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Project Management – Journal Entries

The Journal Entries option is one of my favorite features in the Project Management module. We may add any file and email to Journal Entries as an attachment, allowing for recordkeeping without having to manage our email inbox.

We will work on some basic Project Management items for:

  • Adding a new Journal Entry
  • Adding an attachment to Journal Entry
  • Journal Entry reports

Find the folder tab for ‘Journal Entries in the Project Management window and click on it.

While in the Journal Entry window, click the ‘New’ button at the bottom.  The entry number auto-populates with the next number, together with the date/time stamp for the entry.  Click to select an Author and Contact, and then enter the subject and body information.  Click ‘Add’.

After the ‘Add’ button has been clicked, click on the new entry to light up the ‘Attached Files’ button at the bottom right.

Click on the ‘Attached Files’ button to open the ‘Journal Entry Files’ window.  When first opened, this window will appear blank.  As files are added, you will be able to see that list here.  Click ‘New’ at the bottom left.

After the ‘New’ button has been clicked, the ‘Document Index’ window opens, allowing users to add any file on their system, Outlook emails, and Outlook Emails with attachments.  To test, click the ‘Add File’ button opening the browser window.  When you locate a file, double click on a file to add, returning to this ‘Document Index’ window.  Click the ‘Add Document Reference’ button at the bottom to save, returning to the ‘Add File’ window.

Returning to the ‘Add File’ window, you may identify the ‘File Source’ and type in any notes in the Description.  Notice the selections for ‘Compress Files into a Single Archive’, ‘Leave Files Uncompressed’, ‘Move File’ and ‘Copy File (Leave Original).  These selections are for user preference. Program default settings are to ‘Leave Files Uncompressed’ and ‘Copy File’.  These files will be saved in your FabSuite Document Index folder and may be viewed by any program user.

After you have entered your data and made your selections, click the ‘Add File’ button to continue, returning to the ‘Journal Entry Files window.  You now have files showing in the list.  You may double click on them, or click to highlight and then click the ‘Open’ button to view your documents right from here!  You may add notes which further describe the document highlighted for future reference.  Click the Save button after doing so.

To experiment a bit more, click the ‘New’ button again to open the ‘Document Index’ window.  This time, try adding an Outlook Email.

Click the ‘Add Outlook Email’ in the center of the ‘Document Index’ window.  The ‘Add File’ window opens.

You will also notice the Outlook Icon blinking in the bottom of your screen, click on it and you will see the following message:

Click to checkmark the box for ‘Allow Access’.  Click to highlight (do not open) the email to be saved in Fabsuite.

The ‘Browse For Folder’ window opens with the folder which shows where the file is being saved, which is usually your Document Index Folder.  Click ‘OK’ to continue.  The opening of the Brower window is an opportunity to change the file save location.  Remember though, if you change the save location, no other users will be able to see the file.

Returning to your FabSuite window, that file is now showing in the list.  The body of the email will appear in the ‘Description’ section of the window.  Click ‘Add File’ to continue, returning to the ‘Journal Entry Files’ window.

 

 

 

 

 

 

 

 

When finished with adding files, click the red ‘X’ at the top right of the window to close.

Returning to the ‘Journal’, notice that the number of attached files shows just under the word ‘Files’ in the top right of the window.  The quantity shown here is tied to the document highlighted in the list.  Click the ‘Attached Files’ button to view them again.

Click the ‘Journal’ dropdown and then click to select ‘Reports’ to view reports.

Report types auto-filter for the section of Project Management in which you are working, so the list of reports will be for Journal Entry.

I use Journal Entries to maintain my entire collection of notes, telephone conversations and emails all in one place.  There is so much saved time with not having to search through my emails for a certain note or comment.  With all my paperwork being saved in FabSuite, those old emails can be deleted without fear of losing something important!

For this entry on Project Management – Journal Entries, we have reviewed:

  • Adding a new Journal Entry
  • Adding an attachment to Journal Entry
  • Journal Entry reports

Till next time!

Written By Kerri Olsen

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