Retain Web User Guide

Retain International
33 Beaufort Court
Admirals Way
London
E14 9XL
United Kingdom

1 646 688 4496 (USA)

0845 458 8660 (UK)
+44 20 7538 4774 (World)

[email protected]
www.retaininternational.com

© 2010 Retain International Limited

 Contents

Table of Contents

1 Introduction
.....................................................................................................................................3
1.1 Overview
.......................................................................................................................................................................4
1.2 Logging
.......................................................................................................................................................................4
In
1.3 Quick
.......................................................................................................................................................................4
Tour
2 Individuals/Jobs
.....................................................................................................................................5
2.1 View
.......................................................................................................................................................................7
Resource/Job Details
3 Wallchart View
.....................................................................................................................................8
3.1 Booking
.......................................................................................................................................................................9
Requests
3.2 Booking
.......................................................................................................................................................................12
Display
3.3 View
.......................................................................................................................................................................12
Template
4 Support Services
.....................................................................................................................................14
Index
..........................................................................................................................................15

2 2
 Introduction

1 Introduction

Retain Web Viewer with Booking Requests

User Guide

www.retaininternational.com

© 2010 Retain International Limited

3
 Introduction

1.1 Overview

Retain Web Viewer with Booking Requests provides a web based interface for Retain Resource Planning
System.

It is a web application that is accessed using a web browser through a specific URL.

Retain Web Viewer with Booking requests allows you to create and view booking requests as well as view or
edit resource and job details.

1.2 Logging In

Retain Web ViewerRetain Web Viewer with Booking Requests is a web application and is accessed using a
web browser through a specific URL.

Depending on how it has been deployed, you might be either connected directly to the personalised web page
or presented with a pop-up window and asked to enter your username and password.

Note: Make sure you allow pop-ups for this site from all pop-up blockers.

1.3 Quick Tour

The user interface is grouped according to functional areas into the following pages:

Individuals/Jobs - These pages present a detailed and configurable Wallchart view of jobs and resources,
respectively. Depending on your access rights, you can view and edit bookings, jobs and resources.

Notes:

· The number of pages that are visible will depend on your access rights.

· The names of pages, their order and certain dialogs/menu items are configurable, therefore might differ
slightly from what is used in this guide.

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 Individuals/Jobs

2 Individuals/Jobs
The Jobs and Individuals pages present a detailed and configurable Wallchart view of the jobs and resources:

For those familiar with the Retain Wallchart interface, the Jobs page corresponds to the job view and the
Individuals page corresponds to the resource view.

To change the sort order of the displayed jobs/resources, click on the corresponding column header. For
example, to sort the jobs according to job name, click on the 'Job Name' column header. A little grey triangle
near the header shows the sort order (ascending or descending).

You can also hide the bookings for certain jobs/resources that you are not interested in by clicking on the
button next to that record:

Grouping

Jobs or resources can be grouped according to your requirements. For example, resources can be grouped
by office, then grade. The list of resources will be presented in a hierarchy within the Wallchart:

5
 Individuals/Jobs

Note: The grouping will be set up by your Retain administrator can not be customised.

Rotating the View

You can rotate the view in Jobs/Individuals page by clicking on the button. Rotating the view will change
the view according to the currently open view template and its settings.

For example, if your current template is 'Jobs Default' clicking on the button might change the to
'Individuals Default' view. See Retain Web Portal Administration Guide for more information on how to
configure the settings in view templates.
You can also quickly inspect a particular booking in both views by selecting it and clicking on the button.
The page will refresh and your selected booking will be displayed at the top of the record list.

Note: If you do not see the booking, make sure that any selections applied to the initial view are applied to the
view you are rotating to.

Saving the Current View State

This functionality allows you to save the current view settings and apply them later, allowing you to return to
the initial view.

Depending on your setup, the current view settings will be saved/applied either automatically or manually.

To manually save the settings, choose 'Save View Settings' from the 'View' menu. To apply the settings,
select 'Apply Saved View Settings' from the same menu. For example, you might be working on the Wallchart
in week view and displaying non-working regions. If you save the current view settings and then change the
view (e.g. switch to monthly view), selecting 'Apply Saved View Settings' from the 'View' menu will display
week view together with the non-working regions.

