Important Dates
Learn to track and manage crucial renewal events at the client (global) and facility level.
Written by Jess Hamilton
Updated at October 2nd, 2024
Table of Contents
The Important Dates feature tracks renewal dates for important events like permits, testing, financial responsibility, and permit renewal invoices.
Whether you are managing these events for one or multiple facilities, Important Dates includes the ability to:
- Use customized dropdown menus to meet your specific tracking needs
- Edit multiple records
- Attach a document to multiple records
- Automatically generate recurring events based on a set frequency
- Automatically send email notifications at a designated cadence to keep key stakeholders informed
Locate Records
Important Dates can be viewed and managed at the client (global) level or the facility level.
Open Client Level Important Dates
To view and manage Important Dates across multiple facilities, click the nine dots in the top left corner to open the global menu. Under Compliance, select Important Dates.
Open Facility Level Important Dates
To view and manage Important Dates for a single facility, first navigate to that facility in Titan Cloud. In the left-side facility menu, click Activities and Important Dates.
On both the client level and facility level Important Dates pages, the grid is separated into six category tabs:
-
All: An overview that includes all entries across all tabs.*
- *Regulatory Inspections are not included in the All tab at this time.
- General Important Dates: A catch-all area for date tracking, for renewals outside of permits, testing, or invoices.
- Permits: Tracking for permit records and renewals.
- Testing: Tracking for testing events and renewals.
- Invoices: Tracking for invoices related to permit records and renewals.
-
Regulatory Inspections: Tracking for details, documents, and activities associated with a State Regulatory Agency's inspection.
- More information on this tab is available in the Regulatory Inspections article.
Selecting a category tab will limit the records in the grid below to that category. For tips on sorting, filtering, and customizing the grid to best suit your needs, check out the Grid FAQs article.
Additionally, if you are managing Important Dates for multiple facilities at the client level, there is a detailed Search panel at the top of the page to further refine results by Facility, State/Province, Facility Group, Facility Status, or record completion status.
To open or close the search panel, click the “SEARCH BY” header.
When the panel is closed, you’ll see a downward facing arrow at the far left. When the panel is open, you’ll see an upward facing arrow. You can click these arrows, but clicking anywhere in the header will work!
Add & Edit Records
Create New Record
To add a new Important Date record, select the category tab that best matches the record type, then click Add.
Tip: Once a general, permit, testing, or invoice record has been added, it may be edited from the “All” category tab, but it must be added from the correct category tab!
Although the fields in the “Add New” modal differ by category, there are a few items to note that apply to all Important Dates record types.
- The Facility field is always required, and is automatically selected if you are accessing Important Dates from a specific facility.
- Dropdown values and required fields are managed on the Important Dates Configuration page.
- The Date Due Next / Permit Expiration Date / Renewal Date field drives renewal dates, and is shown on the upcoming/past due reporting and dashboard.
- If Completed is selected, the record will no longer be tracked for renewal. This option essentially “closes” the record for renewal tracking.
- Click “Add New” to save.
Tip: Regulatory Inspections require slightly different information than the other types of Important Dates. Please refer to the Regulatory Inspections article for more information.
Edit Existing Records
Once a General, Permit, Testing, or Invoice record has been created, it may be edited from the All category tab. Any record may be edited in the category tab under which it was created.
Edit a Single Record
Locate the record in the grid, and click the pencil edit icon in the Actions column.
At the top of the Edit modal, you can choose to manage Important Date Information or Associated Items (records linked to the current record) by clicking the tabs.
Click Update to save.
Edit Multiple Records in the Grid
The In Grid Edit feature allows you to edit existing records directly from the grid.
At the top of the grid, click the Edit button, and select In Grid Edit from the dropdown menu.
When enabled, the In Grid Edit feature turns grid cells into dropdown lists, allowing you to easily change values without opening each record's editor individually.
Click Save All to save changes and close the In Grid Editor.
Tip: You may also close the In Grid editor without saving edits by clicking the Edit button, and selecting Cancel Grid Edit.
Make the Same Edits to Multiple Records
Another option is to make edits in bulk using the Edit Selected feature. This is a helpful tool for marking multiple events as complete at once, or uploading the same file to multiple records.
To do this, you must first select one or more records in the Select column. You may click the checkbox in the column header to select all, or click individual checkboxes.
Then, click the Edit button and select Edit Selected.
The Edit Selected modal will include fields from the Important Dates Details. You can remove fields you do not want to edit by pressing the minus icon, or add fields by pressing the plus icon.
Selecting a value for any field will update that field for all selected records. Likewise, attaching a file will add it to all selected records.
Click Save to apply changes.
Automate Recurring Records
If a Testing record is marked as Completed and included a Completed Date, the system will prompt you to confirm automatic creation of a future event.
When Confirm is clicked, a record will be created using the following fields from the completed record:
- Requested By
- Equipment
- Grade
- Frequency
- Testing Type
- Tank Number
- Number of Devices Tested
- Notes
- Vendor
- Purpose
- Cost Estimate
- Due Date (using the completed record's Completed Date + Frequency)
Import Records via Spreadsheet
To add or update Important Dates records in bulk with templated spreadsheet, you may use the Important Dates tool or the Data Import/Export tool in the Administrative Console. Please see the Bulk Data Management for Important Dates article for instructions.
Export Records
When one or more records in the General, Permits, Testing, or Invoices grid is selected using the checkboxes in the Select column, three export options become available:
- Export to Calendar
- Export to Excel
- Send Email
For a more robust option to export Important Dates records as an Excel spreadsheet, you may use the Data Import/Export tool in the Administrative Console. Please check out the Bulk Data Management for Important Dates article for instructions.
Additional data may also be exported using the Standard Testing (Important Dates) Reports on the Reports Page.