NOTE: ImagineTime suggests that you backup your data file before cloning!
ImagineTime uses the previous period's task and form history as the basis for creating next year's work assignments. The cloning screen shown in the following screenshot is used to create a new set of tasks and forms for the next year. The best practice is to extend the period past December 31 by at least one quarter (maximum number of months to clone is 18). Therefore, items with due dates extending into the following year will be included in the clone and it is easier to forecast towards the end of the year the workload for the upcoming first quarter.
Step 1. The start date and end date range is the period you are cloning from not the upcoming period.
Step 2. SELECT FORMS/TASKS TO COPY TO NEXT PERIOD: Save time and clone all your forms and tasks at the same time. ImagineTime will not duplicate any item that has already been cloned for the period. However, using the Mouse +{Shift} or {Ctrl} key you can select specific forms/tasks to clone.
Step 3. CLONING OPTIONS: Select only the options that you want to copy.
Task Level Options: The task level options are fairly self-explanatory. Copy master budget to next year is applicable only for Status Level Only tracking types were you track a total budget in hours for each main task or form. In that case, you have the choice of carrying forward that years budget to next year. In general, "as specified" tasks are not cloned since they are created "on the spot" for one-time tasks occurring on a specific day for work assignments that arise spontaneously. In general, "as specified" tasks should only be cloned if you have a large number of non-uniform tasks that reoccur. Otherwise, main tasks or forms should be set up with other specific month and days options. Manually set start dates arise when the "auto-calculate" start date option is turned off for a main task or form. Sometimes users would prefer to set the start dates rather than have ImagineTime calculate them for certain types of work. In that case, you can increment these start dates by one year, but only for those tasks that do not "auto-calculate" the start dates.
Sub-task Level Tracking Level Options: Sub-task options only apply if you have purchased the optional workflow module. In that case the primary consideration is whether to base next years sub-tasks on last years sub-task data or to create the sub-tasks for each main task based on the current sub-task template associated with the main task or form.
If you have modified sub-task templates and established detail budgets and comments that you would like to carry forward, use the second option to "Clone last year's detail tracking information". If you would like to start fresh each year, choose the option, "Create detail tracking information for next year based on the current master status or sub-task template".
Step 4. CLICK TO BEGIN CLONING PROCEDURE. You'll get a series of popups:
On the above screen you can review and decide not to include certain tasks or forms by unchecking the "Ok" check box. You can also modify staff assignments. Printed reports can be printed out and submitted to supervisors for final review before finalizing the cloning process. Once printed you can close this screen and review list. To resume the cloning session and not lose edits select NO on the popup Review Pending Items?
Select 2.) Copy Tasks/Forms Checked OK To Permanent Due Date File (not reversible). Begins clone.
“Cloning Completed” - OK
4. Verify clone by running reports for new year.
If you need additional assistance, then please create a support ticket so that we can contact you directly.