Import Exceptions into Calendar dialog
You use the Import Exceptions into Calendar dialog to create identical exceptions on a series of dates in a calendar, by importing a Microsoft Excel file that comprises a list of dates. This might be useful if, for example, you have been provided with a spreadsheet of dates that are holidays, or on which a contractor cannot work. You can specify the type of exception to create on each of the dates. For example, you could create a 24 hour holiday, or a 2 hour period of overtime working on each day. If any of the new exceptions conflicts with an existing exception, you are given the chance to cancel the import.
The file that contains the list of dates must be in Microsoft Excel format (either .XLS or .XLSX). When you import a file, Asta Powerproject searches the file for any cells that contain a date, and creates an exception on each of these dates.
How to access the Import Exceptions into Calendar dialog
To access the Import Exceptions into Calendar dialog, right-click a calendar in the project view and select Import Exceptions.
Explanation of the fields on the dialog
| Field | Description |
|---|---|
| Date file | Click ... to the right of this field to select the Microsoft Excel file that contains the list of dates to which you want to add exceptions in the calendar. |
| Exception type | Select the type of exception that you want to add to each of the dates that are listed in the Microsoft Excel file, for example Holiday or Overtime. A  symbol to the left of an exception type indicates a working exception such as Overtime; a  symbol indicates a non-working exception such as Holiday. |
| Specific start and end times | Click this radio button to create an exception on each date with start and end times that do not match a standard morning, afternoon or full day - for example, a hospital appointment that takes two hours - then enter the times at which the exception starts and ends in the From and To fields. |
| From work pattern periods | Click this radio button to create an exception on each date that covers a full morning, afternoon or working day as defined by the work pattern that applies on the specified day(s), then use the Morning and Afternoon check boxes to indicate whether the exception covers the morning or afternoon only, or the full day. |
| 24 hour exception | Click this radio button to create an exception on each date that covers an entire twenty-four hour period. |
Notes on work patterns with shifts that do not correspond to mornings and afternoons
In most work patterns, the working shifts will correspond directly to morning and afternoon working periods. However, this is not always the case. For example, a work pattern may comprise shifts that correspond to two working periods at different times of the day, or to three or four working periods a day.
In unusual cases such as these, 'morning' and 'afternoon' are defined as follows:
- For work patterns with one working shift per day, the 'morning' is the first half of this shift and the 'afternoon' is the second half.
- For work patterns with two working shifts per day, the 'morning' is the first shift and the 'afternoon' is the second shift.
- For work patterns with three working shifts per day, the 'morning' is the first shift plus the first half of the second shift and the 'afternoon' is the second half of the second shift plus the third shift.
- For work patterns with four working shifts per day, the 'morning' is the first two shifts and the 'afternoon' is the last two shifts.
How do I...
... import exceptions into the selected calendar from a Microsoft Excel file?
- Click ... to the right of the Date file field and select the Microsoft Excel file that contains the list of dates to which you want to add exceptions in the calendar.
- Select the type of exception that you want to add, for example Holiday or Overtime, in the Exception type field.
- To create an exception with start and end times that do not match a standard morning, afternoon or full day - for example, a hospital appointment that takes two hours - click the Specific start and end times radio button then enter the times at which the exception starts and ends in the From and To fields.
- To create an exception that covers a full morning, afternoon or working day as defined by the work pattern that applies on the selected day(s), click the From work pattern periods radio button then use the Morning and Afternoon check boxes to indicate whether the exception covers the morning or afternoon only, or the full day.
- To create an exception that covers an entire twenty-four hour period, click the 24 hour exception radio button.
- Click OK. If there are no exception conflicts, exceptions are created on each of the dates specified in the file.
- If one or more of the dates has an existing exception that conflicts with the exceptions you are importing, a warning appears to inform you that there is a conflict and to ask if you want to proceed. Click Yes to import the new exceptions into the calendar, amending any existing exceptions to fit around them, or click No to cancel the exception import. If you click No, no exceptions will be created on any of the dates specified in the file.