applying the template. The system makes note of this change when applying the template. |
| • | The user applying the template: By selecting this option, the appointment will be assigned to the user who actually applies the template to a specific asset. |
| • | Shared: By selecting this option, the appointment will be set as “Shared,” rather than assigned to a specific employee, when the template is applied to a specific asset. |
Appointment Date
Each Appointment in the Commit system needs to be assigned a date. In an Asset template, the Appointment Date is defined as a certain number of days before or after—or the day of—a reference date that is defined in the "Copy From" field.
The "Copy From" field allows the user to define the date to copy from as any of the following:
| • | Warranty/License Expiration Date |
| • | Purchase Date |
| • | Delivered Date |
| • | Installed Date |
| • | Date1 |
| • | Vendor Warranty Expiration Date |
| • | Vendor Purchased Date |
| • | The current date when applying the template |
These choices appear in a drop-down menu from this field.
Appointment entry Date and Time
Users can then adjust the date to be a certain number of days earlier or later than this day.
In addition, you can select the Move to next workday flag. This flag takes effect if the date that is calculated when applying the template falls out on a weekend. If this box is checked, the system automatically moves the Appointment Date to the next available business day.
For example, if according to the information you enter in the template the Appointment Date falls out on a Saturday (and Monday through Friday are defined as working days in your Commit Calendar), then Appointment Date is calculated to be the following Monday. If such a move is made, a comment is displayed when applying the template.
Note: In order to apply the template successfully, the information in field "Copy From" must be defined in the Asset to which you wish to apply the template. If the "Copy From" date has not been entered into the Asset, applying a template to it will fail.
Appointment Time
You can set the appointment’s Time as you wish. This field may also be edited when applying the template to a specific asset.
Details Tab
In this tab you can enter a value to additional fields of the Appointment. These are the appointment's user-defined fields, which can be used as you like. Setting the value in the template entry will set this value to the field when the task is created from the template.
Note: If you've enabled Field3, Field4, and Field5 in your system, they will be displayed here as well.
Appointment Color
These buttons allow the user to determine what color the Appointment appears in when it is shown on the Commit Calendar. You can choose from the following options:
| • | Employee Default Color: This option sets the color according to the color of the employee assigned to the Appointment. (The default color for Appointments can be defined for each employee in the Employee window.) |
| • | Fixed Color: This option allows you to choose a specific color to be used for the Appointment once the template is applied to a ticket. |
Description
In this box you should enter a description of the appointment. When the template is applied to a specific asset, this field appears as the Appointment Description. If you would like the Account information to be automatically added to this field when the template is applied, you can check the Add Account/Contact info box. Including this information in this field can be helpful when exporting the task to Outlook.
You can also specify whether the Account/Contact information should appear before or after the Appointment Description. To do so, check either the Before Description or After Description box.