Archiving Callsheets

Like pages out of a note pad, individual Callsheets will eventually serve their purpose (actually, many will fulfill their purpose almost instantly, as you take the info for and schedule a service call, then immediately create a job from it). Naturally, you don't want your workspace cluttered with Callsheets that, if they were paper, you'd be ready to throw into the waste basket (or perhaps into a stack of completed call-records). So obviously, you need some means to readily cleanse your Callsheet workspace of all but items that will remind you of work that still needs done.

To accomplish this, you may either select the 'Archive Callsheets' option from the main menu or press Alt-A from the Callsheets themselves (as is, in fact, suggested by the menu option, in case you forget). The archiving process looks at each of the Callsheets in your current workspace. Any that are marked 'Job/Sale' or 'Otherwise Done' are moved into the CallsheetArchive, a separate file where they remain available for later search and review should the need arise (if you've ever had the need to go over old call-records, you can imagine how this might be useful). Those marked 'Delete,' obviously, are simply erased. All others remain in the current work area.

You can run this archive routine as often as you feel the need to clear your workspace—probably at least once a day, perhaps several times, depending on the volume of your incoming calls and personal preference. Some operators like to wait and see how many Callsheets have accumulated after a full day's work, then they archive. Others like to keep the workspace as uncluttered as possible, and so archive frequently throughout the day.

You might note, incidentally, that there are several other forms in ServiceDesk that occasionally require an archiving "flush" of non-current data from their active workspace; these are discussed in their own sections. You might also note there is an Auto-Archive feature that, if turned on, will automatically run archive routines on all of these, once each night.

If you ever want to view or conduct searches on (or just browse among) your Archived Callsheets, it's very easy. Just press Ctrl-F2 (or click on the corresponding MainMenu command button). This resource can be quite handy. You might want to lookup information on a Callsheet that was archived some time ago. Searches are easy. Just press 'S' or click on the indicated command button, then type your target (any leading portion is adequate), and hit Enter. To resume the same search after the first or any subsequent target is found, just hit 'S' and press Enter again (the target specified remains in memory). Press Esc to return to your current Callsheets.