International Incoming VAL - Access Commander v3.57 · Access Commander User’s Manual...

Access Commander™ User’s Manual International Incoming VAL 11-1

Chapter 11

International Incoming VAL

In This Chapter:

9 Module Overview

9 International Incoming VAL Screens

9 Basic How To’s

9 How To’s

ContentsOverview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-3International Incoming VAL Search Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-4

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-4Accessing International Incoming VAL Search Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-4

International Incoming VAL Listing Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-6Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-6Accessing International Incoming VAL Listing Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-6International Incoming VAL Listing Screen Color Legend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-7

International Incoming VAL Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-8Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-8Accessing International Incoming VAL Info Screen - Add New. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-12Accessing International Incoming VAL Info Screen - Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-13Accessing International Incoming VAL Info Screen - View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-13Accessing International Incoming VAL Info Screen - Amend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-14International Incoming VAL Info Screen Command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-14International Incoming VAL Info Screen – Data Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-15

International Incoming Visit Activity Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-17Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-17Accessing International Incoming Visit Activity Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-17

International Incoming VAL Reports Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-18Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-18Accessing International Incoming VAL Reports Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-19

Basic International Incoming VAL How To’s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-20Search International Incoming VAL Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-20Add an International Incoming VAL Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-22Update an International Incoming VAL Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-24Amend an International Incoming VAL Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-25Delete an International Incoming VAL Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-25View (Read-Only) an Employee Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-26View an International Incoming VAL Record’s Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-27Export Data for Records on the International Incoming VAL Listing Screen to Excel . . . . . . . . . . . . . . . . . . . . . . 11-27

VAL Info Tab–International Incoming VAL Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-29Authorized Visitor(s) Tab–International Incoming VAL Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-30Visitor(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-31

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-31Add New International Visitor Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-32International Visitor Search For VAL Assignments Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-33

International Incoming VAL Access Commander™ User’s Manual 11-2

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Select Visitor(s) to Assign Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-33Add and Assign a New Visitor to an International Incoming VAL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-34Assign Visitor(s) to an International Incoming VAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-34Unassign a Visitor(s) from an International Incoming VAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-35

Deleted Visitor(s) Tab–International Incoming VAL Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-37Associated Doc(s) Tab–International Incoming VAL Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-38Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-39

Associated Doc(s) Section–International Incoming VAL Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-39Upload International Incoming VAL Associated Doc Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-39Upload Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-40Remove Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-40View (Read-Only) Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-41Download Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-42

International Incoming VALAccess Commander™ User’s Manual 11-3

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Overview

The International Incoming VAL module within Access Commander™ is used to input and maintain all international incoming visit request records.

Within this module, international incoming VAL records can be:

� Added � Updated � Amended � Deleted � Viewed

Visitors can be assigned to and unassigned from an international incoming visit request.

Additional functionality includes:

� Associated documents � Preformatted reports


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International Incoming VAL Search Screen

Overview

The International Incoming VAL Search screen contains the fields that can be filled in and/or selected as search criteria. This allows you to narrow down the search for a specific international incoming visit request record, or group of visit records.

Figure 11-1 . The International Incoming VAL Search screen .

Accessing International Incoming VAL Search Screen

Depending on where you are in Access Commander, there are four ways to access the International Incoming VAL Search screen:

� International Incoming VAL icon � International Incoming VAL icon, Search option � International Incoming VAL Listing or International Incoming VAL Info screen, Search link � Main Menu link, International Incoming VAL option

To use the International Incoming VAL icon: 1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)

2. Click the International Incoming VAL icon. The International Incoming VAL Search screen displays.

To use the Search option: 1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)


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2. Place the cursor on the International Incoming VAL icon.The International Incoming VAL pop-up menu displays.

3. Click the Search option. The International Incoming VAL Search screen displays.

To use the Search link: 1. Access the International Incoming VAL Listing or International Incoming VAL Info screen. (Need

help? See Accessing International Incoming VAL Listing Screen or Accessing International Incoming VAL Info Screen in this chapter.)

2. Click the Search link.The International Incoming VAL Search screen displays.

To use the International Incoming VAL option: 1. Place the cursor on the Main Menu link.

The options display.

2. Click the International Incoming VAL option.The International Incoming VAL Search screen displays.

For more information about searching, see Searching in Chapter 3.


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International Incoming VAL Listing Screen

Overview

The International Incoming VAL Listing screen:

� Displays the results of your search on the International Incoming VAL Search screen. Records are displayed in table format. The columns in the table display key data for each record (e.g., Country, Disclosure Level, Type of Sponsorship).

Figure 11-2 . The International Incoming VAL Listing screen .

Accessing International Incoming VAL Listing Screen

To access the International Incoming VAL Listing screen:

� International Incoming VAL Search screen, Find button

To use the Find button: 1. Access the International Incoming VAL Search screen. (Need help? See Accessing International

Incoming VAL Search Screen in this chapter.)

2. Enter search criteria to narrow down the search for the specific incoming VAL record, or group of VAL records.

3. Click the Find button.The International Incoming VAL Listing screen displays with the results of your search.If no records are found matching the entered search criteria, a blank International Incoming VAL Listing screen displays.


