Add/Edit Subs Or Functions Of Time
This page is setup to help with subs, add-on's, and functions of time. The reason that this section contains the word "subs" denotes that they (the subs) will be added on to the main elements of time. Depending on the master time template settings (cookie cutter) and your current needs, you may choose to use one sub, many subs, selected subs, or none of the above. This is how you add depth, texture, and details to your basic elements of time. Think of adding a sub or function of time like building an object. A good analogy is like building something out of Legos or blocks. You start with a core (main element of time) and then add, subtract, snap-on, layer, stack, and combine to make your end goal. That is what we have tried to do with elements of time.
All subs or functions of time are editable and searchable. All subs have dynamic options for the title/captions fields (dynamic drop-down lists set on the master time templates). All subs may be used as many or as few times as needed (one-to-many relationship between the main element of time and the subs). The functions of time include the following options, subs, or tools (explained in detail below):
Action Status Logs & Changes - Subs
This function of time allows for one or more changes in the "action status". The action status is a pre-set list of things like: canceled, checked in, checked out, completed, in progress, other, paused, pending, started, and stopped. No notes are allowed in this section and the system is setup to allow quick switching without much help or manual entry of dates and times. If your master time template allows, this sub function does allow edits and manual changes to be made. The sub table includes the following fields: The action status value (see list above), the sub start date/time, is the action finished (checkbox - yes/no), the sub closed date/time, a sort value, and a status (show/hide). As a note, this sub of time is semi-automatic. What that means is if you change the action status on the main element of time, the system will automatically add a new action status log or change record for you. You may still make minor adjustments, but this tool is setup to be mostly automatic and quick. If more details and searchable notes are needed, please see the additional date/times - subs below.
Additional Date/Times - Subs
This function of time allows for any number of sub dates and times. This could be used for any number of details that need a date, possible start time, possible end date, possible end time, and general notes about what the sub date/time is for. The word possible means that the master time template will dictate what is needed (on/off switches on the master template). Some examples for this tool or feature might be class schedules, course dates, itineraries, lab times, meeting times, mile-stones, follow-up visits, hours worked on a single project (one project different work periods), details of what was done during different times, progress reports, etc. Basically, anything that is a standalone sub or detail of the main element of time. This tool has the following fields: A title or caption (brief description), a sub start date, possible sub start time, possible sub end date, possible sub end time, larger note section, a sort value, and a status value (show/hide). The title/caption may be setup to be a dynamic drop-down menu if setup on the master time template. This allows for quick categorization of what the sub is for. It also helps to standardize input of data. All of the dates, times, title/captions, and notes are also searchable. This sub will also show up inside the shopping cart to help with quoting and invoicing. It will not print on the final invoices and quotes unless you print out the main element of time as an additional document. As a note, this sub function of time is also capable of doing a count down (reverse time or t-minus some value) if needed. It also has special code to help calculate date/time blocks and ranges.
Additional Flags, Tags, Categories, Types, Locations, Phases - Subs
This function of time is one of the most flexible options available. It is somewhat of a mix between sub action status values, mixed with sub dates and times, mixed with some additional user-defined power. This is how you create all kinds of user-defined subs or special add-on's. In a nut shell, this is how you create checkpoints, pods, areas, sections, special flags or tags, sub categories, sub groups, sub phases, sub locations, sub types, and other special sub flags and tags. Each time template is allowed up to 5 different types per time template. Use as many or as few as you need. Each of those 5 sections could be a different type (category, flag, group, phase, progress, sub location, tag, or type). Once you define a type and what other features go along with it (sub dates, sub notes, etc.), you can add as many sub records or entries as needed. You could literally track your objects and data over time through different phases, locations, groups, etc. These individual records will each show up under one of the 5 main types per time template. Tons of horsepower.
