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How do I add additional dates?

Zenya Allen
Zenya Allen
  • Updated

You can set up two different types of date reminders on an Information record.

  • User Definable Dates - These appear on the Organiser in the Additional Dates tab and which can be set on a Property, Tenancy and Contractor, such as a Contractors Public Liability Insurance date reminder
  • Main Dates - These appear on the Organiser in the Main tab and which can be added on the Property and a Tenancy only
    For more information on How do I add and manage reminder dates on a tenancy or property, click here

This article includes: 

User Definable Dates on a Tenancy

If all the main dates are being used on the main area of a Tenancy Information record, you can add additional User Definable Dates. 

  1. Double click Tenancies on the side menu
  2. Search for the relevant Tenancy using Search Text by Name, Code or Status
    1. Alternatively, find the tenancy using Additional Options from the dropdown menu
    2. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Select the Tenancy
  4. The Tenancy Information displays. Click the Dates tab
    1. Item - Select the Item from the dropdown menu
    2. Date - Select the Date which the item is due to be renewed
    3. f - When f is clicked, the date which the item was due to be renewed will forward by the number of days or months set in User Defaults
  5. Click the disk icon, Save this record on the toolbar

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User Definable Dates on a Property

If all the main dates are being used on the main area of a Property Information record, you can add additional User Definable Dates. 

  1. Double click Properties on the side menu
  2. Search for the relevant Property using Search Text by Name, Code or Status
    1. Alternatively, find the property using Additional Options from the dropdown menu
    2. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Select the Property
  4. The Property Information displays. Click the User Definable Dates tab and use the small arrows at the end of the tabs to move along the tabs
    1. Item - Select the Item from the dropdown menu
    2. Date - Select the Date which the item is due to be renewed
    3. f - When f is clicked, the date which the item was due to be renewed will forward by the number of days or months set in User Defaults
  5. Click the disk icon, Save this record on the toolbar

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User Definable Dates on a Contractor

A Contractor only has the option to add User Definable Dates on a Contractor Information record.

  1. Double click Contractors on the side menu
  2. Search for the relevant Contractor using Search Text by Name, Code or Status
    1. Alternatively, find the contractor using Additional Options from the dropdown menu
    2. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Select the Contractor 
  4. The Contractor Information displays. Click the User Definable Dates tab
    1. Item - Select the Item from the dropdown menu
    2. Date - Select the Date which the item is due to be renewed
    3. f - When f is clicked, the date which the item was due to be renewed will forward by the number of days or months set in User Defaults
  5. Click the disk icon, Save this record on the toolbar

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Reminders on the Organiser

User Definable Dates are known as Additional Dates on the Organiser. They appear in this list when the Item is due, as set in the item settings of User Defaults.

  1. Click Reporting on the main toolbar
  2. Click Organiser on the dropdown menu
    1. Alternatively, click the folded page icon on the toolbar
  3. Click on the Additional Dates tab. This displays the number of items due
    1. Click on any Date item to view a detailed list of records due 
    2. Click on a line, then double click to open the corresponding record
  4. Once the Item has been updated, click f on the Item line to forward by the number of days or months set in User Defaults

Set up User Definable Dates

 Note

You will need access to User Defaults, to edit your default settings. These can be accessed by those who have the correct permissions

  1. Click Defaults on the main toolbar
  2. Click User Defaults from the dropdown menu
  3. Click Preferences
  4. Click Dates in the bottom right corner
  5. Click User Definable Dates on the top tab
  6. The page is divided into Tenancy, Property and Contractor. Click into the next blank line of the correct record type 
    1. Description - Name of the Item
    2. Period (Months) - How often the Item will need to be renewed in months
    3. Period (Days) - How often the Item will need to be renewed in days
    4. Mandatory - If ticked, when on the User Definable Dates tab in the Information record, the Item will already be displayed on the grid. You will only need to add a date to activate the reminder 
    5. Warning Days - Enter the number of days that you want it to appear in advance of the date it's due, on the Organiser
    6. Order - The order which you want it to appear in the list on the dropdown menu 
    7. Click Save and Exit
  7. Click Close
  8. Click Close again