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International Incoming VAL Listing Screen Color Legend

The Color Legend on the International Incoming VAL Listing screen distinguishes the status of international incoming visit requests using the colors.

Figure 11-3 . The International Incoming VAL Listing screen Color Legend .

Table 11-1 lists and describes the statuses included in the Color Legend.

Table 11-1 . The International Incoming VAL Listing screen Color Legend .

Color Screen Description ExplanationGRAY Visit Status = Archive The status for the record has been set to archive.

GREEN Visit Status = Pending The visit request is pending for approval.

Others Active The status for the record has been set to achive.

When the Visit End Date is earlier than today, the Active/Pending status visit will be automatically set to ArchiveWhen the Visit End Date is later than today, the Archive status visit will be automatically set to Active


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International Incoming VAL Info Screen

Overview

The International Incoming VAL Info screen is used to:

� Add new international incoming visit request records to the system when in Add New mode � Modify existing international incoming visit request records when in Update mode � View existing international incoming visit request records when in View (read-only) mode � Delete a visit request record � Amend a visit. Incoming Visits can be amended at any time within the duration of the visit and

will be issued and tracked by the same Visit/Case ID.

Figure 11-4 . The International Incoming VAL Info screen in Add New mode .

When in Add New mode, the International Incoming VAL Info screen displays the Add and Cancel buttons, as shown in Figure 11-4.


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Figure 11-5 . New international incoming visit request confirmation pop-up message .

When the Add button is clicked, a pop-up message displays, as shown in Figure 11-5, that:

� Confirms the new international incoming visit request id has been added to the database � Gives the new VAL (Visit/Case) ID

Figure 11-6 . The International Incoming VAL Info screen after the Add button has been clicked .

When OK is clicked, the International Incoming VAL Info screen, shown in Figure 11-6, displays the following:

� Four tabs: VAL Info, Authorized Visitor(s), Deleted Visitor(s), Associated Doc(s) � The Authorized Visitor(s) tab displays, with the # Visitor(s) Assigned section with Assign

Visitor(s) and New Visitor buttons � Update and Cancel buttons � Visit/Case ID in the upper left-hand corner of the screen



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Figure 11-7 . The International Incoming VAL Info screen in Update mode .

When in Update mode, the International Incoming VAL Info screen, as shown in Figure 11-7, displays the following:

� Update and Cancel buttons � Four tabs: VAL Info, Authorized Visitor(s), Deleted Visitor(s), Associated Doc(s)



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Figure 11-8 . The International Incoming VAL Info screen in View mode .

When in View mode, the International Incoming VAL Info screen displays the Exit button and all fields are read-only, as shown in Figure 11-8.



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Figure 11-9 . The International Incoming VAL Info screen in Amend mode .

When in Amend mode, the International Incoming VAL Info screen displays the following:

� Update and Cancel buttons � All fields are read-only except the Date Amended field, as shown in Figure 11-9.

Accessing International Incoming VAL Info Screen - Add New

Depending on where you are in Access Commander, there are two ways to access the International Incoming VAL Info screen in Add New mode:



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� Main Menu screen, International Incoming VAL icon, Add New option � International Incoming VAL Search or International Incoming VAL Listing screen, Add New

link

To use the Add New option: 1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)

2. Place the cursor on the International Incoming VAL icon.A pop-up menu displays.

3. Click the Add New option. The International Incoming VAL Info screen displays in Add New mode.

To use the Add New link: 1. Access the International Incoming VAL Search or International Incoming VAL Listing screen. (Need

help? See Accessing International Incoming VAL Search Screen or Accessing International Incoming VAL Listing Screen in this chapter.)

2. Click the Add New link. The International Incoming VAL Info screen displays in Add New mode.

Accessing International Incoming VAL Info Screen - Update

To access the International Incoming VAL Info screen in Update mode:

� International Incoming VAL Listing screen, Update button

To use the Update button: 1. Access the International Incoming VAL Search screen. (Need help? See Accessing International


2. Enter the search criteria.

3. Click the Find button.The International Incoming VAL Listing screen displays with the results of your search.

g If no records are found matching the entered search criteria, a blank International Incoming VAL Listing screen displays. If this is the case, click the Search link and search again. (Need help? See Searching in Chapter 3.)

4. Click the Update button in the column next to the Visit/Case ID. The International Incoming VAL Info screen, VAL Info tab, displays in Update mode.

Accessing International Incoming VAL Info Screen - View

To access the International Incoming VAL Info screen in View mode:

� International Incoming VAL Listing screen, View button



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To use the View button: 1. Access the International Incoming VAL Search screen. (Need help? See Accessing International





4. Click the View button in the column next to the document record.The International Incoming VAL Info screen, VAL Info tab, displays in View (read-only) mode.

Accessing International Incoming VAL Info Screen - Amend

To access the International Incoming VAL Info screen in Amend mode:

� International Incoming VAL Listing screen, Amend button

To use the Amend button: 1. Access the International Incoming VAL Search screen. (Need help? See Accessing International





4. Click the Amend button in the column next to the Visit/Case ID. The International Incoming VAL Info screen displays in Update mode. The only updatable field is the Date Amended field.

g International incoming visits can be amended at any time within the duration of the visit. All amendments will be issued and tracked by the same Visit/Case ID.