Also, as a bonus, the system will track the full history (all individual sub records) of how things changed from phase to phase or sub location to sub location. The system is also setup to hold the last known value in the main element of time (basically a report back to momma type feature). That allows you to do a search based off of the last known value. Here are a couple simple examples: Say you have a process that requires you to track a seed growing from a small plant into a fully harvested product. You could add a number of sub phases and then create reports to show all of the current plants in the vegetation phase, the flowing phase, the harvest phase, etc. As you move your plant from phase to phase, it will automatically report the last known phase or whatever type to the main element of time. Each element of time will hold all of the underlying changes, but the main element of time will reflect the last known change. Pretend that this plant is in the harvest state. It would show up in a report with all others that are being harvested based off of that sub phase.
Here is another small example: Say we have a new batch of products. We could move this batch from sub area to sub area (sub locations) and then see if it is in receiving, QC (quality control), production, bin # x, shelve # y, warehouse # z, etc. Once again, it will track the full history and only report the last known sub location to the main element of time. That is huge and allows all kinds of other custom reports to be built off of that report back to momma type feature.
This tool contains 5 sets of fields, per main time template. Tons of custom options and power.
Additional Comments/Notes - Subs
This function of time is how you add additional notes and comments to your main elements of time. The benefits of using this tool or feature is that the notes for each sub section are unlimited (number of characters) and are also HTML compatible. This means that you could add text formatting like line breaks, bold, italics, bulleted lists, hyper links, etc. to the notes. See the HTML help file for more details. These additional notes also show up in the shopping cart to help with quoting and invoicing. They will not print on the final quote or invoice but may be printed separately. The master time template settings allow for things like use sub date, use sub time, and are there any pre-set values for the title/caption field (dynamic drop-down list of options). The tool itself has the following fields: A sub title/caption (brief description), sub date, possible sub time (controlled by the template), sub comments and notes (unlimited plus html options), who created the sub, a sort order, and a status value (show/hide). All of the sub comments and notes are searchable. This feature is great for things like follow-up notes, additional details, instructions, discussion threads, forums, blogs, etc. Basically, anything that is a standalone sub detail or note of the main element of time. Because this tool also tracks who made the comment, it also helps for brainstorming, coordinating, sharing, and participating in discussions.
Additional Sign-Off's - Subs
This function of time allows for multiple sign-off's to be setup and added to a single element of time. This could be a single person, multiple persons, or no sign-off's needed (nobody). The tool allows for an unlimited number of people to add their two cents and virtually sign-off on work done, progress made, things discussed, agreements made, etc. The tool contains the following fields: A title/caption (possibly dynamic if controlled by the template), a sub sign-off date, possible sub sign-off time (controlled by the template), created by (who), singed off by (who), sign-off notes and comments, a sort value, and a status value (show/hide).
Additional GPS or RFID Tag Tracking - Subs
This function of time allows for a date/time specific tracking of extra coordinates, specific locations, and where things (general) are at or have been. One of the difference between GPS (global positioning system - usually satellite based) and RFID Tracking (radio-frequency identification - usually small tags or chips) is dealing with the distance from a hub or known area. Both technologies deal with tracking items or things according to a specific location or coordinates. GPS usually covers more distance and is mobile and RFID is more local, fixed, or within a controlled environment. This tool contains the following fields: A title/caption (brief description - may be dynamic if set on the template), a sub date, possible sub time (controlled by the template), an item value (what is being tracked), sub notes, an "x" coordinate (longitude or width), a "y" coordinate (latitude or height), a "z" coordinate (depth, height, altitude, or elevation), a sort value, and a status value (show/hide). This function or sub may be applied to any main element of time and may contain an unlimited number of entries (as needed). Think of tracking "things" over time with precision relative to a location.
