Control Center Batch Tutorial by sxl19665


									                 Task & Time Management Tutorial
                   Control Center Batch Processing
The Control Center has a link called Batch. TTM has batch processing capability.


Click on the Batch link now.

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You screen will look like this.


The batch processing section will allow Admins and Managers to make changes to
multiple task records at the same time. Because changes can be made to a lot of records
at one time, only Admins and Managers can make Batch changes.

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The top section of Batch processing is for Cabinet, Folder and Document changes.

Click the Projects item in the Cabinet.


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Your screen will look like this.


And notice that the Batch Update button is now enabled.

Scroll down to the last Batch section and notice two additional links.


If you click the CkAll link it will immediately check all of the task record checkboxes
that are visible on the screen. If you click the UnChk link it will uncheck all of the task
record checkboxes visible on the screen.

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Note that you may only be displaying task records 1 through 20 and there may be more
pages (task records) available that are not being displayed. Your batch operation will
only work on records that you can see and which have been checked. You can increase
the number of records displayed so that you can always work on all of them if you need
to. Select the number of task records to display for all of your selected categories as
shown below.


Use the link and check all of the records that you want or manually check the records.

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The steps needed to successfully make batch changes are:

    1.   Select your main task record filters first.
    2.   Set your Records Per Page.
    3.   Select your batch categories.
    4.   Check the task records you wish the changes to be made to.
    5.   Click the Batch Update button.

Let‟s go over these 4 steps one at a time.

1. Select your main task record filters first

In the Control Center, select your task record filters first.


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2. Set your Records Per Page


2. Select your batch categories


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3. Check the task records you wish the changes to be made to


4. Click the Batch Update button

When you have checked all the records that you want, clicking the Batch Update button
will change all of the checked record categories to Projects in this example.

These five batch steps will be the same for any batch changes you make.

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The next batch sections are the three CBO lists. For these lists to be meaningful, you
must first select your batch category or categories. The yellow labels for the categories
and the CBO lists will help to visually associate these lists as being related to each other.

Follow the same steps here to make batch updates to one or more of the CBO lists.

       1.   Select your main task record filters first.
       2.   Set your Records Per Page.
       3.   Select your batch categories.
       4.   Check the task records you wish the changes to be made to.
       5.   Click the Batch Update button.


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The next batch section is Owned By, Assigned To, Project Manager and Internal Priority.

Be aware that if you make changes to the Owned By resource, once the batch process has
completed, you will no longer see those task records (unless they are group records) as
they will now be owned by someone else.


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The next batch section is Highlight, Group, Critical, Archive and No Shortcut Links.

To make batch changes to the Group checkbox (for example), check the desired batch
checkbox, select your task records and then click Batch Update. To uncheck a task
record checkbox that is checked, leave the batch checkbox unchecked, select your records
and then click Batch Update.


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The next batch section is Check Status on Date, Due Date and the three text boxes.
Notice at the bottom of the Batch section there is a “Past” link. Clicking this link will
immediately check all records which have Check Status on Dates past due. This is a
convenient way to quickly check multiple records and then make batch updates to their
Check Status on Date fields. In other words, you can quickly bring a group of task record
Check Status on Dates up to date.
For the text box changes, type in your text and click the batch update button (make sure
you have your five batch steps set correctly setup before clicking the batch update
button). These text boxes will „remember‟ the text you entered into them so that you can
make the same changes to another category set if you need to without having to type in
the same text again.


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The next batch section is the Additional Support text box. Make any batch changes in the
same way as previously mentioned.


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Next, are the two Numeric text boxes. Note that the first special Numeric text box isn‟t
here. Recall the first numeric text box is used as a percentage progress indicator. These
values for their task records are very individual and thus do not lend themselves to batch

Enter in numeric only values in the Value and Score text boxes. Values may be integer
or with decimals.

The area below these two text boxes are for easily showing an incremental value in the
fields. An example will help clarify their purpose. Let‟s say your task records need their
Value field to be in increments for 10‟s, starting with 10. Using the two drop down lists,
you can set the starting number and the auto-increment number. Clicking on Auto
Renumber will set the filtered task record Value fields to this sequence:


Please note that in addition to the five batch steps previously mentioned, you need to also
make sure your sort order is set correctly since these values will be done in sequence in
the sort order displayed.


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Null Indexes
The last batch section to discuss is the Null Indexes area. This is an advanced section and
only Admins have access to it. The purpose of this section is to find and display those
task records which may have their category and/or CBO drop down lists pointing to
invalid data, or what is called null values. Sometimes, this is ok and sometimes its not.

Let‟s click on the Null Indexes link to open it.


Your screen will look like this. There are three areas.


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View SQL Query and View Index Nulls

To display the actual SQL query string at the top of the Control Center screen, check the
View SQL Query checkbox and then click Save.

To view the index nulls check the View Index Nulls checkbox and then click Save.

Check both of these checkboxes now.


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Your screen will look like this. The Sub3 Index Null 0 we see in both records in this case
is normal. These two records only have a category and sub2category defined. Task
Record ID 2812 has Projects for its category and Easy Peel Labels for its sub2category.
Task Record ID 2826 has Projects and Avery Wizard defined. Neither record has a
sub3category (Documents) defined so the Sub3 Index Null 0 is what you would expect to

All other index fields have a valid point value. The Cbo1, Cbo2 and Cbo3 indexes all
have values of some kind. And the Cbo0 Index Sets for both records are pointing to valid
indexes. If these indexes did not have valid index values, they would display Null 0 in


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Set the Sub2 Null Index radio button and click the Set Null Filter button. Your screen
will look like this. Note that when you click on the Set Null Filter button you are setting
the SQL query to look only for records that have a null sub2category index. Below we
caught two such task records. We could edit them and assign a sub2category (Folders)
item but in this case, these are merely divider records so we will leave them as is.

Set the Clear Cat Filters radio button and click the Set Null Filters before continuing.


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We have set the Cbo2 Null Index radio button and clicked on Set Null Filter.

With Cbo2 null index filter set, we can see just one task record which has its Cbo2 index
pointing to null. By setting the Display CBO Nulls radio buttons, you can see which
records in your database have null CBO indexes.

The fix here would be to edit this record and select an item from its Cbo2 drop down list.


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Here we can see the record in edit mode. Note that its Cbo2 list is not set as there is no
blue selection bar. It needs to be selected to one of the items in the list and that would fix
its null index situation.


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Before you set your batch filter to display any category index nulls, you need to know
what your record filters look like normally. This means, if the Control Center filter
shows a Cabinet category, a Folders category and a Documents category, then you would
not be expecting to see any index nulls in this filter display when you used the Display
Category Null radio buttons.

If your Control Center filter has only records with a category and sub2category then you
would expect to see all the sub3catgory indexes set to nulls but not category or

As we said earlier, this is an advanced section of the batch processing area. Feel free to
email us or call us if you need some assistance in checking your null indexes.

This completes the tutorial on Batch processing.

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