International Incoming VAL Info Screen Command

There is one command on the International Incoming VAL Info screen.



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Table 11-2 . Command on the International Incoming VAL Info screen .

Command Screen Accessed Use the command toBack to International Incoming VAL Listing

International Incoming VAL Listing

return to the International Incoming VAL Listing screen.

g New records and changes to fields will not be saved when you use this command.

International Incoming VAL Info Screen – Data Fields

The data fields on the International Incoming VAL Info screen (in Update mode) are listed in the following tables. They are organized by tab, as they display on the screen from left to right as shown in Figure 11-7.

Table 11-3 . International Incoming VAL Info screen data fields .

g The fields on this tab can be customized by a System Administrator. A field can be renamed, designated as required or not required, and be hidden from view. In Add New mode, all required fields are highlighted in red. The table lists the default fields, which may differ from what you see on this tab.

Field Name Explanation

VAL INFO TABVisit/Case ID REQUIRED. Enter the incoming visit or case number. This number is assigned by the

facility or agency. This number remains the same throughout the life of the visit.

Country of Visit REQUIRED. Select the country of visit.

Date Received Click the calendar button to select, or enter in MMDDYY format, the date when the visit request was received.

Visit Type REQUIRED. Displays the type of visit.

Date Amended REQUIRED when the VAL has been amended. Otherwise this field is protected. Click the calendar button to select, or enter in MMDDYY format, the amended date.

This field does not display in Add New mode.

Type of Sponsorship REQUIRED. Select the sponsorship type.

Disclosure Level REQUIRED. Select the clearance disclosure level.

Approving Authority Enter the name of the approving authority.

Visit Start Date REQUIRED. Click the calendar button to select, or enter in MMDDYY format, the visit start date.

Visit End Date REQUIRED. Click the calendar button to select, or enter in MMDDYY format, the visit end date.

Visit Status Select the status of the visit. Visit status is Active when the Visit End Date is later than today’s date. When the Visit End Date is earlier than today’s date, the Active or Pending status will be changed to Archive.

Host Facility Code REQUIRED. May prepopulate the default host facility code depending on system configuration.

Select the host facility code if it did not prepopulate or is incorrect.

Host P.O.C Enter the name of the host.



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Field Name ExplanationEmployee Number Enter the host’s employee number.

Telephone No. Enter the host’s phone number.

Embassy P.O.C Enter the embassy Point Of Contact’s name.

Telephone No. Enter the embassy Point Of Contact’s phone number.

Fax Number Enter the embassy Point Of Contact’s fax number.

IPO Officer Enter the name of the IPO officer.

Telephone No. Enter the IPO Officer’s phone number.

Fax Number Enter the IPO Officer’s fax number.

Knowledgeable Person Enter the name of the knowledgeable person.

Telephone No. Enter the knowledgeable person’s phone number.

Fax Number Enter the knowledgeable person’s fax number.

Purpose of the Visit Enter the purpose of the visit.

Terms/Conditions Enter the terms or conditions.

U.S. Equipment/Program Enter the name of the program.

FMS Case(s) Enter the FMS Case .

Remarks Enter the remarks.

Customized Fields System Administrators can configure an additional 10 date fields, 10 data entry fields, 5 drop-down fields and 1 text entry field on this tab.

Table 11-4 . International Incoming VAL Info screen, Authorized Visitor(s) tab data fields .


AUTHORIZED VISITOR(S) TAB:

# Visitor(s) Assigned Section: Click the New Visitor button to assign a new visitor to the VAL. Click the Assign Visitor(s) button to select and assign an existing visitor to the VAL. Click the Unassign Visitor(s) button to unassign selected visitors from the VAL.

Table 11-5 . International Incoming VAL Info screen, Deleted Visitor(s) tab data fields .


DELETED VISITOR(S) TAB:

# Visitor(s) Deleted Section: Display only section. Visitors unassigned on the Authorized Visitor(s) tab display in this section.

Table 11-6 . International Incoming VAL Info screen, Associated Doc(s) tab data fields .


ASSOCIATED DOC(S) TAB:

Associated Doc(s) Section: Click the Upload Associated Doc button to associate documents to the VAL.


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International Incoming Visit Activity Info Screen

Overview

The International Incoming Visit Activity Info screen displays the pertinent data that needs to be tracked for the selected record, as well as the user who performed the action. For example, the assignment and unassignment of international incoming visits are tracked within the International Incoming VAL module.

Figure 11-10 . The International Incoming Visit Activity Info screen .

Accessing International Incoming Visit Activity Info Screen

To access the International Incoming Visit Activity Info screen:

� International Incoming VAL Info screen, Activities link

To use the Activities link: 1. Access the International Incoming VAL Info screen. (Need help? See Accessing International

Incoming VAL Info Screen in this chapter.)

