Objectives
Upon completion of this module you will be able to:
• Determine when you need to use sub-activities.
• Define Standard fields for Level 3 entities.
• Define Custom fields for Level 3 entities.
Introduction
In some Universal Tracking applications you may need to create an additional level of activity below an existing Level 2 activity. This level of the UTA is called “Level 3”.
Here are some examples of the Universal Tracking application that use this Level 3 feature:
• Medical Case Management – the Level 1 item is the case, the Level 2 item is the assessment (types such as CT SCAN, Functional Evaluation, etc) and the Level 3
represents items such as preparation time, performing the test, drafting the report, reviewing the report and follow-up.
• Business Case Management – the Level 1 item is the case, the Level 2 item is a broad activity such as “needs analysis” or “research”, and the Level 3 represents time spent by people to carry out the Level 2 item.
Characteristics of the Level 3 item
The Level 3 entity has the same attributes as the Level 2 item, and is in fact stored in the same table as the Level 2 items. The major difference between Level 2 and 3 is that both levels share the same status options.
Enable Level 3 Activity Multi-Link
Level 3 also has a unique and unusual setting: Enable Level 3 Activity Multi-Link. This provides the capability to link the same Level 3 items to multiple Level 2 items. This is used in rare instances where the same activity can be attributed to more than one Level 2 activity.
In this module, you will create two Level 3 types that will be associated with the Addendum Level 2 activity; Research and Document Preparation. These items will use the standard duration field to roll-up the effort (in hours) to the Level 2 item.
Exercise – Activating Level 3
1. Click the Settings tab.2. Click the Application Configuration link.
The Application Configuration page is displayed.
3. Click the Enable Level 3 Activities check box.
4. Click the Save button.
• The Level 3 settings are exposed at the bottom of the page.
• The Level 3 tab is now being displayed on the application tab bar.
5. Scroll to the Level 3 Activity Settings.
You will use this section to set the standard fields for the Level 3 activity.
6. Scroll to the Terminology Settings.
As with Level 1 and 2, it is necessary to set the terminology for the Level 3 items. In this case, the word action will be used.
7. Set the Sub-Activity term to Action.
8. Set the Sub-Activities term to Actions.
9. Click the Save button.
10. Scroll to the Level 3 Activity Settings.
The section has been renamed Action Settings.
Exercise – Setting Standard Fields for Level 3
Next you will set the standard fields for Level 3.1. Click the Standard Fields link.
The Standard Fields list is displayed. This is exactly the same list as for Level 2.
2. Set the following fields:
3. Click the Save button.
Exercise – Setting Types
Next you need to create the types of actions for Level 3.
1. Click the Settings tab.
2. Scroll to the Action Settings section.
3. Click the Types link.
The Action Types page is displayed.
4. Create two action types: Research and Documentation Preparation.
Exercise – Setting Statuses
Finally, you will set the two statuses required to indicate the status of the actions – In progress and Complete. As the Level 2 and Level 3 items share the same statuses it will be necessary to adjust the scope of the statuses that you previously created for the Level 2 items.
1. Click the Activity Settings (Level 2) Statuses link.
The two current statuses are displayed.
Level 2/3 Status Availability Options
Note the Status Availability Options.If you don’t explicitly set the status it will be available at Level 2 and Level 3. But by choosing the appropriate options button you can restrict the availability to either Level 2 or Level 3.
1. For the two existing statuses set the Not available for Actions.
2. Add the following statuses and set their Not available for Activities.
The Status Availability will look as follows:
Setting the Level 3 List View
You will need to set the list view in order to see the Level 3 items in a meaningful list.
1. Click the Settings tab.
2. Click the Action Settings, List View link.
3. Set the following fields:
Exercise – Adding Level 3 items
You can now add some Level 3 items to the Level 2 – Addendum.
1. Locate the contract with an addendum.
2. Display the Addendum activity.
The New Action tab is displayed.
3. Click the New Action tab.
The New Action page is displayed.
This page currently consists of the standard fields that were previously added.
4. Click in the Type combo box.
Only the Research and Documentation Preparation Level 3 types are displayed.
5. Set the Note to Review existing contract.
6. Set the Duration to 2 (hours).
7. Set the date and time as appropriate.
8. Click the Save button.
9. Add a second Action, set the type to Documentation Preparation and the Duration to 3 hours.
10. Click the View Activity tab.
The Action items are listed below the activity.
Using the My Actions Tab
You can view the Level 3 items from the Level 2 items or from the My Actions tab. Currently this tab is disabled.
1. Click the Setting tab.
2. Remove the check mark from the Hide My Actions tab.
3. Click the Save button.
4. Click the Contract Tracker link in the left menu to refresh the window.
The My Actions tab is displayed.
5. Click the My Actions tab.
6. Click the Status Select All check box.
7. Click the Find button.
Calculating Information between Levels
If you wish to perform calculations on fields associated with Level 3, but store the results in fields at the Level 2, you use the Level 2 Formula field. You can use any expression and also some built in functions.
Function Example Description
Count(*) @level2.#items#@[email protected](*)@ Count the number of Level 3 records and store the result in the Level 2 field: Items (custom field).
Sum() @level2.amount@[email protected](amount)@ Sum the amount field (standard field) from all Level 3 items and store the result in the Level 2 field: Amount (standard field).
Max() @level2.#most#@[email protected](amount)@ Store the largest amount in any Level 3 item into the Level 2 field: Most (custom field).
Avg() @level2.#average#@[email protected](amount)@ Store the average amount across all associated Level 3 items for the amount field into the Level 2 field: Average (custom field).
When you wish to use multiple template formulas, you must use the semicolon to separate them. For example:
@level1.totals@=@#123456#@;@Level 1.quantity@=@654321@
Exercise – Using a Level 2 Type Formula
In order to use this technique in the current example you will need to first enable the duration field in the Level 2 activity.
1. Click Settings.
2. Click Application Configuration.
3. Scroll to Activity Settings
4. Click the Standard Fields link.
5. Enable the Duration field.
6. Click the Save button.
7. Click Settings.
8. Click Activity Settings, Types tab.
9. Click the Addendum type.
10. Scroll to the Level 2 Formula.
11. Enter the following formula:
12. Click the Save button.
This expression will be executed any time a Level 3 item is saved.
13. Click the My Actions tab.
14. Open and save both Level 3 activities.
15. Review the associated Level 2 activity.