Weekly Consulting Report Generation Instructions

Michelle's Tasks Due this Week Upload Workflow

• Generating a Metadata Consulting Weekly Report
  • Add RW's tasks to timekeeping database
    • Delete Rob's Open tasks from timekeeping DB
      • Open "Task List" layout
      • Search for tasks with staff="rwolfe" and Status="Open"
      • Delete found set of records
    • Add Tasks Due this week
      • Open Tasks Due Report name="YYYY-MM-DDtodo" sent by Rob every week
      • Edit Tasks Due Report
        • Add Project ID's to Report (use crib sheet ProjectIDs.csv)
        • Add new column to Report named "Staff"
        • Fill in the new "Staff" column with value="rwolfe"
        • Add new column to report named "Status"
        • Fill in the new "Status" column with value ="Open"
        • Remove the character "m" from the values in the "Duration" column (select all the values in the column, then use find and replace to remove the "m". Be sure to restrict your replacement to "Current Selection Only")
        • Save Report
      • Import Tasks Due Report tasks into "task" table of "timekeeping" FM Pro database
        • Open "timekeeping" Filemaker Pro database
        • Open "Task List" layout
        • From the File menu select "Import Records" in submenu choose "File..."
        • Choose the Tasks Due Report file
        • Map the following fields from the Tasks Due Report to fields in the "Task" table
          • Task for Time DB --> Don't import this field
          • Task --> task_name
          • Project ID --> associated_project_uniqueID
          • Project --> Don't import this field
          • Due Date --> task_estimated_completion_date
          • Duration --> task_time_old
          • Notes --> task_notes
          • Staff --> task_staff
          • Status-->task_status
        • Choose Import Action "Add new records"
        • Select "Don't import first record (contains field names)"
        • Click "Import" Button
        • Select "Perform auto-enter options while importing"
        • Click "Import Button"
        • Verify that the tasks made it into the Filemaker Pro database, You should see just the tasks that you added in the "Task List" layout
      • Export newly added records from Filemaker Pro database
        • From the File menu select "Export Records"
        • Choose Type "Comma-Separated Text"
        • Save file as "YYYY-MM-DDtodo4time"
        • Choose "Current Table ("tasks") as the source of fields to export from the drop down menu
        • Select the following fields to export:
          • task_uniqueID
          • task_name
        • Click "Export"
      • Add new task_uniqueIDs to Tasks Due Report
        • Open "YYYY-MM-DDtodo4time"
        • Copy the contents of column A into the column "Task for Time DB" in the Tasks Due Report (you will need to match up column B from "YYYY-MM-DDtodo4time" with the column "Task" from the Tasks Due Report in order to copy the contents of column A into the correct row of the Tasks Due Report)
        • Save the Tasks Due Report
      • Import Tasks Due Report to "time" table of "timekeeping" FM Pro databse
        • Open "Time Detail" layout in the Filemaker Pro Database
        • From the File menu select "Import Records" in submenu choose "File..."
        • Choose the Tasks Due Report file
        • Map the following fields from the Tasks Due Report to fields in the "time" table
          • Task for Time DB --> associated_task_uniqueID
          • Task --> Nothing, don't import this field
          • Project ID --> Nothing, don't import this field
          • Project --> Nothing, don't import this field
          • Due Date --> Nothing, don't import this field
          • Duration --> time_amount
          • Notes --> time_notes
          • Staff --> time_staff
        • Choose Import Action "Add new records"
        • Select "Don't Import first record (contains field names)"
        • Click "Import Button"
        • Select "Perform auto-enter options while importing"
        • Click "Import Button"
        • Verify that the tasks made it into the Filemaker Pro database, You should see be able to browse through just the records that you added to the "time" table.