2. Click the Activities link.The International Incoming Visit Activity Info window displays.

3. Click the Close link to close the window.The International Incoming VAL Info screen displays.


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International Incoming VAL Reports Screen

Overview

The International Incoming VAL Reports screen displays the preformatted reports available for the Incoming Visit Request module. Reports can be customized as specified and requested by your employer.

Figure 11-11 . The International Incoming VAL Reports screen .

The records upon which the selected report is based is determined by:

� Records displaying on the International Incoming VAL Listing screen.

In other words, those records that matched the search criteria entered on the International Incoming VAL Search screen during the most recently completed search. For example, a user may want to include only active visit requests, so he/she would complete a search for visit requests with Active status. Then, on the International Incoming VAL Reports screen, the Row(s) in List radio button is selected.In some cases, you may need to complete a search prior to running a report to ensure that the appropriate records are included for the specific report. If you need to include all records in the system, you will do so by selecting the All radio button on the International Incoming VAL Reports screen, in which case it doesn’t make a difference what search was last completed.

� Records selected on the International Incoming VAL Listing screen. To include only a single visit request record, or specific visit request records, in a report, check that record’s checkbox(es) on the International Incoming VAL Listing screen. Then, select the Selected Row(s) radio button on the International Incoming VAL Reports screen to include only the selected records in the report.

� Radio button selected on the International Incoming VAL Reports screen.

Depending on the report selected, the applicable button(s) display: Selected Row(s), Row(s) in List, and All. For more information about generating reports, see Generating Reports in Chapter 3.


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Accessing International Incoming VAL Reports Screen

To access the International Incoming VAL Reports screen:

� International Incoming VAL Listing screen, Reports link � International Incoming VAL Info screen, Reports link

To use the Reports link:1. Access the International Incoming VAL Listing or International Incoming VAL Info screen. (Need

help? See Accessing International Incoming VAL Listing Screen or Accessing International Incoming VAL Info Screen in this chapter.)

2. Click the Reports link.The International Incoming VAL Reports screen displays.


Back to this chapter’s TOCBasic international incoming Val How to’s

Basic International Incoming VAL How To’s

In This Section

9 Search International Incoming VAL Records

9 Add an International Incoming VAL Record

9 Update an International Incoming VAL Record

9 Delete an International Incoming VAL Record

9 Amend an International Incoming VAL Record

9 View an International Incoming VAL Record

9 View an International Incoming Visit Record’s Activities

9 Export Data for Records on the International Incoming VAL Listing Screen to Excel

Search International Incoming VAL Records

Depending on where you are in Access Commander, there are four ways to search for international incoming visit request records:

� Main Menu screen, International Incoming VAL icon � Main Menu screen, International Incoming VAL icon, Search option � International Incoming VAL Listing or International Incoming VAL Info screen, Search link � Main Menu link, International Incoming VAL option

To use the International Incoming VAL icon:

Figure 11-12 . The International Incoming VAL icon .

1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)

2. Click the International Incoming VAL icon. The International Incoming VAL Search screen displays.

3. Enter the search criteria. (Need help? See Searching in Chapter 3.)

4. Click the Find button.The International Incoming VAL Listing screen displays the records that match the search criteria.If no records are found matching the entered search criteria, a blank International Incoming VAL Listing screen displays.


Back to this chapter’s TOC Basic international incoming Val How to’s

5. To search for another international incoming visit request record, click the Search link on the International Incoming VAL Listing screen.

To use the Search option:

Figure 11-13 . The Search option .



3. Click the Search option. The International Incoming VAL Search screen displays.



6. To search for another international incoming VAL record, click the Search link on the International Incoming VAL Listing screen.

To use the Search link:

Figure 11-14 . The Search link .

1. Access the International Incoming VAL Listing or International Incoming VAL Info screen. (Need help? See Accessing International Incoming VAL Listing Screen or Accessing International Incoming VAL Info Screen in this chapter.)

2. Click the Search link.The International Incoming VAL Search screen displays.



5. To search for another international incoming VAL record, click the Search link on the International Incoming VAL Listing screen.



To use the International Incoming VAL option:

Figure 11-15 . The International Incoming VAL option .

1. Place the cursor on the Main Menu link. (Need help? See Accessing Main Menu Screen in Chapter 2.)The options display.

2. Click the International Incoming VAL option. The International Incoming VAL Search screen displays.



5. To search for another international incoming visit request record, click the Search link on the International Incoming VAL Listing screen.

Add an International Incoming VAL Record

There are three ways to add a new international incoming visit request record:

� Main Menu screen, International Incoming VAL icon, + Add New option � International Incoming VAL Listing screen, + Add New link � International Incoming VAL Search screen, + Add New link



To use the + Add New option:

Figure 11-16 . The + Add New option .



3. Click the + Add New option. A blank International Incoming VAL Info screen displays.

4. Complete the required fields (indicated in red), and additional fields as needed.

5. Click the Add button.The message, “The new international incoming VAL has been successfully added. The new Visit/Case ID is [X].” displays.

