Batches

At times a situation may bring in a large volume of documents that can all be handled with a single response. To simplify the management of volume issues CLIFF allows you to create a single Batch for the documents.

A Batch consists of a batch header and its associated batch members. The batch header contains all the data fields common to individual Logs, such as subject, user-defined fields, and file number. These data items are automatically replicated in the associated batch members. The response, and any notes regarding the Batch, are contained in the batch header. Any scanned images of original documents or other attachments are stored with the associated batch member.
Creating a batch for volume issues has many advantages:


Because batches are similar to Logs so many of the functions available for Logs also apply to Batches. The Batch Help section only deals with Batch specific functions. See the Log Help section for additional help.

Creating a Batch

A Batch is comprised of a Batch header and, optionally, one or more Batch members. The Batch header contains all the information about the Batch, except the author names and addresses, which are contained in the Batch members. You do not need to completely enter all documents for a Batch at the same time. You may start a Batch and add to it at another time. See Adding New Members to a Batch. If you have already entered Logs that should be in a Batch, you may move them to the newly created Batch. See Adding Existing Logs to a Batch.

To create a batch

  1. Click the New Batch button in the Toolbar. CLIFF displays the Batch header window.


  2. The Batch header is similar to a normal Log except the author name and address information is replaced by the following fields:

    • Batch: The name of the batch. The Batch Name is used for identifying the Batch in searches and Log lists.
    • Batch Type: You may wish to classify volume issues by type(letters, petition, mail in, and so on). If so, select an appropriate Batch Type from the list.
    • Count: If you don’t wish to keep track of all the authors but still want to track the number of documents received; enter the number here. If you enter a Count, the "Batch locked to new Members" will be turned on. If you do not enter a Count, CLIFF will track of the number of Members in the batch and enter the number in the Count field.
    • Batch locked to new Members: You may prevent members from being added to the Batch by selecting this option.

    Complete these fields and others as appropriate.

  3. Click the Accept button in the Log Toolbar. A new Batch Member is displayed. All the data fields entered in the Batch header are repeated in the Batch Member. If you are not planning to enter the individual authors then you may cancel this new Batch Member. Otherwise, continue with the next step.

    NOTE: If a new Log is not displayed, have the Automatically display new Log when entering preference turned off. If this is the case, go to Adding New Members to a Batch to enter Batch members.

  4. In the Batch member enter Author information and Date Written.
  5. Click the Accept button in the Log Toolbar to accept the Batch member and have another new Batch member displayed.
  6. To finish entering for the batch, cancel the new Batch member by clicking the Cancel button in the Log Toolbar.

    7. Converting Log to Batch Header

    Often when you decide to create a Batch it is because you have a number of similar Logs. It is likely that you already have a Log with all the information for the Batch. Instead of creating a new Batch header, and re-keying all the information in the Log, you can simply convert the Log to a Batch header. 

    To convert a Log to a Batch Header


    1. Mark the Log you want converted.

    Warning! There will be a separate Batch Header created for each selected Log. If you want to create one batch for your selection of Logs, select one Log to create the Header, then use Add Existing Logs to Batch to add the remaining Logs.

  7. Click the Convert Log to Batch button in the list Toolbar. The following window is displayed:


    1. Select Log(s) to convert.
    2. Click Change.

    The marked Log is converted to a Batch header and a new Batch member is created with the author and address information from the selected Log.

    8. Adding New Members to a Batch

    To enter new Batch members to an existing Batch:

    1. Click on the Search by Batch Name button on the Toolbar. A window is displayed showing all the open Batches in your database. This list is automatically sorted based on your preference. Click Name or Date to sort the list another way.
    2. Click on the Batch Name to which you want to add a Member.
    3. Click New Member. A new Batch Member is displayed. The data fields from the Batch header are repeated in the Batch member.
    4. Enter the author and address information for the new Batch member.
    5. Click on the Toolbar to save the Member.

      TIP: If you want to add a Member to a batch but you don't want the Batch Header fields copied to the Member, just create a Log and select the Batch name from the Batch popup.

      6. Adding Existing Logs to a Batch

      Updated Version 5.2

      In many cases you will already have logged some documents for an issue before you decide to create a Batch. Once the Batch is created you want to add the logs you entered earlier without re-keying them.

      To Add Logs to a Batch


      1. Create a selection or Mark the Log(s) you want to add to the batch.
      2. Click the Add to Batch button on the list Toolbar. The following window is displayed:

    6. Choose the selection of Logs to add. If you have not marked any Logs then only the current selection will be available for adding. Note that any Batch Headers, Batch Members, or Logs that you may not update which have been selected to be added will be ignored.
    7. Choose the Batch, that you want the Logs to be added to, from the Batch popup list by clicking or entering the Batch name in the field.
    8. By default the Log Subject is replaced by the Batch Header Subject and the original Subject is written to the Log notes. If you do not want the Subject replaced, un-check the Replace Log Subject with Batch Subject checkbox.
      Note that blank user defined "popup" fields in the Log are populated with data from the Batch Header. All other content of the Log remains unchanged, including Notes and attachments.
    9. Click Add. The processed Logs are displayed in a list.

      10. Modifying a Batch

      If you want to change the information in a single Batch member, follow the same procedure as for Modifying a Log. However, if you want to change information in all members of a Batch, you may make the changes in the Batch header and have the changes replicated throughout all the members.

       To modify a Batch

      1. Open the Batch header.
      2. Make the required changes to the batch Header.
        If you change any of the following fields you have the option of having them automatically updated in the Batch's Members.
        • Subject
        • Log Action
        • Log Due Date
        • Sign By
        • User Defined fields
      3. In the drop-down menu beside the button choose one of the following:
        • Update Members - Apply any changes made in the Header to the Members
        • Only if blank - Only update the field in the Batch Member if the field is blank. i.e. don't replace previously entered values
        • Don't Update - Don't update the Batch Members.
      4. Save the Batch header.

        CLIFF will also update Batch Members depending upon which fields you change and the options you choose.

        5. Removing a Member from a Batch

        To remove a Member from a Batch

        1. Open the Batch Member.
        2. Delete the Batch Name from the Log.
        3. Save the Log 

          TIP: If you want all the Batch Members converted to Logs, you may simply delete the Batch Header. You will be prompted to convert the Members to Logs.

          4. Closing a Batch

          Closing a Batch is the same as closing a Log except:

          CLIFF will automatically update the members when you save the Batch Header.
          Note that any Batch Members previously closed will not have their Close Date changed.

          Deleting a Batch

          If the button is in your Toolbar you may delete Batches from the CLIFF database. Doing so removes all the information for the Batch, the associated Referrals, and the associated Batch Members.

          CAUTION: Once a Batch has been deleted, it cannot be restored.

          To delete a Batch:

          1. Search for the Batch you want to delete using Search for Batch or Search for Log.
          2. Select the Batch Header you want to delete. It is not necessary to select its Members.
          3. Click the button in the Toolbar. CLIFF asks you to confirm the deletion.
          4. Click OK to complete the deletion.

            NOTE: If you want to delete the Batch Header and convert its Members to Logs you must open the Batch Header before clicking the Delete button. The option to convert will be displayed as follows: