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Modifying Action Requests

Select Modify Individual or Modify All from the Query menu to modify the contents of ARs that match the criteria defined in an active Query window or that are selected in an active Query List window (click here to view an example; this illustration does not apply to Modify All). You can also select the Modify Individual tool bar icon or type Ctrl+M to open a Modify Individual window.

In the Query List window, you can select a subset of the listed items for modification by highlighting only the items you want to modify.

You can choose to modify individual ARs or the entire group of ARs that match the query criteria. The techniques used to modify information in an AR are the same as the techniques for entering information in the Submit window. For a detailed description, see Filling in Fields.

If you choose to modify individual ARs, the Modify Individual window shows one AR at a time. Use the Previous and Next tool bar icons, select the Previous and Next items from the Actions menu or type the Ctrl+Left Arrow keys or Ctrl+Right Arrow keys to page through the list of ARs to display the ones you want to edit.

If you choose to modify all selected ARs, a blank AR template is displayed in the Modify All Selected window. Fill in only the fields that you want updated on every AR that meets the specified query criteria. For example, you may want to change the status of all of the selected ARs to "Fixed".

This section contains the following procedures:

• Modifying individual ARs
• Modifying multiple ARs
• Adding new diary entries

Modifying individual ARs

1. After defining the query criteria or selecting ARs from the Query List, select Modify Individual from the Query menu, select the Modify Individual tool bar icon, or type Ctrl+M.

The Modify Individual window appears (click here to see an example).

2. Use the Previous or Next tool bar icons, select Previous or Next from the Actions menu, or type the Ctrl+Left Arrow keys or Ctrl+Right Arrow keys to display the AR you want.
   
   
3. Edit the AR as necessary.
   
   
4. When you have finished editing the AR, select Apply from the Actions menu, select the Apply tool bar icon, or type Ctrl+A to save your changes.

Note: If you have made changes and not applied them and if you want to be warned that you have not saved your changes when trying to look at another AR, select the Confirm to Close Modify window confirm preference. For more information about preferences, see the section entitled Setting User Preferences .

If you have not made any changes, the Apply menu item and tool bar icon are grayed (not available).

5. After applying changes to an AR, you can use the Previous and Next menu items, Previous and Next tool bar icons, or type the Ctrl+Left Arrow keys or Ctrl+Right Arrow keys to display another AR to edit.

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Modifying all selected ARs

1. After defining the query criteria or selecting ARs from the Query List, select Modify All from the Query menu.

The Modify All Selected window appears showing a blank AR template.

2. Fill in the fields you want changed on every AR that meets the query criteria or that is selected on the Query List.
   
   
3. When you have finished filling in the fields that you want changed, select Apply from the Actions menu, select the Apply tool bar icon, or type Ctrl+A.
   
   
4. A message box appears showing the number of ARs that you are about to modify. To complete the operation, select the Continue button. To exit without changing the ARs, select the Cancel Modify button.

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Adding a new diary entry

Diary type fields are used to keep a history of actions taken on an AR. Typically, you might want to update a diary field any time a notable change has occurred that is not automatically captured in the Status History or in another field.

You can add new diary entries when you are modifying an AR using the Diary Editor dialog box shown in the figure below.

Figure: Diary Editor Dialog Box

If your text entry is short enough to be visible in the field, simply type into the field. Otherwise:

1. Use the mouse (or left button) to select the diary symbol to the right of the field. You can also press the F7 function key.

A Diary Editor dialog box appears, as shown in the figure above.

2. To enter text, select in the Editor portion of the Diary Editor dialog box and begin typing.

Note: You must select the Editor portion of the Diary Editor dialog box. The Diary Text portion displays existing Diary entries and cannot be edited.

3. When you have finished, select the OK button in the Diary Editor dialog box to save the new diary entry.

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