6. Click the OK button.The International Incoming VAL Info screen, Authorized Visitor(s) tab, displays in Update mode. The Assign Visitor(s) and New Visitor buttons display. To assign a visitor(s) or add a new visitor(s), see the corresponding How To’s.The VAL Info, Deleted Visitor(s) and Associated Doc(s) tabs also display.

7. To return to the International Incoming VAL Listing screen, click the Update button. The message, “The information has been updated.” and Re-Edit This Record link display.

8. Click the Done button.The International Incoming VAL Listing screen displays. The new international incoming VALrecord displays highlighted (in black) and its checkbox is checked.

9. To add another international incoming VAL record, click the + Add New link on the International Incoming VAL Listing screen.

To use the + Add New link:

Figure 11-17 . The + Add New link .

1. Access the International Incoming VAL Listing or International Incoming VAL Search screen. (Need help? See Accessing International Incoming VAL Listing Screen or Accessing International Incoming VAL Search Screen in this chapter.)

2. Click the + Add New link. A blank International Incoming VAL Info screen displays.




4. Click the Add button.The message, “The new international incoming VAL has been successfully added. The new Visit/Case ID is [X].” displays.

5. Click the OK button.The International Incoming VAL Info screen, Authorized Visitor(s) tab, displays in Update mode. The Assign Visitor(s) and New Visitor buttons display. To assign a visitor(s) or add a new visitor(s), see the corresponding How To’s.The VAL Info, Deleted Visitor(s) and Associated Doc(s) tabs also display.

6. To return to the International Incoming VAL Listing screen, click the Update button. The message, “The information has been updated.” and Re-Edit This Record link display.

7. Click the Done button.The International Incoming VAL Listing screen displays. The new international incoming VAL record displays highlighted (in black) and its checkbox is checked.

8. To add another international incoming VAL record, click the + Add New link on the International Incoming VAL Listing screen.

Update an International Incoming VAL Record

To update an international incoming visit request record:

� International Incoming VAL Listing screen, Update button

To use the Update button:

Figure 11-18 . The Update button .

1. Access the International Incoming VAL Listing screen. (Need help? See Accessing International Incoming VAL Listing Screen in this chapter).

2. Click the Update button in the column next to the international incoming VAL record.The International Incoming VAL Info screen displays.

3. Complete the needed updates.

4. Click the Update button.The message, “The information has been updated.” displays.

5. Click the Done button.The International Incoming VAL Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked.



6. To update another international incoming VAL record, repeat from step 2 above.

Amend an International Incoming VAL Record

To amend an international incoming VAL record:

� International Incoming VAL Listing screen, Amend button

To use the Amend button:

Figure 11-19 . The Amend button .

1. Access the International Incoming VAL Listing screen. (Need help? See Accessing International Incoming VAL Listing Screen in this chapter).

2. Click the Amend button in the column next to the international incoming VAL record.The International Incoming VAL Info screen displays. All fields are read only except for the Date Amended field.

3. Click the calendar button for the Date Amended field and select the date, or enter the date in MM/DD/YYYY format.

4. Click the Update button.The message, “The information has been updated.” , the Re-Edit This Record link and the Done button display.

5. Click the Done button.The International Incoming VAL Listing screen displays.The amended record displays highlighted (in black) and its checkbox is checked.

6. To amend another international incoming VAL record, repeat from step 2 above.

Delete an International Incoming VAL Record

Deleting international incoming VAL records must be done with care. Once an international incoming VAL record is deleted, it cannot be restored. Follow your employer’s guidelines when using the Delete button.

To delete an international incoming VAL record:

� International Incoming VAL Listing screen, Delete button



To use the Delete button:

Figure 11-20 . The Delete button .

1. Access the International Incoming VAL Listing screen. (Need help? See Accessing International Incoming VAL Listing Screen in this chapter.)

2. Click the Delete button in the column next to the international incoming VAL record.The International Incoming VAL Listing – Delete Confirmation screen displays.

3. Click the Go button (the Yes, delete command is the default).The message, “The selected record(s) was/were successfully deleted.” displays.

g If the record cannot be deleted, an error message displays.

4. Click the OK button. The International Incoming VAL Listing screen displays.The international incoming VAL record no longer displays.

5. To delete another international incoming VAL record, repeat from step 2 above.

View (Read-Only) an Employee Record

To view all of an international incoming visit request record’s data:

� International Incoming VAL Listing screen, View button

To use the View button:

Figure 11-21 . The View button .


2. Click the View button in the column next to the international incoming VAL record.The International Incoming VAL Info screen displays.



3. View the information.

4. Click the Exit button. The International Incoming VAL Listing screen displays.The viewed record displays highlighted (in black) and its checkbox is checked.

5. To view another international incoming VAL record, repeat from step 2 above.

View an International Incoming VAL Record’s Activities

To view the activities for a record:

� International Incoming VAL Info screen, Activities link

To use the Activities link:

Figure 11-22 . The Activities link .


2. Click the Update button in the column next to the VAL record.The International Incoming VAL Info screen displays.

3. Click the Activities link.The International Incoming Visit Activity Info screen displays.

4. When done viewing the information, click the Close link.The International Incoming VAL Info screen displays.The updated record displays highlighted (in black) and its checkbox is checked.