Note that the view settings refer to the Wallchart view, not the bookings themselves.

To display a printer-friendly version of the page, click on the button.

Related Topics:

Wallchart View
View Template

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 Individuals/Jobs

2.1 View Resource/Job Details

To view the details of a specific job/resource:

1. Select the required record by clicking on the button for the 'Job Name' in Jobs page or 'Resource
Name' in Individuals page.

2. Start typing in the name and you will be presented with list with matching records:

3. Select the necessary record from the drop-down menu. The Wallchart view will refresh displaying the
selected record only.

4. Click on the button. You will be presented with a dialog box listing all the information about the
selected record:

To clear the selection and display all the records, click on the button.

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 Wallchart View

3 Wallchart View
For those familiar with Retain, this view corresponds to the main Wallchart view:

Note that depending on your deployment and the Retain Web page you are currently in, the Wallchart view
may slightly differ from the image above.

Navigation in Time

When you open the Wallchart, the displayed view will start with today's date. You have the ability to navigate
in time and view the selected jobs for a period you are interested in.

It is possible to see the bookings in monthly, weekly or daily view by clicking the corresponding buttons:

(Monthly) (Weekly) (Daily).

To change the displayed period of time you can:

· Click on the 'Go To' link at the bottom of the page. This will open a calendar, allowing you to jump to a
required date.

· The single and double navigation arrows allow you to change the time period by one day (with
the single arrow) and in larger time periods (with the double arrow) depending on the time view you are in
(e.g. months in month view or weeks in week view).

· The date range scrollbar can be moved to the left or right which enables you to see past and future
bookings:

The scrollbar can also be resized, allowing you to customise the date range to be displayed within the
Wallchart. Depending on the view you are in (monthly, weekly or daily), you can see more months or less

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 Wallchart View

days, for example. To resize the scrollbar, click on the left or right border and resize it as necessary.

Scrolling Tips

While scrolling up and down within the Wallchart, you will see scrolling tips showing you the records that will
be displayed if you stop scrolling at that point:

Scrolling tips are especially useful if you have a large number of records, as they allow you to quickly find the
required record by scrolling up/down the list and only load the page you are interested in.

You can resize the columns displayed on the left-hand side by moving the border line.

To display a printer-friendly version of the page, click on the button.

Related Topics:

Booking Requests
Booking Display
View Template

3.1 Booking Requests

Retain allows the users to make booking requests, i.e. requests for jobs they wish to be assigned
to. For example, you can make a booking request for vacation time or create a series of booking
requests for several resources to confirm their availability for a future project.

The number of booking requests that you will see will depend on your access rights. The administrators will
see all the booking requests they are managers of; whereas other users will only see the booking requests
they have submitted.

Note that in order to see booking requests within the Wallchart, you need to set the booking
visibility to show booking requests.

To create a booking request:

1. Mark an area within the Wallchart:

· Find the resource (or job) against which you want to make the booking
· Move the mouse pointer to the start date of the booking, adjacent to the required resource or job
· Click and hold down the left button of your mouse
· Move the mouse pointer to the end date of the booking
· Release the mouse button

2. Right-click over the marked area and select 'Make Booking' from the menu:

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 Wallchart View

3. In the 'Create Booking' dialog, tick the 'Create Booking Request' checkbox:

4. Enter the necessary details. Use the button against a field to select from the available values. Booking
requests will appear as transparent bookings within the Wallchart.

Editing/Deleting a Booking Request

Right-click on the existing booking request that you wish to edit or delete and the following menu will be
displayed:

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 Wallchart View

You can now select the necessary menu item to perform required operation on the booking request.

· Live Request - once a booking request is confirmed ('made live') by the administrator, it will appear as a
normal booking.
The booking requests will have a '+' symbol at the top right corner of the booking:

· Reject Request - if you choose to reject a certain booking request, the 'Booking Request Notes' dialog will
be displayed allowing you to specify reasons for rejecting the request.