Additional Payroll/Time Sheets - Subs
This function of time allows for one or more special payroll sheets to be added to a single element of time. These special payroll sheets will be pulled in as part of the main firstname.lastname@example.org payroll process (if your corporation uses that feature). This allows for a custom way to record and pay your employees and persons who need credit for work done. The main payroll system will also include normal hourly time clocks, sales and commissions, salary, taxes, and other settings. This is a special standalone payroll sheet that may also be applied to the main payroll process. This tool included the following fields: A title/caption (brief description - may be dynamic if set on the template), a sub date, possible sub time (controlled by the template), assign or pay to person (user, salesperson, or whom is getting the credit), notes, amount, pay period from date, pay period to date, actual pay date, payroll status, actual paid flag (yes/no), sort value, and status value (show/hide). This function may be used for things like hours worked on a specific project (one or more persons), bonuses, games, head counts, special rates or values, custom work, additional helpers on a job, members of crews or teams, etc. Basically, ask yourself, does your element to time need to tie to payroll? If yes, this is your tool.
Additional Notification/Reminders - Subs
This function of time helps to warn, notify, remind, and generally put the task or event in front of you. One or more reminders may be setup. It could be for different people, different dates, different times, or even different ways of contacting the person (text message, email, general calendar reminder). This tool includes the following fields: A title/caption (brief description - may be dynamic if set on the template), a sub reminder date, possible sub reminder time (controlled by the template), who to contact, how to contact (text message, email, or calendar reminder), notes, a sent status (yes/no field with a special date/time value), a sort value, and a status value (show/hide).
Additional Tie-In's/Assignments/Pools ("any" person, place, or thing) - Subs
This function of time allows for multiple "things" to be assigned and attached to the main element of time. This could be multiple customers assigned to a single trip or event, a class roster, employee scheduling (work times), dispatching (persons, parts, equipment, assets, other things, assigned to a single job), rentals (specific items attached to time), multiple users or multiple technician assignments, etc. This function also has the ability to create "pools" or categories of pre-set items that get to play or be used in conjunction. If a pool is used (must have admin permission to create a pool), one or more of the items in a pool may be assigned to the element of time in bulk (this helps speed up the assignment process). The items in the pools may also be assigned one at a time from a list if more detail and/or precision is needed. This could be a pool of users, technicians, items, parts, assets, equipment, stock numbers, locations, rental fleet units, vehicles, trucks, tools, etc. You truly have to think "any" or "anything" for this tool and what it can do. The tool includes (besides the pools): A general title/caption (brief description - may be dynamic if set on the template), a sub assignment date, possible sub assignment time (controlled by the template), main application type (if using an existing item in the database), main application id number (control number of main item in the database), notes, pool tie-in value (only if item comes from a pre-defined pool of assets), a sort value, and a status value (show/hide). This multi-assignment feature is very flexible and allows tie-ins between existing items (main system items) and even non existing items (general tie-ins to whatever).
Each element of time has its own built-in photo gallery that allows for up to 100 jpeg images (photos or scans) to be uploaded per element of time. There is also an entire media/content application (other digital files) that allows for videos, audio files, Adobe PDF's, slide shows, spreadsheets, text documents, graphics, etc. Tons of additional file options.
Elements of time are also pre-programmed to work with custom paperworkd and special documents. This could be contracts, agendas, rosters, disclaimers, state and federal requirements, etc. Basically, if you need one or more custom documents assigned to the different elements of time, the system is already prepped and ready to play.
Here are some other subs or add-on functions of time that are in the works and will be added shortly: Sub inventory & cost controls (packaging), sub locations per main player group, sub phases & checkpoints per main player group, sub tasks and to do lists, sub job costing and project costing, sub event planning, sub budgeting & forecasting, etc. Lots of cool and neat features in the works.
Because elements of time are one of the main 12 player groups inside the system, there is yet another sub or function of time that is not listed here is called the "flex grid tie-ins". That section (flex grids) goes beyond the scope of this help file but may be added to any element of time. It allows you to connect to other elements of time (chaining or linking), it allows you to add up to 15 custom fields for elements of time, and it also allows you to connect time to other main application pieces. Some of the other application pieces are things like deposits, invoices, PO's, expense/receipts, user-maintained balance sheet items, stock/units, customers, vendors, employees, part numbers, other elements of time, and quotes. The flex grid tie-ins are considered to be their own standalone mini application that rides on top of all of the other features that are built into the system. For more information on the flex grid tie-ins and what they can do, please see the help file for that section.