5. To view the activities for another international incoming VAL record, repeat from step 1 above.

Export Data for Records on the International Incoming VAL Listing Screen to Excel

To export record data to Excel:

� International Incoming VAL Listing screen, Export to Excel button



To use the Export to Excel button:

Figure 11-23 . The Export to Excel button .

1. Access the International Incoming VAL Search screen and enter search criteria to narrow down the search to include the records for which to export data to Excel . (Need help? See Search International Incoming VAL Records in this chapter.)

2. Click the Find button.The International Incoming VAL Listing screen displays the records that match the search criteria.

3. Click the Export to Excel link.The spreadsheet generates. A window displays asking if you wish to Open, Save or Save as the spreadsheet.

4. Select Open, Save or Save as as applicable.

5. Work with the Excel spreadsheet as applicable.

6. Return to the International Incoming VAL Listing screen.The International Incoming VAL Listing screen displays with the results from your earlier search.

7. To generate an excel spreadsheet for another set of records, repeat from step 1 above.


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VAL Info Tab–International Incoming VAL Info Screen

Figure 11-24 . The VAL Info Tab of the International Incoming VAL Info screen .

The VAL Info tab of the International Incoming VAL Info screen displays when in Update or View mode.

It displays the same data fields that display when adding a new international incoming VAL (e.g., Visit/Case ID, Country of Visit, Visit Type, Visit Start and End Dates, Host Facility Code).

For a list and description of the data fields, see Table 11-3.


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Authorized Visitor(s) Tab–International Incoming VAL Info Screen

Figure 11-25 . The Authorized Visitor(s) Tab of the International Incoming VAL Info screen .

The Authorized Visitor(s) tab of the International Incoming VAL Info screen displays when in Update or View mode. It displays one section:

� # Visitor(s) Assigned

For a list and description of the data fields on the Info screen that corresponds to the # Visitor(s) Assigned section, see:

� Add New International Visitor screen, Table 11-7


Back to this chapter’s TOC visitor(s)

Visitor(s)

How To’s In This Section

9 Add and Assign a New Visitor to an International Incoming VAL

9 Assign Visitor(s) to an International Incoming VAL

9 Unassign Visitor(s) from an International Incoming VAL

Overview

Visitor(s) can be assigned to, or unassigned from, international incoming VALs within the International Incoming VAL module in Access Commander™. New international visitors can also be added to the database and assigned to an international incoming visit from within this module.

Visitor(s) are assigned to, and unassigned from, international incoming VALS using the:

� Assign Visitor(s) button in the # Visitor(s) Assigned section (on the International Incoming VAL Info screen in Update mode)

� Unassign Visitor(s) button in the # Visitor(s) Assigned section (on the International Incoming VAL Info screen in Update mode)

New international visitors are added and assigned using the:

� New Visitor button in the Visitor(s) Assigned section (on the International Incoming VAL Info screen in Update mode)

g International Incoming Visits requiring a certain clearance and/or access level will allow only those visitor(s) that have the required level(s) to be assigned.

Figure 11-26 . # Visitor(s) Assigned section on the International Incoming VAL Info screen .


Back to this chapter’s TOCvisitor(s)

Add New International Visitor Screen

The Add New International Visitor screen displays when you click the:

� New Visitor button on the International Incoming VAL Info screen

The data for a new international visitor to assign to the international incoming visit request is entered in the data fields on this screen.

Figure 11-27 . The Add New International Visitor screen .

The data fields on the Add New International Visitor screen are listed and described in Table 11-7.

Table 11-7 . Add New International Visitor screen data fields .

Field ExplanationPrefix Select the visitor’s prefix.

Last REQUIRED. Enter the visitor’s last name.

First REQUIRED. Enter the visitor’s first name.

Middle Enter the visitor’s middle initial.

Suffix Select the visitor’s suffix.

US Citizen Check if the visitor is a US Citizen.

Badge # Enter the visitor’s badge number.

Badge Date Enter the badge date.

Expiration Date Enter the badge expiration date.

Badge Type Select the badge type.

Visitor/Employee # Defaults to the visitor/employee #.

Phone Enter the visitor’s phone number.

Ext. Enter the visitor’s phone extension.

Fax Enter the visitor’s fax number.

Pager # Enter the visitor’s pager number.

E-Mail Enter the visitor’s email address.



International Visitor Search For VAL Assignments Screen

The International Visitor Search for VAL Assignments screen displays when you click the:

� Assign Visitor(s) button on the International Incoming VAL Info screen

The search criteria for the visitor(s) to assign to the international incoming VAL are entered on this screen.

Figure 11-28 . The International Visitor Search for VAL Assignments screen .

Select Visitor(s) to Assign Screen

The Select Visitor(s) to Assign screen displays when you click the:

� Find button on the International Visitor Search for VAL Assignments screen

The visitor(s) to be assigned to the international incoming VAL are selected on this screen.

Figure 11-29 . The Select Visitor(s) to Assign screen .



