fileye diaries (searching, reporting, letters) · fileye diaries (searching, reporting, letters)...

fileyeP R O F E S S I O N A L I P D O C K E T I N G S O F T WA R E

FILEYE DIARIES (SEARCHING, REPORTING, LETTERS)

B IT E SIZ E D G UIDE S

THIS GUIDE ENCOMPASSES…

• searching

• producing reports

• generating letters

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

RELATED GUIDES…

• there are also separate related guides to help you with creating and maintaining ad hoc and workflow diaries

WHAT ARE DIARIES?…

• diaries provide the ability to record and manage all reminder and due dates

• diaries can be assigned to a case or not to cater for other events such as birthdays or general meetings for example

• diaries take advantage of due AND reminder dates

• diaries can be created on an ad hoc basis (such as office actions, meetings etc.)

• diaries can be automatically generated as soon as a new case is created (Professional Edition only) from diary events assigned to the country law

• diaries can update associated case dates (such as registration, filing etc.) upon completion (Professional Edition only)

• diaries can utilise workflows to control the activities you wish to process (Professional Edition only)

• diaries can trigger forms and letters upon completion of each activity (Professional Edition only)

• diaries can assign specific responsible people for different activities (Professional Edition only)

• reminders can be automatically emailed to the people responsible

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

when you wish to find diaries visit the Diaries tab search page…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

enter your search criteria. In this example we are selecting the type of diaries we are interested in (notice the results below are filtered immediately)…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

we also enter dating criteria using the datelines (a calendar is also available; again, notice the results below are filtered immediately)…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

and finally we filter by the activities we are interested in (because this is a text field you can press the enter key or the Search button to update the results)…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

now that you have the diaries you require, there are several options available to you…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

the icons in the grid all perform specific tasks…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

the case icon will take you to view the case which is assigned to the diary…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

the workflow icon will show you details of the workflow which is assigned to the diary where you can see all past, current (highlighted in yellow) and future activities for this diary…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

the restart icon is useful if you need to restart a specific diary (perhaps there has been a change of circumstances or you need to rectify a mistake)…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

and where a diary is inactive (because it has not yet been automatically activated by fileye) you can force it to start if you need to…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

click on the edit icon to make changes (mark activities as completed, make notes, change details). For more details about editing diaries refer to the guides on this topic…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

and to view the details click on the view icon (you can enter edit mode from the view page if you need to)…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

ad hoc diaries can be deleted using the delete icon…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

and if a diary is no longer required for any reason you can click on the make dead icon, assign the appropriate status and press the Make Dead button…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

the Create button will let you create a new ad hoc diary item (for more details refer to the guide on this topic)…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

you may choose to report the details, and this you can do as spreadsheet, pdf or email attachment…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

this example shows you have complete control over the columns, layout and formatting of every report…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

you can even choose to email ALL responsible people at once (this activity can also be scheduled to occur automatically)…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

creating a batch ad hoc reminder letters is just a simple. Just select the one you want and fileye will create one per diary…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

and here is an example…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

you may also create and print any letters & forms which have been triggered automatically by diary events (Professional Edition only) by visiting the Diary Letters & Forms page…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

here you are able to apply searching criteria if required to filter the letters & forms in the grid…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

then select the letters & forms you wish to produce by either selecting them individually as we have done here…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

or use the Apply Action options to select or deselect all letters & forms. Press the Go button to apply the action…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

now that you have selected the letters & forms you wish to produce, click on the Apply Action dropdown and select the Create Selection option followed by pressing the Go button…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

fileye will create the letters in the background and will refresh the page to confirm this…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

you can now open each in turn to print or email them as required by clicking on the icon in the grid…

www.fileye.com | FILEYE BITE SIZED GUIDES | DIARIES (SEARCHING, REPORTING, LETTERS)

when you have finished processing them, use the Apply Action options to firstly Select All and then Purge Selected to remove these letters from the list…

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