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.