Item Code Group Cloning

Permissions

To access the Dockets Setup page, the head contractor admin must have either the Dockets Super User or Admin Manager permission.

Important Notes on Group Cloning

• Group cloning does not create the individual item codes, it duplicates the group structure - the Shift Rules and Add Rules portion of an item code group.

  NOTE: Any Additional Attachments / Allowances will not be cloned.

• All required item codes must already exist in Virtual Super before cloning. The item codes can be created manually or via the Excel template upload.
• Group cloning uses text matching to locate item code descriptions and insert them into the cloned groups. To ensure accurate cloning, item code descriptions must follow consistent naming conventions. For example, the system will find CW1 Double Time and replace it with CW7 Double Time because the descriptions match the find and replace parameters CW1 - CW7.
• Text matching is case sensitive therefore the description will need to be entered as it appears in the Virtual Super.

The Group Cloning Workflow

1. Create all item codes for the new groups - for example, CW7 Normal Time, CW7 Labour Time and Half, CW7 Double Time, CW7 Night Shift, etc.

   Repeat this process for each additional group, such as CW8 and CW9.

2. Clone the existing group
3. Add any additional clones
4. Confirm the details of the cloned group(s)

Example Scenario:

A head contractor wants to create CW7, CW8 and CW9 Labour groups by cloning an existing CW1 Labour group. The CW1 group is made up of the following item codes:

• CW1 Normal Time
• CW1 Labour Time and Half
• CW1 Double Time
• CW1 Night Shift
• CW1 Public Holiday
• CW1 Weekend

First, the equivalent CW7, CW8 and CW9 item codes must be created:

• CW7 Normal Time, CW7 Labour Time and Half, CW7 Double Time, CW7 Night Shift, CW7 Public Holiday, CW7 Weekend
• CW8 Normal Time, CW8 Labour Time and Half, CW8 Double Time, CW8 Night Shift, CW8 Public Holiday, CW8 Weekend
• CW9 Normal Time, CW9 Labour Time and Half, CW9 Double Time, CW9 Night Shift, CW9 Public Holiday, CW9 Weekend

The item codes can be created manually or via the Excel template upload. The Excel upload is recommended in this scenario due to the number of item codes being created.

How to Clone a Group

Once the item codes have been created you are ready to start cloning.

• Go to the Dockets Setup page.
• Click on the Item Codes tab.
• Filter to locate the group you want to clone.
• Click to open the group details and click Clone Group.

NOTE: If, like the example above, the group you’re cloning includes a group within a group (an advanced group), the system will clone both the overarching group and the nested group. For example, cloning CW1 Labourer (the overarching group) will also clone CW1 Labourer Mon – Fri Day Shift (the nested group).

• Select the Target Supplier the cloned group is for. You can create the new group for any supplier, provided the contract rules and rates are the same.
• Click Next.

• In the Find and Replace fields, enter identifying text from the item code descriptions. The Virtual Super uses text matching to find item codes and replace them in the cloned groups. For example, the system will find CW1 and replace it with CW7 because the descriptions match the find / replace paramaters.

  Find: Enter identifying text from the description of the original item codes (e.g., CW1).

  Replace: Enter identifying text from the description of the replacement item codes (e.g., CW7).

• To add additional clones, click the Add Clone button and repeat the Find and Replace process. Example: Find CW1 and Replace with CW8.

• Click Next to view a summary showing the cloned group description and item code replacements.
• When you have finished adding clones, click Next to review the details. If the details are correct, press Confirm then Finish to complete the cloning process.

• Return to the Item Codes tab on the Dockets Setup page to view the new item code group(s),

Errors

The following errors will stop group cloning from being possible:

• Replacement item code(s) not created
• The item descriptions are too dissimilar, e.g.,, CW1 Night Shift and CW2 Night Shift will match but CW1 Night Shift and CW2 NS will not match
• There are multiple items that could be used as the replacement item

Any errors will need to be fixed before cloning can occur.

The following support movie demonstrates the Group Cloning Feature: