Event Management Edit

The General Event type has fields on it to record and display Generic information including Letter Printed events and Phone Call log events.

Event Categories	Different fields will become available in Event Details depending on which category was chosen at the Event Pick Box. This Generic Details screen has fields on it to record and display Generic (phone log and other) information.
Selector	Description
Industry No	ID of Industry whose Events are being displayed below
Industry Name	Name of Industry whose Events are being displayed below
Address	Address of the Industry.
Buttons	Action performed
Create Violation	Opens Violation Details page allowing you to create a new Violation for this Event
New	Clears values and allows you to create a new Event. While editing, the New, Edit, Close, and Record Selector buttons will be disabled
Edit	Allows you to edit the displayed Event. While editing, the New, Edit, Close, and Record Selector buttons will be disabled
Save	Saves the changes made to the Event. Only enabled while editing or creating an entry
Close	Closes the screen
Cancel	Cancels any changes made to the Event. Only enabled while editing or creating an entry
Delete	Deletes the Event.
Record Selectors	Standard Record Selectors allowing you to move between displayed Events.
Status Bar	Reduced Status Bar allowing you to view a Calendar, a Calculator, Contact Information, or create a new Phone Log Event.
Item	Description
Event Category	Event Category selected for this event. This field is not editable, and will always display what was previously chosen
Event Type	This combo box lists all possible types available for the selected Event Category. Use the Utility table "Event Types" in Event Administration to add events that you want to track which are not already present in the Event Types drop down list.
Due Date	The scheduled date for the Sample to be taken
Complete Date	Date the event was done.
Attachment	Attach or view existing attachments by clicking the magnifying glass
Browse…	Opens a file browser allowing you to select a file for association. Once selected, Click on this button to open the file.
Created By	Person who created this event. This can be used in bigger systems to track who is scheduling the events to be completed
Assigned to	POTW person assigned to complete the event.
Performed by	Person who completed the event.
Contact	If interaction with the industry occurs, recording the contact will be useful information to have. This field is not limited to contacts associated with an industry. Simply type in the contact that you worked with
Start and End Times	Again, if interaction with the industry occurs, recording the time of interaction may be necessary information
Late Event	Whether or not this Event is late. If the event is late, this will be automatically filled in by the system
Has Viol	Whether or not there are any violations associated with this Event. If there are Violations, clicking this label will open the Violation screen listing all of the violations for this single event
Pre Notify/Post Notify?	Pre Notify Events are either created on an Event Type level in the Event Administration Screen or on the fly within any of the Events screens (Samples Included). Pre and Post Notify will automatically generate events before and after the original events are due. For example, users can create a pre-event to notify POTW personnel of an upcoming sample event. This can be used to prepare the sample bottles and review the types of samples to take. This is a discontinued feature provided for backwards compatibility. Please see the Pre / Post Configuration setting.
Event Comments	Comments about this Event. This field has an 8000 character limit.
Internal Comments	Internal Comments about this Event. These do not display on reports. This field has an 8000 character limit.

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Sample Event Edit

Because Sample Events are of particular interest to our users they have their own section in the Users’ Guide. Click on Sample Events to view specific information on entering sample information.

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Auto Scheduler

Schedule multiple events quickly.

Choose Group or Individual Industry	Access the Auto Scheduler from the button on the Event Management List View screen. Then use the selection options to select the Industry or Group of Industries to schedule an event for.
Select the type of event you want to schedule	Use the drop down list under “Select Events” to choose the event you want to schedule for the selected Industry or Group of Industries. Then choose the event category and type. If the event has an auto schedule frequency it will be automatically added to the frequency selector. However, you can change it at this point. If the Event has Pre or Post events set up for it, <Create Pre and Post Events too> will be checked and those events will also be created. You may deselect creation of Pre and Post events but you cannot choose to add Pre and Post events unless they have already been set up in the <Event Type> utility table in Event Administration. (Pre / Post Events :) This is a discontinued feature provided for backwards compatibility. Please see the Pre / Post Configuration setting. Note! Each Event has an "Auto Schedule Frequency" which may be set in the Event Type of Event Administration. This frequency tells the system how often the event occurs. You can also set up Pre and Post events for each Event as well.
Item	Description
Industries or Group	Choose the Industry Group or Industry you would like to Auto schedule events for
Event Category / Type	Choose the type of events you would like to schedule. If you do not see the events you would like to schedule in the drop down box, go to the Event Administration Screen, click on the appropriate Event Type tab and add / modify an event type.
Frequency	How often is the event going to be generated? Frequencies will be auto populated with the Auto Scheduling Frequency from the event type selection. However, users can change the frequency at this point. To see where you can add an event type Auto Schedule Frequency, go to the Event Administration Screen.
Create Pre and Post Events	If the event type chosen has pre and post events associated with it, this check box will be filled in. This will automatically generate pre and post events for the chosen event type.

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Calendar View

Calendar view	View monthly events and the days they fall on, from the calendar view. To add a new event, modify or simply view all of the events for a given day, double click on the day of interest. A new screen is opened and all of these actions can be viewed and completed there. Calendar view defaults to the current month.
Actual dates	For each day of the month, a complete list of events that meet the filter criteria will be displayed. You can change the filter criteria by simply selecting different options in the drop down lists.
View the events for one day	To view more information about a particular day, double click on that date to see a list view of ALL the events scheduled that day. Each of these items has a Details button so you can view or edit each of the events Note: This feature does not limit you to see only the events that meet the filter criteria.
	The Calendar uses the same type of filtering and grouping as the Event Management Screen, however, groups cannot be created from this screen. Also a “full size” view, which is a larger view of the calendar, is available in the Select View combo box.
Buttons	Action performed
Close	Closes the screen, returns to the Main Menu.
Auto Scheduler	Goes to the Auto Scheduler screen where events may be scheduled for multiple Industries at one time.
Reports	Opens the Reports page where a user can develop reports for a set of events.
Filter Criteria	Description
Select by:	Industry: Allows you to select, and work with events for a single Industry at a one time. Group: Allows you to select, and work with events for a whole group of Industries at the same time. These groups are created in the Industry Groups Section of the software. Any selection made here will be kept if you switch back to the List View in Event Management via the “Select View”. And the selection you had while in Event Management will be maintained when you switch from there over to Calendar View.
Industry No	Displays the Industry number of the Industry associated with the events displayed. Displayed only when using "Select by: Industry" mode.
Industry Name	Displays the Industry name of the Industry associated with the events displayed. Displayed only when using "Select by: Industry" mode.
Group	Displays the Group name of the Industries associated with the events displayed. Displayed only when using "Select by: Group" mode.
Select View	Change from List or Full view. List View switches back to the Event Management window.
Category	Choose the Category Group for the events. Under all events you can customize a group to contain more than one category.
Type	Choose the Event type group that you would like to filter on.

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Synchronizing Linko Events with Microsoft Outlook

Events created in LinkoCTS (such as Samples, Inspections, Permit renewals, SMRs, and COC’s) can be imported into a calendar in MS Outlook. When you create Events in Linko they will be added to your Outlook calendar.

Outlook Calendar View contrasted to the same month in the Linko Events screen:

Events can be updated in Outlook. For example, in this Scheduled Inspection Event, additional information can be entered into the Inspection Comments field in Outlook, and at the next synchronization the additional comments will be imported into the Inspection Comments in the Inspection Event in Linko.

The reverse will also occur.

Using the Linko to Outlook synchronization process:

Typical steps using a new Inspection Event as an example:

1. From the Linko Main Menu, Choose Industries.

2. Select the Industry from the Industry No. or Industry Name selectors.

3. Click on the Events Tab for the Industry.

4. Under the Events Tab, click on the Add New selection.

5. Choose the Event Category “Inspection”.

6. Chose the appropriate event type for the Inspection (for example: “Annual”)

7. Fill in the DUE DATE and other fields as desired for the Inspection Event.

8. Click on SAVE to save the new Inspection Event.

9. Click on CLOSE to exit the Event Details screen.

10. At this point, the Inspection Event exists in Linko.

11. Open Outlook.

12. At the next scheduled synchronization, the Event will be updated to Outlook.

13. After the sync, you can view the Inspection Event in the “Linko Inspections” Calendar (your calendar name may differ depending upon your configuration.)

14. Choose whether you want to use the Day, Week, or Month views for the Calendar.

15. Open the Event by double-clicking on it in the Outlook Calendar.

16. If desired, change the Reminder time to an appropriate value. Events created in Linko default to NO reminder time.

17. Update the Start Time of the Event if desired. Changing the Start Time on the Inspection in Outlook allows you to Re-schedule it for a different date and time on your calendar in Outlook. This change will be reflected in Linko.

18. Revise the comments for the Inspection if desired. This change will be reflected in Linko at the next synchronization.

19. Your Outlook Calendar now displays the Scheduled Inspection Event and your changes.

20. When you have completed the Event, return to Linko and go to the Events Tab for the Industry. Enter the Details of the Event, and enter a Completed Date. You should always complete Events in Linko.

21. Note that Events can also be managed from the EVENTS section of the software.

Additional considerations:

1. Outlook only shows the events that are NOT COMPLETE in Linko. When you complete an Event, it will drop out of the Outlook Calendar at the next synchronization.

2. Events deleted from Linko are deleted from Outlook. Deleting a calendar item from Outlook does NOT delete it from Linko.

3. Events must be created in Linko. When you schedule appointments in your Outlook Calendar, they will not show up in the Linko listing of events.

4. Linko created events are made with “All Day Event” Selected. If you unselect it and put in a date and time it changes into a 24 hour event over two days the next time that the synchronization runs.

5. You can create several calendars to sync with Linko. For example you could create a Sample calendar and an Inspection calendar. Users of the Linko SQL Express Version of the Software can sync with a max of 1 calendar. Users of the Linko Enterprise SQL version can sync with multiple calendars.

6. Outlook must be open and running to sync. Setting up a Linko specific calendar is recommended for tracking Linko events. This makes the process of synchronizing faster because the sync is only looking at Linko Outlook items and not your personal Outlook items.

7. If you have other users of Linko in your office that you want to share the calendar with, you will need Microsoft Exchange or some other third party web service. To use MS Exchange, work with your IT department to set up a shared calendar. Name the calendar Linko and verify it is available to all other staff. Add some calendar items to it and verify others can see what has been added and can change them as well.

8. The Outlook Synchronization Module must be purchased separately, and can only be used with the most recent Version of the Linko software. The Outlook Synchronization Module requires MS Outlook 2007 or greater.

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Disposal Sites

Identify which Disposal Sites in your area can accept Hauled Waste and even go so far as to permit them if needed. You can track details regarding a disposal site and even generate letters to them.

Available on the Menu Bar under File.

Letters and Reports	Letters and Reports can be generated from the Disposal Sites screen, all letters and all reports are for all Disposal Sites. You cannot generate a letter or report for just the currently selected Disposal Site. If you want to modify the letters and reports for Disposal Site, they appear under the PERMITS category in Flexible Reporter.
Disposal Site Name	Pull-down list of Disposal Sites in the Database. Select the Disposal Site by Name and the information will be displayed in the lower section.
Disposal Site Abbrv.	Pull-down list of the abbreviations of Disposal Sites in the Database. Select the Disposal Site by its abbreviation and the information will be displayed in the lower section.
New	Clears values and allows you to create a new Disposal Site. While editing, the New, Edit, Close, and Record Selector buttons will be disabled.
Edit	Allows you to edit the displayed Disposal Site. While editing, the New, Edit, Close, and Record Selector buttons will be disabled.
Save	Saves the changes made to the Disposal Site.
Close	Closes the screen.
Cancel	Cancels any changes made to the Disposal Site.
Delete	Deletes the Disposal Site.
Disposal Site Name	Pull-down list of Disposal Sites in the Database. Select the Disposal Site and the information will be displayed in the lower section.
Disposal Site Abbrv.	This value is needed for a Disposal Site to identify each site uniquely. The user can change the alphanumeric value but it must be unique. This is a required field.
Address 1 / 2	Address lines for the Disposal Site.
City, State, Zip	Full Location of the Disposal Site.
Permit Number	If your POTW permits the Disposal Site, or if the Site is State certified, you can use the information most valuable for your program. This field provides flexibility in record keeping for the Disposal Site in your program. The Permit Number is generated automatically when a new Disposal Site is created; the Permit No. field is updated to match the Site Abbrv. when the Site Abbrv. field is edited. The user can easily change it as needed. If you POTW program does not issue Waste Hauler Permits, simply let Linko fill in this field with the Site Abbrv. This is a required field.
Approved Date	Your POTW or City may have a program to identify who is an approved Disposal Site and you can use this field to indicate when they were approved.
Contact	The personnel at the Site you would contact for business issues.
Business Phone	The Disposal Site Contact’s phone number.
Fax Number	The Disposal Site Contact’s Fax number.
Email	The Disposal Site Contact’s Email address.
Effective Date	What date the Disposal Site’s Permit became effective.
Expiration Date	When the Permit expires.
Date Retired	If you want to maintain information on a site that is no longer being used, or is not active anymore, you can indicate when it was retired from service. Entering a Retire Date will prevent the Disposal Site from being visible in drop down lists throughout the application.
Comments	Additional information about the facilities and functions at the Disposal Site.

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Event Category Fields	The Inspection Event Screen has fields that are different than the fields that are displayed for the Generic Events Screen. The Inspection Event does not include an Event Category, Contact, or event Start Time or End Time fields.
Item	Description
IU Person Present	This field will show a list of the contacts that exists for the Industry, but a user can type any name that they want into the field. This identifies the Industry representative who was present during the inspection.
Other Person(s) Present	This field allows the user to add any other interested party who was present during the inspection. Multiple persons’ names may be typed directly into the field.
Inspection Result	You can select the result of the inspection from a list of typical results. When you want to add additional results types to the list, simply type it in and tell Linko to add it to the database when it asks. Or go to Event Administration under the Inspection Result Types tab and Add New.
Inspection Reason	What was the reason for the inspection? Planned, Suspicious behavior, inspector feeling grumpy and so forth…. This field has a 254 character limit. Note: Inspection Comments has an 8000 character limit, and Internal Comments has an 8000 character limit.
Other Person Present	If you have more than 1 Inspector onsite during the inspection, their name or initials can be entered here in this free form drop down area
Attachments:	Add new attachments or view existing. See Using Attachments for more details

Choose a date range	Click the <Dates> tab, and enter a Date Range to schedule the event for. If you choose <Spread out evenly over the date range>, all events will be spread out proportionately over the date range, otherwise, all events for multiple Haulers will be scheduled on the same date.
Item	Description
Start Date	Start Date for the Auto Scheduling Process. When do you want to schedule your first event?
End Date	End Date for Auto Scheduling Process.
Spread Events out evenly over the date range	Instead of scheduling all of the events on the same days, each event will be spread out throughout the frequency time period. This helps to alleviate overloading certain days of the month or week with too many events

Schedule Summary and Name	To make the schedule, click the <Create It> tab and it will display the number of events that are going to be created. An Auto Schedule Name will be automatically created for you or you may enter your own name. Click on the <Create it> button and all the events will be temporarily created and displayed on the <Confirm> Tab.
Item	Description
Events To Create	This Section of the software will identify how many events will be scheduled when you click on the Create Events Button.
Auto-Schedule Name	Auto populates with a suggested name that includes the Group or Industry, Event Type and Date. However, users can change this field. You may wish to note the Auto-Schedule name for future reference.
Event Count to Schedule	Number of events that are going to be created. Keep in mind the creation process is a two-step process and once the events are created they must be confirmed on the following screen
Create Events	Use this button to create temporary events that can be confirmed within the “Confirm Tab”. Keep in mind that these events will only be temporarily created until confirmed.

Confirm Tab	This Section of the software will identify how many events will be scheduled when you click on the Create Events Button
	Use <Select All> and <Deselect All> buttons for rapid over-all changes or the ‘Create Event’ check box for individual events you wish to Confirm creation for. Click <Confirm Events> and all events marked as ‘Create Event’ will be created.
Item	Description
Confirm Events	Choose the event that you would like to create, and then click on the Confirm Events button to create the events. Users can use the "select all" and "deselect all" to quickly choose events.
Select All	This will select all events in the list and mark the Create Event check box as true
Deselect All	This will deselect all events in the list and mark the Create Event check box as false
Event Check Box	Check the boxes for the events that you would like to create events for. Users can also use the Deselect All and Select All to rapidly Select all events
Details	Opens the details form to view or edit information regarding the events you are about to Confirm
Due Date	If the dates scheduled are not the dates you want, you can edit the date right here.

Delete A Schedule of Events	Should you need to delete the scheduled events for any reason, click the <Delete> tab, select the Batch to delete from the drop-down list, and click the red <Delete Auto Schedule> button.
Item	Description
Choose Auto Schedule to Delete	Use the drop down list to choose the auto schedule event you would like to delete. Clicking on the Delete Auto Schedule button will delete any incomplete events that were created from that Auto Scheduling Event. Note: This Delete Function will not delete any event that has other events, such as Violations associated with it. The system will indicate how many events were deleted. This number may differ from the number created because of the reasons just indicated
Active Event Type	This is the type of event that was scheduled with the chosen Auto Schedule Item
Active Auto Schedule Date	The date the Auto Scheduling item was created
Events Created by Auto Schedule	Number of events that were created by the Auto Schedule item