It is a common requirement to create new Services, particularly when setting up a new system.
This article explains how to use the Schoolworks “Copy Service” function which greatly reduces the workload in doing this.
Background
Firstly, it is important to understand the Service object is linked to multiple other objects which control various behaviour of the Service.
Using the Salesforce “Clone” function simply copies the Service record - this is not helpful.
Instead, the Schoolworks “Copy Service” function copies not only the Service record, but also creates new related records on different objects, selected in the Copy Service screen.
If you do not have permissions to use the “Copy Service” function, please contact your System Administrator.
Copy Service Function
Navigate to the most similar existing Service in the system.
Using a similar existing Service reduces the number of changes that need to be made.
Click on the Copy Service button:
Note this button may appear in a dropdown menu in the top right corner depending on your system configuration.
If you cannot see the button, please contact your System Administrator
This will take you through to the following screen:
Main details for the new Service:
Service Code - enter a new unique code
Service Name - enter a new unique name
Service Description - typically the same as the name, but can contain further details if they are required on documents/emails
Portal Description 1 - leave blank, not in use
Portal Restrict Length Minimum - only enter a numerical value here if you wish to restrict the minimum length of the Service it is possible to book through the online booking system, typically blank
Portal Restrict Length Maximum - only enter a numerical value here if you wish to restrict the maximum length of the Service it is possible to book through the online booking system, typically blank
Portal Name - enter a customer friendly name (for use on the online booking system), often the same as the Service Name
Service Display Name - enter a customer friendly name (for use on documents/emails), often the same as the Service Name
Portal Description Dates - leave blank, not in use
Relationships to copy:
Service Options - copies any Service Options, not common on Courses, but on Accommodation, can be Room Type, Board Type for example, typically left checked.
Service Schools - copies any Schools that can deliver the Service, typically left checked
Service Dates - copies any dates the Service is available for - common with fixed length courses, typically left checked
Account Finance Settings -
Finance Groups
Service Classes
Service Days
Email Templates
Price Item and Prices
Price Item to Copy
This section will create a copy of the PriceItem associated with the Service you are copying:
New Price Item Code - enter a new unique code
New Price Item Name - enter a new unique name
New Price Item Description - typically the same as the name, but can contain further details if required
Prices to Copy
This section will copy any Prices held in any existing Price Lists.
Highlight any Price Lists where you wish to copy the Prices
This can be particularly useful if there are multiple Prices
Check all fields, then press the Copy button at the top of the screen.
You will then be taken to the new Service record.
IMPORTANT: Once copied, review the new Service.
Check all fields for accuracy and adjust where required.
Note: there are some new fields that have been added to the Servcie since the Copy Service functionality was built which will NOT be copied, but instead retain the value from the copied Service.
In particular, check and adjust the following fields:
Booking Fee Service
Integration Code - important: this must be unique as it controls the Service on the online booking system.
Navigate through the tabs to check all relationships with other objects
Click through to the Price Item and adjust any details and prices where required.
Test - both internally through an Enrolment and if appropriate, check the behaviour on the online booking system.
Any problems, double check the fields and relationships
If anything is not appearing as expected in the bookings, contact your System Administrator.