View and Manage Site Diaries in the Calendar View
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Objective
To view and manage Site Diary entries using the calendar view.
Background
The calendar view for the Site Diary tool provides a visual overview of all entries for a month. You can create and manage entries and complete days directly from this calendar.
Things to Consider
- Required User Permissions:
- To view the calendar:
- 'Read Only' or higher permissions on the Site Diary tool.
Note: Users with the 'Collaborator Entry Only' granular permission enabled on their permissions templates are not able to see the Calendar view.
- 'Read Only' or higher permissions on the Site Diary tool.
- To create entries:
- 'Standard' or 'Admin' on the Site Diary tool.
- To edit entries:
- 'Admin' permissions on the Site Diary tool.
- Users with 'Read Only' or 'Standard' permissions with the 'Collaborator Entry Only' granular permission enabled on their permissions templates can edit their own entries until they are approved.
- Users with 'Standard' permissions with the 'Standard Users Can Edit and Delete Own Entries' granular permission enabled on their permissions templates are able to edit or delete their own entries for days that have not been marked as complete.
- To approve pending collaborator entries:
- 'Admin' permissions on the Site Diary tool.
Note: Users with 'Standard' or 'Admin' permissions can approve copied pending entries. See Create Pending Entries for Missing Companies.
- 'Admin' permissions on the Site Diary tool.
- To delete entries:
- 'Admin' permissions on the Site Diary tool.
- Users with 'Standard' permissions with the 'Standard Users Can Edit and Delete Own Entries' granular permission enabled on their permissions templates are able to delete their own entries for days that have not been marked as complete.
- To mark a day as complete:
- 'Admin' on the Site Diary tool.
- 'Admin' on the Site Diary tool.
- To view the calendar:
Steps
- Navigate to your project's Site Diary tool.
- Click Calendar.
Click to view steps for a section:
- View the Calendar
- Create and Manage Entries
- Review Pending Entries
- Complete a Day
- View Details of a Completed Day
View the Calendar
- View the calendar to see which dates have entries added or approved (see image above).
- The status of each site diary is indicated by the following:
- The day you are currently viewing is outlined in blue.
- Completed days are denoted with a green banner and checkmark
. - Pending entries for a day are denoted with a yellow circle
. - Approved entries for a day are denoted with a grey circle
. - Days with no data appear as blank calendar days.
- Optional: Switch between different dates.
- To view a different day, click a day on the calendar.
Note: You cannot open future dates. - To view the summary for a different day, click the forward or backward arrows in the side panel.
- To view a different month, click the forward or backward arrows next to the month and year date.
- To navigate back to today's date, click Today.
- To view a different day, click a day on the calendar.
- Optional: Click View Day to view all diaries for the day and add or manage entries.
Create and Manage Entries
- Click the calendar date you want to create and manage entries for.
Note:- If there are no entries for the day, navigate to the List view to add an entry, then return to the Calendar view.
OR - Select a date on the calendar with at least one entry and click one of the diaries. Use the arrows next to the date in the modal to navigate to the day you want to create entries for.
(Then skip to Step 3).
- If there are no entries for the day, navigate to the List view to add an entry, then return to the Calendar view.
- Click on the diary you want to open.
Note: This action opens the Calendar modal. - Create, edit, approve or delete entries:
- To create an entry: Fill out the appropriate fields for the new entry and click Create.
- To edit an entry: Click into an editable field to add or edit information for an entry.
- To approve an entry: Click Approve next to the entry.
- To delete an entry: Click the Trash
icon next to the entry.
- Click on another diary to manage entries for that diary.
- To exit the modal and return to the main calendar overview, click the X.
Review Pending Entries
- Click the calendar date you want to view entries for.
Note: If there are one or more pending entries to review, you will see a banner to review pending entries or view the day. - Click Review Pending.
Note: The Calendar modal opens. You can view and manage entries for the day in this modal. - Edit, approve or delete pending entries:
Note: Pending entries are denoted with a yellow circle and marker.- To approve an entry: Click Approve next to the entry.
- To edit an entry: Click into an editable field to add or edit information for an entry.
- To delete an entry: Click the Trash icon next to the entry.
- Optional: If you want to approve entries in bulk, you will need to navigate to the List view.
- Click the X to close the modal.
- Click List to navigate to the day's List view.
- Follow the steps in Approve Site Diary Entries.
Complete a Day
- Click on a day that has not been completed yet.
Note: There must be at least one approved entry in order to mark the site diary as complete. If you want to approve pending entries, see View Pending Entries. - Click Complete Day to mark the day as complete.
- In the confirmation window, choose one of the following options:
- Click Complete Only to complete the site diary without notifying users.
OR - Click Complete & Distribute to complete the site diary and distribute an email summary to users on the tool's 'Default Distribution' list.
- Click Complete Only to complete the site diary without notifying users.
View Details of a Completed Day
- Click on a completed day.
Note: Completed days are marked with a green checkmark. - A banner indicates the name of the user who completed the day and the date they marked it as complete.
- Optional: Click Re-Open Day to reopen the day.
OR
Click List to view the diary in List view.