Publisher Database

Options Menu

The Publishers Database is available from
the Options menu.
Publisher Database Window

The Publishers Database is at the very heart of Meeting Schedule Assistant. It was introduced in version 17.0.9. Up until then the personal was managed from different locations within the application and in some instances you had to duplicate names so that they would show in all the required drop lists. In addition, extra information (like notes, dates not available or default exclusions) were all stored in external data files.

Thus, as mentioned, the Publishers Database was conceived and it has brought together all of these various aspects of the application into one location. Under the hood the actual database is a XML data file. In the future we might be able to support having this file in some shared location so that you can run the application from multiple devices. But this feature is not available at this time. Disclaimer: It is beyond the scope of this help topic to describe the syntax of this file. You should not manually alter the underlaying XML file unless you know what you are doing. And if you do so, you do so at your own risk of data loss.

Upgrading the Database

Upgrade Database Menu If you a seasoned user of Meeting Schedule Assistant and is this your first time using version 17.0.9 or higher then you will need to upgrade your database. The only other time that you might need to run through this process again is if you restore a backup of your settings that were pre version 17.0.9.

As already mentioned, the required information about all of the brothers and sisters was being held in lots of different places. By upgrading the database the application will attempt to pull all of this information together for you automatically.

You will be informed if the upgrade was successful and you are encouraged to then review the database to ensure everything is correct.

Importing Publishers

Import Publishers Menu The Import Publishers menu item is only enabled if the Public Talks application is installed. This feature has been provided to assist you in populating the Publishers Database.

Import Publishers It reads the Public Talks Database and displays a list of all those who are not yet already in the Publisher Database.

From this list you can then decide on who to import them by setting the check box against their name.

In addition, you can set up some of the basic information, like their gender, if they are a publisher or serving in some capacity. In addition, you can set their availability.

All other refinements (like assignments) would need to be made once they have been added to the publisher database.

Managing the Publisher Database

- Publisher List

Publisher List

(Height of list has been
cropped for help topic)
 
This displays a list of all of the publishers held in your database.

There are three actions that you can take:
  1. Select an existing publisher so that you can make any needed changes.
  2. Press the Add button to add a new publisher to the database.
  3. Press the Delete button to remove a publisher from the database.
Please note that the publisher list and buttons are disabled if you are in the middle of editing an existing publisher.

- Publisher Details

Publisher Details  Use the top part of the window to specify the publishers name.
Use the drop lists (these are self explanatory) to set their:
  • Gender (Brother / Sister)
  • Serving As (Unbaptised Publisher / Publisher / Regular Pioneer / Other)
  • Appointed As (Not Appointed / Ministerial Servant / Elder)
Use the notes area as you require.

- Publisher Assignments

 Assignments The left column presents a list of all possible assignments that are available in Meeting Schedule Assistant. This includes all the mandatory assignments and any custom assignments that you have added.

The right column is for setting up exclusion defaults. There may be instances where a brother can be available for some assignments and not others on the same meeting. As an example, the Watchtower Conductor would not be available as the Reader or for Microphones etc.

Please note that default exclusions are:
  • ... only applied when creating new schedules.
  • ... only applied to the active schedule type (for most users, this will be the default schedule type).

- Publisher Availability

Unlike default exclusions, the  publishers' availability takes affect no matter what the active schedule type is.

Availability These options determine which meetings that the selected brother will be available for. This will be applied across all assignments. These settings determine if his name will be available for a given meeting when creating a schedule.
Dates Not Available This displays the next twelve months worth of dates. Using this list you can uncheck any dates when the currently selected publisher might not be available.

Doing this will remove them from all assignments on the schedules you create that encompass the relevant dates. If appropriate, they will also be excluded from automatic assignments.

As with the availability check options described above, this set of dates are applied across all assignments.

There are times where you might want to adjust dates over several weeks at a time.  To assist you with this there is the Date Range button. This opens a window which displays a calendar where you can select a range of dates from / to detailing when the volunteer is (or is not) unavailable.

Please note:
  • The dates displayed in the list will use the custom date format that is specified in the options dialogue (if set).

Publisher Availability - Order of Precedence

As you can see, there are several ways that you can indicate when a publisher is available. Each of them has their uses. However, they all come together to provide a composite overview of the publishers' availability for a given assignment. Thus, the application follows a strict order of precedence to decide if a publisher can be used:

> If first checks the dates list to see if they are available for the meeting date (Dates Not Available)
 > Next, it checks their basic availability for the meeting type (Midweek Meeting / Weekend Meeting)
 > Finally, it looks at what their exclusion defaults are for the given assignment