The rejected booking requests will have a red cross going through them:

· Send Request to Ghost - you can also turn a booking request to a ghost booking. The ghosted booking
request will have a 'R' symbol at the top-right corner and it will be duplicated under the booking request
that was ghosted (which in turn will be marked with '+' and 'G' signs):

· Resubmit Request - if your booking request has been rejected, you can resubmit it. You will be prompted
with the 'Booking Request Notes' dialog allowing you to specify the reasons for resubmitting your booking
request.

· Request Deletion - you can make a request for a booking to be deleted. The booking that you want to be
deleted will be duplicated with a transparent booking with a '-' symbol at the top right corner of the booking:

Once the administrator accepts your request, the booking will be deleted from the Wallchart.

To split a booking request, click on a booking you wish to split and select 'Split Booking' from the menu.
Note that when the booking is longer than one day, it will split in whole days. For example, a three-day
booking will be split into a two-day and a one-day booking.

To move a booking request, select the required booking and choose 'Cut' from the right-click menu. Mark
an area within the Wallchart that you wish the booking to be moved to and select 'Paste'. Alternatively, move
the booking using the 'click and drag' functionality.

To duplicate an existing booking request, select 'Copy' from the menu and simply mark the necessary
area in the Wallchart and choose 'Paste'.

Note: When you successfully make any of the changes described above, you will be presented

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 Wallchart View

with a confirmation dialog.

3.2 Booking Display

The 'View' menu in the top-left corner of the Wallchart allows you to filter the view:

The 'View' menu allows you to:

· Select the number of working days you want visible (5 or 7 days) by choosing the 'Days in Week' option.

· Select the 'Mark non-working regions' option if you want non-working regions to be marked within the
Wallchart.

· Select the 'Project View' option to see the Wallchart in Project view (applied to the Jobs page by default).

· Selecting the 'Show Bookings proportional to loading' option resizes the bookings according to their loading.
This view provides you a visual indication of the loading of each booking without having to check the details
of each booking. The booking size will be adjusted according to the booking's loading.

· Save or apply the saved Wallchart view settings by choosing 'Save View Settings' and 'Apply Saved View
Settings', appropriately.

3.3 View Template

View Templates allow you to have predefined views of Wallchart.

Once you select a certain view template, all the settings of that template will be applied to the Wallchart:

The view will refresh with the default settings for that view.

A view template defines the following settings:

· The name of the template

· The database table the view template is based on

· The rotate view (the alternate view that you will be presented with when clicking on the button)

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 Wallchart View

· The selection applied to the view by default

· The grouping of jobs/resources

· The colour scheme used

· The non-working regions being marked (or not)

· The time view displayed (monthly, weekly or daily)

· The number of working days displayed (5 or 7 days)

· The project view being on (or off)

· The columns which will be displayed on the left-hand side of the Wallchart

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 Support Services

4 Support Services
Support for Retain is available worldwide. This topic is linked to your support provider's information: Support
Service Provider.

retaininternational
USA phone: 1 646 688 4496
UK phone: 0845 458 8660
World phone: +44 20 7538 4774

USA fax: 1 646 478 9475

World fax: +44 845 458 8661

General E-mail: [email protected]

Support E-mail: [email protected]

Postal Address: Retain International Ltd

33 Beaufort Court
Admirals Way
London, E14 9XL
United Kingdom

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 Index

View menu 12
Index View template 12
-A- -W-
Actions menu 12 Wallchart view
actions menu 12
-B-
booking display 12
Booking display 12
booking requests 9
Booking requests 9 edit menu 12
-C- overview 8
view menu 12
Contact information 14
Current view state 5

-E-
Edit menu 12

-G-
Group 5

-H-
Help 14

-I-
Individuals/Jobs page
current view state 5
group 5
overview 5
rotate view 5
view job/resource details 7
view template 12
Introduction 4

-J-
Jobs/Individuals page
current view state 5
group 5
overview 5
rotate view 5
view job/resource details 7
view template 12

-L-
Log in 4

-N-
Navigate within Wallchart 8

-O-
Overview 4

-Q-
Quick tour 4

-R-
Rotate view 5

-S-
Scrolling tips 8
Sign in 4
Support
contact information 14

-V-
View job/resource details 7

15