Add and Assign a New Visitor to an International Incoming VAL

To add and assign a new visitor to an international incoming VAL:

� International Incoming VAL Info screen, New Visitor button in # Visitor(s) Assigned section

To use the New Visitor button: 1. Access the International Incoming VAL Listing screen. (Need help? See Accessing International

Incoming VAL Listing Screen in this chapter.)

2. Click the Update button in the column next to the international incoming VAL record.The International Incoming VAL Info screen, VAL Info tab, displays.

3. Click the Authorized Visitor(s) tab.The screen refreshes and the # Visitor(s) Assigned section displays.

4. Click the New Visitor button.The Add New International Visitor screen displays.


6. Click the Add button. The International Incoming VAL Info screen displays. The new visitor displays in the # Visitor(s) Assigned section.

7. To add and assign another new international visitor to this international incoming VAL, repeat from step 3 above.

8. To return to the International Incoming VAL Listing screen, click the Update button.The message, “The information has been updated.” displays.

9. Click the Done button.The International Incoming VAL Listing screen displays.The updated international incoming visit request record displays highlighted (in black) and its checkbox is checked. The updated number of visitors assigned to the VAL displays in the # Visitors column.

10. To add and assign a new international visitor to another international VAL request, repeat from step 2 above.

Assign Visitor(s) to an International Incoming VAL

To assign a visitor to an international incoming visit request:

� International Incoming VAL Info screen, Assign Visitor(s) button in # Visitor(s) Assigned section

To use the Assign Visitor(s) button: 1. Access the International Incoming VAL Listing screen. (Need help? See Accessing International




2. Click the Update button in the column next to the international incoming visit request record.The International Incoming VAL Info screen, VAL Info tab, displays.


4. Click the Assign Visitor(s) button.The International Visitor Search for VAL Assignments screen displays.

5. Enter the search criteria, if any, that will narrow down the search for the visitor(s). (Need help? See Searching in Chapter 3.)

6. Click the Find button.The Select Visitor to Assign screen displays the records that match the search criteria.

7. Click the Select checkbox(es) next to the visitor(s) being assigned to the international incoming VAL. The screen refreshes and the visitor record(s) display(s) highlighted (in black) with a checkmark(s) in the checkbox(es).

8. Click the Assign button.

g If the visitor(s) can’t be assigned to the visit request (e.g., the visitor(s) does not have the proper clearance), an error message displays in red under the navigation links.

The International Incoming VAL Info screen, Authorized Visitor(s) tab, displays. The assigned visitor(s) display(s) in the # Visitor(s) Assigned section.

9. To assign another visitor(s) to an international incoming VAL, repeat from step 3 above.

10. To return to the International Incoming VAL Listing screen, click the Update button.The message, “The information has been updated.” displays.

11. Click the Done button.The International Incoming VAL Listing screen displays.The updated international incoming visit request record displays highlighted (in black) and its checkbox is checked. The updated number of visitors assigned to the VAL displays in the # Visitors column.

12. To assign a visitor(s) to another international incoming VAL, repeat from step 2 above.

Unassign a Visitor(s) from an International Incoming VAL

To unassign a visitor from an international incoming VAL:

� International Incoming VAL Info screen, Unassign Visitor(s) button in # Visitor(s) Assigned section

To use the Unassign Visitor(s) button: 1. Access the International Incoming VAL Listing screen. (Need help? See Accessing International






4. Click the Select checkbox(es) in the column next to the visitor(s). To unassign all visitor(s) from the international incoming visit request, click the Select All button.The Unassign Visitor(s) button is active.

5. Click the Unassign Visitor(s) button in the # Visitor(s) Assigned section. The International Incoming VAL Info screen refreshes and the unassigned visitor(s) no longer displays in the # Visitor(s) Assigned section.The visitor(s) now displays in the # Visitor(s) Deleted section on the Deleted Visitor(s) tab.

6. To unassign another visitor(s), repeat from step 3 above.

7. To return to the International Incoming VAL Listing screen, click the Update button.The message, “The information has been updated.” , the Re-Edit This Record link and the Done button display.

8. Click the Done button.The International Incoming VAL Listing screen displays.The updated visitor record displays highlighted (in black) and its checkbox is checked. The updated number of visitors assigned to the VAL displays in the # Visitors column.

9. To unassign a visitor(s) from another international incoming VAL, repeat from step 2 above.


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Deleted Visitor(s) Tab–International Incoming VAL Info Screen

Figure 11-30 . The Deleted Visitor(s) Tab of the International Incoming VAL Info screen .

The Deleted Visitor(s) tab of the International Incoming VAL Info screen displays when in Update or View mode. It displays one section:

� # Visitor(s) Deleted

International visitors who are unassigned from the incoming visit request via the Authorized Visitor(s) tab display on this tab.


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Associated Doc(s) Tab–International Incoming VAL Info Screen

Figure 11-31 . The Associated Doc(s) Tab of the International Incoming VAL Info screen .

The Associated Doc(s) tab of the International Incoming VAL Info screen displays when in Update or View mode. It displays one section:

� Associated Doc(s)

For the How To’s that correspond to this section, see Associated Documents.


