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How do I track the date of phase changes on the document form

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Edward McGlone Posted: Wed, Apr 21 2010 12:17 PM

I have been playing with this for a day or so and can’t find a good way to make it work. I want to track the phase a document is in along with the date that phase was reached. The phases are “Draft”, “Final”, “Sent” and “Served/Filed”. It’s a hierarchy so only the most recent phase and date need to show on the document form. I have designated the user1 field on the Document form to contain the phase and the user field5 to be the date. I have played with auto entry forms and triggers trying to come up with a way to populate the date field with the date the phase field was changed, no luck. I also thought about a trigger/auto entry combination that would archive the existing document form and create a new one that reflects the current phase, but the new form only inherits client and matter and not other needed fields like description and file name.

I could train everyone to “Save and Copy” the document form every time there is a phase change and then manually make the change and archive the old form, but something more automatic is more likely to gain compliance.  Any ideas?

Thanks

Ed

 

Edward S. McGlone | Edward McGlone Law Offices | 503-486-7048 | emcglonelaw.com | Governmentlitigaionblog.com

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What you are looking for is much easier but you have to know that you can use a variable.  The trigger would be:

Fires When  Field Changed (field is User1).
Action is Change Field (user5 field) to {TODAY}   . The {TODAY} with the brackets is the variable that you need to know. This will insert today's date.

I would also suggest setting User1 to be audited. That way the audit log for the document record will capture, who and when the User1 was changed, so you can have the complete history.

Matt

Matt Stone, LLB
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Matt - Thanks for this answer, it works like a charm.  Is there a source some where that endusers can access that gives you information such as this. It would be a big help!

Ed

Edward S. McGlone | Edward McGlone Law Offices | 503-486-7048 | emcglonelaw.com | Governmentlitigaionblog.com

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Matt Stone replied on Wed, May 12 2010 10:47 PM

http://www.lexisnexis.com/COMMUNITY/PMFORUMS ;-)

But there are not many variables to know.

Matt

Matt Stone, LLB
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