Diary

Overview

The Diary serves as a comprehensive registry, recording events related to an individual or business entity.

Its entries, known as Diary entries, can be logged either manually or automatically in response to specific system events. This dual method of entry enhances the Diary's functionality, making it a versatile and effective tool for event tracking.

Due to its nature, objects that represent an individual or business entity such as students or agents, for example, have a Diary. Other object types do not have a Diary but some have Notes that can be used to annotate, clarify, or expand upon the object. See the Notes article for more details.

Diary entries are organized in a well-structured format, which includes key details like date, subject, and category. This additional information enhances the usefulness of the Diary by allowing easier sorting, filtering, and retrieval of entries. For instance, the date helps in chronological tracking of events, the subject provides a quick overview of the entry's content, and the category facilitates grouping similar entries together, aiding in efficient organization.

View Diary

Permissions Required

To access to Diary, permissions are granted based on the target object.
For instance, to view the Diary for a student, you would need the following permissions:

Students > View Students
Students > Diary > View Student Diary

Navigate to the details page of the object's that you want to see the Diary for.
Click Diary in the tabs.
[Example] Student Object
You’ll see the entries in the grid. The options available are:
1. Diary Entries Filters
2. Create New Entry
3. Refresh Data: Refreshes the current data grid with the latest values.
4. Expand Entry: Click to expand and see the entry details.
5. Medium Column: Displays the medium used to create the entry. (e.g. email, sms, etc)
6. Edit: Edits the selected entry.
7. Delete: Deletes the selected entry.
  [Example] Student Object
Click on the expand icon of the diary to view more details.
[Example] Student Diary

Create a Diary Entry

By Manual Diary Entry

Permissions Required

To add new Diary entry, permissions are granted based on the target object.
For instance, to view create a Diary entry for a student, you would need the following permissions:

Students > View Students
Students > Diary > View Student Diary
Students > Diary > Create Student Diary

In the Diary tab, click on ➕ icon on the data grid and open the diary entry window.
Enter the details.
1. Date: The Date and Time will automatically be set as the creation date. If the entry is about an event in the past or is intended as a future reminder, change the date to the desired date.
2. Post to Student PortalSTUDENT OBJECT ONLY Check this option to publish this entry to the student portal. Students can receive and read this through the student portal.
3. Category: You can choose the category for classifying this entry. In case the category is inactive, it will appear in grayscale and not selectable.
  If you need to configure the categories, please refer to the article: Picklists.
4. Subject: Set the subject for the entry.
5. Notes: Enter the content for the entry.

Click Save to finish.

By Sending Email/SMS

When emails or SMS are sent, an entry is created automatically on the Diary of the recipient.

See the following articles for more details on Sending Emails and Sending SMS.

Edit a Diary Entry

Permissions Required

To modify Diary entries, permissions are granted based on the target object.
For instance, to edit a Diary entry for a student, you would need the following permissions:

Students > View Students
Students > Diary > View Student Diary
Students > Diary > Update Student Diary

Go to the diary that you want to modify the entry for.
Locate the entry that you’d like to update. Then click on the Edit icon at the end of the column.
Update the details as you needed.

Once an entry has been published to the student portal, updating its details does not trigger a new notification to the students.

Click on Save to finish.
[Example] Student Diary

Delete a Diary Entry

Permissions Required

To delete Diary entries, permissions are granted based on the target object.
For instance, to delete a Diary entry for a student, you would need the following permissions:

Students > View Students
Students > Diary > View Student Diary
Students > Diary > Delete Student Diary

Go to the diary that you want to delete the entry for.
Locate the entry that you’d like to delete. Then click on the Delete icon at the end of the column.
Click on Yes to delete.
[Example] Student Diary