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Associated Documents

How To’s In This Section

9 Upload Associated Documents

9 Remove Associated Documents

9 View (Read-Only) Associated Documents

9 Download Associated Documents

Associated Doc(s) Section–International Incoming VAL Info Screen

Figure 11-32 . The Associated Doc(s) section on the International Incoming VAL Info screen .

The Associated Doc(s) section in the International Incoming VAL Info screen displays when in Update or View mode.

Associated documents are viewed, uploaded, and removed using the:

� Upload Associated Doc. link.

Upload International Incoming VAL Associated Doc Screen

The Upload International Incoming VAL Associated Doc screen displays when you click the:

� Upload Associated Doc. link in the Associated Doc(s) section.

Figure 11-33 . The Upload Incoming VAL Associated Doc screen .



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Upload Associated Documents

To upload associated documents to an international incoming VAL record :

� International Incoming VAL Info screen, Associated Doc(s) tab, Upload Associated Doc. link

To use the Upload Associated Doc. link: 1. Access the International Incoming VAL Listing screen. (Need help? See Accessing International



3. Click the Associated Doc(s) tab.The screen refreshes and the Associated Doc(s) section displays.

4. Click the Upload Associated Doc link. The Upload Other screen displays.

5. Enter a description of the document being associated in the File Description field.

6. Click the Browse button to select the file path to the document to be associated.Depending on the software loaded on your computer, a browse window opens.

7. Locate the file that is being associated, and double click it.The Upload Property Associated Doc screen displays with the selected file’s path in the Select File field.

8. Click the Upload button.The International Incoming VAL Info screen, Associated Doc(s) tab, displays.The new associated document displays in the Associated Doc(s) section.

g This is a read-only document that cannot be modified.

9. To add another associated document, repeat from step 3 above.


8. Click the Done button.The International Incoming VAL Listing screen displays.The updated VAL record displays highlighted (in black) and its checkbox is checked.

9. To upload an associated doc for another international incoming VAL, repeat from step 2 above.

Remove Associated Documents

Removing an associated document must be done with care. Once an associated document is removed it cannot be restored. Follow your employer’s guidelines when using this command.



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To remove an associated document record:

� International Incoming VAL Info screen, Associated Doc(s) section, button in the Remove? column

To use the Remove (-) button: 1. Access the International Incoming VAL Listing screen. (Need help? See Accessing International



3. Click the Associated Doc(s) tab.The screen refreshes and the Associated Doc(s) section displays.A list of all documents associated with the international incoming VAL record displays in the Associated Doc(s) section.

4. In the Associated Doc(s) section, click the Remove (-) button in the Remove? column. The message, “Are you sure you want to delete the selected associated file <name of the file>?

5. Click the OK button.The message, “ The file is successfully removed” displays.

6. Click the OK button.The International Incoming VAL Info screen, Associated Doc(s) tab, displays.The document no longer displays in the Associated Doc(s) section.

7. To delete another associated document, repeat from step 4 above.


9. Click the Done button.The International Incoming VAL Listing screen displays.The updated visitor record displays highlighted (in black) and its checkbox is checked.

10. To remove an associated document for another VAL record, repeat from step 2 above.

View (Read-Only) Associated Documents

All associated document fields are displayed in the Associated Doc(s) section on the International Incoming VAL Info screen. To view the actual associated document, follow the steps below.

To view associated document(s) on the International Incoming VAL Info screen:

� International Incoming VAL Info screen, file description link in File Description column

To use the file description link: 1. Access the International Incoming VAL Listing screen. (Need help? See Accessing International




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2. Click the View button in the column next to the international incoming VAL record.The International Incoming VAL Info screen, VAL Info tab, displays.


4. To view the associated document, click its file description in the File Description column. The File Download window opens.

5. Click the Open button.The document displays.

6. Close the window when you’re finished viewing the document.

7. Return to the International Incoming VAL Info screen, Associated Doc(s) section.

8. To view another associated document, repeat from step 3 above.


10. Click the Done button.The International Incoming VAL Listing screen displays.The updated visitor record displays highlighted (in black) and its checkbox is checked.

11. To view an associated document for another VAL record, repeat from step 2 above.

Download Associated Documents

Associated documents can be downloaded only if the International Incoming VAL Info screen is accessed in Update mode.

To download an associated document:

� International Incoming VAL Info screen, Associated Doc(s) section, file description link in File Description column

To use the file description link: 1. Access the International Incoming VAL Listing screen. (Need help? See Accessing International




4. To download an associated document, click its file description in the File Description column in the Associated Doc(s) section. A window opens with options for what to do with the file (i.e., Open, Save, Save As).



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5. Click the Save As option.The Save As window displays.

6. Change the file name, if needed.

7. Navigate to and select the location to which the document should be saved.

8. Click the Save button.The file is saved to the designated location.

9. Return to the International Incoming VAL Info screen.

10. To download an associated document for another international incoming VAL record, repeat from step 2 above.

International Incoming VAL - Access Commander v3.57 · Access Commander User’s Manual...

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Transcript of International Incoming VAL - Access Commander v3.57 · Access Commander User’s Manual...